The Application Editor allows administrators to set up forms for new students to enroll in the district, existing students to update their information in Focus, and inactive students to reapply to the district. The Online Enrollments screen allows administrators to review and process these forms.
This document focuses on the new Application Editor and Online Enrollments screens, and their related functionalities. For information on the legacy versions of these screens, see Application Editor and Online Enrollments.
To enable the new Application Editor and Online Enrollments, please contact your Project Coordinator or Account Executive. Once enabled on your site, it cannot be reverted back to the prior version.
The Online Application tab in System Preferences houses the system preferences that are relevant to the online application. Some of these preferences may only be applicable to the legacy version.
1. In the Setup menu, click System Preferences.
2. Click the Default School Preferences tab.
3. Click the Online Application tab.
4. Set the desired system preferences.
| Preference | Description |
|---|---|
| Allow New Applications to be Started | Select the check box to display the Application for New Students tab of the online application and allow new applications to be started. |
| All In-progess Applicants to Continue their Applications | Select this check box to display the Continue Application tab of the online application and allow in-progress applicants to continue their applications. Note: If Email Validation is used on any application forms on the Application Editor screen, then this must be enabled for new applicants to validate their email. |
| Application tracker | Select the check box to enable the ability for the applicant to track the application by entering their email address and a password for the application. When both the “Applicant tracker” and the “Require Email Address” preferences are enabled, the applicant must fill out the Email Address and Password fields. When the “Applicant tracker” preference is enabled but the “Require Email Address” preference is disabled, the option "Would you like to track the application status?” is displayed. Selecting Yes allows the applicant to enter the Email Address and Password fields to track the application. |
| Make Required Re-Enrollment Forms Student Specific | Select the check box to allow parents who have multiple students to access the Portal for the student whose required re-enrollment form was completed. Parents cannot access the Portal for other students who didn’t have their required re-enrollment forms completed. When this preference is unselected, parents must complete all required re-enrollment forms for all of their students before having access to any student data. |
| Enrollment Year for Application Courses | Select the year that will be used when determining the courses that a student can request in an application. Selecting N/A will use the currently selected syear. |
| Create Students Using Negative Student IDs | Select this option to assign a negative student ID to students who applied via the online application. This is used when districts do not want to create a valid student ID for student until they are enrolled at a school in the district. The student ID changes to a positive number once the student is dropped from the Applicants school and enrolled in a district school. |
| Default Student Profile for Applicants | Select the default student profile that is assigned to students created through /auth (this is for brand new students to the district). If this preference is not set, students will be assigned the profile from the “Default Student Profile for New Students” preference below. NOTE: A specific profile can be set up for the applicant students in Users > Profiles to limit the student’s access in Focus until they are enrolled at a school in the district. |
| Default Student Profile for New Students | Select the default student profle that is assigned to new students. This preference is required and will be set upon upgrading if not previously set. This profile is assigned to students if they have the Default Student Profile for Applicants and are enrolled in a school. |
| Automatically link students created by parent profiles | Select one or multiple parent profiles from the pull-down. When a parent with a selected parent profile completes an online application for multiple students, those students will automatically be recognized as siblings and will be linked in the Linked Students section of the Addresses & Contacts category in Student Info. |
| Process Edit Rules on Student Creation | Select the check box to enforce the edit rules set up in Setup > Edit Rules & Workflow on the online application as the student table is updated for new students. Note: For "Process Edit Rules on Student Creation" to work as expected, both the "Enabled" and "New Student" check boxes must be selected for the rule in Edit Rules & Workflow > Execute SQL. The Execute SQL will be executed upon the creation of the student record in the application school and not when the application is submitted. |
| Process Edit Rules on Student Updates | Select the check box to enforce the edit rules set up in Setup > Edit Rules & Workflow on the online application as the student table is updated for returning students. |
| Contact Required - If an address block is shown then require student to add a contact | Select the checkbox to require applicants to add at least one contact
|
| Allow Enrolling in Future Year | Select the check box to allow the applicant to select the next school year as the year of enrollment. When the student field “Application School Year” (alias: application_syear) is included on an enrollment or re-enrollment form, the applicant can select the Next School Year option. In the Unprocessed Applications tab and Unprocessed Forms tab of the Online Enrollments screen, the Requested Enrollment Year column will display the applicant’s selection. When clicking Process to enroll the applicant in the Unprocessed Applications tab, the requested enrollment year will default as the enrollment year. This preference is enabled by default. When this preference is disabled, the applicant will not be able to select the Next School Year option in the Application School Year field. |
| Allow Enrolling in Current Year |
Select the check box to allow the applicant to select the current school year as the year of enrollment. When the student field “Application School Year” (alias: application_syear) is included on an enrollment or re-enrollment form, the applicant can select the Current School Year option. In the Unprocessed Applications tab and Unprocessed Forms tab of the Online Enrollments screen, the Requested Enrollment Year column will display the applicant’s selection. When clicking Process to enroll the applicant in the Unprocessed Applications tab, the requested enrollment year will default as the enrollment year. This preference is enabled by default. When this preference is disabled, the applicant will not be able to select the Current School Year option in the Application School Year field. |
| Prevent students from registering for accounts to apply |
Select the check box to disallow students registering for accounts; only parents can register their students and access applications. |
| Display Parent Portal Alert for In-Progress Applications | When enabled, an alert displays on the Parent Portal when the parent has a linked student who is currently enrolled (default school) in the district’s applicants school and whose application.status = ‘in_progress'. The alert says “Click HERE to complete {STUDENT_NAME}’s application,” and includes a link to complete the application. |
| Allow creating new Legacy Student Enrollment Forms - WARNING: These will be removed in a future update. It is recommended to leave this off | When enabled, users can create old Legacy forms in the Application Editor. It is recommened to leave this preference turned off. |
| Define Grade Levels on Application Courses | This preference is used for postsecondary. When this preference is enabled, grade levels can be set for courses in the Application Courses tab of the Application Editor. Additionally, the Current Grade Level field is added to the application. When the applicant selects a grade level, the available courses will display depending on the grade level selected. |
| Define Date of Birth on Application Courses | This preference is used for post-secondary. When this preference is enabled, the “Birthdate Cutoff” column is added to the Application Courses tab of the Application Editor. A birthdate cutoff can be defined for applicable courses. Students with a birth date after the defined date will not see the course as an available option on the application. |
| Default Additional Student Fields | When student fields are selected in this preference, these fields will be selected by default in the Additional Fields pull-down in Online Enrollments. These student fields display as columns in addition to the hard-coded columns in each tab of Online Enrollments. |
| Disable processing Forms at Applicants School |
When this preference is enabled, the Process and Send Back buttons are removed in Online Enrollments at the Applicants school. |
| Optional Custom HTML for Student Applications | Optionally, enter a message that will display on the Applications screen in the Parent Portal/Student Portal to provide more information about the forms the parent/student should complete. |
| Require that pending applications be processed before users can apply for a job. | Select the check box to require that a user’s application be approved before they can apply for a job. The message “Your application is being reviewed. You will receive an email when your application is approved and you can return here to apply for job openings” will display in red font on the Job Postings screen until the user’s application is approved. |
| Days before archiving Processed User Applications | Enter the number of days before a processed user application is moved to the Archived tab in ERP > Human Resources > Online Applications. |
| Days before archiving Unprocessed User Applications | Enter the number of days before an unprocessed user application is moved to the Archived tab in ERP > Human Resources > Online Applications. |
| Days before archiving Unsubmitted User Applications | Enter the number of days before an unsubmitted user application is moved to the Archived tab in ERP > Human Resources > Online Applications. |
| Archive User Applications for Hired Applicants | Select the check box to move user applications for hired applicants to the Archived tab in ERP > Human Resources > Online Applications. |
5. Click Save.
The Parent Registration tab in System Preferences houses the system preferences that are relevant to parent, user, and student registration.
