Students module How can students (or their parents) apply to school and self-register?

Every year, schools integrate new students. Admissions and enrollment of new students may be subject to certain conditions such as academic performance or time and availability constraints. For this process, and for each student, you may want to ask for some information and documents in order to review them and validate the application.

What if this process could be handled by RosarioSIS, giving the ability to students or their parents to self-register? Then, students who are admitted can then be enrolled in school with a single click.

This use case will be based on the public registration form. It will involve a separate school dedicated to admissions so students can apply at any time without being mixed with currently enrolled students. Finally, the Registration program will allow students or their parents to enter contact details and upload documents for review.

Below are step-by-step instructions.

Table of Contents

The Admissions school

We are first going to create a school dedicated to admissions so students who apply are not mixed with current students.

  1. Go to the School > Copy School program. Copy School
  2. Enter "Admissions" in the New School's Title field. Click OK. Admissions School
  3. Go to the School > Calendars program. Click the Create link on the right. Create Calendar
  4. Enter "Main" in the Title field and click OK. Main Calendar

Next, let's allow students to self-register. For this, we are going to open the public registration form so students or their parents can create an account in the admissions school.

  1. Go to the School > Configuration program. Click on the RosarioSIS tab. Configuration RosarioSIS
  2. Check the Create Student Account checkbox and the Automatic Student Account Activation checkbox.
  3. Select "Admissions" from the Default School dropdown and check the Force checkbox.
  4. Select "Username" from the Student email field dropdown. Click Save. Configuration Public Registration

Finally, we are going to actually create a student account in the admissions school.

  1. Please log out. You will notice the Create Student Account link on the login form. Click on it. Login form
  2. Fill the Create Student Account form. You will notice this is the same form as available under the Students > Student Info program, General Info tab. Click Save. Create Student Account

The account has been created. Please save the username and password for later. You should also receive a notification email.

Save contact information and upload documents

We are first going to configure the Registration form.

  1. Log in as an administrator and go to the Students > Registration program. Students Registration

From there you can configure and preview the Registration form, just as students or their parents will see it. By default, it features 2 parent contacts, 1 address, General Info and Medical.

We are going to add file upload fields to the form.

  1. Go to the Students > Student Fields program. Student Fields
  2. Click on the "+" icon at the bottom of the list. Enter "Documents" in the Title field. Click Save. Documents Field Category
  3. Click on the "+" icon in the fields list on the right. Enter "Identity card" in the Title field. Select "Files" from the Data Type dropdown. Check the Required checkbox. Click Save. Identity card Field
  4. Click on the "+" icon in the fields list on the right. Enter "Diploma" in the Title field. Select "Files" from the Data Type dropdown. Check the Required checkbox. Click Save. Diploma Field
  5. Go back to the Students > Registration program. Students Registration
  6. At the bottom of the screen, check the "Documents" checkbox and uncheck "Medical". Click Save. Students Registration bottom

Finally, we are going to fill this registration form as a student.

  1. Log into the system with the student account we created earlier. Student Portal
  2. Go to the Students > Registration program. Students Registration form
  3. Fill in the form, contacts and address. Correct General Info if need be and upload the required documents. Click Save. Students Registration form filled

You should receive a notification email.

Enroll new students

Now, we have a student account and the required information in the admissions school. Let's say this student passes the admission review process. How can we enroll this student?

  1. Select the "Admissions" school from the left menu. Then, go to the Students > Student Info program. Find a Student
  2. Find and select the student. Student General Info

There are now 2 options:

Option A: the student account was created before the beginning of the school year. We want the student to be enrolled in school at the beginning of the school year. That is, after Rollover.

  1. For this, select "Default School" from the Rolling / Retention options dropdown. Click Save. Rolling / Retention options

For more information about the rollover process, please consult the Rollover Guide PDF.

Option B: we want to enroll the student now.

  1. Select yesterday's date in the Dropped date field. Click Save. Student Dropped date
  2. A new enrollment record appears. Select today's date in the Attendance Start Date This School Year date field. Select "Default School" from the School dropdown. Click Save. Student New enrollment record
  3. Select the Grade Level and Calendar from the dropdowns. Click Save. Student General Info

That's all for this use case! Browse other use cases.

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