How to: Manage Forms for New Student Enrollment & Registration. Web-based Access for Teachers, Parents, and Students. The tx Suite How To Guide Series

Transcription

1 The tx Suite How To Guide Series tx Connect Administrator Web-based Access for Teachers, Parents, and Students How to: Manage Forms for New Student Enrollment & Registration Developed by the TEXAS COMPUTER COOPERATIVE

2 Copyright 2016 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX

3 Contents OvOverview... 3 New Student Enrollment Vs. Online Student Registration... 3 Prerequisites... 3 Checklist Overview... 3 Types of Forms... 4 Enable Forms Management... 7 Access the Forms Management Pages... 9 Upload Static Forms Select Student Data Fields Create Forms View Standard Forms...22 Create Forms Using Static Documents...22 Establish Settings for New Student Enrollment Forms...24 Create New Forms Using Data Fields...27 Update Forms As Needed...34 Create Groups and Add Forms to Groups Update a Default Group...36 Add a New Group...38 Enable New Student Enrollment for Parents Conclusion Next Steps...49 Form Usage

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5 OvOverview The tx Connect Admin Forms Managements pages allow district-level users to manage forms for new student enrollment and online student registration, including static printable forms, customized dynamic forms, and standard forms. New Student Enrollment Vs. Online Student Registration New Student Enrollment refers to the one-time process of enrolling a new student in the district. Only forms in the New Student Enrollment group, and static printable forms are used for new student enrollment. Online Student Registration refers to the annual and ongoing maintenance of records for existing students (i.e., students already enrolled in the district), such as demographic data updates and form acknowledgement. Prerequisites You must have district-level administrative access to tx Connect. Any static forms must be ready for upload and saved in a valid format. All forms should be ADA compliant. This guide is based on tx Connect and TxEIS xxxx. Checklist Overview The following administrator steps are covered in this guide: Enable Forms Management in the config file. Access the Forms Management pages. Upload static forms. Set options for dynamic form fields. Create forms: Create forms using static documents. Establish settings for New Student Enrollment forms. 3

6 Create additional dynamic forms using data fields. Create groups and add forms to groups. Enable new student enrollment and online registration in tx Connect for parents. Types of Forms Three types of forms may be used for new student enrollment and online registration: Static forms cannot be updated online; they can by viewed, printed, completed by hand, and returned to the campus. Static forms will vary by campus and district, and can be delivered in various formats, such as Microsoft Word, PDF, spreadsheet, etc. Any static forms you upload should be ADA compliant. Dynamic forms are presented online and can be completed and submitted online. These forms may include student demographic updates. Standard forms are predefined district-level forms that are common throughout Texas. The forms cannot be edited by administrators, but you can determine whether or not they are available to parents by including (or excluding) them from groups. 4

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9 Enable Forms Management Before you can access the pages for setting up new student enrollment forms, Forms Management must be enabled in the config file. By default, Forms Management is enabled. If a change is needed, this step must be performed by a user with access to the config file, such as a network/software administrator at a school district. For a hosted district, the key change can be made by the data center staff. This key is located in the tx Connect config file (web.config). Key name: AdminFormsMgmt Default value: true If value = true, administrators can manage forms. If value = false, forms management is not available for administrators. Set the key to true to enable Forms Management. When the AdminFormsMgmt key is set to true, the Forms Management link will be enabled on the tx Connect Administrator Options page - Settings tab, allowing you to access the pages described in this guide. 7

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11 Access the Forms Management Pages The Forms Management pages can be accessed from the tx Connect Administrator Options page. Administrator access to tx Connect is accomplished by a separate Administrator Login page using the AdminLogin.aspx file name in the application URL. 1. From the Administrator Login page, type your administrative user name and password, and then click Log In. The Administrator Options page is displayed with User Administration as the default tab. 2. Click the Settings tab. 3. Scroll down to the Online Registration & New Student Enrollment section where the following fields are displayed but should be skipped for now. They will be set in a subsequent step. z The Allow parents access to Online Registration forms field is set to No by default. Leave this field set to No until setup is complete. z Leave the Active Online Registration date range fields blank for now. z The Allow parent access to new student enrollment field is set to No by default. Leave this field set to No until setup is complete. z Leave the New Student Enrollment Authentication Type field set to the default setting for now. 9

