Online Registration. Texas Skyward User Group Conference Yanira Benavides Pearland ISD Data Analyst

Transcription

1 Online Registration Texas Skyward User Group Conference Yanira Benavides Pearland ISD Data Analyst

2 ONLINE REGISTRATION OVERVIEW Online Registration allows parents to verify and update student information, to fill out custom forms, to submit a food service application and to submit payments via fee management. Online Registration will provide major reductions in both cost and the time to office personnel during the yearly student registration. Online Registration is a true paperless process making easier for parents to verify their student information and completion of the required paperwork via Family Access. Another advantage of using Online Registration is the flexibility to extract and compare data when pulling information of the completed custom forms via Data Mining.

3 THINGS TO CONSIDER Registration Forms Collect all the district level required forms you will be including as one of the steps in the online registration. Adding Custom Forms, Custom Fields & Advanced Custom Forms Instructions will be covered on following slides. Online Registration Setup Need Start and End Dates Ask - Who can complete online registration? *Primary Family or ALL? -Who will be the contact person ( address) if parents have questions? - Should the current year schedule display after completing Online Registration (during summer time)? Family Access Prepare and send s prior opening Online Registration with information in regards to parent login information and who to contact if they need their account info. Include information on district and campus newsletters, website, etc. Data Mining Reporting Student Management Skyward users will have the capability to run reports from the Custom Fields that were created. (Users need to have data mining access as well as the custom forms). Using Forms in NSOE (Current Year & Next Year Enrollment) Same custom forms can be used under the NSOE portal, there is a window where current year custom forms and next year custom forms will be used in the portal.

4 REGISTRATION FORMS Collecting the necessary registration forms is Step 1 of the process and the most important! Make sure the forms that will be used in the Online Registration are DISTRICT LEVEL, keep in mind those forms will be used between all campuses. Consider the number of forms allowed per entity for Online Registration - How many fillable forms do your district require parents to complete? - How many steps will the parent need to complete when submitting Online Registration for EACH student?

5 ADDING A CUSTOM FORM CUSTOM FORMS SETUP PATH: WS\ST\PS\CF\CF STUDENTS\SETUP\CONFIGURATION\CUSTOM FORMS SETUP You may clone custom forms from previous years or you can create new forms. When creating a custom form add the school year to the beginning of the form name. *This will help in selecting the correct form in Data Mining. **Custom Forms Setup (click here for Skyward Guide) When naming fields (ID labels) make sure they are end-user friendly & unique. For a form with large number of fields you may want to name them with the same category at the beginning so that items will group together.

6 ADDING A CUSTOM FORM Click ADD button to begin the process and add a Custom Form Record. The Form Maintenance screen will display. System: This field is not editable. You will want to verify that this is correct to ensure you are creating the form with the desired functionality. Custom Student: This type of form allows you to create a District Wide form. The information on the form will not be different from one entity to the next in the district. This is similar to the data on a student s General tab; which is consistent throughout the district. Custom Student Entity: This type of form allows you to create an Entity form. The information on the form can be different from one entity to the next. When a student enters a new entity, a new from specific to that entity will be available. This functionality is similar to the student s Entity Information tab. Form Name: Enter a name for the Custom Form. This does not have to be the name that will display on the screen when filling it out, but typically they would match. This allows for troubleshooting and updating the form much easier. The Form Name can be modified at any time. Form Type: Single Form per Record - Single editable screen functionality similar to the student General Profile tab. Save: Save Form Record and return to the Custom Forms screen. You would then have to expand the form record to see the option to add a Field prior adding a custom screen, HTLM form or Advance form.

7 ADDING CUSTOM FIELDS Setting up CUSTOM FIELDS PATH: WS\ST\PS\CF\CF STUDENTS\SETUP\CONFIGURATION\CUSTOM FORMS SETUP After creating the form record, the Custom Fields to be filled out from the screen(s) need to be added.

8 ADDING CUSTOM FIELDS 9. Save Options: You can save and continue adding fields OR Save & Clone to be able to copy the Data Type and other values to then modify the new custom field. Or Save to go back and work with adding an ADVANCED FORM. If you click on Save and Go to Next Step: it would automatically take you to create a custom screen. 1. *Label: Enter custom field NAME, make sure they are end-user friendly & unique. 2. Data Type: Select how you would like the field to operate, if you want the field to be a character (free form data entry), date (will be able to select format DD/MM/YYYY), lookup (down menu with a list of choices), logical (checkbox), read only text (for an information only field), etc. 3. Max Length: When using the character data type; enter the number of characters you will allow for that specific field. 4. Valid Entries: This area will also change depending on the Data Type field you choose. For instance when creating a lookup field; you will need to indicate the list of choices-possible answers for that field. 5. Tool Tip: This will display a pop-up screen when the mouse is hovered over the field on the Custom Screen. Enter additional details for the user about what should be entered into this specific field. 6. Initial Value: Blank is recommended No data will appear in it initially. However, when using DATE field type; the initial value can be Skyward Field to apply a certain format to the field you are creating. 7. Read Only: Check this option if you do not want users to be able to edit the field. Probably use when creating Custom Screens Not much needed when creating Advanced Forms. 8. Required: Check this option if you want to force a value to be entered into this field so that it will save.

