Registration

Online Registration Workflow

Application Processing

~~hero-subtitle Registration and Enrollment~~.

Staff Processing

Path: Census > Online Registration > Staff Processing

Staff Processing

Student Processing

Path: Census > Online Registration > Student Processing

Student Processing

Health Staff Processing

Path: Census > Online Registration > 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):

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.

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