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New Student Online Enrollment (NSOE) Module

Overview

SetupTurn on LicensingSecurityConfigurationCodes

Using the NSOE PortalNew Student Enrollment: Account RequestNew Student Enrollment: LoginNew Student Enrollment: OverviewCreating and Submitting a New Student Enrollment Application

Using NSOE through Family AccessAccessing NSOE from Family AccessCreating and Submitting a New Student Enrollment Application

Accessing Existing Enrollment Requests

Completing Enrollment through Online Registration

Enrollment Application ProcessingOverviewProcessing an Enrollment ApplicationQuick Print Reports

Online Enrollment Portal Users

Reports (under development)

Utilities Pending Account Verification (under development)Mass Purge NSOE Applications

Functionality described here may vary in availability depending upon your district/entity configuration.** Denotes Required Field to save screen.

NEW STUDENT ONLINE ENROLLMENT GUIDE

Overview

What is the New Student Online Enrollment (NSOE) module?

The New Student Online Enrollment (NSOE) module is a purchasable add-on to Skyward’s Student Management package for customers not part of the TEA contract. It allows districts to give access to guardians to send enrollment requests for new students to be added to the district.

What does the NSOE module do?

Utilizing the module allows districts to save time with data entry because it puts the responsibility of entering the initial data onto the student’s primary guardian. It could also be an important part of a district’s efforts to save money on printing supplies by going “paperless.”

Guardians will no longer have to stop in at a school or district office to get the paperwork needed to enroll their student(s). Instead, they can initiate the application process by accessing the district’s NSOE Portal site.

How does the NSOE module work?

Once the module has been set up, guardians will be able to request access to the NSOE Portal and can enter their student’s data without having to step foot in a building or even contact the district. Guardians who do not currently have an active Family Access account will utilize the NSOE Portal to request one.

Once the new student request has been approved by the district, guardians would then be given access to Family Access Online Registration (if it is being utilized by the district) to complete their student’s enrollment.



SetupTurn on LicensingSecurityConfigurationCodes

Turn on Licensing

The New Student Online Enrollment module first must be turned on through Skyward’s District License Setup. The license number for the NSOE module is 519. This must be added using the Skyward Password of the day.

From the Product Setup tab under Skyward Contact Access, Security, click on District License Setup.



The Skyward Password of the Day must be entered, then click Submit.

Click the Add button to add the new 519 License.

Enter 519 in the License ID field, check the box next to “Is Active?”, and enter a Permanent License Count. Then click Save.



Next, the license must be assigned to the district’s individual entities. From Product Setup, Skyward Contact Access, Security, click on License Assignment.

Find the 519 License in the list and expand it. Click the Assign Entity link.



Select the Entities you wish to have access to the NSOE module, and then click Save. Be aware that the module is district wide so the setup is the same for all entities, and that Enrollment Application Processing can be done either from the district entity or from a specific one.

Click the Home button in the upper left corner to back out of the License Assignment Screen. The following message will appear letting you know that the reset licensing process has been added to the queue.

Click the OK button, and you will proceed to the Skyward Home Dashboard screen. The Reset Licensing Utility can take a while to run depending on the size of the database and the number of entities.



Security

To assign security to users who will be responsible for setting up the New Student Online Enrollment module, or users who will be responsible for approving Enrollment Application Requests, go under Product Setup, Skyward Contact Access, Security, Security Groups, and click on Web Student Management.

Find the group that will need access to either set up the module or process the applications, or add new groups as needed. With the group selected, click the Edit Security Levels button.



Select Students from the dropdown in the upper left corner.

Security can be assigned as needed to the items under the menu path WS\ST\OE. There is also the ability to view attachments added to the student’s application record from the Student tabs. This menu path is WS\ST\TB\PO\EN.



ConfigurationEnrollment Portal ConfigurationRegistrar Configuration (under development)Automated Email ConfigurationRequired Documents/Attachment Types

The configuration of the New Student Online Enrollment module is set for the entire district. As mentioned before, the setup can be accessed from any entity, however the changes made from there will apply to the entire district.

To begin setting up the NSOE module, go under Web Student Management, Students, Online Enrollment, Setup, and then click on Configuration.

Enrollment Portal Configuration: This is where most of the setup of the NSOE portal is completed. Messages that display to users when completing an application are updated, security settings are set, and where the fields required for the application are set up.

Registrar Configuration: (this area is still under development)



Automated Email Configuration: This is where the verbiage is set for the email that guardians receive after requesting a new NSOE Portal Account, or after they complete the Forgotten Password process for the Portal.

Required Documents\Attachment Types: This is where categories of documents can be set up that could be part of a student’s Application. These records are tracked from the Office side (Enrollment Application Processing), and are not for parents to submit/upload through the NSOE Portal or Family Access.

Enrollment Portal Configuration

Account Registration

Require Primary Phone Number for guardian registration: Use this option to force guardians registering for a Portal Account to enter a phone number.

Require Email Address for guardian registration: Use this option to force guardians registering for a Portal Account to enter an email address. If this option is not used, guardians that do not enter an email will get a pop-up message at the end of requesting their account that will display their account information (the message is based on the text for the email that is generated when they enter an email during account registration).

Require CAPTCHA for guardian registration: This option can be used to force guardians to enter the CAPTCHA verification words to authenticate their registration for the NSOE Portal.



Set Image to Display as a Header on the Enrollment entry screen

Users have the ability to select a .jpg image to display on the NSOE pages (Account Request and Enrollment Entry).

Choose File: Select this button to browse from the local machine to the location where the image file is saved. Select the image and then click Open. The image name will then show next to the Choose File button.

Upload File: After the image is selected and the image name is seen next to the Choose File button, select this button to officially attach the image to the NSOE pages.

