We are interested in ways to streamline our re-enrollment process. In the past, the admission office has mailed the packets and entered them into Admissions Office. We would use Actions to indicate that the contracts were sent and then change the action status to indicate that a contract had been received. We also kept a paper log book. After being processed by admissions, they were forwarded to the business office for processing in Student Billing, such as adding the advance deposit. Now that we have upgraded to Education Edge, we would like to see how to improve our system and would love to hear how others handle their re-enrollment process. Thanks, Charlotte Ealick Augusta Prep

First you have to define what your statuses are for re-enrollment. One of the schools I work with is planning on changing the status (you will have to make sure the status is one that is communicated and set up to allow grades entry, scheduling etc). You can set up a track in Admissions office such that when you mark the student for re-enrollment and which can be set to a particular status, a checklist will be added to the applicant side for the student. You can set up this track to create actions and also send reminders to certain persons (have to allow actions/reminders to be viewable on certain persons preferences). The track can be set up to create checklist items and once those are completed, it can be set to change the status of the student. Here is how we do it at one of the schools I consult for: Current student - Once receive contract, set status to current-re-enroll. Then we mark all for re-enrollment after year end processing. This sets off a checklist that contains all other paper work that must be received in the office by July. The checklist is in Admissions office only. Letters can be set up to outline the deficiencies in the checklist. Once all the checklist items that are mandatory are completed, you can have the system automatically set back to another status. We set it back Enrolled. Hope that helps. It is best to play around with this in the Test database before you implement it. It can be very, very complex. [i]--- Edited at 12/11/2006 5:58:02 PM by Karla Coop[/i]

We have a different re-enrollment process that doesn't involve changing the current student status as we send out our enrollment contracts in February, and having different status' on student records would impact many, many querys, reports, exports, etc during the school year. We export the list of current students and their grade level to an access database. The access database is then updated to reflect the following year's grade levels for the students (those repeating, jumping, etc are put in the correct grade level for the fall). We mail all contracts out and then log in the returned contacts in the access database (could be an excel spreadsheet, but the database allows reports which are nice). Attributes are placed only on student records that are not returning (to minimize the amount of data entry) in EE, so that they may be excluded from mailings, etc. Then, during the summer for the end of year processing the not returning students are excluded from the EOY processing via the attribute. Hopes this gives you another idea on a way to do this task with less work. Our only re-enrollment requirement is the return of the contract. :)

We do something similar through "Actions". We globally add an action of 'Contract Sent" for all current students". Then manually remove that action for any student who was not offered a contract. As contracts are returned add new a action of "Contact Returned" to each student's record. You can easily query on these actions to meet your needs. No changing status, no exporting to another program. Database Manager McLean School of MD [Email Removed]>

Karla - When you talk about setting the status to current re-enroll and setting off a "checklist" - are you creating an action track? Managed through Admissions - or Registrar's office? Or is the checklist an entirely different process? Candace Chesler Frances Xavier Warde School Chicago, IL

When we "mark for re-enrollment" (selection within student record), I have a checklist set-up so that it will add a pre-defined checklist as the student is marked for re-enrollment. if you look at the third tab in mark for re-enrollment you will find it under the checklist/actions tab, but you will select only for checklists. I keep the student status the same, but I add a date and a status reason of "Re-enroll". The checklists are managed on the admissions side. If your security allows, you can view the admissions record from the student record and "check-off" the items in the checklist. Also in admissions, you can run reports pertaining to the checklist and set up merge letters to send out to parent's with missing checklist items.