Difference between revisions of "Online Registration System Editor"

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'''This program allows reviewing applications and customization of the Online Registration System.'''
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__NOTOC__
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''' This program provides the districts a way to custom design their own Online Registration System and then the reviewing of student applications. The online registration procedure starts with parents registering their children from either the "[[Parent Register System website]]" or the "Student Progress Center". '''  
 +
 +
*From the login screen through each entry screen, the text in ORS can be displayed into as many different languages as needed.  This includes instructions, labels, document uploads, messages and buttons.
  
  
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On the left navigation panel, select '''Student Master''', '''Loaders''' and '''Online Registration System (ORS) Editor'''.
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In [[User Management]], the user MUST have read/write (RW) permission for the Student Master Category to use this program and also, if applicable, 700 as the school.
  
 +
[[File:Example.ORS.png]]
  
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'''Setup Box Options'''
 
  
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To find definitions for standard setup values, follow this link: '''<span style="background:yellow">[[Standard Setup Options]]</span>'''.
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#'''Category'''> Stu Master, RW, '''Program'''> ORS Editor.
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#A popup will appear with '''Stu Master''' permission already set to RW. Sort the Program list and scroll to '''ORS Editor''' and select RW to add this user permission to ORS.
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#Click '''Save'''
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#Click '''NO''' to save new setting to all users with the same profile.
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#If you click '''Yes''', then all user permissions with the same profile will be updated with the new permissions.
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#A new line will be added to the User Management display with '''Student Master/ORS Editor with RW for both.
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#Click the '''Action''' cell and select from the available actions found in the chart below this sections of instructions.
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#You can return to this program to alter the actions for a specific user by clicking the Action column by one of the ORS permission and edit the previously selected Actions.
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#For any new Actions selected or previous selections edited/removed, the changes will add rows to the User Management screen or remove them as needed.
  
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For other set up values not listed in the standard set up list:
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Securities are sometimes required to be able to edit.
  
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*'''Zone School''' - Select the school(s) that matches the student`s current school, current zone school, and/or requested school.
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*'''Show Out of Zone Only''' - Placing a check here shows only applicants whose current or requested school is out of zone.
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[[File:orsperm.png]]
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*'''Show Submitted Applications Only''' - Placing a check here shows only applications that have been submitted with a parent/guardian signature and date.
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*'''Show Current Enrolled Students''' - Placing a check here shows only currently enrolled students based on the schools chosen below.
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*'''Show:''' ''' All''', '''Approved Only''' or '''Not Approved Only''' - Show only applicants that have been approved/not approved by an administrator.
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==Menu Location==
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*'''Student:''' '''All''', '''Existing Only''', '''New Applicant Only''' - Show only students that have an existing Student Master record or show only students that have an application created in the SPC or ORS.
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*'''School''' - Student's school of enrollment when "Show Current Enrolled Students" or "Existing Only" is chosen.
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'''Student > Loaders > Online Registration System (ORS) Editor'''
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*'''Include Non District Schools''' - Include applicants who have requested a non district school.
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*'''Non-District Schools''' - Select schools.
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==Setup Options==
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 +
[[File:orssetup5.png]]
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'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
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'''District''' - Default value is based on the user's security settings. The user will be limited to their district only.
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'''Zone School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code. The user will not be able to change this value. If the user is a supervisor or other district office employee with access to the Student Information System, they will be able to run programs for one school, a small group of schools, or all schools in your district.
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'''Grade''' - Grade level of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all grade levels are to be included. Otherwise, click in the field to the right of Grade(s) to select the desired grade level(s) to be included.
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'''Gender''' - Gender of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if both genders are to be included. Otherwise, click in the field to the right of Gender to select the desired gender to be included.
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'''Ethnic''' - Ethnicity of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all ethnics are to be included. Otherwise, click in the field to the right of Ethnic to select the desired ethnic(s) to be included.
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 +
'''Show Only OOZ Students''' - Shows only applicants whose current or requested school are Out of Zone.
 +
 
 +
'''Show Submitted Applications Only''' - Show only applications that have been submitted with a parent/guardian signature and date.
 +
 
 +
'''Show Current Enrolled Students''' - Shows only currently enrolled students based on the school(s) chosen below. So it t only shows currently enrolled students with a student master record at the chosen school. If chosen, the''' Student Existing Only''' and '''New Applicant Only''' will be grayed out.
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'''[[Alternate Review]]''' - Check this box for the normal columns to be hidden and the list columns appear.
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 +
'''Hide Rejected Applications''' - Check this box to hide rejected applications.   
 +
 