1. In the Setup menu, click System Preferences.
2. Click the Default School Preferences tab.
3. Click the Parent Registration tab.
4. Set the desired system preferences.
| Preference | Description |
|---|---|
| The introduction text displayed to parents for account registration |
By default, the text for registering an account will state, “I DO NOT have an Account Registered on the Parent Portal but my child is Actively Enrolled.” To adjust this statement, enter your desired text. |
| The introduction text displayed to users for account registration | Enter the text that displays to users for registering an account. |
| The introduction text displayed to students for account registration |
Enter the text that displays to students for registering an account. |
| Changes the text used for the add a child button for account registration. | By default, the text for adding a student to an account will state, “I have an Account Registered on the Parent Portal but would like to ADD A CHILD.” To adjust this statement, enter your desired text. |
| Changes the text used for the password reset button for account registration. | By default, the text for resetting a password will state, “I have Forgotten My Password and would like to generate a new one.” To adjust this statement, enter your desired text. |
| Changes the text used for username reset button for account registration. | By default, the text for resetting a username will state, “I have Forgotten My Username and would like to retrieve it.” To adjust this statement, enter your desired text. |
| Display additional text on User Registration page. | Enter text in the text box that you’d like to display on the user registration screen in an informational box at the top of the page. This text can be used to provide instructions, guidelines, or important notices to users during the registration process. |
| Display additional text on Parent Registration page. |
Enter text in the text box that you’d like to display on the parent registration screen in an informational box at the top of the page. This text can be used to provide instructions, guidelines, or important notices to parents during the registration process. |
| Require Birthdate & SSN for User Registration |
Select the check box to require social security numbers and birth dates to complete registration when users are creating an account. Note: If the user enters a social security number that already exists in Focus, the error “The SSN provided is already in use” will display on the registration screen. |
| Require Birthdate & SSN for Parent Registration |
Select the check box to require social security numbers and birth dates to complete registration when parents are creating an account. Note: If the user enters a social security number that already exists in Focus, the error “The SSN provided is already in use” will display on the registration screen. |
| Logo Url | By default, the environment’s main logo will be used as the logo that appears in the Parent Portal Registration header. If you would like to use a different logo, upload the image to your Uploaded Assets folder on the server, then place the full URL in the Logo URL field. |
| Title of the Parent Portal | By default, the title that will appear in the header will state, “Parent Portal Registration.” Enter a different title, if desired. |
| The County Name or title to use in emails and throughout the registration process | Enter the desired name to appear in various places throughout the registration process, including the confirmation email. |
| Prevent parent accounts with domain: @ | If a value is entered in this system preference, parent accounts will not be generated when an email matching that domain is used. Multiple domains can be entered in this preference, separated by commas, semicolons, or new lines. If a parent attempts to create a Parent Portal account with a restricted domain, they will be presented with the error message: Please enter an email which is not hosted @ (the domain). |
| Enable Parent Registration | When the check box is selected, parent registration via /auth will be turned ON. When not selected, parent registration via /auth will be turned OFF. |
| Enable Parent Email Validation |
Select the check box to require parents to validate their email address before complete account registration. |
| Parent Email Validation Subject |
When “Enable Parent Email Validation” is enabled, enter the subject for the email that will be sent to parents for email validation. |
| Parent Email Validation Template |
When “Enable Parent Email Validation” is enabled, select the letter from the pull-down that will display as the body of the verification email. The pull-down populates with letters from Print Letters & Send Email and Communication. |
| Enable Student Email Validation |
Select the check box to require students to validate their email address before complete account registration. |
| Student Email Validation Subject |
When “Enable Student Email Validation” is enabled, enter the subject for the email that will be sent to students for email validation. |
| Student Email Validation Template |
When “Enable Student Email Validation” is enabled, select the letter from the pull-down that will display as the body of the verification email. The pull-down populates with letters from Print Letters & Send Email and Communication. |
| User Email Validation |
Select the check box to require users to validate their email address before complete account registration. |
| User Email Validation Subject |
When “User Email Validation” is enabled, enter the subject for the email that will be sent to students for email validation. |
| User Email Validation Template |
When “User Email Validation” is enabled, select the letter from the pull-down that will display as the body of the verification email. The pull-down populates with letters from Print Letters & Send Email and Communication. |
| Parents must provide verification before viewing linked students | When this preference is selected, new parent user accounts will be created with enabled unchecked, meaning a school or district staff member will need to verify the parent account through the interface prior to the parent seeing their child’s information on the Parent Portal. When this preference is not selected, new parent user accounts will be created with enabled checked, meaning the parent will be able to see his or her child’s information via the Parent Portal immediately following registration. |
| Custody Alert Field |
If the preference "Parents must provide verification before viewing linked students" is not selected, you can still require verification based on an individual student. This is beneficial if there is a custody concern. Select the desired text, check box, or select field from the drop-down which will be used to determine whether verification is needed before the parent can view the student’s information via the Parent Portal. |
| Only allow custodial contacts to register for parent account based on the contact’s email | When the check box is selected, individuals registering for a Parent Portal account via the /auth procedure must use an email address matching that of a custodial contact associated with the student to link to the student's account (via Student Info > Addresses & Contacts). |
| Send parent verification when opening up for a new account | Select the check box to send parents a Verification Email when they open new account in /auth. |
| Parent Verification Email Subject | Enter the text that will display in the subject line of the parents verification email. |
| Parent Verification Email Body Letter Template | Select the letter from the pull-down that will display as the body of the verification email. The pull-down populates with letters from Print Letters & Send Email and Communication. |
| Parents can get automatically authenticated if they have an SSN (SSN is optional when enabled) | When this preference is selected and the preference “Parents must provide verification before viewing linked students" is selected, parent accounts will be auto-enabled to their child if a valid SSN is entered during the registration process. If this option is not selected, the process will depend solely upon the “Parents must provide verification before viewing linked students" preference setting. If using this option, the preference "Social security field that will need to be entered by parents" must be filled out. |
| Allows authenticating based on the Student's Username/Password | The student’s username and password can be used during the Parent Portal Registration process. When this preference is selected, the parent will be required to enter their child’s username and password. When unselected, the fields will not be present during the Parent Portal Registration process. |
