Overview

Throughout the enrollment process, it’s important that you know how to create custom searches and reports so that you can access the data you’re collecting from enrolling families. 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 to format your data into other forms (e.g. calculations and visual reports).

Use the links below to jump directly to a specific search example:


How-To: Run a Custom Enrollment Search

To get started with any of the search examples provided below, click on the Search & Reports tab at the top of your SchoolAdmin site.

* 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.

1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrolled'. Then, click the blue Search button.

3. Once the search results have loaded, click on the blue Change Display/Columns button in the upper right of the page and select the Summary Report option.

4. Set Enrollment Type as the row heading and Grade as the column heading. If you want a total count of just one of these criteria, you can set it as the row heading and leave the column heading blank.

5. Click the blue Apply button to confirm and you will see your summary report!

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* Completed Contract *

To look for all students in enrollment with a completed contract, you can run the following report.

1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrollment in Progress'. Then, click the blue Search button.

3. The contract is an enrollment checklist item, so add the following to your search criteria: 'Checklist item (by complete/incomplete') -> 'Contract' (or registration form, depending on what your school calls it) -> 'is complete'.

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* Completed Contract, Incomplete Deposit *

Maintaining a list of families that have submitted the contract but not yet paid their deposit makes it easy to send follow-up communications in bulk to remind parents/guardians that the deadline is approaching.

1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrollment in Progress'. Then, click the blue Search button.

3. The contract is an enrollment checklist item, so add the following to your search criteria: 'Checklist item (by complete/incomplete') -> 'Contract' (or registration form, depending on what your school calls it) -> 'is complete'.

4. The deposit is also an enrollment checklist item, so add the following to your search criteria as well: 'Checklist item (by complete/incomplete') -> 'Deposit' (or registration fee, depending on what your school calls it) -> 'is not complete'.

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* Completed Contract, Incomplete in FACTS *

Maintaining a list of families that haven’t logged in and finalized their FACTS agreement via the SchoolAdmin checklist item makes it easy to send follow-up communications in bulk to remind parents/guardians that the deadline is approaching. Please note: This only applies to schools using the FACTS Integration.

1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrollment in Progress'. Then, click the blue Search button.

3. The contract is an enrollment checklist item, so add the following to your search criteria: 'Checklist item (by complete/incomplete') -> 'Contract' (or registration form, depending on what your school calls it) -> 'is complete'.

4. FACTS is also an enrollment checklist item, so add the following to your search criteria as well: 'Checklist item (by complete/incomplete') -> 'FACTS' -> 'is not complete'.

Once the search results are pulled up, you may want to add the student FACTS IDs as a column on the search. To do this, click on the Change Display/Columns button in the upper right of the page.

Locate the FACTS Student ID field within the Fields to Display list. Under the 'Contact' section, expand the field grouping that contains this field, check the box next to the FACTS Student ID field, then click the Apply button to add this column to your search.

Please note: In our example, the FACTS Student ID is grouped under the ID Field grouping, but your data may be organized differently. You can reference the Fields setup page to see the display name and field grouping as it exists in your site.

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* 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.

1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrollment in Progress'. Then, click the blue Search button.

3. Once the search results have loaded, click on the blue Change Display/Columns button in the upper right of the page.

4. Under the 'Contact' section, expand the Contract grouping, check off all fields that you want to include, then click the Apply button.

Now you have a comprehensive report of the important contract information for your enrollment in progress students!

To customize this report further, you can go back into the Change Display/Columns window and select the List by Grouping option to sort by grade level, contract status, etc.

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* Contract Status Summary Report *

To see an overview of where your students are in completing their contracts, you can create a summary report based on Contract Status. This will give you a total count of your students and who is pending their contract being generated, who is working on their contract, who needs to pay their deposit/registration fee, who needs a second signature for dual signature enabled contracts, and who submitted their contract.

1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrollment in Progress'. You can also include 'Enrolled' status students if you wish. Then, click the blue Search button.

3. Once the search results have loaded, click on the blue Change Display/Columns button in the upper right of the page and select the Summary Report option.

4. Set Contract State as the row heading. If you want to see contract status by grade level, then select and Grade as the column heading.

5. Click the blue Apply button to confirm and you will see your summary report!

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* Late Contracts *

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


1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrollment in Progress' AND 'Enrolled'. Then, click the blue Search button.

3. The contract is an enrollment checklist item, so add the following to your search criteria: 'Checklist item (by completion date') -> 'Contract' (or registration form, depending on what your school calls it) -> 'is after' -> select your school's deadline date.

You could also search for contract completion before or between specific date ranges. For example, if you want to see who qualifies for an early enrollment discount.

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* Financial Aid & 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 (e.g. one report for Merit Scholarship, one report for Athletic Scholarship, and so on).


1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Search for the students you want to include in your report. For example, you might add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrollment in Progress' AND 'Enrolled'. Then, click the blue Search button.

3. Once the search results have loaded, click on the blue Change Display/Columns button in the upper right of the page.

4. Under the 'Contact' section, check off any financial aid, scholarship, or other fields that you need in your report. Financial aid and scholarship fields are typically found within the 'Tuition Assistance' field grouping, but your data may be organized differently. You can reference the Fields setup page to see the display names and field groupings as they exist in your site.

5. Click the blue Apply button to confirm and you will now have a report on financial aid and scholarship amounts!

You can organize your data further by going back into the Change/Display Columns window and selecting List with Grouping. You can then group your results by grade level or by scholarship name, if appropriate.

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* Enrolled Student List with Parent Names, Phone Numbers, 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 create a separate report for it.

1. Set the Term (school year) to filter by from the drop-down menu at the top of the search page.

2. Add the following to your search criteria: 'Enrollment Status' -> 'New & Returning' -> 'is currently' -> 'Enrolled'. Then, click the blue Search button.

3. Once the search results have loaded, click on the blue Change Display/Columns button in the upper right of the page.

4. Scroll down to the Household and Parent field groupings. This is where you can find parent names, addresses, phone numbers, etc. Expand the field groupings using the plus (+) button to the left and check off the fields you would like to add as columns on the report.

5. Click the blue Apply button to confirm and you will now have a parent directory report!


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