Upload Scanner: This button will only be available to districts that are using the option to allow users to upload files directly from a scanner set in the Document Setup in Product Setup and the SkyScan client.

When an image has been uploaded, a preview of it can be seen in the Image box, and the Choose File button will show Remove Attached File instead. If you wish to upload a new image file, you must first remove the old one.

Set Instructional Area Display

Users have the ability to set the display properties for the space where the parent instructions will be viewed.

Font Size: Enter the number of the size of the font here.

Font Color: Set the font color by using the color selector that will display after clicking on the field. The color selected will display in the box and in the fields below.



Background Color: Set the background color by using the color selector that will display after clicking on the field. The color selected will display in the box and in the fields below.

Enter Text to Display Fields

Enter text to display below image on Account Request screen: Text entered here displays on the NSOE Portal Account Request screen. This should include information for guardians on what to expect when going through the NSOE process through the Portal. Be sure to remind guardians to enter a valid email account since their access information will be sent to them via email after they submit their application. This text will not display on any of the screens once they have created their account and are logged in.

Enter text to display below image on New Student Application Form when guardian is not part of existing families in the system: The text entered here will display on the Portal screen only. A user accessing the NSOE screen from Family Access would not see this message since they are an existing guardian. This is important because there are differences in how guardians can update Family info from the enrollment form.

Enter text to display below image on New Student Application Form when guardian is part of existing families in the system: This text will display on the NSOE screen only for a guardian already in the system. This goes along with the difference in functionality for new guardians versus existing ones.



Enter text to display inside the Immunization step (NOTE: Text will only display if Vaccines are selected): This text will display on the NSOE screen only if the district has set up Vaccine doses to be entered as part of the application. This should include directions on how to complete this step.

Enter text to display inside the Additional District Forms step (NOTE: Text will only display if using Custom Forms within Application): This text will display on the NSOE screen only if the district has set up Custom Forms to be filled out as part of the application. This should include directions on how to fill out the different forms.

Enter text to display inside the Requested Documents step (NOTE: Text will only display if there are Attachment Types set to allow online submission): This text will display on the NSOE screen only if the district has set up Attachments (based on the Attachment Types) to be submitted as part of the application. This should include directions on what is expected to complete this step.

Enter text to display after the Application has been submitted: This text box can include information about what to expect now that they have submitted their Enrollment Application. It could include contact information if something was incorrect, an indication about processing time, or what to expect in terms future communications.



General Application Options

Display a link to the New Student Online Enrollment Portal in Family Access: Check this option to allow existing guardians to submit an Enrollment Application for a new student through Family Access. This will only be available to Primary Guardians.

Allow non-primary guardians access to the New Student Online Enrollment Portal through Family Access: Select this option to allow any guardians that are not the first guardian of a family to be able to access the NSOE button from Family Access. Without it checked, only the first guardian of a family can complete a NSOE application.

Allow Users to enroll student for…Current School Year: Select this option if guardians can request to have a student added for the current school year. The guardians will be able to enter the first date of enrollment for this year.Next School Year: Select this option if guardians can request to have a student added for the upcoming school year. The guardians will be able to enter the first date of enrollment for this school year or can check a box to use the first day of school.First day of School for Next Year: Enter the date that will be used for students’ enrollment dates when guardians select the first day of school option on an application.Enter text to display above the School year to Enroll Into option: This text box can be used to display details about what dates to use when guardians are choosing their student’s enrollment date.

For entities using Online Registration, ensure that it is available for XX days after a student’s application is approved: This option opens up Skyward’s regular Online Registration portal for the specified number of days once an Enrollment Application has been approved. Only students added through the NSOE will have their Online Registration activated; existing student’s registrations will remain closed.

Limit Emergency Contacts to XX: This allows districts to set a limit to the number of Emergency Contacts that a guardian can add for one student. With this option turned off, guardians can submit an unlimited number of Emergency Contacts.



Allow guardian to enter Immunization Dates: Selecting this option will allow different Vaccines and Combo Vaccines to be selected that guardians will be able to enter the Immunization Dates of their student they are completing the application for. Once active, the Vaccines can be selected under the Vaccines and Combo Vaccines buttons.

Allow guardian to enter Childhood Illness for Chickenpox: Selecting this option will allow guardians to indicate that their student has had Chickenpox, and will then attach the selected Childhood Illness code to their student’s record.

Allow guardian to enter custom form data: Just like in Online Registration, a district can select Custom Forms to be filled out during the Enrollment Application. These forms will be available for review from the Enrollment Application Processing area. Checking this option will enable the Custom Forms button, where the forms to use can be selected.

When displaying the ‘School to Enroll Into’ field, select specific entities to display and customize their labels: Enabling this option allows districts to select which entities parents will have available to request to enroll their students into. They will also have the ability to change the description of the entities that are selected to display. Checking this option activates the Select/Customize button.

Select/Customize: From this screen, the entities can be selected, and the descriptions updated.

Custom URL for ‘School to Enroll Into’ field: Districts can enter a URL to direct users to another web page that will contain additional information about what school to select.

Custom URL Label: Enter the label that will display for users to click on when opening the custom URL.



Allow Users to Translate New Student Online Enrollment Portal into Other Languages: This option will make the Google Translator dropdown available in the upper right corner of the Account Request and Enrollment Application screens.

Default ‘Create/Activate Family Access Account’ to checked for guardians: This option should be selected to have the option to activate Family Access accounts defaulted to be checked when processing a submitted application.

Default ‘Email Account Reset Link’ to checked for guardians: This option should be selected to have the option to email an Account Reset Link for a guardian selected when processing a submitted application. This option is only active if the Default ‘Create/Activate Family Access Account’ to checked for guardians is selected above it.