| Require Name When Linking Students | This preference requires the parent to enter the Student’s First Name and Student’s Last Name when linking the parent to the student’s account. |
| Social security field that will need to be entered by parents | The student SSN can be used during the Parent Portal Registration process. To use the SSN option, select the desired student field from the drop-down. If a value of NULL is selected, the parent will not see the SSN entry field when registering for their parent account. |
| Student column that is used for verification | If desired, you can prevent parents from connecting their parent account with their student based on a flag set at the student level. To use this preference, select the desired student field from the drop-down. Only student fields with the type of text or check box can be used. For check box fields, if a student has a value of “Y" in the selected field, the parent will not be able to connect their account with the student. For text fields, if a value is present in the selected field, the parent will not be able to connect their account with the student. No confirmation is provided to the parent to indicate if the student is enrolled in the district. |
| The State ID field that can be entered by parents instead of SSN | The student State ID can be used during the Parent Portal Registration process as a replacement of the SSN. To use the State ID option, select the desired student field from the drop-down. If a value of NULL is selected, the parent will not see the State ID entry field when registering for their parent account. |
| PIN | The student PIN can be used during the Parent Portal Registration process. To use the PIN option, select the desired student field from the drop-down. If a value of NULL is selected, the parent will not see the PIN entry field when registering for their parent account. |
| The birthday field that will need to be entered by parents | The student’s birthdate can be used during the Parent Portal Registration process. To use the birthdate option, select the desired student field from the drop-down. If a value of NULL is selected, the parent will not see the Birthdate entry field when registering for their parent account. |
| Use the Student ID instead of Local ID | Select the check box to require parents to enter the Student ID instead of the Local ID when adding a child in Parent Registration. If left unchecked, the system will default to using the Local ID. |
| The email address field that will be used for parents | The parent will be asked for his/her email address during the registration process. This email address will be transferred to the parent user account generated. Select the desired user field this email address should be stored in. |
| Choose Parent Profile | If a parent successfully completes the Parent Portal Registration process, a new user will be created in your database. Select the desired profile type to be assigned to parent users generated from the Parent Portal Registration process. |
| Choose User Profile | If a user successfully completes the user portal registration process, a new user will be created in your database. Select the desired profile type to be assigned to users generated from the registration process. Note: This setting displays when Applicant Tracking has been enabled for the district. |
| Choose Reference Form | Select the application form from the pull-down that should be completed by potential employees when submitting references via Applicant Tracking. The forms populated pull from Setup > Application Editor. |
| Default Additional Employee Fields | Select the employee fields that will be selected by default in the Additional Fields pull-down in Human Resources > Online Applications on the Unprocessed, Unsubmitted, and Processed tabs. These fields will be selected by default only if the user does not already have fields selected in the Additional Fields pull-down. If a user changes the fields selected in the Additional Fields pull-down, those selections will be maintained for that user. |
| Optional Custom HTML for Employee Applications | Enter the text that should display as messages at the top of the appropriate Employee Applications page. |
| Replace the introduction page for parents with custom HTML | Enter the desired text in English to appear on the first page of the Parent Portal Registration process. |
| Replace the introduction page for users with custom HTML |
Enter the desired text in English to appear on the first page of the user registration process. |
| Replace the introduction page for students with custom HTML |
Enter the desired text in English to appear on the first page of the student registration process. |
| Optional Custom HTML for Parent Applications |
Enter the text that should display as messages at the top of the appropriate Parent Applications page. |
| (Spanish) Replace the introduction page with custom HTML | Enter the desired Spanish text to appear on the first page of the Parent Portal Registration process. |
| Optional Custom HTML for Student Locator Screen in Parent Auth | Enter the desired text to appear on the Student Locator screen upon entering student information and adding students. The text displays at the top of the screen beneath the header. |
| Optinal Custom HTML for Last Screen in Parent Auth | Enter the desired text to appear on the last screen of the registration process. The text displays at the bottom of the screen above the footer. |
5. Click Save.
1. In the Setup menu, click Application Editor.
The Form Setup tab is opened by default.
2. To add a new form, click the green plus button.
3. In the Create Form pop-up window, enter the Form Title. In the Form Type pull-down, keep Student selected. Click Create Form.
When the system preference "Allow creating new Legacy Student Enrollment Forms" is enabled, you may select "Legacy Student" as the Form Type to create a new legacy form. If this preference is disabled, you may only create forms in the new format ( the "Student" Form Type). It recommended to leave this preference disabled, as the legacy forms functionality will be removed in the future.
4. If you have a different form currently loaded on the screen, click Yes in the next pop-up window to switch to the new form.
The new form is loaded. The form setup options are displayed at the top of the screen. The Application Layout on the bottom-right of the screen is where the form layout will be built. The bottom-left side of the screen contains the items that are used to build the form, including labels, groups, page breaks, and student fields.
5. The Form Title can be edited as needed.
6. To limit access to the application or form based on the student's age, enter or select from the calendar the applicable birth dates in the Birthdate On or After and/or Birthdate On or Before fields.
If the student's birthdate does not meet the criteria set on the application, the form will not be available for the student. In the Applications screen in the Parent Portal/Student Portal, the application will display in the Unavailable Applications section of the screen.
7. The Enabled check box makes the form available in the Student Form Publishing tab for publishing.
If a form is published in the Student Form Publishing tab, and is then disabled in Form Setup (the Enabled check box is cleared), the form can still be accessed by parents/students. It is recommended to use the End Date field in Student Form Publishing to remove access to the form instead of disabling it.
8. To customize the text that displays on the final page of the form before submission, click Customize Last Page.
9. In the pop-up window, enter the desired text using the editor. Click Save when finished.
10. The Edit Rules button is used to set edit rules for when certain fields on the form should be hidden. This replaces the "Show when..." and "Hide when..." functionality on groups in legacy forms. See Edit Rules for more information.
11. If desired, select a Student Info category in the View Button Override pull-down to take the user to that specific category when clicking the View button in Online Enrollments.
This will only happen if the user has access to the school the student is enrolled in. For example, most new students sit in the district's Applicants school until they are processed; if the "View" button is set to take the user to a specific student category, it will only take the user to that category if they have access to the district's Applicants school. If the user does not have access, or if the "View Button Override" is not set, it will take the user to the student application for review.
12. Select Show Zoned School to display the applicant's zoned school on the application after validating the address, based on the Address Catalog. Selecting this option will also display a Portal alert to users at the school when a student zoned to the school submits an application.
