Overview
The Online Enrollments screen is used to view the status of form completion for required and voluntary re-enrollment forms. It is also used to approve or deny the changes to student information submitted by parents/students on re-enrollment forms.
Users with the Edit permission to the Unprocessed Forms tab will receive the “X Online Re-enrollment(s) are awaiting approval” portal alert when students submit an online re-enrollment form. Clicking the alert will navigate the user to the Unprocessed Forms tab of the Online Enrollments screen.
The Unprocessed Forms tab of the Online Enrollments screen displays online re-enrollment requests submitted by parents/students that have not yet been approved or denied by an administrator. Changes can be approved or denied for each individual change requested by the parent/student or for all of the changes requested by the parent/student. Once the changes are approved or denied, 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 denied from the Forms Summary screen.
Completed re-enrollment forms that contain no changes to student information are automatically processed and do not require administrator review.
Viewing Unprocessed Online Re-Enrollment Requests
In the Students menu, click Online Enrollments.
The Unprocessed Forms tab is displayed by default. Students who have had re-enrollment forms completed, but not yet processed, are listed.
Click View Changes next to a student to view the changes to student information that have been submitted on the form.
In the Before row, the information that previously existed in the student's record is listed. In the After row, the change requested by the parent/student is listed.
To approve or deny each individual change, click the Approve or Deny buttons along the left side of the window. The window will automatically close after approving or denying all the changes in the list.
To approve or deny all changes for the student, click Approve All or Deny All at the top of the window. The window will automatically close.
If a change is denied, a pop-up is displayed prompting you to enter a reason why the change was denied. The reason is displayed when viewing the changes in the Processed tab for the student. The reason also displays to the parent/student when reviewing the changes in the Forms Summary screen.
To view the student's record, click the student's name.
Viewing Unsubmitted Required Re-Enrollment Forms
The Unsubmitted tab displays the students who have not had their required re-enrollment forms completed, along with their primary custodian's contact information so that the custodian can be contacted to complete the re-enrollment form.
Click the Unsubmitted tab.
The students who have not completed their re-enrollment forms are listed, along with the form name, publish date, status, and the primary custodian's contact information.
Click the student's name to open the student's record in a new tab or window.
Viewing Processed Re-Enrollment Requests
The Processed tab displays the requests that have already been processed by an administrator, and the requests that have been automatically approved.
Click the Processed tab.
Click the student's name to open the student's record in a new tab or window.
Click View Changes to view the changes that were submitted by the parent or student, and whether they were approved or denied. If denied, the reason is also displayed.
The View Changes button is grayed out on forms that contain no changes to student information. Re-enrollment forms that contain no changes to student information are automatically processed and do not require administrator review.
Click Close when finished viewing the changes.
Marking Outstanding Unstarted Required Forms as Processed
There may be some instances where a required form that has not been completed in Focus should be marked as processed for a student. For example, if a parent turned in a paper form to the school and did not complete the form in Focus, the form would need to be marked as processed so that the parent/student can access the Parent or Student Portal.
In this case, on the Re-enrollment screen, in the Outstanding Required Forms pull-down, select the form you want to mark as processed. Click Mark as Processed.
The re-enrollment form information is populated in the table, with today's date at the Started Date, Completed Date, and Processed Date.
In Students > Online Enrollments, the student will display in the Processed tab. The Parent Portal and/or Student Portal (depending on form settings) will be unlocked and accessible to the parent/student.
Removing Started Forms from Parent Portal
There may be some instances where a parent starts a re-enrollment form, but then the school process the data entry manually for parent. In this case, once a parent starts a form you can no longer use the Mark as Processed option.
Instead on the Re-enrollment screen, just uncheck the Parent Portal option.