The Enrollment Checklist works in the same way as your Admissions Checklist, with the addition of two specialized types of checklist items to manage (i.e. the Contract and Deposit). All visibility options and business rules can still be applied to your Enrollment Checklist. In addition, you can set a checklist item to display based on Enrollment Type (i.e. whether a student is New or Returning).
Click here to learn more about creating and managing checklist items.
How-To: Access the Enrollment Checklist
Once students are moved into Enrollment, their enrollment checklist will be visible in the Parent Portal, along with a message that the student is enrolling for "X" grade in "Y" term. There will also be a quick view of the student's checklist completion status in the progress bar along the right. Parents/Guardians can click on the blue Continue Enrollment Process button or on the View Checklist hyperlink to access their student's checklist.
Please note: The Parent Portal Account must be authenticated to the student in order to view the checklist - click here to learn more.
Once the parent/guardian has clicked into the checklist, they will see the list of all required and optional items. Completed items will be greyed out with a green checkmark next to them. Pro Tip: Display any important information at the top of the page by customizing the contact communication area.
Once all Required checklist items have been marked complete, the child will automatically move into a status of 'Enrolled', and the Continue Enrollment Process button will be replaced by a "Thank you! Your enrollment process is complete" message. The student checklist can still be viewed by clicking on the View Checklist button.
If the student is placed in the Academic Hold or Financial Hold status, the parent/guardian will lose access to their student's checklist, and an "Account is on hold; please contact us for details" message will be displayed below the student's name in the Parent Portal. The type of hold (i.e. academic vs. financial) is not specified within the Parent Portal.
How-To: Use Enrollment-Specific Checklist Items
* Intent to Enroll Form *
An Intent to Enroll Form is a custom online form that allows families to indicate whether they intend to enroll/re-enroll in your school or not. Using an Intent to Enroll Form is optional but can be useful to your workflow.
This can be a very simple form that simply asks if the student will be enrolling for the upcoming term, and if not, they can provide a reason for their withdrawal. Additional questions or text can be added as needed.
Some schools prefer not to display the Contract, Deposit, and other enrollment checklist items until the family has filled out the Intent to Enroll and indicated that their student will be enrolling for the term. To set up this type of configuration, please contact SchoolAdmin Support to get the appropriate business rules added to your checklist items.
* Contract *
If there are not any specific business rules on the Contract checklist item, it will show up on the student checklist as soon as that student is moved into Enrollment. However, the blue Complete Form button will only display once the contract has been successfully generated by an admin. If a contract is in a status of Pending, then the blue Complete Form button will not appear and the parent/guardian will not be able to fill out the form.
Please note: Only parents/guardians and consultants with financial responsibility will be able to complete the Contract in the Parent Portal. If a student is authenticated instead of a parent/guardian, they will not be able to complete the Contract, since students cannot have financial responsibility. Click here for more information.
Once the Contract has been signed and submitted:
- (if enabled within Communication Setup) The parent/guardian will receive an automated contract thank you email. This template can be edited within Settings -> Communication -> Email Templates -> System Emails.
- The contract checklist item will be marked complete.
- The form submission date will display underneath the checklist item.
- The parent/guardian can click on the View Form link to the right of the contract checklist item within the Parent Portal to view and print a PDF copy of the form.
You can also see a quick view of the Contract Status within the Enrollment List Page to see which contracts are pending, generated, in progress, pending payment, pending signature, or submitted.
* Deposit *
The Deposit fee is a separate checklist item, so you are able to search on who paid and who still needs to pay. For credit card and e-check options, the checklist item will automatically be marked complete upon submission of payment. However, for paper checks or custom payment options, you will manually mark this item complete from the student's contact record upon receipt of payment. The checklist item description is customizable in your checklist settings.
- Deposit Setup: Learn how to set the deposit amount and payment methods accepted by your school.
- Deposit & Registration Fees: Learn more about deposit amount types, additive deposits, custom deposit text, and more.
To manually mark a Deposit as complete, simply check the box next to the checklist item from within the student's contact record.
You will then be prompted to select the Payment Method from the drop-down menu and type in the total Amount Paid. You will see this same dialog box if you click on Edit below the checklist item; however, you will then need to manually mark the checklist item complete. Once you're done entering the information, click Submit.
The checklist item will be marked complete and you'll see the amount paid, payment method, and date this information was recorded. If you need to edit this information, click on the text for the amount/payment method or on the date.
* FACTS *
For schools integrating with FACTS, there is a special 'FACTS Integration' type checklist item. Within the Parent Portal, this checklist item will display with a blue 'Go to your FACTS Account' button once all contracts have been submitted for the family. This button is the link that will push all tuition and fees over so that parents/guardians can finalize their agreements in FACTS.
Click here to learn about FACTS best practices and FAQs.
* Additional Enrollment Checklist Items *
In addition to the checklist items mentioned above, you may have any number of other enrollment checklist items, such as medical records, emergency contact forms, or welcome event registrations.