Difference between revisions of "Review Applications"

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__NOTOC__
 
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'''In this program, the user will be able to see a list of students who have registered from either the Online Register System or from the Student Progress Center'''.  
+
'''In this program, the user will be able to see a list of students who have registered from either the [[Online Registration System Editor| Online Registration System]] or from the [[Student Progress Center]]'''.  
  
 
==Menu==
 
==Menu==
−
 
+
'''Student Master> Loaders> Online Registration System Editor> Review Application'''.
−
[[File:ONSmenu.png]]
 
−
 
 
−
On the left navigation panel, select '''Student Master -> Loaders -> Online Registration System Editor -> Review Application'''.
 
  
 
Now you can begin to review the applications.
 
Now you can begin to review the applications.
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==Setup Options==
 
==Setup Options==
  
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[[File:ONSsetup.png]]
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==Main==
  
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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.
+
[[File:orseditormain3.png]]
  
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'''District''' - Default value is based on the user's security settings. The user will be limited to their district only.
+
===Column Headers===
 +
'''Delete''' - Student's applications can be deleted even if they have already been approved but only if the [[Student Master]] record has previously been deleted.
  
−
'''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.
+
'''[[Student Name]]''' - This is the student's name. - Click on this row and a box will pop up allowing for editing of student's information. All editable fields will be bold and blue.
  
−
'''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.
+
'''SIDNO''' - Student's Student Identification Number.
  
−
'''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.
+
'''Age''' - Age of student registering.
  
−
'''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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'''GD''' - Student's grade of enrollment.  Table will show abbreviated grades for anything other than -1 through 12 (ex. Early Chilodhood birth - 3 yrs. old. = ECB3)
  
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'''Show Only OOZ Students''' - Shows only applicants whose current or requested school are Out of Zone.
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'''Relationship''' - Students relationship has been submitted by the parent.
  
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'''Show Submitted Applications Only''' - Show only applications that have been submitted with a parent/guardian signature and date.
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'''Physical Address''' - Student's physical address has been submitted by the parent.
  
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'''Show Current Enrolled Students''' - Shows only currently enrolled students based on the school(s) chosen below.
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'''Mailing Address''' - Student's mailing address has been submitted by the parent.
  
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'''Show''' - All, Approved Only, Not Approved Only.
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'''Phone''' - Student's phone number has been submitted by the parent.
  
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'''Student''' - All, Existing Only, New Applicant Only.
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'''Health''' - Student's health has been submitted by the parent.
  
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'''School''' - Student's school of enrollment when 'Show Current Enrolled Student' or 'Existing Only' is chosen.
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'''Special Needs''' - Student's special needs has been submitted by the parent.
  
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'''Include Non-District Schools''' - Include applicants who have requested a Non-District school.
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'''Permissions''' - Student's permissions has been submitted by the parent.
  
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'''Non-District Schools''' - Site number of non-district school(s).
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'''Document''' - All required documents have been uploaded.
  
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'''As Of Date''' - Current date of application.
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'''Submitted''' - Parent has signed and submitted the application for approval. If the applications is rejected it will show as unsubmitted.
  
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'''OK''' - Click to continue.
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'''Signed Date/Time''' - The date/time parent signed and submitted the application for approval. This will also show
  
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==Main==
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'''Signed Days''' - Number of days passed since application was submitted.
  
−
[[File:ONSmain.png]]
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'''Date Application Started''' - Date application was started. (This will also show when the user clicks on Print Apps and will print on the Student Application.)
  
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===Column Headers===
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'''Started Days''' - Number of days passed since application was started. (This will also show when the user clicks on Print Apps and will print on the Student Application.)
  
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'''Student Name''' - Student's Name (Click on the name and a box will pop up allowing you to change the name if incorrectly spelled.)
+
'''Last Login''' - Application creator's last login.
  
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'''SIDNO''' - Student's Student Identification Number
+
'''Status''' - The user can view and even edit the ORS Status Custom Codes from this field. But, if the Source column displays ZAP, then a different window will popup and editing is not available.
 +
*This column will not show in the report if there is not a ORS Status Custom Code already created for the column. The ORS Status Custom Code can be created in [[Custom Code Management]].
 +
*This column also  will not show in the report if "Show Current Enrolled Students" is checked on the setup box.
  
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'''Relationship''' - Students relationship has been submitted by the parent
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'''Current School''' - Student's school of enrollment or student's zone approved school.
  
−
'''Physical Address''' - Student's physical address has been submitted by the parent
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'''Zone School''' - Current school based on attendance zone.
  
−
'''Mailing Address''' - Student's mailing address has been submitted by the parent
+
'''Requested School''' - Parent/Guardian requested school or students zone approval school.
  
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'''Phone''' - Student's phone number has been submitted by the parent
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'''[[Docs Verified]]''' - This lets the user know if the documents have been verified yet, Yes/No.
  
