New Student Online Enrollment

Setup

Overview

Setup Turn on Licensing

Security

Configuration Enrollment Portal Configuration

Registrar Configuration

Automated Email Configuration

Required Documents/Attachments

Codes

Overview

What is the New Student Online Enrollment (NSOE) module?

The New Student Online Enrollment (NSOE) module is a purchasable add-on to Skyward’s

Student Management package for customers not part of the TEA contract. It allows districts

to give access to guardians to send enrollment requests for new students to be added to the

district.

What does the NSOE module do?

Utilizing the module allows districts to save time with data entry because it puts the

responsibility of entering the initial data onto the student’s primary guardian. It could also

be an important part of a district’s efforts to save money on printing supplies by going

“paperless.”

Guardians will no longer have to stop in at a school or district office to get the paperwork

needed to enroll their student(s). Instead, they can initiate the application process by

accessing the district’s NSOE Portal site.

How does the NSOE module work?

Once the module has been set up, guardians will be able to request access to the NSOE

Portal and can enter their student’s data without having to step foot in a building or even

contact the district. Guardians who do not currently have an active Family Access account

will utilize the NSOE Portal to request one.

Once the new student request has been approved by the district, guardians would then be

given access to Family Access Online Registration (if it is being utilized by the district) to

complete their student’s enrollment.

Setup Turn on Licensing

Security

Turn on Licensing The New Student Online Enrollment module first must be turned on through Skyward’s

District License Setup. The license number for the NSOE module is 519. This must be added

using the Skyward Password of the day.

From the Product Setup tab under Product Setup>Skyward Contact Access>Security>

District License Setup.

The Skyward Password of the Day must be entered, then click Submit.

Click the Add button to add the new 519 License.

Enter 519 in the License ID field, check the box next to “Is Active?”, and enter a Permanent

License Count. Then click Save.

Next, the license must be assigned to the district’s individual entities by going to Product

Setup> Skyward Contact Access> Security>License Assignment.

Find the 519 License in the list and expand it. Click the Assign Entity link.

Select the Entities you wish to have access to the NSOE module, and then click Save. Be

aware that the module is district wide so the setup is the same for all entities, and that

Enrollment Application Processing can be done either from the district entity or from a

specific one.

Click the Home button in the upper left corner to back out of the License Assignment

Screen. The following message will appear letting you know that the reset licensing process

has been added to the queue.

Click the OK button, and you will proceed to the Skyward Home Dashboard screen. The

Reset Licensing Utility can take a while to run depending on the size of the database and the

number of entities.

Security

To assign security to users who will be responsible for setting up the New Student Online

Enrollment module, or users who will be responsible for approving Enrollment Application

Requests, go under Product Setup> Skyward Contact Access>Security>Security Groups and

click on Web Student Management.

Find the group that will need access to either set up the module or process the applications,

or add new groups as needed. With the group selected, click the Edit Security Levels

button.

Select Students from the dropdown in the upper left corner.

Security can be assigned as needed to the items under the menu path WS\ST\OE. There is

also the ability to view attachments added to the student’s application record from the

Student tabs. This menu path is WS\ST\TB\PO\EN.

Configuration Enrollment Portal Configuration

Registrar Configuration (under development)

Automated Email Configuration

Required Documents/Attachment Types

The configuration of the New Student Online Enrollment module is set for the entire district.

As mentioned before, the setup can be accessed from any entity, however the changes

made from there will apply to the entire district.

To begin setting up the NSOE module, go under Web Student Management, Students,

Online Enrollment, Setup, and then click on Configuration.

Enrollment Portal Configuration: This is where most of the setup of the NSOE portal is

completed. Messages that display to users when completing an application are updated,

security settings are set, and where the fields required for the application are set up.

Registrar Configuration: (this area is still under development)

Automated Email Configuration: This is where the verbiage is set for the email that

guardians receive after requesting a new NSOE Portal Account, or after they complete the

Forgotten Password process for the Portal.

Required Documents\Attachment Types: This is where categories of documents can be

set up that could be part of a student’s Application. These records are tracked from the

Office side (Enrollment Application Processing), and are not for parents to submit/upload

through the NSOE Portal or Family Access.

Enrollment Portal Configuration

Account Registration

Require Primary Phone Number for guardian registration: Use this option to force

guardians registering for a Portal Account to enter a phone number.

Require Email Address for guardian registration: Use this option to force guardians

registering for a Portal Account to enter an email address. If this option is not used,

guardians that do not enter an email will get a pop-up message at the end of requesting

their account that will display their account information (the message is based on the text

for the email that is generated when they enter an email during account registration).

Require Address Validation for guardian registration: This option can be turned on to

allow the system checks to validate that the student should attend this district based on

their address.

Allow guardians to continue with an out-of-district address: Will allow guardians to

complete the Online Enrollment process, even if their address is outside the district

boundaries. You can also add a message that will display for guardians who live outside the

district.

Use address and grade level to automatically determine ‘School to Enroll into’:

Allows the system to calculate which entity the student belongs in, based on age and

address. You can also set a default entity to enroll students in if the system is unable to

determine the correct entity.

Require CAPTCHA for guardian registration: This option can be used to force guardians

to enter the CAPTCHA verification words to authenticate their registration for the NSOE

Portal.

Set Image to Display as a Header on the Enrollment entry screen

Users have the ability to select a .jpg image to display on the NSOE pages (Account Request

and Enrollment Entry).

Choose File: Select this button to browse from the local machine to the location where the

image file is saved. Select the image and then click Open. The image name will then show

next to the Choose File button.