 +
'''Show''' - All, Approved Only, Not Approved Only.
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*'''Approved Only''' - Only shows applications that have been approved by an administrator.
 +
*'''Not Approved Only''' - Only shows applications that have not been approved by an administrator.
 +
 
 +
'''Student''' - All, Existing Only, or New Applicant Only.
 +
*'''Existing Only''' - Only show students that have a current student master record. It uses the zone school application considering current school, zone school or requested school.
 +
*'''New Applicant Only''' - Show only students that have an application created through the SPC or the ORS system.
 +
 
 +
'''School''' - Student's school of enrollment when 'Show Current Enrolled Student' or 'Existing Only' is chosen.
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 +
'''Include Non-District Schools''' - Include applicants who have requested a Non-District school.
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 +
'''Non-District Schools''' - Site number of non-district school(s).
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 +
'''As Of Date''' - Current date of application.
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 +
'''OK''' - Click to continue.
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 +
To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
  
 
Click the '''OK''' to advance to the next screen.
 
Click the '''OK''' to advance to the next screen.
  
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==Bottom Tabs==
  
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[[File:orsbottomtabs.png]]
  
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=='''Graphs'''==
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*'''[[Summary (Graphs)]]'''
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*'''[[Review Applications]]''' - This is where the district can review the student applications.
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*'''[[Control Panel]]''' - This is where the district would set up ORS.
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*'''[[Zone Approval]]''' - Since parents are able to request a school outside of their physical address zone, the school official can create a zone approval code.
  
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If you chose multiple schools or 700 on the setup box, a vertical stacked graph that depicts approved applications, submitted applications and in-process applications per school will display. The values will be percentages adding up to 100%. Each stack should be an individual school.
 
  
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If choosing a single school on the setup and not 700, it will show the same graph but for the one school. It will show a line graph for the year that shows the number of applications by month for the previous 12 months. There will be separate lines for SPC and ORS.
 
  
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The total approved applications graph will be a horizontal bar chart.
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'''Q & A'''
  
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Both bottom graphs will look either at a single school or all schools like the top two graphs will do.
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'''Q''' - We turned on our ORS for 24-25 PK & K and it is putting everyone at 999 zone. We checked the mapping for a 24/25 year but do not see one. Is this why?
  
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'''A''' - Yes, you are seeing the 999 zone because there are no DMS maps for 2425. The first step to copying the map to the new year is to roll over your [[Sponsor Site Editor]] into 2425.
  
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'''Current School Progress''' - applications by status per school (unsubmitted, submitted or approved)
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Then, copy the DMS maps for the new year by going to: Maps> Entry> [[DMS System]]
  
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'''Number of Applications Submitted''' - submitted applications by source (ORS or SPC)
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1. Click on "Copy Zones" in the bottom left hand corner
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2. In Copy From section
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*Check the box to the left of "From Live Year:"
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*Select 2324 from the drop down of the "From Live Year:" options
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4. In Copy To section
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*Check the box to the left of "To Live Year:"
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*Select 2425 from the drop down of the "From Live Year:" options (if 2425 is not an option the [[Sponsor Site Editor]] has not been rolled over)
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5. Click Copy
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==Resources==
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:[http://wiki.edgear.net/wiki/w/images/a/ac/Online_Registration_System.pdf Online Registration System Control Panel Overview]
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:[https://edgear.webex.com/recordingservice/sites/edgear/recording/playback/f8b69e3244e14b80a12cb9a803e30af7 Webex Recording of ORS Demonstration- 1hr]
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:[https://1drv.ms/w/s!Ag-H9brkjZjvgaA-GCH5XH8rUgV6DA?e=4CjTP3 ORS Security Setup Guide]
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:[https://1drv.ms/w/s!Ag-H9brkjZjvgaA_uJBJCKwrOyc-NQ?e=fUt3vH ORS Editor Guide]
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:[https://wiki.edgear.net/wiki/w/images/5/5f/JCampus_Parent_ORS_Evangeline.pdf ORS Parent Guardian Information Guide]
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:[https://1drv.ms/w/s!AhrvV3Y0sWWG8ANUZ2htdBJIgLhY?e=u3DuKT ORS Approval Process]
  
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'''Number of Applications Approved''' - application counts (ORS or SPC)
 
  
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'''Number of Applications Unsubmitted''' - application counts (ORS or SPC)
 
  
  
 
----
 
----
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[[Student Master|'''Student Master''' Main Page]]
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[[Student Master | '''Student Master''' Main Page]]
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----
 
----
 
[[WebPams|'''JCampus''' Main Page]]
 
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 14:41, 23 September 2024

This program provides the districts a way to custom design their own Online Registration System and then the reviewing of student applications. The online registration procedure starts with parents registering their children from either the "Parent Register System website" or the "Student Progress Center".