Turn off New Student Online Enrollment Portal for all users in the District: This option can be used to quickly deactivate all areas that Guardians will have access to in relation to the NSOE. This includes the Account Request screen, and Enrollment Application from the Portal and Family Access. Any applications already submitted for processing will still be available in the Enrollment Application Processing area.

Auto-Logout from Inactive Time: This will force users to log back in if they have not clicked on any part of the NSOE screen within the time set. It would be a good idea to warn users about this time using the text areas previously discussed.

Auto-Logout from Time on Single Page: This will force users to log back in if they have not changed NSOE screens within the set time. This means that as they are filling out a form, if they stay on one screen for too long they may be logged out. It is a good idea to give users a reminder of this through the text areas previously discussed.



Information Fields

These four areas are where the district determines which fields will be available and/or required on the Enrollment Applications. There are certain fields in each of the four areas that must display and may even be marked as required. Any fields marked as Display only will be available for the guardians to enter data, but will allow them to submit the Application with those fields left blank. Any fields marked as Required will not allow the Application to be submitted with any one of those fields blank. Directions can be entered for each Step by selecting the Enter Free Form Message buttons. Individual field labels can be modified as well by selecting the Label button next to the field.



Registrar Configuration

(This area is still under development, please check back for updates)

Automated Email Configuration

There are two types of automated emails through the NSOE Module. The Account Info Email is sent after a guardian requests a new account or if they are requesting a password reset for the NSOE Portal account. The Denied Application Email is optional, and is sent after a guardian’s application has been processed, but was denied by the registrar who reviewed it.

Account Info Email

This email is the one a guardian will receive after requesting a new account or if they are requesting a password reset.

Priority: Select from either High or Low priority. Different Email programs will display messages differently based on their priority.

Subject: This is what will show in the Subject line of the Email the guardians will receive.

Body: This is where the main portion of the message can be entered. The email will contain the information necessary for a guardian to log into the NSOE Portal whether they are creating a new account, or using the Forgot Login/Password link.



Predefined Fields: These are the fields that can be merged into the Subject and Body of the email based on who it is being sent to. Users can select from Email, First Name, Key Code (password), Last Name, and Login Page Link.

Insert: The Insert button is used to place the field selected in the Predefined Fields wherever the user’s cursor is in the Subject or Body areas.

Preview E-mail: Click this button to see a sample of what the Email would look like if reading it in the full size format. Sample data will be merged into any Predefined Fields included in the Subject and/or Body.

Reset Subject/Body: Use this button to set the wording in the Subject and Body back to their initial values.

Denied Application Email

This email is optional, and does not need to be sent to guardians. It will be sent after a guardian’s application is denied following processing by the district.

Priority: Select from either High or Low priority. Different Email programs will display messages differently based on their priority.

Subject: This is what will show in the Subject line of the Email the guardians will receive.

Body: This is where the main portion of the message can be entered. The email should contain information about which application was denied.

Predefined Fields: These are the fields that can be merged into the Subject and Body of the email based on who it is being sent to. Users can select from Denial Reason, Email, [Guardian] First Name, Key Code (password), [Guardian] Last Name, Login Page Link, Student First Name, and Student Last Name.

Insert: The Insert button is used to place the field selected in the Predefined Fields wherever the user’s cursor is in the Subject or Body areas.

Preview E-mail: Click this button to see a sample of what the Email would look like if reading it in the full size format. Sample data will be merged into any Predefined Fields included in the Subject and/or Body.

Reset Subject/Body: Use this button to set the wording in the Subject and Body back to their initial values.



Required Documents/Attachment Types

Use this screen to create basic category codes for documents that a district would want to track with their students being enrolled through the NSOE module.

Click Add to create a new Document/Attachment Type.

Enter a description in the Attachment Type field, then check the box if this Attachment Type should be flagged as required for a new student’s enrollment to be completed, lastly choose if guardians should be allowed to submit attachments for this type with the application.

By clicking Edit on the previous screen the Attachment Type field, Required Document indicator and the Allow Online Submission option can be modified.

If an Attachment Type flagged as required has not been marked as received by the registrar processing the Enrollment Application, a warning message will display when they try to approve it. The application can still be approved even without the required documents.

Selecting Allow Online Submission will allow guardians to upload a file for that Attachment Type when completing an application. The Required Document option will have no effect on guardians’ attachments.



Codes

There is one code that is optional for districts to set up for the NSOE module. To get to the codes go under Web Student Management, Student, Online Enrollment, Setup, and then click on Codes.

Click on Work Flow Process Stages.



Work Flow Process Stage codes are optional codes that can be attached to submitted Enrollment Applications to indicate where in the approval process they are. It is up to the district to define what points they want to track.

One example would be if a district needs to sit down with guardians before a new student can be enrolled in the district. Once the pre-verification is done, they could attach a code for “Ready for Meeting,” or another “Meeting Scheduled.” Another example could be to track which applications are waiting for required documentation.

Click Add to create a new code.

**Stage Code: This is a three character code field used to attach to the Enrollment Application.

**Short Description: This is a 15 character field used to provide a condensed description of the use of the code.

**Long Description: This is a 30 character field used to provide the most detailed description of the use of the code.



Using the NSOE PortalNew Student Enrollment: Account RequestNew Student Enrollment: LoginNew Student Enrollment: OverviewCreating and Submitting a New Student Enrollment Application

The Portal is used by guardians who do not have any access to the Family Access module of the software. There are actually two parts to the Portal, the first is the Account Request, and the second is the Enrollment Access page. In order to get access to the Portal, they have to fill out a brief online form where they will enter some of their contact information including their Email address. The Portal’s account login is based on guardian Email addresses.