12 z Leave the District message to appear on registration confirmation page field blank for now. 4. Click the Forms Management page link. The Forms Management page is displayed. On the Forms Management page, a different menu is displayed. 10

13 z Click Admin to return to the main menu at any time. z On the left side of the page under I WOULD LIKE TO are links to the menu items. z On the right side of the page under Summary Information is data on the number of existing forms and columns. ßß ßß Some forms and columns are included automatically. Archived forms include forms that may still be needed for reporting purposes but are no longer used for data collection. Forms can be archived (or unarchived) on the Form Editor page. 11

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15 Upload Static Forms The Static Document Management page allows you to maintain a pool of static forms that parents can view and print as needed. Static forms are documents that cannot be updated online; they can be viewed, printed, completed by hand, and returned to the campus. These forms will vary by district and campus and may include documents such as campus and district calendars, school supply lists, acknowledgement forms, or surveys. From the Static Documents page, you can upload forms from your PC to the tx Connect server. Parents will be able to access these forms from tx Connect during the new student enrollment process, as well as online student registration. You can upload documents in the following formats:.doc (Microsoft Word).docx (Microsoft Word).pdf (Adobe Acrobat).xls (Microsoft Excel).xlsx (Microsoft Excel) NOTE: Any static forms you upload should be ADA compliant. Administrator Options > Settings > Forms Management > Static Documents On this page, you will only upload the documents. You will create a form for each document in a subsequent step. 1. Under Upload a document, click Browse to locate the form on your PC that you want to upload. A dialog box opens allowing you to select the file. 2. Locate the file, and then click Open. 13

16 The file name is displayed. 3. Click Upload File to upload the selected file to the tx Connect server. The file is uploaded to the server, and the file name and file size are displayed under All Documents. 4. Add additional files as needed. They are listed alphabetically. 5. Below the Upload File button, statistical information is displayed indicating the total number of documents uploaded and the total file size for all uploaded documents. 6. To delete a document from the tx Connect server, click the delete icon for the document you want to delete. A message is displayed prompting you to confirm that you want to delete the file. 14

17 Click OK. The file is deleted. NOTE: You cannot delete a document if it is in use (i.e., assigned to a group). The displayed. is not 15

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19 Select Student Data Fields The Form Column Management page allows you to set options for the columns (i.e., fields) that will be used for new student enrollment forms and online student registration. Examples of columns (fields) are first name, last name, middle name, and birth date. The list of Available Columns is added automatically. You can set options for each column, such as whether it can be displayed to the parent on a form in tx Connect. On this page you will set options for the fields. You will add the fields to a form in a subsequent step. Administrator Options > Settings > Forms Management > Form Columns 1. Under Available Columns, a list of all available columns (i.e., fields) is displayed. z The list includes the database column name, database table name, and the application with which the field is associated (such as Registration). z The Seq field indicates if the column is from a vertical table. For example, the demo contact table has a sequence number for each person entered. If there are four contacts entered, they would have sequence numbers of 01, 02, 03, and 04. ßß blank = a single record for the student, such as a birth date 17

20 ßß asterisk (*) = multiple records for the student, such as multiple contact records z The Updateable column indicates if the data in the field can be updated by a parent. This is set automatically and cannot be changed. ßß ßß True (i.e., yes) indicates that the field can be updated by a parent. You can override this setting in a subsequent step. False (i.e., no) indicates that the field cannot be updated by a parent, and this overrides all other settings for this field related to editing and updating. z You can click the column heading to sort the grid by that column. Click it once to sort the column in ascending order. Click it again to sort the column in descending order. 2. Click under Edit to edit settings for a particular field. The Edit Column Information section is displayed on the left side of the page. 18