  • From the login screen through each entry screen, the text in ORS can be displayed into as many different languages as needed. This includes instructions, labels, document uploads, messages and buttons.


In User Management, the user MUST have read/write (RW) permission for the Student Master Category to use this program and also, if applicable, 700 as the school.

Example.ORS.png


  1. Category> Stu Master, RW, Program> ORS Editor.
  2. A popup will appear with Stu Master permission already set to RW. Sort the Program list and scroll to ORS Editor and select RW to add this user permission to ORS.
  3. Click Save
  4. Click NO to save new setting to all users with the same profile.
  5. If you click Yes, then all user permissions with the same profile will be updated with the new permissions.
  6. A new line will be added to the User Management display with Student Master/ORS Editor with RW for both.
  7. Click the Action cell and select from the available actions found in the chart below this sections of instructions.
  8. You can return to this program to alter the actions for a specific user by clicking the Action column by one of the ORS permission and edit the previously selected Actions.
  9. For any new Actions selected or previous selections edited/removed, the changes will add rows to the User Management screen or remove them as needed.

Securities are sometimes required to be able to edit.


Orsperm.png


Menu Location

Student > Loaders > Online Registration System (ORS) Editor

Setup Options

Orssetup5.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user's security settings. The user will be limited to their district only.

Zone School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code. The user will not be able to change this value. If the user is a supervisor or other district office employee with access to the Student Information System, they will be able to run programs for one school, a small group of schools, or all schools in your district.

Grade - Grade level of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all grade levels are to be included. Otherwise, click in the field to the right of Grade(s) to select the desired grade level(s) to be included.

Gender - Gender of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if both genders are to be included. Otherwise, click in the field to the right of Gender to select the desired gender to be included.

Ethnic - Ethnicity of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all ethnics are to be included. Otherwise, click in the field to the right of Ethnic to select the desired ethnic(s) to be included.

Show Only OOZ Students - Shows only applicants whose current or requested school are Out of Zone.

Show Submitted Applications Only - Show only applications that have been submitted with a parent/guardian signature and date.

Show Current Enrolled Students - Shows only currently enrolled students based on the school(s) chosen below. So it t only shows currently enrolled students with a student master record at the chosen school. If chosen, the Student Existing Only and New Applicant Only will be grayed out.

Alternate Review - Check this box for the normal columns to be hidden and the list columns appear.

Hide Rejected Applications - Check this box to hide rejected applications.

Show - All, Approved Only, Not Approved Only.

  • Approved Only - Only shows applications that have been approved by an administrator.
  • Not Approved Only - Only shows applications that have not been approved by an administrator.

Student - All, Existing Only, or New Applicant Only.

  • Existing Only - Only show students that have a current student master record. It uses the zone school application considering current school, zone school or requested school.
  • New Applicant Only - Show only students that have an application created through the SPC or the ORS system.

School - Student's school of enrollment when 'Show Current Enrolled Student' or 'Existing Only' is chosen.

Include Non-District Schools - Include applicants who have requested a Non-District school.

Non-District Schools - Site number of non-district school(s).

As Of Date - Current date of application.

OK - Click to continue.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Click the OK to advance to the next screen.

Bottom Tabs

Orsbottomtabs.png

  • Summary (Graphs)
  • Review Applications - This is where the district can review the student applications.
  • Control Panel - This is where the district would set up ORS.
  • Zone Approval - Since parents are able to request a school outside of their physical address zone, the school official can create a zone approval code.


Q & A

Q - We turned on our ORS for 24-25 PK & K and it is putting everyone at 999 zone. We checked the mapping for a 24/25 year but do not see one. Is this why?

A - Yes, you are seeing the 999 zone because there are no DMS maps for 2425. The first step to copying the map to the new year is to roll over your Sponsor Site Editor into 2425.

Then, copy the DMS maps for the new year by going to: Maps> Entry> DMS System

1. Click on "Copy Zones" in the bottom left hand corner

2. In Copy From section

  • Check the box to the left of "From Live Year:"
  • Select 2324 from the drop down of the "From Live Year:" options

4. In Copy To section

  • Check the box to the left of "To Live Year:"
  • Select 2425 from the drop down of the "From Live Year:" options (if 2425 is not an option the Sponsor Site Editor has not been rolled over)

5. Click Copy

Resources

Online Registration System Control Panel Overview
Webex Recording of ORS Demonstration- 1hr
ORS Security Setup Guide
ORS Editor Guide
ORS Parent Guardian Information Guide
ORS Approval Process



Student Master Main Page

JCampus Main Page

Retrieved from EDgear Wiki