Users with profile permissions to the Online Enrollments screen will receive the Portal alert “X Applicant Form(s) are awaiting approval” when applicants submit an online application and the applicant is zoned for the user's school. Clicking the alert will navigate the user to the Unprocessed Applications tab of the Online Enrollments screen.
The "Show Zoned School" function is only supported on forms for new students to the district; it is not supported on forms for existing students.
In order for this functionality to work as expected, the Application School Year (alias application_syear) and Applicant Gradelevel field (alias applicant_gradelevel) must be included on the form on a separate page prior to collecting the student's address information. If these fields are on the same page as the address, this functionality will not work.
13. After making changes to settings, click Save Form Settings and/or Save Layout.
When working on the Application Layout, it may be useful to hide the form settings at the top of the screen to provide more space in which to work. Click Hide and Show to hide or show the form settings.
14. To add an item to the layout, click and drag from the left side of the screen over to the Application Layout.
15. To rearrange items in the layout, click the up or down arrows on a block.
16. To remove an item from the layout, click the delete icon on the block.
17. As you are working on the layout, click Save Layout to save your changes.
Labels can be used anywhere in the form to include information or descriptions, such as headings or directions. There is no character limit. The label can be created using plain text or rich text. Rich text allows the district to add logos, bold and highlight text, add tables, and more.
When a label is added to a form, it creates a new Placeholder student field for that label with the title "Auto Label XXXX," with the Xs being an autogenerated number. If the label is removed from the form, the student field is deleted.
a. To create a label using plain text, enter the text in the Label Text box.
b. To create a label using the rich text editor, select the Use HTML check box.
c. Enter the text in the Label Text box, using text formatting, images, tables, etc.
When using the Insert A Field function in the label, the field will display the value from the student's record if available.
When a page break is used, items that are below the page break in the layout will appear on the next page of the form. When parents/students fill out the form online, they will use the Next Page and Previous Page buttons to navigate throughout the form.
If a page break is added to the form next to a group of fields, the surrounding groups will become pages. If the groups have no title, they will be given the title "Page X." If the groups have a title, the title will be used as the title of the page on the form.
If a page break is added next to fields on the form, the groups for the pages will be automatically created.
On the left side of the screen, student fields are organized by category (the dark blue blocks). Click a category to view the fields that can be added to the form. The field names, field IDs, and field types are displayed on the block. If local fields will be used on the form, they have to be set up first in Students > Student Fields.
Any field added to a form, regardless of the permission given to the parent, can be edited by the parent. If a field needs to be displayed on the form but be only viewable and not editable by the parent, a computed field will need to be used.
a. Click the gray right arrow on the field in the fields list to add the field to the layout, or click and drag the field into the layout.
Once the field is added, it is grayed out in the fields list and cannot be added again to the layout.
b. Click the gray left arrow on the field in the fields list to remove the field from the layout.
c. Once a field is added to the layout, enter Alternate Text, if desired. The alternate text will display on the form instead of the field name.
This can be used to provide clearer instructions to the parent/student about the information to be collected, or to provide a translation.
d. Select the Required check box to make the field required on the form.
Users will not be able to continue onto the next page of the form or submit the form without filling out required fields.
e. Select Hidden on the field to hide the field from view on the form.
This can be used if the district does not want to collect information on this field any more, but wants to keep it on the form for historical records.
The Addresses & Contacts block allows parents/students to enter their address and contact information in the form. This block replaces the simple address functionality (Address Group/System Addresses and Contact Group/System Contacts) of the legacy forms.
When the system preference "Require Address when adding a new student" is enabled in Setup > System Preferences > Enrollment tab, users filling out the form will receive an "Address Required" error message when the Addresses & Contacts block is included on the form but the address is not completed. The error will also display in Student Info if the student is missing an address and this system preference is enabled.
a. Select Allow Additional Addresses to allow the parent/student to enter more than one address on the form. If this is not enabled, the parent/student can only enter one address.
b. Select Allow Additional Contacts to allow the parent/student to enter more than one contact on the form. If this is not enabled, the parent/student can only enter one contact.
c. Select Require Address Phone Number to require the parent/student to complete the Phone Number field for the address.
d. Select Require Contact Email to require the parent/student to complete the Email field on the contact.
e. Select Only Allow Adding Emergency Contacts to only allow the parent/student to add emergency contacts. Previously entered addresses and contacts will be view only, and the option to add a new address will be removed. When the parent/student adds a new contact, the Emergency flag will be automatically enabled. The new contact can only be saved without an associated address.
f. Select Show Family Documents to display the Family Documents table on the form. This allows parents/students to upload documents which will display in the Family Documents table in Adresses & Contacts in Student Info.
g. Select Require Family Documents to require a document to be uploaded in the Family Documents section of the form.
h. Enter a Family Documents Subtitle to display a subtitle next to the Family Documents title on the form. This may be used to provide additional information to the parent/student about what type of documents are needed.
Example on the form:
Groups are used to organize fields on the form. Groups can contain labels, fields, and other groups.
a. Enter the Group Name, if desired.
b. To display the group name on the form, select Display Group name.
c. Select Collapsible to allow the parent/student to collapse the group of fields on the form.
d. To add labels, fields, and groups to the group, click and drag the items into the group.
The Name Fields block adds a group to the form which contains the First Name, Middle Name, Last Name, and Suffix fields. No other fields can be added to this group.
a. If desired, enter a Group Name.
b. Select Display Group name to display the group name on the form.
c. Select Collapsible to allow the parent/student to collapse the group of fields on the form.
While legacy forms use groups and "Show when..." and "Hide when..." conditions to show and hide groups of fields on the form, new forms use Edit Rules & Workflow to hide fields when certain conditions are met. For example, you can set up an edit rule so that when the parent/student selects an option for primary language spoken at home other than English, additional fields display on the form to collect the student's Country of Birth and Primary Student Language.
Note: Edit rules affect all forms, as well as Student Info, not just the form you are working on. Edit rules for Student Info also affect forms.
While in legacy forms, you could include a label containing additional instructions within a group that was shown or hidden based on certain conditions, in new forms, labels are placeholder fields. The label can be set up to display the additional information or instructions to the parent/student, and an edit rule can be created to hide the placeholder field on the form based on the desired conditions.
When a form is saved, labels, groups, Name Fields blocks, and Addresses & Contacts blocks will display titles like "Auto Label 123" or "Auto Addresses & Contacts 456." These titles will be available as options in Edit Rules > Linked Fields (for groups, Name Fields, and Addresses & Contacts, these items will have titles like "Subcategory: Auto Addresses & Contacts 456."
a. Click Edit Rules on the form.
The Edit Rules pop-up window is displayed. In the pull-downs at the top of the window, Student Fields and the current form are automatically selected.
b. Click the Linked Fields tab.
c. Enter a Name for the rule.
d. Press Enter to add the rule.
e. Click Criteria.
f. Set the applicable criteria and press Enter to add the row.