21 z The Selected Column field indicates the database name for the selected column. For a column in a vertical table, an asterisk or a sequence number is displayed in parentheses next to the column name. z The From Table field indicates the database name for the table in which the selected column exists. z Under Default friendly display name, a friendly name for the selected column is displayed as it will appear on the form. For example, if the database column name is sr_demo.dob, the friendly name might be Date of Birth. The friendly name is set automatically and cannot be changed from this page; however, you can modify the friendly name when you add it to a form in a subsequent step. z For Is column visible to the user, select Yes to allow the field to be displayed for the parent on a form in tx Connect. If you select No, the field cannot be displayed on any forms for parents to see. If the field is set to No, this setting overrides all other visibility settings. z The Will this column require an admin s review field is not currently in use. Whether you select Yes or No, any change must be approved by an administrator. z The Is physical documentation required for changes field is not currently in use. z Under Default instructions or information for this data, type any special instructions for the parent that are specific to the field, up to 255 characters. 19

22 3. Click Save. A message is displayed indicating that the data was saved successfully. 4. Repeat these steps for each column that will be used in a form. 20

23 Create Forms The Form Management page allows you to create new forms, as well as delete and edit existing forms. Two types of forms can be created: Static forms can be created using the static documents you have already uploaded. Dynamic forms can be created using the columns (fields) you modified in previous steps. Standard forms are included automatically and do not need to be created. NOTE: A form must be added to a group in order to be accessible to parents. You will add a form to a group in a subsequent step. Administrator Options > Settings > Forms Management > Forms Under Available Forms, any existing forms are listed, including those that are added automatically. The list includes the form name, type of form (i.e., standard, static or dynamic), and the campus with which the form is associated (if applicable). If the Campus column is blank, the form is associated with all campuses in the district. 21

24 By default, archived forms are not displayed. Click show archived to view any archived forms. Click show active to return to the list of active forms. Forms can be archived (or un-archived) on the Form Editor page. Some forms are included automatically and cannot be removed. The Editable field indicates if the form is editable. This applies to dynamic forms only. The Columns field displays the number of columns (i.e., fields) currently added to the form. This applies to dynamic forms only. You can click the column heading to sort the grid by that column. Click it once to sort the column in ascending order. Click it again to sort the column in descending order. View Standard Forms Several standard forms are included automatically. The Type is set to standard. Standard forms cannot be modified or deleted. Note that a standard form will need to be added to a group in order to be accessible to parents in tx Connect. Create Forms Using Static Documents If you uploaded any static documents, you must create a form using each static document in order to make it accessible to parents. 1. To create a static form, do the following under New Form: 22

25 z In the Name field, type a name for the new form. You can type up to 50 characters. The name must be unique within the campus. z In the Campus field, select a campus in order to assign the form to a specific campus. Or, select None if the form is used for all campuses in the district. z In the Visible field, select Yes if you want the form to visible to parents in tx Connect. z Select the form from the list in the drop-down field. z Under Special Instructions or information for this form, type any specific district-level instructions for the form, up to 2000 characters. 2. Click Add. A message is displayed indicating that the static form was successfully added. 23

26 3. Repeat for all remaining static forms. Establish Settings for New Student Enrollment Forms New Student Enrollment forms are dynamic forms. Several New Student Enrollment Forms are included automatically and already have columns (i.e., fields) added. These forms cannot be deleted or renamed; however, you can modify some of the default settings for each form column. 1. Under Available Forms, click the spyglass icon under Options. The form opens on the Form Editor page where you can make changes. 24

27 z The Name, Campus, Editable, and Visible fields display the default information and cannot be changed here. New Student Enrollment forms cannot be archived. z Under Special Instructions or information for this form, type any specific district-level instructions for the form, up to 2000 characters. 2. You cannot add columns to a New Student Enrollment form; the Add button is disabled. However, you can modify the following settings for existing columns: z In the Friendly Name field, the default friendly name is displayed. You can modify the name as needed. The field can be up to 50 characters. z The Order column allows you to indicate the order in which the fields are displayed on the form. For example, type 1 if you want to field to be displayed at the top of the form. z The Field Set field allows you to group related fields together in the form. For example, you could type Mailing Address for all fields that are related to the student s mailing address. The fields that you want to physically group together should also be together as indicated by the Order field. The fields with the same Field Set are grouped together in a box, but only if they are adjacent in the order. The box is drawn around one or more sequential fields that have a Field Set specified. z Select Vis (visible) if you want the field to be visible to parents on the form. Clear the Vis field if you do not want the field visible to parents. The setting of this field overrides all other visibility settings. 25

