Overview
Districts can create an online enrollment form that allows parents/students to register for school. In most cases districts mirror their online enrollment form to their paper enrollment form. Once the online enrollment form is submitted, a school staff member will verify the information summited and approve or deny the request for enrollment.
In this document we will cover how the online enrollment form is filled out, submitted and processed.
Online Enrollment Form
Once your district creates an online enrollment form it is published online for incoming students to see. The link that parents/students use to access the form may vary depending on how the form is configured.
The form can be used for new students, returning students or both.
To create an online enrollment , parents must fill in the required fields and click Begin Application. Some districts choose to turn on email verification. If email verification is turned on the parent will receive an email with a link that they must click on to access the online application.
All pages of the enrollment form must be completed.
The last page of the enrollment form will display the Submit and Finish button.
Once the enrollment form has been submitted the student will have an enrollment line in a holding school called Applicants.
Parent Username and Password
There are times when parents experience issues entering an online enrollment form. There is a report available in Focus that can assist you with troubleshooting issues and helping parents.
Go to Reports > District Reports > PAEC Reports > School > School Applicant Status Report. This report will show you all the enrollment applications in your school. You can see the application status as well as the parent’s username and password. This report can be used when helping parents’ login to online enrollment system.
Verifying and Enrolling Students
Your district policy will determine how you receive enrollment notifications.
**Important Note**
Students who apply online, even if they apply for a FUTURE YEAR are enrolled with an Applicant School enrollment record of the CURRENT YEAR.
Most districts prefer that schools use the Online Enrollments module located Students > Online Enrollments.
From this report click on the tab labeled Unprocessed Applications.
The Unprocessed Applications tab displays the students who have submitted an online application and are enrolled in the Applicants school, but have yet to be enrolled in a district school.
Select Show All Schools to view applications for all schools in the district, including the Applicants school.
Click View to view the Student Info screen for the applicant student in a new tab or window.
As you go through the list of unprocessed applications select a Status to assign to the application.
Status options are set up in Students > Enrollment Codes > Application Statuses tab.
To enroll the selected student in your school, return to the unprocessed app screen and click Process to navigate to the Add a Student screen.
>Note: Make sure you are in the school you would like to enroll the student in. DO NOT add an enrollment line on the enrollment page of the student directly.
Focus requires you to complete a minimum search. The minimum required fields to create a student are noted with a red *, but you may initially search by only DOB if you suspect a potential spelling difference in the name. This step is extremely important to keep districts from accidentally duplicating students who may have been in your district in a prior year.
The student's First Name, Last Name, Gender, and Birth date will populate the fields at the top of the Add a Student screen.
Once you have entered all your search criteria click Search.
Focus will search the district database for students matching the entered criteria. The student matches are displayed at the bottom of the screen in Exact Matches and Partial Matches sections.
The student matches include the student's Photo, Relevance, Name, Username, Birthdate, Local ID, School, Enrollment Date, Enrollment Code, Drop Date, Drop Code, Grade Level, and Address.
If the student, you are searching for is currently enrolled in the Applicants school you will see Applicants listed under the School column on your search results. Click View to review the information or Enroll to enroll the student in your school.
If you select Enroll, verify that the address entered by the parents is a valid and correct address for your school. Then review the contacts to make sure there is no invalid data.
Next you will notice that under the address there is a box checked to withdraw the student from the Applicants school. You will see the end date will default to today, enter a drop code.
Enter the students grade level, Enrollment Date and Enrollment Code. Continue down the page verifying all the information on the students record, update, as necessary.
Click the green Continue button in the top right corner of the screen until all the screens are updated. ** If the Continue button has not highlighted in green then you have not satisfied the requirements for the current page and will be unable to save or continue. **
Once you have completed all the required fields click Save to add the student.
After the student has been added you have the option to view the student record or add another student.