When forms are submitted through the online Registration Form Landing page, they must be reviewed. Forms can enroll users for sites or sessions. This document explains how to review session enrollment submissions. For site enrollment form reviews, please see this article.
Open the People Tab in your left-hand navigation menu.
Select Registration Management.
The Registration Management table shows all registration forms for your District, Site Group, or Site, including their effective Registration Period, submitted forms, and forms pending review.
Click the eye icon in the Actions column to view submitted forms.
Sort columns by clicking the header. Use the Filter button to narrow the list. A blue circled number means filters are applied, showing only forms matching selected categories like Form Status, Enrolled Sites, Programs, EL Status, Lunch Status, and Special Education.
Quickly find a form by typing part of the person's first or last name in the search bar.
Click the pencil icon next to the form you want to review.
Review the submitted form by scrolling through the details, including the Enrollment Information at the bottom.
Confirm the Enrollment Site is correct and the right Submitted Session(s) are selected.
Choose the correct Status for each Submitted Session: "Approved," "Waitlisted," or "Removed."
Setting a Waitlisted or Removed Status
Select "Waitlisted" or "Removed" from the dropdown menu.
When waitlisting or removing a person from a submitted session, you must provide some notes in the Session status notes field. If email notifications are enabled, these notes related to this specific session will be sent to the submitter.
You may enter some notes into the Application status notes field if you want. These notes relate to the application overall, not just one session, as the Session status notes above do. If email notifications are enabled, these notes will also be sent to the submitter.
When finished, 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 form's status.
Please see this article to learn more about setting up Parent Portal Workflows.
Setting an Approved Status
Select "Approved" from one or more Submitted Sessions Status dropdowns and add any Session Status Notes if desired.
A blue message will confirm the application is approved if at least one session is approved.
Click Continue.
This opens the Add Participant form, with data from the registration form filled in the appropriate fields. 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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