28 z Select Edit if the field can be updated by parents on the form. If selected, the form field will be editable, but only if the field is also set to Updateable=true on the Form Column Management page. If Edit is not selected, it will override the other settings, and the form field will not be editable. z Select Req if the field is required of the parents. If this field is selected, be sure Edit is also selected. z Under Instructions, click the Instructions button to view any existing default instructions and add additional instructions for the field. A dialog box opens. ßß ßß ßß Under Default Instructions, any instructions entered on the Form Column Management page are displayed. They cannot be changed here. Under Field Instructions, add or update any additional instructions for the field. These instructions will be appended to the default instructions when the parent accesses the form in tx Connect. Click Close when you are finished. z Several dynamic form fields have automatic edits. To view a list of field-level edits, see the online Help. 3. Click Save to save your changes. 4. Click the take me back to the Forms page link to return to the Form Management page, and modify settings for another form. 26

29 Create New Forms Using Data Fields 1. To create a new dynamic form, do the following under New Form: z In the Name field, type a name for the new form. You can type up to 50 characters. The name must be unique within the campus. z In the Campus field, select a campus in order to assign the form to a specific campus. Or, select None if the form is used for all campuses in the district. z In the Visible field, select Yes if you want the form to visible to parents in tx Connect. z Leave the drop-down field set to No Document if you are creating a dynamic form. z Under Special Instructions or information for this form, type any specific instructions for the form, up to 2000 characters. 2. Click Add. The form opens on the Form Editor page where you can add fields and make other modifications. 27

30 3. The Name and Campus fields display the name and campus as entered in the previous step. You can modify the fields if necessary. 4. In the Editable field, select Yes or No to indicate if you want the fields on the form to be editable. Select Yes if you want the fields on the form to be editable. 5. The Visible field displays the setting entered on the previous page. You can change the setting if necessary. 6. The Archived field allows you to indicate if you want to archive the form. This can be used to retain forms that may still be needed for reporting purposes but are no longer used for data collection. An archived form is still accessible, but is grouped with other archived forms for organizational purposes. Leave the field set to No unless the form is no longer in use. 7. The Special Instructions or information for this form text box displays any text entered on the previous page. You can modify the text if necessary, up to 2000 characters. 8. Under Form Fields, add the columns (i.e., fields) to the form. You must add at least one field to a form for the form to be valid. z Click either Add button to add a new column to the form. A row is displayed in the grid. 28

31 z In the Column Name field, select the table-column you want to add to the form. The drop down lists all possible columns, including the column name, sequence number (if applicable), and table name. Once you select a table-column, all subsequent columns that you add to the form must come from the same type of table (either vertical with multiple records, or single record). The drop-down list in the subsequent rows will filter out the tables that can no longer be selected based on the selection in the first row. ßß A hyphen indicates a flat (single-record) table. ßß An asterisk indicates a vertical (multi-record) table. z In the Friendly Name field, the default friendly name is displayed. You can modify the name as needed. The field can be up to 50 characters. z The Order column allows you to indicate the order in which you want the fields to be displayed on the form. For example, type 0 or 1 if you want to field to be displayed at the top of the form. z The Field Set field allows you to group related fields together in the form. For example, you could type Contact for all fields that are related to the student s contact information. The fields that you want to physically group together should also be together as indicated by the Order field. The fields with the same Field Set are grouped 29

32 together in a box, but only if they are adjacent in the order. The box is drawn around one or more sequential fields that have a Field Set specified. z Select Edit if the field can be updated by parents on the form. If selected, the form field will be editable if it is also set to editable at the campus level. If not selected, it will override any other settings, and the form field will not be editable. z Select Req if the field is required of the parents. You cannot select this field unless it is editable. z Select Bold if you want the field to be displayed in a bold font. z Select Italics if you want the field to be displayed in an italic font. z Under Color, click the box to select a color for the field, if you prefer a color other than black. A dialog box opens that provides seven color choices, as well as the option for no color (i.e., black). Click a color to select it, and the dialog box closes. z Under Bg Color, click the box to select a background color for the field. A dialog box opens that provides seven background color choices, as well as the option for no color. Click a color to select it, and the dialog box closes. NOTE: The form is automatically shaded with an alternating (light/dark) gray background when displayed for parents in tx Connect. If you do not select a color, or if you select No Color, the background will be gray. z Under Instructions, click the Instructions button to view any existing default instructions and add additional instructions. A dialog box opens. 30