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'''Health''' - Student's health has been submitted by the parent
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'''[[Approval/Rejection]]''' - Status of the students application.
  
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'''Special Needs''' - Student's special needs has been submitted by the parent
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'''Source''' - Was this application entered by the Online Registration System, the Student Progress Center or using current student master data.
  
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'''Permissions''' - Student's permissions has been submitted by the parent
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'''Changed''' - Total number of time this application has been modified.
  
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'''Submitted''' - Parent has signed and submitted the application for approval
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'''Lock''' - Lock the Register System from this applicant's data being updated by the user. This will prevent parents from changing information while it is in locked mode.
  
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'''Signed Date/Time''' - The date/time parent signed and submitted the application for approval
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'''Action''' - Application Report: Student name, parent name, physical address, mailing address, and phone number.
  
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'''Current School''' - Student's school of enrollment or student's zone approved school
+
To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
  
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'''Zone School''' - Current school  based on attendance zone
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==Top==
  
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'''Requested School''' - Parent/Guardian requested school or students zone approval school
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[[File:orstop2.png]]
  
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'''Approval/Rejection''' - Status of the students application
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'''Search''' - Enter information to filter the student list.
  
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'''Source''' - Was this application entered by the Online Registration System, the Student Progress Center or using current student master data
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'''Action''' - Click on the Action button to display "Application Report".
  
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'''Changed''' - Total number of time this application has been modified
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==Bottom==
  
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To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
+
[[File:revappbottom2.png]]
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[[File:buttons ORS.png]]
 
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'''Buttons'''
 
  
 
'''Setup''' - Click to go back to the Setup box.
 
'''Setup''' - Click to go back to the Setup box.
  
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[[Standard Print Options | '''Print''']] - This will allow the user to print the report.
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[[Standard Print Options | '''Print''']] - This will allow the user to print the Review Application table.
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'''Print Apps''' -
 
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'''Print labels''' -
 
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'''Help''' -
 
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'''Communicate''' -
 
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'''Refresh''' -
 
  
 +
'''Print Apps''' - This will allow the user to print the student application with the exception of ZAP students.
  
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*If there is an existing setup box year record that has the same first name, last name, gender and date of birth as the applicant, give user a question of whether to update the existing record with this applicant, create a new student master record with this applicant or cancel.
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'''Print Blank Apps''' - This will allow the user to print a blank student application for their district.
  
 +
'''Print labels''' - This will allow the user to print Mail/Folder labels for the students with a  (sidno) student identification number.
  
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*On the approval process, allow five (5) special codes to added to a student at one time. A begin date for special codes can be added when entered.
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'''Help''' - Click to view written instructions and/or videos.
  
 +
'''[[Communicate]]''' - Select students to send an email to. Phone calls are not available from this button. (Phone calls, texts and emails can be made from the student's Review Application screen in the Relationship section. Use the icons next to the name.)
  
 +
'''Refresh''' - This will allow the user to refresh the Review Application window.
  
  
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'''When the registration is approved''', relationship information is added to the Student Master Record.
 
  
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If an existing student is registered through '''SPC''':  All original relationship data stays the same in Student Master. No relationship data is changed.
 
  
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If an existing student is registered through '''ORS''':  Only blank fields are updated and it does not change existing fields in Student Master.
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'''Q & A'''
  
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The flow is as follows:
 
  
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For the blank fields, the flow now depends on what was checked on the '''ORS Relationships''' page.
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'''Q''' - When a parent selects that their student is Migrant in the ORS parent website, does that automatically code the student as migrant in the program tab?
  
−
[[File:Relationships.png]]
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'''A''' - If a parent marks the student as migrant in an ORS application it will automatically update in JCampus when the application is approved.
 +
  
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If "Primary Guardian" is checked, the flow is to first add the ORS data to the Student Master Guardian's information, if applicable.
+
'''Q - I am wondering  if the health and special needs sections of ORS applications are transferring into JCampus once the student information is approved?  And if so, where in JCampus is that information located?  '''
  
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Then it checks the Father, if applicable, and then the Mother.
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'''A''' -  The Health data goes into the Health Master upon approval. Dr information is visible on the Health Demographic tab of the student. The conditions are on the info1 & info2 tabs.
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:*Father and Mother can be any instance of father or mother for example:  step father/mother, natural father/mother, adopted father/mother, etc.
 
  
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Then it will check the "Resides With", if applicable.
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The special needs bus information is copied to the [[Student Master]] transportation fields for special transportation code.
  
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After those four are processed, next it will check the "Emergency" field. If there is more than one emergency contact, it will add their information to the Comments.
+
The migrant information is visible on the Programs tab in the program codes code 21.
  
 +
The special ED questions are only part of the application for review by your special ed personnel to begin the process of determining placement.
  