In this example, the Field is "Primary Language Spoken in the Home" and the Value is English.
g. Scroll down and click Done.
h. Click Linked Fields next to the rule.
i. Select the Field that will be hidden. In the Action pull-down, select Hide Field.
j. Press Enter to add the row. Continue adding additional fields as needed.
In this example, "Primary Student Language" and "Country of Birth" will be hidden if the parent/student selects that their primary language is English.
k. Click Done when finished.
l. Continue adding linked field edit rules as needed. When finished, click Close.
See Edit Rules & Workflow > Linked Fields for more information on using this functionality.
Legacy forms can be converted to the new layout using the Convert Layout button.
1. Select the legacy form in the Form pull-down. Legacy forms display in the Legacy Student Enrollment Forms section of the Form pull-down.
2. Click Convert Layout.
3. In the pop-up window, click Yes, convert the form.
The screen will refresh. The converted form will now display in the Form pull-down under Student Enrollment Forms.
The converted form may need some manual updates, including using the new Addresses & Contacts block.
Instead of creating a new form from scratch, you can copy the layout from an existing form into the new form. First, you must create the new form. Then, you can copy the layout from an existing form.
1. Click the + icon at the top of the screen.
2. In the Create Form pop-up window, enter the Form Title. In the Form Type pull-down, select Student. Click Create Form.
3. If you have a different form currently loaded on the screen, click Yes in the next pop-up window to switch to the new form.
The new form is loaded on the screen with a blank layout.
4. Select the form you want to copy the layout from in the Form pull-down.
5. Click Copy Layout.
6. Select the Form that will receive the copied layout (i.e. the new form created in step 1).
7. Click Copy Layout.
8. In the confirmation message, click Yes.
9. In the next pop-up window, click Yes to switch to the copied layout.
The new form is populated with the copied layout.
10. Make any updates as needed and click Save Form Settings and/or Save Layout.
1. Select the Form.
2. Make updates as needed to the layout or settings and click Save Layout or Save Form Settings.
Forms can be deleted as needed.
1. Select the Form.
2. Click Delete Form.
3. In the confirmation pop-up window, click Yes, delete the enrollment form and all associated layouts.
The Student Form Publishing tab in the Application Editor is used to set the publishing options on student forms. This includes publishing legacy forms.
Forms can be assigned on an individual basis in Students > Student Info > Applications & Forms. You can also mark that an individual student's form does not require approval.
The system preference "Inactive Student Login" in Setup > System Preferences > Default School Preferences > General tab allows inactive students to log in to Focus (students without an active enrollment record or students without any enrollment record).
1. Click the Student Form Publishing tab.
2. In the blank row, select the Form.
3. Select the Publish Date and Publish Time (when the form will be available on the Portal).
4. If desired, select the End Date and End Time (when the form will no longer be available on the Portal).
5. Select Expires on End Date to remove in-progress forms after the End Date.
6. Select Annual if this form should be available annually. The form will be published between the Publish Date and End Date each year.
7. Select an Applicable Year option. Options are All Years, Publish Year, and Next Year.
The form will be optional/required for students with an enrollment record in the selected year based on the Publish Date. When the Publish Date is between years, the Publish Year is the previous school year, and the Next Year is the upcoming school year. If years are not set up in the Applicants school, August 1 will be used as the start date.
8. Select the School(s), if applicable. When this is set, this form will be optional/required for students with an enrollment record in the selected school(s).
9. Select the Grade Level(s) the form should be available for, if applicable.
If the form for new students to the district does not collect the student's grade level, leave the Grade Level(s) blank for that form.
10. Select a Previous Enrollment option, if applicable. The options are New Students, Previously Enrolled at School, and Previously Enrolled at District.
The form will be optional/required for students with/without a matching enrollment record in any previous year. If nothing is selected, no restriction is applied.
11. Select Authorized Profile(s). This is required. The form will be available on the Parent and/or Student Portal only to the selected profile(s).
12. Select Required Form if the form will be required.
When the form is required, parents and/or students will be forced to complete the form before having access to the student's information in the Portal, including grades and attendance. If this option is not selected, the form is voluntary and will be available on the Applications screen.
13. Select New Enrollment Application to indicate that this form is for new student enrollment. When this option is enabled on a form, students who submit this form will be automatically enrolled in the Applicants school if they do not already have an enrollment record there. Additionally, if a student is manually enrolled in a district school via Add a Student or the Enrollment tab in Student Info, any associated form submissions that are in Started, Submitted, or Sent Back status will automatically update to Approved.
14. Select a Commit Changes When option to determine when change requests created by this form are applied to the student. Options are Saved, Approved, Submitted, or Saved by New Student, Approved for Existing.
Saved - Every time the parent/student clicks the Save button on the form, the data will save to the student's record without any district approval.
Approved - The data will not save to the student's record until the district approves the form on the Online Enrollments screen.
Submitted - The data will save to the student's record once the parent/student clicks Submit on the form.
Saved by New Student, Approved for Existing (This is the only option that should be selected for legacy forms, but also can be used on new layout forms) - For new students to the district, the data will save to the student's record without any district approval every time the parent/student clicks Save. For existing students, the data will not save to the student's record until the district approves the form on the Online Enrollments screen.
15. Select Do Not Require Approval if student information should be updated immediately when the form is completed instead of requiring administrator approval.
16. Select Lock After Processing to prevent any user, including administrators, from changing the status of the form or editing the form. Parents, students, and administrators may only view the form.
"Lock After Processing" is always enabled on legacy forms.
17. To have a continuation email sent when the parent/student clicks "Save & Continue Later" on legacy forms or "Return to Portal" without submitting on new forms, enter a Continuation Email Subject.
18. Select the Continuation Email Template, if desired. If a template is not selected, a generic template will be used.
The template contains the body of the email that will be sent. Email templates are set up in Students > Communication. Templates that are attached to "Online App" will be available for selection in the Application Editor.
19. To send a reminder email to the parent/student after X number of days if the form was started but not submitted, enter the number of days in the Reminder Email Days field.
20. When the Reminder Email Days field is set, enter the Reminder Email Subject to use.
21. Select the Reminder Email Template, if desired. If a template is not selected, a generic template will be used.
The template contains the body of the email that will be sent. Email templates are set up in Students > Communication. Templates that are attached to "Online App" will be available for selection in the Application Editor. If a template is not selected, a generic template will be used.
22. To send an email to the parent/student upon form submission, enter the Completion Email Subject.
23. Select the Completion Email Template, if desired. If a template is not selected, a generic template will be used.
The template contains the body of the email that will be sent. Email templates are set up in Students > Communication. Templates that are attached to "Online App" will be available for selection in the Application Editor.
The completion email sent to the parent/student will include an attached PDF of the completed application.
