====== Registration ====== [[https://kb.infinitecampus.com/help/online-registration-workflow|Online Registration Workflow]] ====== Application Processing ====== ~~hero-subtitle Registration and Enrollment~~. ~~NOTOC~~ Accept, Reject, or Hold Application Review or Create Enrollment Records Update Health Record ===== Staff Processing ===== * Reviewing Census Data (Households, Addresses, People) * Ensuring no duplicate records are created by linking application elements to records in Infinite Campus * Reviewing any documents parents uploaded to ensure the correct ones were uploaded. * Checking how parents answered specific questions * This is where the application is approved, denied, held. Path: Census > Online Registration > Staff Processing [[campus.kb>staff-processing|Staff Processing]] ===== Student Processing ===== * Annual Update (Existing Students) * Review student enrollments and giving them an enrollment if needed. * New Family Applications (New Students) * Give new students enrollments Path: Census > Online Registration > Student Processing [[campus.kb>student-processing|Student Processing]] ===== Health Staff Processing ===== * Review students' existing conditions and medications * Enter new conditions or medications for students Path: Census > Online Registration > Health Staff Processing [[campus.kb>health-staff-processing|Health Staff Processing]] ===== Application Statuses ===== ^ Status ^ Description ^ | Posted | The application is posted. | | Denied | The application is rejected by the district. | | Approved/Posted | The application is approved and enrollment information is posted. | | Hold | The application is in a hold status because of missing information or a missing district requirement. | | Submitted-New | This status is assigned when a new parent submits an application. | | Submitted-New Student | This status is assigned when an existing parent submits an application in the New Student mode. This typically happens during Kindergarten registration. | | Submitted Existing | This status is assigned when an existing parent submits an annual update without adding a new student. | | Submitted-Existing with New Student | This status is assigned when an existing parent submits an annual update and adds a new student. | | New | This status is assigned when a new parent starts an application but does not submit it. | | Link Error | This status is assigned when you manually mark applications with link errors. | Audience: Skills: * On-Demand Training Course(s): * [[https://university.infinitecampus.com/learn/course/21249/online-registration-prime?generated_by=108930&hash=232c3b62f33e233556b552f5e9a4ac87cb843934|Online Registration Prime]] ===== Terminology ===== OLR – Acronym for Online Registration Application – This is what parents fill out and submit. They enter information about their household, themselves, their students, and emergency contacts in this. * Annual Update – This is the type of application that existing families complete each year to update their information. * New Student - This is the type of application that families complete when adding a new student and the Annual Update window has closed. * New Family (Email/Kiosk) - This is the type of application that new families complete when they have no students currently enrolled. Index – This is the highest level of an application. Also referrered to as Tabs. These house our pleats and fields/questions. Examples are: Student(s) Primary Household, Parent/Guardian, Emergency Contact, Non-Household, and Student. Pleat – This is a section of the application within an Index (Tab). These sections are what house our fields/questions. Examples are Demographics, Housing, Previous School, etc. Field – This is a question or text within our pleats. These fields are what parents fill out and answer within the application. OLR Literals Bank – This is the tool we use to edit the wording of various parts of our Online Registration application. OLR Lists Bank – This is the tool we use to edit and create lists used in Online Registration. Email Link – This is the link that districts use for new families to fill out OLR applications for the first time. This is often put on the district’s website or emailed directly to parents.Kiosk Link – This is the link that districts load onto a computer in the front office or during registration events, that is used for families with limited access to internet or want additional help filling out the application. This allows families to come into the school and complete their OLR application. Batch Post - Allows us to post or approve multiple annual update applications at once, without having to review the demographic information in them. Staff Processing – This is the process of reviewing the demographic information in the application. Linking – This is where we connect a person, household, or address in the application to an existing record within Infinite Campus. This allows us to update information instead of creating a duplicate record. Posting an Application – This is the process of approving the application and saving the information from the application in Infinite Campus. Student Processing –This is the process of either enrolling new students or verifying existing students’ enrollments. Health Processing – This is the process of either giving students their new health conditions or medications or reviewing their existing ones. Receipt/Summary – This is a summary of all the information entered within an OLR application. ===== Schedule ===== ^ ^ Regular |^ Summer || ^ Type ^ Start Date ^ End Date ^ Start Date ^ End Date ^ | Annual Update | August 1st | September 30th | April 1st | June 7th | | New Student | October 1st | May 15th | | | | New Family (Email/Kiosk) | August 1st | May 15th | April 1st | June 7th | ===== OLR Go Live Checklist ===== ^ Items to Review ^ Action Items ^ | Do you have the correct school years created and enabled for existing and/or new applications? | Complete | | Do you have the correct dates set under OLR setup to allow existing parents with Portal Accounts to complete New Student registration or an Annual Update of current student information? | Complete | | Do you have all pleats enabled for parents to see in the application? | Complete | | Do you have all questions enabled and/or required, if needed? | Complete | | Have you finished building all your fields to collect all desired enrollment information? | Complete | | Are all custom/default OLR fields that have been set to map back to fields in Campus actually posting back? | | | Have you created and/or enabled other languages to be completed in OLR? | Declined | | Have you reviewed the Receipt and removed all "starting literal" wording and made any other changes needed? | Complete | | Have you modified your OLR Lists (Ex: selections for relationship lists, re-sequencing grades, etc)? \\ Have you translated all languages needed in the OLR Lists? | Complete | | Have you set up your Health Condition Mapping configuration?\\ "System Settings > Online Registration Setup > OLR Lists Bank > Person-Healthconditions\\ \\ Add Health Condition Codes to each health condition that you want to be mapped back to Campus when processed. Student Information > Health Administration > Condition Setup (to find the codes)" | | | Have you created/enabled Statuses as needed?\\ Have you aligned each status to a letter/message? \\ Have you aligned each language to a letter? (will need to create a letter for each language if not already) | Complete | | Have you adjusted all wording to the status message/letter in Ad Hoc Reporting?\\ \\ Did you create message/letter for other languages? | Complete | | Have all automated notification messages been set up? | | | If you have decided to use document upload in OLR and wish to retain the documents, have you enabled the Digital Repository? | Complete | | Have tool rights/tool groups been correctly aligned to staff members who will be using OLR?\\ \\ Have you created User Groups for use with Notifications? (if needed) | | | Are you going to enable password reset control to users instead of district staff? | Complete | | Do all existing student parents have Portal accounts? | Currently Campaigning | | Do your registrars processing future year applications have future year calendar rights? | Complete | | Are you going to keep the Portal Self-Service options on or turn them off during OLR? | Leave them on | | For existing student registration: Have you rolled students from one school year to the next? | Complete | | For existing student registration: Do you have the portal link enabled to be shown on the portal? | Complete | | Have you notified the community about the opening of Online Registration? Set up regstration events, etc? | Complete | | Have you made any process related decisions yet on how to handle parents who refuse to do an online application for New student & Annual Update scenarios? | Paper App Needs to be generated |