Throughout the enrollment process, it’s important that you know how to use the data you’re collecting to create valuable reports.  This article provides a variety of sample searches that you can use and tailor to your specific process.  Please keep in mind that your fields may vary from the examples provided below, and you may have additional fields of data that you’d like to include when building your search.  All searches should be saved for repeated use, and may also be exported to excel for further data capabilities such as calculations and visual reports.  Below is a list of the searches we will review:

  • Number of New and Returning Students by Grade
  • Completed Contract
  • Complete Contract/Incomplete Deposit
  • Complete Contract/Incomplete FACTS
  • Contract Amounts Report
  • Contract Status Summary Report
  • Late Contracts
  • Financial Aid and Scholarship Report (This can be broken out into 2 separate reports)
  • Enrolled Student List with Parent Names, Phone # and Address
  • Legacy/Alumni Report

Number of New and Returning Students by Grade

To see a total count of your new and returning students by grade level for the current enrollment year or years prior, you can create a summary report.

  • First set the term, or school year you’d like this data for from the term drop-down menu. Then set an enrollment status of enrolled for your new and returning students.Enrollment Status –>New and Returning–>is currently–>Enrolled

  • Then click on change display/columns in the upper right and select the summary report.
  • Set enrollment type and grade for the row and column headings.  If you want a total count of just one of these criteria, you can set just it in the row heading drop-down menu and leave the column heading blank.

  • Click apply to populate your results.

Completed Contract

  • To look for all students in enrollment with a completed contract, I first want to set the student type of new and/or returning.  In my example, I’ll look for both new and returning students that have a status of enrollment in progress.Enrollment Status –>New and Returning–>is currently–>Enrollment in Progress.
  • The contract is an enrollment checklist item, so you’ll need to filter for a completed checklist item of contract (or registration form).Checklist item (by complete/incomplete) –>Contract–>is complete.

Complete Contract/Incomplete Deposit

Maintaining a list of families that haven’t submitted their deposit makes it easy to send follow-up communications in bulk to remind parents/guardians that the deadline is approaching.

  • To look for all students in enrollment with a completed contract and incomplete deposit, I first want to set the student type of new and/or returning.  In my example, I’ll look for both new and returning students that have a status of enrollment in progress.Enrollment Status –>New and Returning–>is currently–>Enrollment in Progress.
  • The contract is an enrollment checklist item, so you’ll need to filter for a completed checklist item of contract (or registration form).Checklist item (by complete/incomplete) –>Contract–>is complete.
  • The deposit is also a checklist item, so I’ll filter for an incomplete checklist item of deposit.Checklist item (by complete/incomplete) –>Deposit–>is incomplete.

Complete Contract/Incomplete FACTS

Maintaining a list of families that haven’t logged into their FACTS account via the SchoolAdmin checklist item and finalized their contract agreement in FACTS makes it easy to send follow-up communications in bulk to remind parents/guardians that the deadline is approaching.

  • To look for all students in enrollment with a completed contract and incomplete FACTS, I first want to set the student type of new and/or returning.  In my example, I’ll look for both new and returning students that have a status of enrollment in progress.Enrollment Status –>New and Returning–>is currently–>Enrollment in Progress.
  • The contract is an enrollment checklist item, so you’ll need to filter for a completed checklist item of contract (or registration form).Checklist item (by complete/incomplete) –>Contract–>is complete.
  • FACTS is also a checklist item, so I’ll filter for an incomplete checklist item of FACTS.Checklist item (by complete/incomplete) –>FACTS–>is incomplete.

Once I search for my results, I may want to add the student’s FACTS id into my report.  To do this, click on change display/columns in the upper right.

Locate the FACTS student id field within the fields to display list. I expanded the Id field grouping and checked off the FACTS student id field and then clicked apply. Please note, your data may be organized differently.

Now my search results include the FACTS student id for all families that need to complete their enrollment contract within FACTS.

Contract Amounts

To see the details of your student’s contracts such as amounts paid, applicable fees, and payment plans in bulk, you can create a customized report with this information included as columns.

  • First lets search for all students with a status of enrollment in progress.Enrollment Status –>New and Returning–>is currently–>Enrollment in Progress.

  • Next, click on change display/columns in the upper right and expand the contract grouping under fields to display.  Check off all fields that you want to include and click apply.

Now you have a comprehensive report of all contract amounts, the deposit amount that was paid and by what method, the percentage of payment for each signer if you’re using dual signatures, and any other enrollment-related fields in your system that you would like to include in this report.  To customize this report further, you can go back into change display/columns and select the list by grouping option to sort by grade level, contract status, etc.

Contract Status Summary Report

To see an overview of where your students are in completing their contract, you can create a summary report based on contract status.  This will give you a total count of how many students need generated contracts, who’s working on their contract, who needs to pay their deposit/registration fee, what families still need a second signature for dual signature enabled contracts, or who submitted their contract.

  • Search for all enrollment in progress students.Enrollment status–>New and Returning–>is currently–>enrollment in progress.

  • Then select change display/columns in the upper right and select the summary view.  Then select contract state from the row drop down menu and click apply.  If you want to see contract status by grade level, then select the grade field from the column drop down menu.

Late Contracts

To track contracts that are submitted late, you can search on date ranges.  The contract is a checklist item, and once it’s submitted, the checklist item is marked as complete with the completion date.  For this search, we’ll use the checklist item (by completion date) criteria.

  • Search for all enrollment in progress or enrolled students.Enrollment status–>New and Returning–>is currently–>enrollment in progress or enrolled
  • Search for the contract within checklist item (by completion date) and set either a range or a specific date.Checklist item (by completion date)–>Contract–>is–>between–>8/1/2016 and 8/31/2016
  • To search by a specific date, you can enter the deadline in the search.Checklist item (by completion date)–>Contract–>is–>after–>8/1/2016

 

Financial Aid and Scholarship Report

When managing financial aid and scholarships, you can display this information in a single report, or you can create a report for each.

  • Search for the students you want to include in your report.Enrollment Status–>New and Returning–>is currently–>Enrollment in Progress or Enrolled.
  • Click on change display/columns in the upper right and check off any financial aid and/or scholarship fields that you need in your report under the financial aid grouping.  If you need any contract amounts, you can mark these under the contract grouping.  Then click apply.

Now you have a report on financial aid and scholarship amounts!  You can organize your data further by going into change/display columns and select list with grouping.  Then group your results by grade level or by scholarship name, if appropriate.

Enrolled Student List with Parent Names, Phone # and Address

A parent directory is a useful tool to have on hand for your enrolled students so you can contact families quickly and easily.  If you have emergency contact information, you can include this as well, or in a separate report.

  • Search for your enrolled students.Enrollment Status–>New and Returning–>is currently–>Enrolled.

  • Next click on change display/columns in the upper right and scroll down to your household and parent field groupings.  This is where you can find parent names, addresses, phone #’s, etc. Expand the field groupings and check off the fields you’d like to add to this report and then click apply.

Now you can save this report as a parent directory by clicking on save in the upper left!  

  • Click here to learn how to save and export a search.

Legacy/Alumni Report

If you’d like to maintain a list of all students with alumni parents, you can create a report based off the information you’re collecting in the application form.  If you’re not currently collecting the information below, it can be added to your form to use going forward.

  • Search for all students that are currently enrollment in progress.Enrollment status–>New and Returning–>is currently–>enrollment in progress.
  • Go into change display/columns and check off any alumni fields that you’d like to bring in as columns in the report.
  • Then click apply to see your results!

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