24. To send a custom email to a particular email address upon form submission, enter the Custom Email Address.
25. When a Custom Email Address is set, enter the Custom Email Subject.
26. Select the Custom Email Template, if desired. If a template is not selected, a generic template will be used.
The template contains the body of the email that will be sent. Email templates are set up in Students > Communication. Templates that are attached to "Online App" will be available for selection in the Application Editor.
27. Click Save.
In addition to publishing forms from the Student Form Publishing tab in the Application Editor, forms can be pushed out to individual students in the Applications & Forms tab in Student Info.
1. In the Students menu, click Student Info.
2. On the Search Screen, enter search criteria to locate the student and click Search.
See Searching for Students for detailed instructions on the various ways to search for students.
3. In the search results, click the applicable student.
4. On the left side of the screen, click the Applications & Forms category.
5. In the blank row, select the Form to assign to the student.
6. Select Authorized Profile(s). This is required. The form will be available on the Parent and/or Student Portal only to the selected profile(s).
7. Select the Publish Date.
8. Select Required to make the form required.
When the form is required, parents and/or students will be forced to complete the form before having access to the student's information in the Portal, including grades and attendance. If this option is not selected, the form is voluntary and will be available on the Applications screen.
9. Select Auto Process to automatically approve any changes the parent/student submits to their information. Do not select this option if changes should require approval in Online Enrollments.
10. Select a Cancel Date to cancel the form as of the selected date.
11. Click Save.
The form is added to the table. It will be available on the Parent Portal and/or Student Portal for the Authorized Profiles as of the Publish Date. The Auto-Processed date, Started Date, Completed Date, Completed By, Processed Date, and Processed By will auto-populate as the form is started, completed, and processed. The Snapshot column will contain a PDF of the form upon form completion. Click the View button to view the student's form in the Online Enrollments screen. Enter Comments and a Denial Reason, as applicable.
When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
The Status Labels tab in the Application Editor is used to customize status labels for use on the Online Enrollments screen. Labels can be set up for Approved, Denied, Not Started, Pending, and Started statuses. Multiple labels can be set up for each status.
1. In the Setup menu, click Application Editor.
2. Click the Status Labels tab.
3. In the blank row, select the Status. Options are Approved, Denied, Not Started, Pending, and Started.
4. Enter the Label.
5. Select the Default check box if this status label will be selected by default when a form changes statuses. For example, if a form changes from pending to approved, the Approved status label that is marked as Default will be selected on the form.
6. Click Save.
All forms for new students, existing students, and inactive students are accessed on the Applications screen in the Parent Portal and Student Portal.
Parents who do not have a Parent Portal account must first create one. The district will provide parents with the district URL to create their account (district Focus URL with /auth appended).
District customizations for the parent registration process are done in the Parent Registration tab in System Preferences.
1. After navigating to the district's auth site, the parent will click the button to create a Parent Portal account. The verbiage on this button will vary by district.
2. The parent will follow the prompts to enter their name as it appears on their driver's license, their email address, and create a password. Their email address will be their Username moving forward to log into the Parent Portal. The password they enter will be their Password for the Parent Portal moving forward. The parent will click Submit.
3. The parent will click the button to apply for enrollment for a new student. The verbiage on this button will vary by district.
4. The parent will be prompted to enter their student's first name, last name, and birthdate as it appears on their birth certificate. The parent will click Submit. This will add the student to the district's Applicants school.
The parent will be navigated to the Applications screen, where applications available to the Applicants school are listed. The parent will click Start on the appropriate application.
If there is only one form available to the Applicants school, the parent will be navigated directly to that form instead of the Applications screen.
The applicable parent profiles will need to be given the profile permission to "Add a Student" in Users > Profiles. This adds the Add a Student menu option to the Parent Portal.
1. After logging into the Parent Portal, the parent will click Add a Student in the menu.
2. The parent will click the button My Student has NEVER been enrolled in the district.
3. The parent will be prompted to enter their student's first name, last name, and birthdate as it appears on their birth certificate. The parent will click Submit. This will add the student to the district's Applicants school.
4. The parent will click the button to apply for enrollment for the student.
Alternatively, the parent can access the forms available to the Applicants school by clicking Applications in the menu.
The Applications menu option will display the applications available for all of the parent's students. If the parent has an actively enrolled student (including in the Applicants school), clicking Applications beneath the student will display applications available for that particular student.
5. The parent will click Start on the appropriate application.
If the parent clicked the button My student has previously been enrolled in the district, the parent will be prompted to enter the student's information and be linked to the student based on the district's processes.
If the parent/student has a required form, the Applications screen will automatically display upon logging in. The form will display in the Required Applications section of the screen. The parent/student will not be able to access other screens in the Portal until the form is submitted.
To access optional forms, the parent/student will log into the Portal and click Applications in the menu.
Optional forms will display in the Available Applications section of the screen.
The parent/student can start a required or optional form by clicking Start.
After logging into the Parent Portal, the parent will click Applications in the menu.
The parent must click the Applications option in the main part of the menu, and not the Applications option available under the individual student.
The Re-Enroll Students section of the screen will display the inactive student. The parent will click Re-Enroll. This will create an enrollment record in the Applicants school for the student.
Any form that is pushed out to the school will display in the Available Applications section of the screen. Any forms not available will display in the Unavailable Applications section of the screen. The parent will click Start to begin the desired form.
The Applicants school will contain both new students and students who re-enrolled in the district. It is important to set up form publishing to account for this.
The Next Page/Previous Page are used to navigate through the pages of the form.
If the current page of the form contains required fields that have not been completed, or contains validation errors, the parent/student cannot navigate to the next page of the form. The required field(s) or fields with errors will be highlighted in red and a warning message will display on the right side of the screen.
The Save button is used to save the data on the page of the form. Depending on the "Commit Changes When" setting in Student Form Publishing, data may be saved immediately to the student, or change requests may be generated which will require approval. If a form has been submitted, or processed with "Lock After Processing" enabled, making and saving any changes in the form will move the status back to "Started."
The Print button is used to print the form. After clicking the button, the parent/student will follow their printer's prompts to print the form.
The Return to Portal button will return the parent/student to the Portal screen without submitting the form. Any data not saved will be lost. The parent/student can navigate to the Applications screen and click Continue to continue the form.
The Submit button submits the form. The "Commit Changes When" setting selected for the form in the Student Form Publishing tab on the Application Editor screen determines when the data is saved for the student. When a form is submitted, a PDF of the form is automatically generated, and is available in the Snapshot field in Student Info > Applications & Forms and in the Current Applicant tab in Online Enrollments.
In the pop-up window, the parent/student can click Confirm or Review/Make Changes to go back to the form for review.
The form is moved to the Completed Applications section of the Applications screen in the Parent Portal/Student Portal.
New Addresses & Contacts
The parent/student will complete the New Address fields. The layout is the same as it appears in Addresses & Contacts in Student Info. The parent/student must enter the Address Line 1, City, State, and Zip Code. Depending on the selected settings on the Addresses & Contacts block on the form, the Phone Number field may be required.