33 ßß ßß ßß ßß ßß Under Default instructions, any default instructions entered on the Form Column Management page are displayed. They cannot be changed here. Under Field Instructions, add or update any additional instructions for the field. These instructions will be appended to the default instructions when the parent accesses the form in tx Connect. Select Bold if you want the instructions to be displayed in a bold font. This selection will apply to all text typed in the Field Instructions area. Select Italics if you want the instructions to be displayed in an italic font. This selection will apply to all text typed in the Field Instructions area. Click the Color box if you want the instructions to be displayed in a color. A dialog box opens that provides seven color choices, as well as the option for no color (i.e., black). Click a color to select it, or click No Color, and the dialog box closes. This selection will apply to all text typed in the Field Instructions area. Click Close to close the Instructions dialog box. 9. If you need to remove a column from the form, click the delete icon for the column. 31

34 It is removed from the list, but it is not actually deleted until you click Save. 10. Click Save to save your changes. Based on the settings in the example above, the form will look like this to the parent in tx Connect: 32

35 11. Click the take me back to the Forms page link to return to the Form Management page, and create or edit another form. 33

36 Update Forms As Needed 1. To edit an existing form, under Available Forms, click the spyglass icon. The form opens on the Form Editor page where you can make changes. 2. To delete an existing form, under Available Forms, click the delete icon. You are prompted to confirm that you wish to delete the form. Click OK. NOTE: You cannot delete a form if it belongs to a group or if data exists for the form (i.e., if a parent has submitted changes associated with the form). The is not displayed. 34

37 Create Groups and Add Forms to Groups The Form Group Management page allows you to create and edit form group headings so you can group related forms. A form must be associated with a group in order to be accessible to parents. Some groups are included automatically. Administrator Options > Settings > Forms Management > Form Groups Under Available Groups, any existing group names are displayed, including those that are included automatically. The list includes the group name and number of forms currently associated with a group. The following groups are included automatically and cannot be removed: The Calendars group is used for campus and district calendars, which must be created as static forms. The parent does not need to have a tx Connect account or log on in order to access these calendars. If at least one calendar form has been added to the Calendars group, the Looking for Calendars link appears on the tx Connect login page. The parent can click the link to access the calendar(s). The Enrollment group is used to provide static enrollment forms from the Login page. The parent does not need to have a tx Connect account or log on, and does not need to go through the online enrollment pages in order to access these static forms. If at least one form exists in the Enrollment group, the New to District students may manually enroll using the downloadable forms link appears on the tx Connect login page. The parent can click the link to access the static enrollment form(s). This group may be useful to districts that do not want to offer the full online student enrollment process, but want to provide some required forms to parents. The New Student Enrollment Forms group is used to provide any static forms required for enrolling a new student in the district. The static forms in this group are 35

38 displayed when a parent goes through the new student enrollment process online (Step 5). The Registration group can be used to provide static, dynamic, and standard forms for online student registration. These forms are used for students who are already enrolled in the district, such as demographic updates and forms that must be acknowledged by a parent. Under Form Count: The first number indicates the number of active forms in the group. The second number (in parentheses) indicates the number of archived forms in the group. Forms can be archived (or un-archived) on the Form Editor page. NOTE: Standard forms must be added to a group in order for parents to see them in tx Connect. You can create a new group for standard forms, or you can add them to an existing group such as Registration. Update a Default Group For groups that are included by default, you can only modify the Special instructions or information for this form grouping field and add forms to the group. Most default groups only allow you to add static forms; although, the Registration group allows dynamic, standard, and static forms to be added. You cannot change the name of a default group. 1. To edit a default group, click the spyglass icon under Available Groups. The group details are displayed on the left side of the page under Form Group Detail. 36

