When forms are submitted via the online Registration Form Landing page, they need to be reviewed. Forms can be designed for site or session enrollment. This document describes how to review submissions for site enrollment. Please see this article for more information about reviewing registration forms that are for session enrollment.
Open the People Tab in your left-hand navigation menu.
Select Registration Management.
The Registration Management table lists all registration forms available for your District, Site Group, or Site, the form's effective Registration Period, the number of submitted forms, and the number of forms pending review.
Click the eye icon under the Actions column to view a list of submitted forms.
You can sort the columns on this screen by clicking the heading name. You can also filter the list in various ways by clicking the Filter button. If a blue circled number appears (the number "1" appears in the example below), a filter has been applied and thus the list of submitted forms that appears is not the complete list; it has been filtered by one or more categories including Form Status, Enrolled Sites, Enrolled Programs, English Learner (EL) Status, Lunch Status and Special Education.
To find one person's submitted form quickly, type part of their last or first name into the search bar.
Click the pencil icon next to the person's form you want to review.
The submitted form will appear for review. Scroll through the information and, based on your program's criteria, determine if it should be Accepted, Denied, or Waitlisted.
Setting a Denied or Waitlisted Status
Select "Waitlisted" or "Denied" from the dropdown menu.
You must provide a reason in the Notes field when denying or waitlisting a submitted form.
Then, click Save.
You will see a green message confirming the saved form.
Depending on the configuration for Parent Portal Workflows, the submitter may receive an email or a system notification informing them of the submitted forms status along with any information entered into the Notes field..
Please see this article to learn more about setting up Parent Portal Workflows.
Setting an Approved Status
Select "Approved" from the dropdown menu, add any Notes if desired, then click Continue.
This opens the Add Participant form. Complete all required fields plus any additional fields you have data for.
Then click Next Step.
Potential Duplicate Participants
After saving this screen, the system analyzes the existing participant records for possible duplicates. It looks for matching First Names, Last Names, and Participant IDs. To prevent duplicates, it is important to verify that the correct Participant ID has been entered.
The Duplicate Participant process will trigger if all three fields (First Name, Last Name, and Participant ID) exactly match. Rather than creating a duplicate participant record, you will be prompted to add a new registration record for the existing participant using the Add Registration + button.
If two of the three fields match, it will still trigger the Duplicate Participants process. This time, you will have two options:
- You can add a new registration record for one of the potential matches by using the Add Registration + button next to their name.
- If none of the potential matches listed is the correct participant from the submitted form, you can add a new record to the system using the Add New Participant button.
Adding a New Participant
If there is no similar participant record, navigate through all sections of the Add Participant form and fill out the required fields. Please read this article if you have additional questions about adding a new participant.
At the end of the form, click Save & Approve Application.
You will receive a green message confirming the creation of a new participant and the approval of their submitted form.
Depending on the configuration for Parent Portal Workflows, the submitter may receive an email or a system notification informing them of the status of their submitted form.
Please see this article to learn more about setting up Parent Portal Workflows.
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