After saving the address, the address displays as a block. The parent/student can click New Address to add an additional address, if allowed in the settings on the Addresses & Contacts block on the form.
Next, the parent/student will enter a contact. The layout is the same as it appears in Addresses & Contacts in Student Info. The parent/student must enter the First Name, Last Name, and Relationship. The Email field may be required based on the settings on the Addresses & Contacts block on the form.
After saving the contact, the contact display within an address block if associated with an address, or in its own block if not associated with an address. The parent/student can click New Contact to add an additional contact, if allowed in the settings on the Addresses & Contacts block on the form.
If the Family Documents table may display and may be required based on the settings on the Addresses & Contacts block on the form. Additionally, a subtitle may display based on the settings. The parent/student will hover over the File field and choose to Scan, Upload, or Take Photo of their document.
The Online Enrollments screen is used to view the status of form completion for required and optional forms. It is also used to approve or deny the changes to student information submitted by parents/students on these forms, and enroll students into district schools. The forms and form settings are set up in the Application Editor. Forms can also be pushed to individual students in the Applications & Forms tab in Student Info.
Note: The tab that a student form displays in is defined by the school selected in the top-right, the student's current enrollment, and the "application_school_id" student field. The Unprocessed Applications, Unsubmitted Applications, and Processed Applications tabs display forms for students currently enrolled in the Applicants school who have the application_school_id field set to the top-right school. The Unprocessed, Unsubmitted, and Processed tabs display forms for students current enrolled in the top-right school. An applicant who has the application_school_id field set will display in both the Unprocessed tab at the Applicants school and the Unprocessed Applications tab at their applying school.
There are individual View permissions in Users > Profiles for each tab of the Online Enrollments screen, along with individual permissions to process, comment, and delete on each tab.
Ensure the appropriate school and school year are selected at the top-right corner of the screen.
If a student submits a form that is marked as "New Enrollment Application" in Setup > Application Editor > Student Form Publishing, and the student is manually enrolled via Add a Student or the Enrollment tab in Student Info, the student's application Status will be updated from Started, Submitted, or Sent Back to Approved. Otherwise, it is important that students are enrolled via the Online Enrollments screen, and not separately through the Add a Student or Enrollment screen, as the student's form will remain attached to the student and unprocessed.
The Unprocessed tab of the Online Enrollments screen displays unprocessed forms for students enrolled at the top-right of the screen. Once the changes are approved by an administrator or the form is sent back, the parent/student receives a Portal alert that their form was processed. The parent/student can review the changes and whether they were approved or sent back from the Applications screen.
The Portal alert "X Current Student Form(s) are awaiting approval" will display to users with profile permissions for the Online Enrollments screen when there are forms awaiting approval at their school.
1. In the Students menu, click Online Enrollments.
The Unprocessed tab is displayed by default. Each student who has an unprocessed form is listed. There are several options available on this tab.
Additional Fields - Select additional student fields to display as columns on the report. This setting is remembered for each individual user for each tab. When fields are selected in the system preference "Default Additional Student Fields," these fields will be selected by default in the pull-down.
View All - View all of the student's forms, including started, pending, and approved/denied forms, in the Current Applicant tab.
The Current Applicant tab contains the same functionality as the Unprocessed tab, with an additional columns to set the Status Label and enter Application Comments. The Snapshot column includes a PDF of the form as it was submitted by the parent/student.
Status labels are set up in the Status Labels tab of the Application Editor.
View - When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Changes - View the changes to student information in the Review Changes pop-up window.
Due to new forms using edit rules, changes can no longer be approved or denied individually, as this could break the edit rules. Changes must be approved or denied as a whole.
Click Close when finished reviewing the changes.
Approve - Approves all of the changes to student information. The Status of the form is updated to Approved.
Approving a form on this tab only changes the status and runs any change requests. It will not enroll the student.
Send Back - Sends the entire form back to the parent/student to correct the form and re-submit.
After clicking Send Back, enter a Reason for denying the form and click Deny. The form is removed from the Unprocessed tab.
The parent/student will receive a Portal alert. Clicking the Portal alert will open the Applications screen.
The form will have a Status of Denied. The parent/student can click Review to open the form, make changes, and resubmit.
Applicant Comments - Enter any applicant comments, as desired. This may include why specific decisions were made when processing the form and by whom.
The comment entered in the Applicant Comments column will display in all tabs of the Online Enrollments screen, and also within the Applicant Comments student field (alias applicant_comments) in whatever student category the field was assigned to in Student Fields. When a comment is added or updated in one location, it is reflected in all locations.
The Unsubmitted tab of the Online Enrollments screen displays students enrolled at the school selected at the top-right of the screen who have not submitted their required forms or who have started and not completed their optional forms.
1. In the Students menu, click Online Enrollments.
2. Click the Unsubmitted tab.
Additional Fields - Select additional student fields to display as columns on the report. This setting is remembered for each individual user for each tab. When fields are selected in the system preference "Default Additional Student Fields," these fields will be selected by default in the pull-down.
View All - View all of the student's forms, including started, pending, and approved/denied forms, in the Current Applicant tab.
In the Current Applicant tab, you can set the Status Label, enter Application Comments, and enter Applicant Comments. You can also view Changes, and Approve or Send Back other pending forms the student may have. The Snapshot column includes a PDF of the form as it was submitted by the parent/student.
Status labels are set up in the Status Labels tab of the Application Editor.
View - When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Applicant Comments - Enter any applicant comments, as desired.
The comment entered in the Applicant Comments column will display in all tabs of the Online Enrollments screen, and also within the Applicant Comments student field (alias applicant_comments) in whatever student category the field was assigned to in Student Fields. When a comment is added or updated in one location, it is reflected in all locations.
The Processed tab of the Online Enrollments screen displays the forms that have already been processed by an administrator or that have been automatically approved (for forms with "Do Not Require Approval" selected in Application Editor > Student Form Publishing or Student Info > Applications & Forms) for students enrolled at the school selected at the top-right of the screen.
1. In the Students menu, click Online Enrollments.
2. Click the Processed tab.
Additional Fields - Select additional student fields to display as columns on the report. This setting is remembered for each individual user for each tab. When fields are selected in the system preference "Default Additional Student Fields," these fields will be selected by default in the pull-down.
View All - View all of the student's forms, including started, pending, and approved/denied forms, in the Current Applicant tab.
In the Current Applicant tab, you can set the Status Label, enter Application Comments, and enter Applicant Comments. You can also view Changes, and Approve or Send Back other pending forms the student may have. The Snapshot column includes a PDF of the form as it was submitted by the parent/student.
Status labels are set up in the Status Labels tab of the Application Editor.
View - When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Changes - View the changes to student information in the Review Changes pop-up window.
Click Close when finished reviewing the changes.
Approve - If a form was sent back to the parent/student for correction, the form will display in the Processed tab once it has been corrected and re-submitted. Click "Approve" to approve the updated form.
