Review Applications
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
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.
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.
Signed Days - Number of days passed since application was submitted.
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 - Have documents been verified.
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
Search - Enter information to filter the student list.
Action - Click on the Action button to display "Application Report".
Bottom
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.
Approval
- 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.
- During the approval process the "Entry Information" screen will appear. For users with sites configured in user management, the Entry School will be blank. For NON 700 users with no sites, the Entry School will default to the user's security school. For all other situations, the Entry School will default from the Zone School. When the user clicks on the Entry School to select a school, only the user's security sites that are configured in user management will be shown.
- On the approval process, 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.
- During the approval process, 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.
- 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.
- 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.
- When the registration is approved, relationship information is added to the Student Master Record.
- If an existing student is registered through SPC: All original relationship data stays the same in Student Master. No relationship data is changed.
- If an existing student is registered through ORS: Only blank fields are updated and it does not change existing fields in Student Master.
- The flow is as follows:
- For the blank fields, the flow now depends on what was checked on the ORS Relationships page.
If "Primary Guardian" is checked, the flow is to first add the ORS data to the Student Master Guardian's information, if applicable.
Then it checks the Father, if applicable, and then the Mother.
- Father and Mother can be any instance of father or mother for example: step father/mother, natural father/mother, adopted father/mother, etc.
Then it will check the "Resides With", if applicable.
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.
Q & A
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