39 2. Under Special instructions or information for this form grouping, add or update any special instructions for the form group, such as clarification about which forms are included in the group. 3. To add a form to a group, click Add. A grid is displayed allowing you to associate forms with the group. z In the Form Name field, select the form from the drop down. All available static forms are listed in the drop down in alphabetical order, including standard forms, which are automatically included. If you are editing the Registration group, dynamic forms are also listed. z In the Order field, type the number indicating the order in which you want the forms to be listed within the group, with zero as the lowest number. For example, type 0 if you want the form to be listed first in the group, type 1 for the next, etc. The following fields work together to control form submission requirements in tx Connect: z Select No Signature if the form has no data input fields and the parent is not required to acknowledge or submit the form. This should only be used for forms that are for information purposes only, such as a school supply list or calendar. ßß ßß If selected, the form will not have any buttons displayed to the parent in tx Connect allowing him to submit or acknowledge the form. The form will simply be displayed to the parent as a static form. You cannot select both No Signature and Required. z Select Visible to make the form visible to parents. If the field is not selected, the form will not be displayed in tx Connect, even if it is associated with a group. This field can be used if you need to temporarily or quickly block access to the form, for example, if you need to make corrections to the content. z Select Required to indicate to the parent that the form is required and the parent must either submit required data or acknowledge that he has reviewed the form. ßß If selected, the No Signature field cannot be selected. If No Signature was selected, it will be cleared when you select Required. 37

40 ßß ßß If the form has data fields that must be input, the Submit Data with Electronic Signature button is displayed on the form in the parent portal, and the parent will be required to enter valid data and submit the form. If the form has no data fields but the parent must acknowledge that he has reviewed the form, the Submit Electronic Signature button is displayed on the form in the parent portal, and the parent will be required to submit the form. IMPORTANT NOTE: The Visible and Required fields are used to designate a form as monitored and to communicate the form status to parents. If all three fields are selected for a form, the form is considered monitored, and notification will be displayed for parents in tx Connect to indicate that a form requires attention and action. 4. Click Add again to add another form. The Add button is disabled once there are no additional forms that can be added to a group. 5. Click Save. The Form Count is updated to include the new form(s). Add a New Group 1. To add a new group, do the following under Form Group Detail: z Click New. Any data in the fields is cleared allowing you to enter another group. 38

41 z In the Name field, type a name for the group. z Under Special instructions or information for this form grouping, type any special instructions for the form group, such as clarification about which forms should be associated. z Any existing forms for the group are listed. Otherwise, the message Please add forms to your group... is displayed. 2. To add a form to a group, do the following: z Click Add. A grid is displayed allowing you to associate forms with the group. 39

42 z In the Form Name field, select the form from the drop down. All available forms are listed in the drop down in alphabetical order, including standard forms, which are automatically included. z In the Order field, type the number indicating the order in which you want the forms to be listed within the group. For example, select 1 if you want the form to be listed first in the group. The following fields work together to control form submission requirements in tx Connect: z Select No Signature if the form has no data input fields and the parent is not required to acknowledge or submit the form. This should only be used for forms that are for information purposes only, such as a school supply list or calendar. ßß ßß If selected, the form will not have any buttons displayed to the parent in tx Connect allowing him to submit or acknowledge the form. The form will simply be displayed to the parent as a static form. You cannot select both No Signature and Required. z Select Visible to make the form visible to parents. If the field is not selected, the form will not be displayed in tx Connect, even if it is associated with a group. This field can be used if you need to temporarily or quickly block access to the form, for example, if you need to make corrections to the content. z Select Required to indicate to the parent that the form is required and the parent must either submit required data or acknowledge that he has reviewed the form. ßß ßß ßß If selected, the No Signature field cannot be selected. If No Signature was selected, it will be cleared when you select Required. If the form has data fields that must be input, the Submit Data with Electronic Signature button is displayed on the form in the parent portal, and the parent will be required to enter valid data and submit the form. If the form has no data fields but the parent must acknowledge that he has reviewed the form, the Submit Electronic Signature button is displayed on 40

43 the form in the parent portal, and the parent will be required to submit the form. IMPORTANT NOTE: The Visible and Required fields are used to designate a form as monitored and to communicate the form status to parents. If both fields are selected for a form, the form is considered monitored, and notification will be displayed for parents in tx Connect to indicate that a form requires attention and action. 3. Click Add again to add another form. The Add button is disabled once there are no additional forms that can be added to a group. 4. To delete a form from a group, click the delete icon under Associated Forms. The form is removed from the list, but it is not actually deleted from the list until you click Save. If you leave or select another group before saving, the form remains in the group. 5. Click Save. The group is listed under Available Groups. 41