Applicant Comments - Enter any applicant comments, as desired.
The comment entered in the Applicant Comments column will display in all tabs of the Online Enrollments screen, and also within the Applicant Comments student field (alias applicant_comments) in whatever student category the field was assigned to in Student Fields. When a comment is added or updated in one location, it is reflected in all locations.
The Unprocessed Applications tab of the Online Enrollments screen displays students who are enrolled in the Applicants school, but have yet to be enrolled in a district school. The student's "application_school_id" is set to the school selected at the top-right of the screen. Users with profile permissions to the Online Enrollments screen will receive the Portal alert “X Applicant Form(s) are awaiting approval” when applicants submit an online application and the applicant is zoned for the user's school (for districts using the Address Catalog).
When a student submits a form with the "New Enrollment Application" option enabled in Setup > Application Editor > Student Form Publishing, and the student is manually enrolled via Add a Student or the Enrollment tab of Student Info, any associated form submissions that are in Started, Submitted, or Sent Back status will automatically update to Approved.
1. Click the Portal alert "X Applicant Form(s) are awaiting approval.
Alternatively, in the Students menu, click Online Enrollments. Click the Unprocessed Applications tab.
Additional Fields - Select additional student fields to display as columns on the report. This setting is remembered for each individual user for each tab. When fields are selected in the system preference "Default Additional Student Fields," these fields will be selected by default in the pull-down.
Gear icon - Hover over the gear icon to access options to View All Forms, View Form, Send Back, or Process (Modal).
View All Forms - View all of the student's forms, including started, pending, and approved/denied forms, in the Current Applicant tab.
In the Current Applicant tab, you can set the Status Label, enter Application Comments, and enter Applicant Comments. You can also View the form, and Approve or Send Back the form. The Snapshot column includes a PDF of the form as it was submitted by the parent/student.
Status labels are set up in the Status Labels tab of the Application Editor.
View (in Current Applicant tab) - When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Approve (in Current Applicant tab) - Approves the form and opens the Add a Student screen in the current window, where the student can be enrolled in the district school.
View Form - When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Send Back (in Current Applicant tab or Unprocessed Applications tab) - Sends the entire form back to the parent/student to correct the form and re-submit.
After clicking Send Back, enter the Reason and click Deny.
The parent/student will receive a Portal alert. Clicking the Portal alert will open the Applications screen.
The form will have a Status of Denied. The parent/student can click Review to open the form, make changes, and resubmit.
Process (Modal) - Opens the Add a Student screen in a pop-up window.
Process - Opens the Add a Student screen in the current window, where the student can be enrolled in the district school.
Applicant Comments - Enter any applicant comments, as desired.
The comment entered in the Applicant Comments column will display in all tabs of the Online Enrollments screen, and also within the Applicant Comments student field (alias applicant_comments) in whatever student category the field was assigned to in Student Fields. When a comment is added or updated in one location, it is reflected in all locations.
The Unsubmitted Applications tab of the Online Enrollments screen displays students who have a form that has been started and not yet submitted. These students are enrolled in the Applicants school and their "application_school_id" is set to the school selected at the top-right of the screen.
1. In the Students menu, click Online Enrollments.
2. Click the Unsubmitted Applications tab.
Additional Fields - Select additional student fields to display as columns on the report. This setting is remembered for each individual user for each tab. When fields are selected in the system preference "Default Additional Student Fields," these fields will be selected by default in the pull-down.
Gear icon - Hover over the gear icon to access the buttons to View All Forms and View Form.
View All Forms - View all of the student's forms, including started, pending, and approved/denied forms, in the Current Applicant tab.
In the Current Applicant tab, you can set the Status Label, enter Application Comments, and enter Applicant Comments. You can also View the form.
Status labels are set up in the Status Labels tab of the Application Editor.
View (in Current Applicant tab) - When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
View Form - When clicking View Form on a legacy form, Student Info will open for the student. When clicking View Form on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Applicant Comments - Enter any applicant comments, as desired.
The comment entered in the Applicant Comments column will display in all tabs of the Online Enrollments screen, and also within the Applicant Comments student field (alias applicant_comments) in whatever student category the field was assigned to in Student Fields. When a comment is added or updated in one location, it is reflected in all locations.
The Processed Applications tab of the Online Enrollments screen displays student forms that have been processed. The students that display have their "application_school_id" set to the school selected at the top-right of the screen.
1. In the Students menu, click Online Enrollments.
2. Click the Processed Applications tab.
Additional Fields - Select additional student fields to display as columns on the report. This setting is remembered for each individual user for each tab. When fields are selected in the system preference "Default Additional Student Fields," these fields will be selected by default in the pull-down.
Gear icon - Hover over the gear icon to access the buttons to View All Forms and View Form.
View All Forms - View all of the student's forms, including started, pending, and approved/denied forms, in the Current Applicant tab.
In the Current Applicant tab, you can set the Status Label, enter Application Comments, and enter Applicant Comments. You can also View the form.
Status labels are set up in the Status Labels tab of the Application Editor.
View (in Current Applicant tab) - When clicking View on a legacy form, Student Info will open for the student. When clicking View on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Approve ((in Current Applicant tab) - For forms that were sent back to the parent/student and were re-submitted, click Approve to open the Add a Student screen in the same window, where the student can be enrolled in the district school.
View Form - When clicking View Form on a legacy form, Student Info will open for the student. When clicking View Form on a new form, and the "View Button Override" pull-down was set to a student field category in the Application Editor, the Student Info screen will open to that category. If no "View Button Override" was set, the student's form will open.
Process - For forms that were sent back to the parent/student and were re-submitted, click Process to open the Add a Student screen in the same window, where the student can be enrolled in the district school.
Applicant Comments - Enter any applicant comments, as desired.
The comment entered in the Applicant Comments column will display in all tabs of the Online Enrollments screen, and also within the Applicant Comments student field (alias applicant_comments) in whatever student category the field was assigned to in Student Fields. When a comment is added or updated in one location, it is reflected in all locations.
The Totals tab lists each school and the number of unprocessed, unsubmitted, and processed forms, as well as unprocessed, unsubmitted, and processed applications from the Applicants school for students who are enrolled or will be enrolled in that school. You will only be able to view schools on the report that you have access to.
1. In the Students menu, click Online Enrollments.
2. Click the Totals tab.
All district schools that have forms are listed on the report.
3. Click a link in a column of the report to open the corresponding tab of the Online Enrollments screen for that school.
For example, clicking the link in the Unprocessed column of the report for Focus Elementary School will open the Unprocessed tab of the Online Enrollments screen, with Focus Elementary School automatically selected at the top-right of the screen.
For districts not using the Address Catalog, the student field "application_school_id" can be added to the form for applicants to manually set. This field can also be set automatically via Execute SQL. When this field is set, it will navigate the form to the Unprocessed Applications tab for the appropriate school.