Through the Portal, guardians will only be able to fill out Enrollment Applications or view previously submitted ones. The user completing the application will be considered the Primary Guardian of the Students they submit applications for. Once applications are submitted for processing, guardians cannot make any changes to the data they entered. The application will be locked except for viewing and printing purposes.



New Student Enrollment Portal: Account Request

This is the Portal Account Request page. This page can be accessed by using the regular URL for the database, and replacing “seplog01.w” with “skyenroll.w”. This should be the URL linked to from a district’s website for guardians interested in filling out the Enrollment Application.

If the Google Translator was turned on in the Enrollment Portal Configuration, it will appear in the top right corner of the page. Click the drop down and select the language to translate the page into. There will then be a button to display the site in the original language.

In the blue box spanning the width of the page, you can see the information typed into one of the text areas in the Enrollment Portal Configuration screen.

**Enter Legal First Name: This is the legal first name of the person requesting a Portal Account to enroll new students.

**Enter Legal Last Name: This is the legal last name of the person requesting a Portal Account to enroll new students.



Enter Legal Middle Name: This is the legal middle name of the person requesting a Portal Account to enroll new students.

Enter Legal Name Prefix: The user can select the appropriate legal prefix for their name.

Enter Legal Name Suffix: The user can select the appropriate legal suffix for their name.

I don’t have an email: This option will be available if the system is configured to not require an email address for guardian registration. The user can indicate they do not have an email address to receive their account information at.

Once the I don’t have an email option is selected, the Email Address fields change to the Login fields.

**Enter Login: Enter a desired login to use to access the NSOE Portal, where a student application can be completed. You will be notified if the login is already in use upon submitting.

**Retype Login: Reenter the desired login to use to access the NSOE Portal.

**Enter Email Address: The guardian needs to enter a valid email to have their account information sent to. This will also be their login name for the Portal.

**Re-type Email Address: The Email entered above must be reentered here as an exact match. If it does not match, the Account Request will not be processed. They will receive an error when trying to submit the request.

Enter Primary Phone Number: The guardian should enter their primary phone number, which will also become the primary phone number of the first family of the students they submit Enrollment Applications for. This field may be marked as required depend on the districts configuration.

The CAPTCHA verification will show at the bottom of the page if it has been turned on in the Enrollment Portal Configuration.

Click here to Submit Online Enrollment Account Request: Once the form is filled out, click the button to complete the Account Request.



If a required field is missing, an error will display and the request will not be completed.

If the Email entered is linked to an existing guardian with an active Family Access account, they will receive the above message after clicking the button. This will not happen for Family Access users whose accounts are inactive.

Above is an example message when an email address is entered.

Above is an example when no email adress is entered, but a login is.

If the form was filled out completely and there were no issues with matching data, one of the above messages will appear. Click OK to complete the Account Request, or Back to make changes to the information entered.As indicated in the first of the two messages above, an email will be sent to the email address entered with directions on how to complete the Student Applications.



Above is an example message when an email address was entered.

Above is an example when no email address was entered, but a login was. This message is based on the same email that is sent to those entering an email address.

After clicking OK, one of the above confirmation messages appears. Click OK on this screen to refresh your page. The regular Login page for the Portal will then load. This is the same URL that will be included in the email sent to the guardian or the on-screen message displayed.



New Student Enrollment Portal: Login

This is the New Student Online Enrollment Portal Login page. This page can also be accessed with a slight change to the regular URL for the database, replacing “seplog01.w” with “sfemnu01.w”. Users can use their emailed credentials to access the NSOE Portal through the district’s main login page (All Areas), or the Enrollment Access one. A Family Access user will not be able to use their account info to log into the Enrollment Access area.

**Login ID: This is the guardian’s email address used when they requested their account.

**Password: This is the Password provided in the Account Information email that the user received.

Sign In: Click this once the account information has been entered to access the NSOE Portal.

Forgot your Login/Password?: This will allow the user to request a new Account Information email to be sent if they forgot their password.



After clicking the Forgot your Login/Password link, this screen will appear. Depending on the district’s configuration, a CAPTCHA may have to be entered. The user’s email they used when requesting their account will have to be entered. If they do not remember which email address they used, they will have to contact the district.



New Student Enrollment Portal: Overview

The first time a guardian logs into the Portal, they will be taken directly to the Application Form. This is the form to be filled out with the new student’s information. If a guardian logs in for the first time after a previous application has been denied and they have no other pending applications, they will see this page with a red message in the upper left corner notifying them of the denied application.

In the upper right corner, the name of the guardian logged in is shown next to the Exit button.

Below that, the Google Language Translator is available. Selecting a different language from there will translate all buttons and text into that language.



When the page is translated, there is a bar at the top with a button to return the page back to its original language.

In the above example, the Skyward image displayed directly above the phrase “New Student Enrollment: Application Form” is the image that was uploaded in the setup.

Save and Continue to Fill Out Application: This button will save the data filled in so far, and keep the screen open to allow the guardian to complete it.

Save and go to Summary Page: This button will save the data filled in so far and take the user back to the Portal’s main page.

Print Application: This button will send the page to the guardian’s printer. Note: This will not run a process to a print queue and generate the form in a .PDF. It functions just like clicking print from the browser.

Leave WITHOUT Saving: This button will take the user back to the Portal’s main page and not save any data entered into the form before doing so.

These buttons will also display at the very bottom of the form.

The area below the buttons displays part of the text that was entered during the setup. The display properties (font size, color, and background color) of this area and the others were set up in the Configuration. This should display instructions for the guardians, and give them any necessary reminders.