9 ADDING AN ADVANCE CUSTOM FORM PATH: WS\ST\PS\CF\CF STUDENTS\SETUP\CONFIGURATION\CUSTOM FORMS SETUP After creating the form record and the custom fields you will be using, it is time to add the advance custom form! Expand the custom form record and click on Add Advance Form to start the process.

10 ADDING AN ADVANCE CUSTOM FORM 1. Enter Name for the Advanced Form, we recommend to be the same name as the CUSTOM FORM you created. 2. Secure Form: You can secure the form to certain skyward security role, we recommend you secured the form until you are finished completing the form and know exactly who should have access to the form via Student Management. 3. Fields: This is the area where the Skyward fields and Custom fields will be located and ready for you to add to your form.

11 CUSTOM FORM CHECKPOINT! CUSTOM FORM LIST Custom Form Department Approved by

12 ON LINE REGISTRATION SETUP ~ by entity ~ PATH: WS\FA\FM\PS\CF\EC STUDENT MANAGEMENT\FAMILIES\FAMILY ACCESS\SETUP\CONFIGURATION\ENTITY CONFIGURATION\ONLINE REGISTRATION

13 ON LINE REGISTRATION SETUP ~ by entity ~ Part 1 1. Uncheck Disable Application to open the Online Registration Portal 2. Enter Start and End Dates 3. If needed, rename the Online Registration tab for Family Access. You can also open portal based on a processing list. *We would use this feature to reopen the online registration for parents that did not complete the process during the regular dates.

14 ON LINE REGISTRATION SETUP ~ by entity ~ Part 2 We recommend opening the Online Registration to all Grade Levels, but you do have the capability to only display Online Registration to certain grade levels If only the primary family is to complete the Online Registration, we recommend to leave Allow limited access to Online Registration for Guardian in non-primary families blank. (Click on the question mark for more information) Do Not Display Online Registration for Students who were enrolled via NSOE for School Year 2018 This might apply to parents that completed early enrollment via NSOE and if all of the 2018 custom forms were completed prior opening Online Registration AND if the parent correctly selected -Next Year Enrollment. Customize confirmation for parents to receive when the online Registration is submitted. Steps Completion Buttons: Complete Step # and move to Step # (recommended) Wall Message: Message for parents to see when they login to Family Access. Under the Free Form Message area you can enter the set of instructions or general information to Parents. We recommend to make it general as a DISTRICT LEVEL message, because you may want to CLONE the entire Online Registration setup from one campus to the rest of the entities.

15 ON LINE REGISTRATION SETUP ~ by entity ~ Part 3 Steps of the Online Registration, types and options! 1. Custom Form You can select any of the custom forms you created as a step in the Online Registration process. 2. Verify Student Information This is the step where parents will be able to review and edit student information directly in skyward. Click on Setup Fields to indicate which fields can be Auto-Approve, Approval Needed, Read-Only or Hidden for the different areas: Student Information, Family Information, Emergency Contact, Alert/Emergency Information & Health Information 3. Link You may also insert a link to create a step of the Online Registration. NOTE how that step is listed as an Optional Step 4. Make A Fee Payment This step will allow parents to submit payments for general fees or course fees or even outstanding fees from previous year.

16 ONLINE REGISTRATION DEMO Online Registration Homepage Multiple Students Steps to complete Submit Online Registration Data Mining Report to Parents based on Processing List -Incomplete Registration -FERPA Fields -Health Student Survey Form

17 ONLINE REGISTRATION What we did right? Communicated early and often with staff and parents. Collected and Consolidated registration forms early. We coordinated adding any necessary fees to be able to collect payments in advance during the online registration process. Trained Campus Staff assigned to assist parents with Online Registration process at the campuses during schedule pick up days. We verified Online Registration was completing before releasing student s schedule/teacher assignment, Provided computer labs to serve as computer center for those that needed to complete Online Registration during schedule pick up days.

18 Texas Skyward User Group Conference Yanira Benavides Pearland ISD Data Analyst THANK YOU FOR ATTENDING!