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    Online Registration Overview
    • 28 Mar 2024
    • 5 Minutes to read
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    Contents

    Online Registration Overview

    • Updated on 28 Mar 2024
    • 5 Minutes to read
    • Contributors
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    Article Summary

    Introduction

    • Our web-based online registration system is used in conjunction with our web-based parent portal to publish online registration forms which parents can read, fill out, and sign using any internet browser (via computer, tablet, or smartphone).

    • Vital forms are pre-populated with existing data from your SchoolWise Desktop SIS (parents only have to edit the existing information if it needs to be updated).

    • Many standardized forms are available. Custom forms can be created for almost any use that the school has. Specific online registration forms allow required supporting documents to be attached/uploaded by parents. 

    • Once the online registration forms have been completed by a parent, the form data can be accessed and managed by your school administration from the Manage Online Registration web console. Multi-year online registration form data can be accessed at any time (just change the school year to access specific records).

    • Individual registration forms can be printed for offline use if hard copies are needed.

    • We have many reports available in the SchoolWise web portal and SchoolWise Desktop SIS for the critical data that is synced to the SIS. 

    • In addition to annual first-day registration form packets, the following optional form packets can be published:

      • New parent/student enrollment application packets. Click here for more details. 

      • Special survey packets.

      • Online daily health screening system. Click here for more details.

    Online Registration Access

    • For a parent to access online registration forms, direct them to your specific SchoolWise web portal URL (YourSchool.SchoolWise.com) to sign into their Parent Portal account (or create one if needed by clicking the Parent Signup link) and then click the online registration link. Click Here for web portal access instructions.

    • If desired, the following online registration instructions for parents/guardians can be linked to your school website: https://drive.google.com/file/d/1QPpo7QMJQbFThauwu8GcmA7YXR_35qKs/view

    • Only in-household parents with a parent portal account have access to online registration forms. An in-household parent is a parent with custodial rights or a legal guardian. In-household parents must be marked as a parent in the Desktop SIS to enable access to registration forms. In-household parents are identified with a blue dot beside their name in the Desktop SIS.

    • Out-of-household parents (with an individual parent portal account) do not have access to online registration forms. This type of parent portal account is identified with (Individual) beside the Family Member Name in the SchoolWise web Parents User Accounts tab.

    • In the case of split families where both parents have shared custody, only the in-household parent will have access to the online registration forms. School policy should determine which parent is designated the in-household parent and which parent is designated the out-of-household parent. If you want to change which parent has access to online registration, you would have to swap the in-household parent and the out-of-household parent. Click here for more details.

    • If both in-household parents have separate parent portal accounts, both will have read/write access to the same set of online registration forms. All online registration forms are linked to the family household by FamID. Since the form instances are linked by FamID, any in-household parent account with the same FamID will see the same forms. The AuthorID will be set to the userID of the individual parent who actually filled out the forms.

    • All existing in-household parents of enrolled students will see the required Household/Student First Day packets (when published).

    • All existing in-household parents will see the optional Student Enrollment Application packet (when published). 

    New Parent/Student Enrollment Application (optional)

    A new student enrollment application can be created by an existing parent or a new parent (if enabled).

    Instructions for a New Parent (who has never had a child enrolled in your school)

    Step1. For a parent to access online registration forms, direct them to your specific SchoolWise web portal URL (YourSchool.SchoolWise.com) to click on the Parent Signup link and then click on the signup help for instructions.

    Click Here for more web portal access instructions.

    Step 2. A new parent can create a restricted new parent registration account using their email by selecting "I am new to this district, and have never had any children enrolled here...".

    Step 3. Once the new parent completes the new parent information packet, the parent can complete a new student enrollment application packet for each child the parent wants to enroll.

    Instructions for an Existing Parent (who has/had a child enrolled in your school)

    Step1. For a parent to access online registration forms, direct them to your specific SchoolWise web portal URL (YourSchool.SchoolWise.com) to sign into their Parent Portal account (or create one if needed by clicking the Parent Signup link). Click Here for more web portal access instructions.

    Step 2. A parent can then click the online registration link and complete a new student enrollment application packet for each child the parent wants to enroll.

    Admin Notes

    • A restricted new parent registration account only has access to the new parent/student enrollment application packets. Once a new parent information packet has been completed, approved, and uploaded, a FamID will be assigned and the restricted new parent registration account will be converted to a normal parent portal web account (will full access).

    • Once a new student application has been completed, approved, and uploaded, the student will be enrolled in school and a StuID will be assigned.

    • The online registration student enrollment application should not be used to enroll (or re-enroll) existing students. If the student records already exist in your SIS, you should enroll (or re-enroll) the student using the desktop SIS (click here for desktop enrollment information). If the student records already exist in your SIS and you upload a new student enrollment application, duplicate student records will be created in your SIS (which would need to be reconciled).

    • These new parent/student enrollment application instructions could be linked to your school website:

    Alerts

    For schools that utilize our optional Parent Alert system, the following special filters are available for one-time alerts:

    • Students Expected to Re-Enroll Next School Year.

    • Parents with no Parent Portal Web User Account.

    • Parents who have a Parent Portal Web User Account.

    • Students with Incomplete First-Day Online Form Packets.

    Alert message examples:

    Ex1. Create a one-time alert for ‘Parents with no Parent Portal Web User Account’: 

    “Please setup a parent portal account at https://YourSchool.SchoolWise.com to access online registration forms. Click on the parent signup link and then click on the signup help for instructions.”

    Ex2. Create a one-time alert for ‘Students with Incomplete First-Day Online Form Packets’: 

    “Please complete the online registration process now by signing into your parent portal account at https://YourSchool.SchoolWise.com and then fill out the required forms (hou.”

     










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