Creating and Submitting a New Student Enrollment Application

As previously noted, the first time a user logs into the Portal, they will be taken directly to the Application Form. A guardian who has at least started an Enrollment Application and is logging into the Portal to start a new one will have to click on the Click to Enroll Additional Student button from the “New Student Enrollment Applications: Summary Page.”

The information at the top of the Application Form was discussed in the “New Student Enrollment: Overview” section of this document.

With the Application Form split into the different steps, it is important to know that guardians will only be able to have one step expanded and available for editing at a time. The currently active step will have the Save and Save and Collapse Step buttons active at the top of the section. If no step/section is in Edit mode, then the Edit and View Only buttons will be active. When one step/section is in Edit mode, the other sections will have the View Only button active so a guardian can review those sections while editing another.

Step 1: Student Information

The next area is where the guardian begins entering the data for the student. The fields available, and those marked as required, will vary from district to district since they are based on options set in the Configuration.

At the bottom of this section, some fields that will make up the student’s Entry record can be found. A guardian also has space in the Additional Information field to leave a note for the office to see as they process a student’s application.



A guardian will then have to click the Complete Step 1 and move to Step 2: Family/Guardian Information to move on to adding the Family details. If the guardian does not wish to move on to the next step, they can click the Complete Step 1 Only button. Both buttons will scan through the fields for Step 1 and verify that all required data has been entered.

If something was missed, a screen listing the missed fields will display, and the field(s) will be highlighted with a red box. Click OK to close the box and fill in the missing data. Then click one of the Complete Step 1 buttons.

As a step is completed, a Date Completed will show to the right of the collapsed step. If the guardian clicks the Edit button for that step, the Date Completed will go away until they click one of the complete buttons again.



Step 2: Family/Guardian Information

Some of the fields will be filled in for this guardian since it pulls the data from the form the guardian filled out when requesting the Portal account. Everything except the email can be updated from here.

Upon clicking the check box to add the guardian as an emergency contact, this guardian’s information will show in that portion of the application form.

If a guardian is creating an additional Enrollment Application form, meaning they have already submitted one and have started a new one, the first family information will merge into the Family and Guardian fields; however the fields can be updated after they have merged in. There are a couple of fields that may have to be updated such as Relationship to Child.

If a guardian has submitted multiple Enrollment Applications and is now creating another one, the family information that will merge is based on the first Enrollment Application that is submitted, not the most recent.

If there are other guardians within this family (at this same address), click the Yes, I want to Add another Legal Guardian who lives at this address button at the bottom of the section. Notice the slightly thicker blue box around the guardians in this first family.

If there are additional Families that need to be attached to the student, click the Yes, I want to Add a Legal Guardian who lives at a Different Address button in the bottom left corner of the Family/Guardian Information Section. By clicking this button, the guardian will then be able to fill in the new family’s information.



Step 2A is to fill in the fields for the new family. This can be repeated to add as many families as needed for the student. Notice at the top of the screen, the blue box that is around the first family can be seen, and a new purple box is around this new family. Each different family added will have a new color around the guardians to help keep them visually separated.

If the new family was added in error, click the Remove this Family button to delete the record. Just like with the Primary family/guardian, additional family members can be added by clicking the Yes, I want to Add another Legal Guardian who lives at this address button at the bottom of Step 2A.

The above confirmation screen will display after clicking the Remove this Guardian and the Remove this Family buttons respectively.

A Remove this Guardian button will display above all guardians in a family with more than one guardian in it.



Once all the Family/Guardian Information has been entered, the guardian completing the application needs to click either the No, Complete Step 2 and move to Step 3: Medical/Dental Information button or the No, Complete Step 2 Only button to complete the step.

Step 3: Medical/Dental Information

For this step, any fields that would show on the Emergency Info tab for the student will be available for the guardian to fill out depending on how the district set up their fields in the Enrollment Portal Configuration. If the district had none of these fields selected to be displayed, this whole section is ignored, and Step 3 would show as Emergency Contact Information.



Step 4: Emergency Contact Information

Any Guardians that had the checkbox marked to add them as an Emergency Contact during Step 2 will show automatically in this section and their contact information cannot be updated here. It will have to be updated in the Guardian portion of the form.

If contacts other than a guardian need to be entered, click the Yes, I want to Add another Emergency Contact Record button in the bottom left corner of the section. This will add another set of Emergency Contact fields to be filled in.

If an Emergency Contact record is added in error, the Remove this Emergency Contact button can be used.

Upon clicking the button, the above confirmation box will display. Click Yes to remove the Emergency Contact, or No to cancel the request.

After clicking either the No, Complete Step 4 and move to Step 5… button or the No, Complete Step 4 Only button the next step will become available (as long as Steps 1 through 3 are also marked complete).

Note: The No, Complete Step 4 and move to Step 5… button will not be available if no other steps were configured for use in the application.



Step 5: Immunization Information

Depending on how the Application Portal is configured, guardians can indicate if their student has had Chickenpox and when, and they can enter in Immunization dose dates.

Select the option Has your child had Checkpox? if they have already had the illness. If selected, you will then have to enter the date when the child was ill in the Chickenpox Illness Date field.

Guardians will then enter in the different doses of immunizations in the table. Any Immunizations marked as required in the configuration will require at least one does date to be entered here.

Once all the Immunization Information has been entered, the guardian completing the application needs to click either the Complete Step 5 and move to Step 6… button or the Complete Step 5 Only button to complete the step.




Step 6: Requested Documents

If any Attachment Types were flagged to Allow Online Submission, they will display here. Guardians can select the Choose File button where they will be prompted to browse to a location on their computer to select a file. Once the file is selected, the file name will display as a link to open the file, and the Remove File button is available if one was uploaded in error.

