A Registration Period defines the date range in which a participant is allowed to attend a site's program. This is most commonly established by a parent-signed registration form for a minor, though not exclusively - an adult participant will not have a parent-signed form, but is still only eligible to attend during their assigned Registration Period.
As an example, a registration form for the summer program authorizes participation from June 1 through July 25, matching the program's length. If that same person wants to attend the school year program, a separate registration form must be submitted. This requires the site to configure a corresponding School Year Registration Period, set to the school year program's dates.
If a participant leaves the program before the Registration Period ends, their Registration end date is updated to their last day of attendance which effectively withdraws them from the program as of that date.
Therefore - before adding program participants, accurate Registration Periods must be established.
A default Registration Period with matching dates is created when a new Reporting Term is added, but these dates must be changed and new registration periods added if needed.
For those using the system's online Registration Form feature, each form is linked to a specific Registration Period.
The system also tracks services for students in programs beyond your primary one, like McKinney-Vento homelessness support or out-of-school programs.
This article explains how to edit existing Registration Periods, add new ones, and select which enrolled programs to track.
Start by selecting Settings in the left menu. To access registration periods, you must be connected to an Institution or District. Learn more about Switching Access here.
Click Registration Periods.
Editing a Registration Period
To edit a Registration Period, click the pencil icon. You can change the period's dates, organizations, or enrolled programs, and then click Next Step and Save Registration Period to save your updates.
Adding a Registration Period
There are three steps to creating or editing a Registration Period, as shown below.
Click Add Registration Period +
Step 1: Registration Period Information
Enter the Registration Period Name as well as Start Date and End Date.
Click Next Step.
Step 2: Select Organizations
Choose which organizations this Registration Period will apply to.
Click Next Step.
Step 3: Enable Enrolled Programs
If your program would like to track the enrollment of its participants in other programs, select' Yes' in the Enable Enrolled Programs dropdown. If this is not something you plan to do, select 'No.'
Below is a searchable list of Enrolled Programs accepted by the Common Education Data Standards (CEDS). Contact your support specialist to track other programs.
Check at least one Program to track if Enable Enrolled Programs is set to 'Yes'.
For Student SupportTracker users: To import homelessness data, ensure the "Homeless" Program is checked.
When completed, click Save Registration Period at the bottom of the page.
To learn more about how to manage a participant's registration periods and enrolled program(s), please see this document:
Managing Participant Registration and Enrolled Programs Information
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