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'''When approving a student''' that has a relationship of Foster Parent, Foster Father or Foster Mother; it will post the program code of '''FOS''' on the Program tab of Student Master, using the start date of the ORS approval.
 
  
  
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On Approval, student will be searched for a near match.  If near match is found, a window will appear to allow the user to select the near matched record to use the sidno, or select no match.
 
  
 +
----
 +
[[Online Registration System Editor | '''Online Registration System Editor''' ]]
  
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After the Student has been approved, and all near matches have been chosen, then display the re-enroll system that allows the user to choose the information to import along with the district standard re-enroll process.
+
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 09:09, 19 July 2024

In this program, the user will be able to see a list of students who have registered from either the Online Registration System or from the Student Progress Center.

Menu

Student Master> Loaders> Online Registration System Editor> Review Application.

Now you can begin to review the applications.

Setup Options

Main

Orseditormain3.png

Column Headers

Delete - Student's applications can be deleted even if they have already been approved but only if the Student Master record has previously been deleted.

Student Name - This is the student's name. - Click on this row and a box will pop up allowing for editing of student's information. All editable fields will be bold and blue.

SIDNO - Student's Student Identification Number.

Age - Age of student registering.

GD - Student's grade of enrollment. Table will show abbreviated grades for anything other than -1 through 12 (ex. Early Chilodhood birth - 3 yrs. old. = ECB3)

Relationship - Students relationship has been submitted by the parent.

Physical Address - Student's physical address has been submitted by the parent.

Mailing Address - Student's mailing address has been submitted by the parent.

Phone - Student's phone number has been submitted by the parent.

Health - Student's health has been submitted by the parent.

Special Needs - Student's special needs has been submitted by the parent.

Permissions - Student's permissions has been submitted by the parent.

Document - All required documents have been uploaded.

Submitted - Parent has signed and submitted the application for approval. If the applications is rejected it will show as unsubmitted.

Signed Date/Time - The date/time parent signed and submitted the application for approval. This will also show

Signed Days - Number of days passed since application was submitted.

Date Application Started - Date application was started. (This will also show when the user clicks on Print Apps and will print on the Student Application.)

Started Days - Number of days passed since application was started. (This will also show when the user clicks on Print Apps and will print on the Student Application.)

Last Login - Application creator's last login.

Status - The user can view and even edit the ORS Status Custom Codes from this field. But, if the Source column displays ZAP, then a different window will popup and editing is not available.

  • This column will not show in the report if there is not a ORS Status Custom Code already created for the column. The ORS Status Custom Code can be created in Custom Code Management.
  • This column also will not show in the report if "Show Current Enrolled Students" is checked on the setup box.

Current School - Student's school of enrollment or student's zone approved school.

Zone School - Current school based on attendance zone.

Requested School - Parent/Guardian requested school or students zone approval school.

Docs Verified - This lets the user know if the documents have been verified yet, Yes/No.

Approval/Rejection - Status of the students application.

Source - Was this application entered by the Online Registration System, the Student Progress Center or using current student master data.

Changed - Total number of time this application has been modified.

Lock - Lock the Register System from this applicant's data being updated by the user. This will prevent parents from changing information while it is in locked mode.

Action - Application Report: Student name, parent name, physical address, mailing address, and phone number.

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Top

Orstop2.png

Search - Enter information to filter the student list.

Action - Click on the Action button to display "Application Report".

Bottom

Revappbottom2.png

Setup - Click to go back to the Setup box.

Print - This will allow the user to print the Review Application table.

Print Apps - This will allow the user to print the student application with the exception of ZAP students.

Print Blank Apps - This will allow the user to print a blank student application for their district.

Print labels - This will allow the user to print Mail/Folder labels for the students with a (sidno) student identification number.

Help - Click to view written instructions and/or videos.

Communicate - Select students to send an email to. Phone calls are not available from this button. (Phone calls, texts and emails can be made from the student's Review Application screen in the Relationship section. Use the icons next to the name.)

Refresh - This will allow the user to refresh the Review Application window.



Q & A


Q - When a parent selects that their student is Migrant in the ORS parent website, does that automatically code the student as migrant in the program tab?

A - If a parent marks the student as migrant in an ORS application it will automatically update in JCampus when the application is approved.


Q - I am wondering if the health and special needs sections of ORS applications are transferring into JCampus once the student information is approved? And if so, where in JCampus is that information located?

A - The Health data goes into the Health Master upon approval. Dr information is visible on the Health Demographic tab of the student. The conditions are on the info1 & info2 tabs.

The special needs bus information is copied to the Student Master transportation fields for special transportation code.

The migrant information is visible on the Programs tab in the program codes code 21.

The special ED questions are only part of the application for review by your special ed personnel to begin the process of determining placement.



Online Registration System Editor

JCampus Main Page

Retrieved from EDgear Wiki