Notice that no Attachment Types are indicated as required since the Required Document option, if selected during the setup, only applies to staff processing a submitted application. Also notice that only one file can be attached for each Attachment Type.

Once all of the Requested documents have been attached, the guardian completing the application needs to click either the Complete Step 6 and move to Step 7… button or the Complete Step 6 Only button to complete the step.


Step 7: Additional District Forms

In this optional step (it depends on how the district set up the configuration), the user can click on a Form button to fill in the data on the form. In the example above, clicking the AUP button will open a screen for the user to access the form.

Notice that a form may be flagged as required. When this is done, a guardian must open the form and complete it before completing this step.



The guardian can then fill out the form and click the Save button.

The step will then be marked as completed. If it was not filled out and the guardian plans to come back to it, they can uncheck the box showing it as completed.

Note: If multiple forms are setup, they do not have to be completed in the order they are listed on screen.

If the Complete Step 7 button is selected without all the forms being marked as completed beforehand, the above error message will display.

After all of the Additional District Forms have been marked as completed, the guardian can mark Step 7 complete.



Submitting the Application

When all steps are complete and are showing a Date Completed, the Submit Application to the District button will be active at the bottom of the screen.

Before submitting, guardians should review all parts to make sure the information is correct. Once the application is submitted, they cannot make any changes to its content. They would have to contact the district to notify them of the inaccurate information.

The above confirmation screen will display after clicking the Submit Application to the District button. Click Submit Application to complete the process, or Cancel and Keep Screen Open to still have the ability to review and update the application.



The above screen will display after clicking Submit Application. This information can be customized by the district in the configuration.



Using NSOE through Family AccessAccessing NSOE from Family AccessCreating and Submitting a New Student Enrollment Application

Accessing NSOE from Family Access

The NSOE Application area can be used by existing guardians while they are in Family Access. The option in the Enrollment Portal Configuration must be checked as well for guardians to see it.

Once in Family Access, users will have a link on the left side to access New Student Online Enrollment. Clicking there will open the Portal screen discussed previously.



Upon clicking the link to open the NSOE area from Family Access, guardians will be taken to one of two pages.

If they have not begun any applications before, they will be taken to the Application Form to begin filling out as shown above.

If they have begun an application, they will be taken to the Summary Page.

Once in the NSOE area, they can get back into Family Access by clicking the Go to Family Access button in the upper right corner.



Creating and Submitting a New Student Enrollment Application

The process of filling out the application is very similar to that of guardians using the Portal only to complete one. The main difference comes in when entering the Primary Family information.

All fields for the Primary Family will be locked from editing. Only the options to change the relationship and mark the guardian as an Emergency Contact will be available to guardians.

If any of the information is incorrect, it will need to be changed through Family Access Pseudo Family Changes (if available), or by contacting the school/district directly. The reason for this is because a guardian’s information should always be current in Skyward, and the portal is not intended to be used as a means to have it updated.

Additional families can still be added as needed by clicking the Yes; I want to Add a Legal Guardian who lives at a Different Address button in the lower left corner of the section.

The other parts of the application are accessed and submitted to the district the same as previously described in Creating and Submitting a New Student Enrollment Application.



Accessing Existing Enrollment Requests

If a user has started an application and exited out of the Portal or Family Access, the next time they log in or access the NSOE area, they will be brought to the Summary Page as seen above. If a user had an application denied, and this is their first time logging in since then, they will see a red message in the upper left portion of the screen notifying them of this.

From here, the guardian can click the Click to Enroll Additional Students button to start a new Enrollment Application.

In the table where Un-submitted Enrollment Applications are found, the options available will depend upon how far they have gotten in the application process. If all parts are complete, they will have all three buttons seen in the example above for Lilyann. If some parts are not complete, the red message displays, and only the two buttons will be available seen in the example above for Bethany.

Submit Application to the District: This button will submit the completed Enrollment Application to the district for processing.

Review/Update the Application: This button will open the Enrollment Application screen (Student, Guardian/Family, Health, and Emergency Contact Information) so the guardian can modify or complete it.

Review/Update Additional Forms: This button will open the Additional Forms screen (the district specified Custom Forms) so the guardian can update those other forms.

Cancel this Application: This button will void and delete the existing application. There will be no way to get it back. The guardian would need to start a new application.

In the table where Submitted Applications are found, the guardian will be able to see any applications that have not been approved, denied, or canceled by the district staff. A user



will only be able to View the Submitted Application. They will not have the ability to make changes to the submitted information, except by directly contacting the district and having the changes made from the Student Management side of the software.



Completing Enrollment through Online Registration

After an application has been processed by the district staff and approved, they can open up Online Registration for the students/guardians added through the NSOE module.

For this to work, a few things must be set up. First and foremost, Online Registration must have been set up, and must still be enabled. The registration window does not need to be open. Second, in the Enrollment Portal Configuration, the option to keep Online Registration for entities using it open a number of days must be activated. Lastly, the New Family Access must be activated for the entity.

The guardian will have to log into the system using their Family Access account information. They cannot use their Portal email login and password.

When the guardian logs in, they go to the New Family Access. Once they are in there, they will have at least one alert message that Online Registration is now open. In the case above, they have a message for the 2012-13 Online Registration and another for the 2013-14 Online Registration. Also, since two students were added for this guardian, they have to complete registration for both of them.

They can also click on the Online Registration button to see the registration options.



Enrollment Application ProcessingOverviewProcessing an Enrollment ApplicationQuick Print Reports

Overview

Enrollment Application Processing is the area where district staff will go to review and process Enrollment Applications submitted by guardians through the Portal or Family Access.

