The Enrollment Refresh Tracker is a tool to guide you through the necessary steps needed to prepare for student enrollment each year. The tracker is located within Settings -> General -> Enrollment Refresh Process in your SchoolAdmin site.
IMPORTANT: Before you begin enrollment, please set up and activate your upcoming Enrollment term within Settings -> Fields & Data -> Enrollment Setup.
How-To: Use the Enrollment Refresh Tracker
* Getting Started *
On the Enrollment Refresh Process page (within Settings -> General), you can start by setting the dates that you’d like to send your enrollment contracts out for your Returning and New Students within the 'Contract Dates' section. These dates are for your reference only.
To store the contract dates, click on the blue Save button at the bottom of the page. To the right of the contract dates is a link to sign up for additional training and office hours. You can also click here to learn more.
* Enrollment Refresh Items *
Next on the page is your Enrollment Refresh Checklist. This is a list of items that you need to review for the upcoming enrollment year to make sure all of your data is up to date.
As you complete items on the list, mark the checkbox along the left side. Click on the review and update link for any of the items and you will be redirected to the referenced content on your SchoolAdmin site. If you need help understanding any of the pages or items, click on the help link on the right to access a help article/video about them. To save your progress on completed items, make sure you hit the blue Save button at the bottom of the page.
The enrollment refresh items include:
Tuition and Fees: Review and update your tuition amounts, required and optional fees, payment plans, etc. You can also review what amounts you'd like to include with the deposit within the 'Amount Due' section of the Contract Form.
Contract Form Language: Review and update any language/wording on the Contract Form.
Enrollment Forms: Review and update any wording on additional custom enrollment forms such as an intent to enroll form, field trip permission form, etc.
Deposit Instructions: Review and update the custom instructions that will appear on the deposit payment page for parents.
Checklist Items and Descriptions: Review your required, optional, and internal-only checklist items and any show/hide rules associated with them. Also, review the parent-facing description text for any required and optional items.
Downloadable Documents: Review any documents that are linked within checklist item descriptions, custom templates, etc. and make sure they are current and up-to-date for the new school year. You can replace an existing file with a new version within Settings -> General -> File Management.
Contract Thank You Email: Update the automatic thank you email that gets sent once contracts have been fully submitted.
Enrollment Related Emails: Review and update all other emails sent during the enrollment process such as when contracts are available, checklist completion reminders, etc.
FACTS Testing: For schools that are using the FACTS integration, they can test their integration once it's enabled.
* Enrollment Process *
Now that everything has been reviewed and updated, you can begin the Enrollment Process for your returning students and for your new students. Follow the steps in order, and mark the checkbox along the left as you complete each item. If you need help, click on the help link on the right to access a help article/video about the item. To save your progress on completed items, make sure you hit the blue Save button at the bottom of the page.
Please note: Before you complete the enrollment process steps, you should create and activate the new enrollment year. Click here to learn how.
Rollover Returning Students: Using the rollover action, you'll roll over all returning students except the ones marked as mid-year withdrawal. Students that are not returning for the following year will still need to be rolled over, and then their status can be set to not enrolling (see next step below).
Review Class Roster and Move Not Returning Students to the Appropriate Status: For any students that are not returning for the new year, you still need to roll them over so that they remain active for the prior year. Once they're been rolled over to the new year, you will then set them to an inactive status of 'Not Enrolling.'
Update any field values that may drive contract tuition, deposits, and fees, as well as any specific contract language parents may see: Some examples of non-term-based fields include custom tuition assistance and scholarship fields, academic or athletic fees, transportation fees, etc. Term-based fields will be cleared for the new term so you can enter in new values, as applicable.
Generate & send contracts to returning families: Generate contracts in bulk, review the tuition and fees, and send out the enrollment email to your returning families. This email should include clear instructions for creating/logging into an existing parent portal account, merge fields for authentication codes, and any additional instructions required for your school's process. If you have dual signatures on contracts. make sure you inform families that they must create two different parent portal accounts with two different email addresses in order to sign. Click here for more information.
Move Accepted students to Enrollment in Progress: Once you move Accepted students over to Enrollment, the enrollment checklist will become visible to the family in the Parent Portal, as long as parent enrollment is enabled, but they will not have access to the contract until you generate it.
Generate & send contracts to new families: Same as above ('Generate & send contracts to returning families'), but for your new families.