44 6. Click New to add another group. The data in the fields is cleared allowing you to enter another group. Unsaved data is lost. 7. To edit an existing group, under Available Groups, click the spyglass icon. The fields on the left side of the page display the data for the selected group. Update data and forms as needed, and click Save. 8. To delete a group, click the delete icon under Available Groups. NOTE: You cannot delete a group that has forms associated with it, or a group that is included by default. The is not displayed. You are prompted to confirm that you want to delete the group. 42

45 Click OK. The group is deleted. 43

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47 Enable New Student Enrollment for Parents On the tx Connect Administrator Options > Settings tab, you can access the fields that enable new student enrollment and online student registration in tx Connect throughout the district, as well as other form settings. Administrator Options > Settings Scroll down to find the Online Registration & New Student Enrollment fields. 1. The Allow parents access to Online Registration forms field is set to No by default. When you are ready to allow parents to update online student registration data in tx Connect, select Yes. Once this field is set to Yes, a parent who has enrolled and added a student to his tx Connect account, and verified his address, will be able to access online student registration forms and update data for his student. The following will available in tx Connect for parents: z On the Summary page, the button will be displayed for each of his students. z On the My Account page, the button will be displayed in the View/Edit Forms column for the students. Both buttons allow the parent to access online student registration forms and update data for their students. 45

48 2. In the Active Online Registration date range From and To fields, specify the beginning and ending dates for active online registration. Click Save. NOTE: The date range only affects whether or not the pop-up windows are displayed; parents can update registration data for their students any time, as long as the Allow parents access to Online Registration forms field is set to Yes. z If dates are entered, and the current date is within these dates, a parent who has enrolled and added a student to his tx Connect account will be prompted with a pop-up message on the Summary page to use the online registration features in tx Connect. z If no dates are entered, or if the current date is outside the date range, the pop-up message is not displayed to parents on the Summary page. 3. Under District message to appear on registration confirmation page, type a message that will be displayed to a parent once he successfully adds or updates online student registration information in tx Connect. Click Update Message to save the changes. 4. The Allow parent access to new student enrollment field is set to No by default. When you are ready to enable new student enrollment in tx Connect, select Yes. Once this field is set to Yes, the following are available in tx Connect for parents: z On the Login page, the Have a New Student? link will be displayed allowing the parent to enroll a new student in the district. z On the Login page, the Looking For Calendars? link will be displayed allowing the parent to access existing district and campus calendars. The link is only displayed if at least one calendar exists. 5. In the New Student Enrollment Authentication Type field, indicate if you want to use or CAPTCHA validation for new student enrollment. z Select to validate a user by . With this validation process, an message is sent to the parent s address containing a registration key. The parent must enter the key (either by typing or copying/pasting) into a field in order to continue. z Select Captcha to validate a user by CAPTCHA, which is a tool that protects websites against bots by generating codes that humans can pass but computer programs cannot pass. This option should only be used during short-term enrollment events such as Kinder Roundup. 46

49 When this option is enabled, CAPTCHA validation will display a six-character code on the enrollment page that the parent will have to type accurately in order to proceed through the new student enrollment process. The registration key is automatically generated once the parent correctly enters the CAPTCHA code. An message is sent to the parent containing the registration key for his records. 6. These Forms Management fields are automatically saved as they are updated. There is no Save button. 47

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51 Next Steps Conclusion As students are enrolled online in tx Connect, an administrator must review each enrollment request, create a record for each registered student, and assign a Student Portal ID to each student. As parents update registration data for their students, campus staff must review and approve each change. As parents review and submit forms from tx Connect, the campus staff can monitor the status and identify students who are missing required forms. These tasks are handled in the TxEIS Registration application. See the following guides for more information: TxEIS Registration - Register Students From Online Enrollment TxEIS Registration - Approve Student Registration Changes and Monitor Forms Form Usage The Form Usage page in tx Connect Forms Management provides the following access: Usage Statistics - Displays statistical information about form usage by parent and form. Individual Form Information - Allows you to view the number of acceptance records for a specific form by district, campus, or parent. For explanations of this information, view the online Help for the Form Usage page. 49

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54 Web-based Access for Teachers, Parents, and Students