When an application has New status, the Skyward Alert Icon will display for a user with security access to the entity that the application is assigned to (or 000 if no entity is assigned to it yet). A user with the alert can click on it to see the details.

They can then click on the NEW ENROLLMENT APPLICATIONS link and be taken directly to the Enrollment Application Processing screen.



To access the Enrollment Application Processing area through regular navigation, go under Student Management, Students, and Online Enrollment.

The Enrollment Application Processing browse will display all submitted applications for viewing and processing. The applications can be sorted by Entity or by Student’s Name. If the guardian creating the application selected “Don’t Know” for the school to be enrolled into on the application, the Entity will show as blank on this screen until a registrar selects one.



District staff can tell which applications have been processed, and what the outcome was by looking in the Status column.

Applications can only be processed by one person at a time, so they can be assigned to individuals, or one can pull them out of this screen for processing much like a holding queue.

When an application has been processed (Canceled, Denied, or Approved), the View Application option will be available on the right.

If the selected application has a Canceled by District status, then the Return to WIP button will be available to begin processing the application again if it was set in error.

When an application is either in WIP (Work in Progress) or New status, a user will have the first two buttons available on the right.

Assign to Registrar: This button will allow a district staff person to assign an application to a building staff person for processing.

After clicking the button, the above screen with display so the entity the student will be enrolled into and the staff person responsible for processing the application can be selected.

Process Application: This button will allow the user accessing the Application the ability to assign it to themselves and begin processing the application.



Processing an Enrollment Application

By expanding an Application, users can see/update different parts of the application.

In the Application Details area, users will see some of the detail that was entered by the guardian. Each sub section can be expanded to review the data entered.

In the Comments area, staff can add notes to an application.



In the Required Documents/Portfolio area, staff can mark documents as having been received by the district if they have been set up in the configuration (under Student Management, Student, Online Enrollment, Setup, Configuration, and Required Documents/Attachment Types).

Manage Required Documents: Click this to mark documents as Received by the district, upload documents and related files, or attach links to another location.

Received: This should be checked if the district has received the specified document.

Add File: Click this link to upload a file and enter a comment for it.

Add Link: Click this link to attach a web URL to use in place of an uploaded document.

Edit: Click this link to change the file attached, the URL entered, or the description for either.

View Attachment: View Attachment will open/download a copy of the attached file or open the attached link in a web browser.

Maintain New Student Online Enrollment Portfolio: Click this link to open a browse screen of the items attached to a student. Other attachment types not specified as required can also be attached here.

The buttons here, work just like those from the regular Student Portfolio.



After clicking to add either a File or a Link, the user will be able to select from any of the Attachment types that were set up in the Online Enrollment Configuration.

These same attachments can also be viewed from the NSOE Info – Portfolio tab in the Student Profile. This is a view only area so nothing can be modified or added.

In the Change Log area, staff can see when fields were updated by the staff person processing the application.



The last areas are where any additional Custom Forms that have been activated by the district for the Online Enrollment Application can be reviewed and/or updated.

Once an application has been selected and a staff person has clicked the Process Application button, a confirmation screen will appear.

The View or Process screen asks the user to indicate whether they want to process the application, or if they want to view what was entered by the guardian.

After clicking “Yes” to the first question, the above message will appear. Here users are approving that the application be assigned to themselves by clicking Yes. Clicking No will open the application in view only mode.



Here is a portion of the Process Application screen. The screen is set up in such a way that the information entered by the guardian (the right column) on the form can be compared to what is going to be brought into the database (the left column). Over on the far right are the buttons used to update/complete the Application.

Save: Click this button to close the screen and save any Registrar Modified Values. Clicking this will set the Application status to WIP (Work in Progress).

Approve Application: After the entire application has been reviewed, this button can be used to create the new student’s enrollment record.

Deny Application: Clicking the button to deny an application will result in the student not being added to the database. A reason will have to be entered on a confirmation screen before it will be finalized.

Cancel Application: This button should be used to void the application. It is similar to the Deny Application option, but would be used for applications submitted in error.

Back: Click this button to close the screen without saving any of the modified fields.

Default E/W Options: This can be used to update the Default Entry/Withdrawal options used but the staff person when entering new enrollment records.

Stage is used to specify where in the processing the application is. This can be left blank.



The Student Information area is where all of the main Demographic fields can be updated for the student. Since a name is specified here, the Check for Matches button can be used to find potential existing name records to link to the enrollment application.

The name entered will automatically be searched for in the database. If a match is found, and it is the same person, it can be selected to be used instead of creating a new name.

When an existing name is selected you will be prompted to indicate whether you want to use the data from the Enrollment Application to update what is already stored in Skyward (click Overwrite Existing Name), use the existing data to overwrite what is on the application (click Import Existing Name), or to cancel the transaction. Note that if the Import Existing Name is selected, none of those fields can be updated from the Application Processing screen.



At the bottom of the Student Information fields, the user can find the **Expected Date of Enrollment which will be used for the Entry Date, and the **School to Enroll into which will be used to add the student to the selected entity.

The Additional Demographic Information area has fields from the Student General - Profile and the Entity tabs. If students are pre-enrolling, make sure the Current Year Status field is correct.

The Enrollment Information area is where the rest of the student’s Entry record is entered.



The Family # Common Information and Home Address is where the Primary phone and the Home Address fields can be entered. The Address Lookup button can be used to locate an existing address in the system with the information entered by the guardian.

When an Enrollment Application is created through Family Access, the family information attached to the guardian that created the application cannot be updated from Enrollment Application Processing area. If changes are necessary, save the application as it is, and then correct the information from the Family tab. This does not apply when entering additional families/guardians on the application.

The Additional Family Information area is where some miscellaneous fields can be entered.



In the Family #/Guardian # area, the guardian specific fields can be updated. The Check for Names button can be used to search for a matching name in the database. If there is more than one guardian in a family, the Remove this Guardian button at the top will be active. Just like with a student, if a name is selected from the Check for Matches area, only certain fields can be updated from here.

The Create/Activate Family Access Account option must be selected to activate the Online Registration window for that student and guardian. With that, it will save time to choose the option to Email Account Reset Link to send the Guardian their Family Access Account information when the application is approved.

The Name Lookup button in the lower right part of the screen can be used to find a matching Employer type name.

If additional guardians need to be entered, click the Add Guardian to Family # button. The same holds true for the Add Family button.



The Emergency Information area is where fields found on a student’s Emergency Info tab can be updated.

The Emergency Contact # Info area is where the information for the Emergency Contacts is entered/updated.

The Remove this Contact button can be used to remove an Emergency Contact added in error. The Check for Matches will be available to match a name to an existing name. It will not be available if the contact is created from the checkbox on a Guardian.

If a contact was created from the checkbox on the Guardian record, the only fields that can be updated from here are the Pickup field and the Relationship Comment field.



Once all data has been entered, and you are ready to complete the processing of the application, scroll to the top of the page and click one of the buttons (Approve Application, Deny Application, or Cancel Application).

Deny or Cancel Application will bring up a screen where a reason for the action can be entered.

Errors may display after the Approve Application is selected, and something is not complete or the data for the student does not match what is expected/required.

If the application is complete, and Approve Application is selected, you will be asked to confirm your choice. After clicking the Continue button, the record will be added to the system. If the Food Service Module is turned on, the popup indicating the new student’s key pad will display as it does when adding a student from the Student Profile.



If any required fields for a normal student record are missing, the above message will display. Click the OK button to return to the application to update them and then Approve it again.

The new student’s record or the existing student’s enrollment record will be created and will show in the Student Profile (or browse).



Quick Print Reports

From the Enrollment Application Processing screen, users can click the Quick Print button in the upper right corner to run reports of the information from the applications.

The only report available is the Application Report.

There are two prebuilt templates available, Guardian Data and Registrar Data. Additional templates can be added by clicking the Template link.

Here the existing templates can be seen, and can be cloned if need be. Otherwise new templates can be added.



The report will pull data entered by the guardian or the registrar as they were processing the application.

When printing the data entered by the Registrar, the additional fields at the bottom of the screen can be included on the report.

Above is the Designate as ‘Validated by the District’ and the Date the Request was validated options showing at the top of the report.

The example above shows the Parent/Legal Guardian Signature line and the Guardian Signature Date at the bottom of the report.

The report will only print for one application at a time. That application will be whichever one is highlighted when the Quick Print button is selected.



Online Enrollment Portal Users

The Online Enrollment Portal Users option is found under Student Management, Students, and Online Enrollment. This is where all account information for guardians who requested a Portal account can be maintained.

There are four options for maintain the Portal accounts. They relate to the four buttons down the right side.



Only guardians who have not had an application processed and approved will show in the browse. Once they have been created as an actual guardian in the system, they will be removed from the list because they would then need to use Family Access to start a new application.

Email Account Key Code: This button can be used to send a new email just like the original the guardian received after creating their account. It will include all of the information entered in the Automated Email Configuration previously discussed in the guide.

Activate/Deactivate Account: This button can be used to deactivate an account that should no longer be used, or reactivate it after it has been deactivated.

Unlock Account: This button would be used if a guardian has entered the incorrect password (Key Code) three or more times.

Unlock Multiple Accounts: This button would be used to unlock all accounts that meet a set of ranges.

The ranges are based on User’s Name Key and the number of Invalid Attempts of logging into the portal. Once ranges are set, you can click Run.



Reports

The Online Enrollment Reports can be found under Student Management, Students, and Online Enrollment.

There currently are no reports under this area as it is still under development. Please check back for updates.



UtilitiesPending Account VerificationMass Purge NSOE Applications

The Online Enrollment Utilities can be found under Student Management, Students, Online Enrollment, and Setup.

Pending Account Verification

This utility is currently under development. Please check back for updates.



Mass Purge NSOE Applications

This utility can be used to delete out old applications based on dates associated with them and their current status.

School to Enroll Into: Enter the entity range of applications to delete from the system.

Student Key: Enter the range of student alphakeys tied to the applications you wish to delete from the system.

Date of Birth: Enter the range of birth dates on applications that you wish to delete from the system.

Grade/Grad Yr: Enter the range of Grades or Graduation Years on applications that you wish to delete from the system.

Expected Date of Enrollment: Enter the range of enrollment dates on applications that you wish to delete from the system.

Date Received: Enter the range of dates that applications were submitted to the district that you wish to delete from the system.

Date Approved: Enter the range of dates that applications were approved by the district that you wish to delete from the system.

Date Last Modified: Enter the range of dates that applications were last updated by staff that you wish to delete from the system.



Assigned to Key: Enter the range of staff Alphakeys that applications are assigned to that you wish to delete from the system.

Include All Application Statuses: Select this option if you wish to delete applications regardless of the status assigned to it.

Statuses: This button will be active if the Include All Application Statuses option is not selected. Click on this button to select the Application Status codes that you wish to include in the deletion of applications.

Once the ranges are set, process the utility by clicking Save and Process.

The processing screen will appear and when complete, click on the Preview Data to Process button.

It is possible to select individual records to not be deleted by highlighting the record and selecting the Remove from Update button. When all the desired records to be deleted are displayed in the browse, click the Back button.

Select the Run the Update button to finish processing the utility.



A report will be generated listing the applications that were deleted.