Upload File: After the image is selected and the image name is seen next to the Choose

File button, select this button to officially attach the image to the NSOE pages.

Upload Scanner: This button will only be available to districts that are using the option to

allow users to upload files directly from a scanner set in the Document Setup in Product

Setup and the SkyScan client.

When an image has been uploaded, a preview of it can be seen in the Image box, and the

Choose File button will show Remove Attached File instead. If you wish to upload a new

image file, you must first remove the old one.

Set Instructional Area Display

Users have the ability to set the display properties for the space where the parent

instructions will be viewed.

Font Size: Enter the number of the size of the font here.

Font Color: Set the font color by using the color selector that will display after clicking on

the field. The color selected will display in the box and in the fields below.

Background Color: Set the background color by using the color selector that will display

after clicking on the field. The color selected will display in the box and in the fields below.

Enter Text to Display Fields

Enter text to display below image on Account Request screen: Text entered here

displays on the NSOE Portal Account Request screen. This should include information for

guardians on what to expect when going through the NSOE process through the Portal. Be

sure to remind guardians to enter a valid email account since their access information will

be sent to them via email after they submit their application. This text will not display on

any of the screens once they have created their account and are logged in.

Enter text to display below image on New Student Application Form when

guardian is not part of existing families in the system: The text entered here will

display on the Portal screen only. A user accessing the NSOE screen from Family Access

would not see this message since they are an existing guardian. This is important because

there are differences in how guardians can update Family info from the enrollment form.

Enter text to display below image on New Student Application Form when

guardian is part of existing families in the system: This text will display on the NSOE

screen only for a guardian already in the system. This goes along with the difference in

functionality for new guardians versus existing ones.

Enter text to display inside the Immunization step (NOTE: Text will only display if

Vaccines are selected): This text will display on the NSOE screen only if the district has

set up Vaccine doses to be entered as part of the application. This should include directions

on how to complete this step.

Enter text to display inside the Additional District Forms step (NOTE: Text will only

display if using Custom Forms within Application): This text will display on the NSOE

screen only if the district has set up Custom Forms to be filled out as part of the application.

This should include directions on how to fill out the different forms.

Enter text to display inside the Requested Documents step (NOTE: Text will only

display if there are Attachment Types set to allow online submission): This text will

display on the NSOE screen only if the district has set up Attachments (based on the

Attachment Types) to be submitted as part of the application. This should include directions

on what is expected to complete this step.

Enter text to display after the Application has been submitted: This text box can

include information about what to expect now that they have submitted their Enrollment

Application. It could include contact information if something was incorrect, an indication

about processing time, or what to expect in terms future communications.

General Application Options

Rename “New Student Online Enrollment” to: Allows you to enter an alternate name

for New Student Online Enrollment.

Display a link to the New Student Online Enrollment Portal in Family Access: Check

this option to allow existing guardians to submit an Enrollment Application for a new student

through Family Access. This will only be available to Primary Guardians.

Allow non-primary guardians access to the New Student Online Enrollment Portal

through Family Access: Select this option to allow any guardians that are not the first

guardian of a family to be able to access the NSOE button from Family Access. Without it

checked, only the first guardian of a family can complete a NSOE application.

Allow Users to enroll student for…

Current School Year: Select this option if guardians can request to have a student

added for the current school year. The guardians will be able to enter the first date

of enrollment for this year.

Next School Year: Select this option if guardians can request to have a student

added for the upcoming school year. The guardians will be able to enter the first date

of enrollment for this school year or can check a box to use the first day of school.

First day of School for Next Year: Enter the date that will be used for students’

enrollment dates when guardians select the first day of school option on an

application.

Do Not Display Date to Guardians: Select this option if you do not want the date

entered as the First Day of School for the Next Year to display for guardians.

Enter text to display above the School year to Enroll Into option: This text

box can be used to display details about what dates to use when guardians are

choosing their student’s enrollment date.

For entities using Online Registration, ensure that it is available for XX days after

a student’s application is approved: This allows districts to set a limit to the number of

days that Online Registration is available to guardians after they have submitted an

approved application.

Limit Emergency Contacts to XX: This allows districts to set a limit to the number of

Emergency Contacts that a guardian can add for one student. With this option turned off,

guardians can submit an unlimited number of Emergency Contacts.

Do not display directional address field to guardians: When selected, guardians will

not be able to enter the directional for their address.

Allow guardians to select a Secondary Unit Designator (SUD): When selected,

guardians will be able to select a predefined SUD code and enter the SUD number for their

address.

Allow guardian to enter Immunization Dates: Selecting this option will allow different

Vaccines and Combo Vaccines to be selected that guardians will be able to enter the

Immunization Dates of their student they are completing the application for. Once active,

the Vaccines can be selected under the Vaccines and Combo Vaccines buttons.

Allow guardian to enter Childhood Illness for Chickenpox: Selecting this option will

allow guardians to indicate that their student has had Chickenpox, and will then attach the

selected Childhood Illness code to their student’s record.

Allow guardian to enter Custom Form data: Just like in Online Registration, a district

can select Custom Forms to be filled out during the Enrollment Application. These forms will

be available for review from the Enrollment Application Processing area. Checking this

option will enable the Custom Forms button, where the forms to use can be selected.

Within the Select Custom Forms screen, you can set Ranges by clicking Enter. This enables

you to identify which grades, entities, and enrollment years the form will apply to.

Once you have finished setting the Ranges, you can click Hide to return to the Select

Custom Forms screen.

When displaying the ‘School to Enroll Into’ field, select specific entities to display

and customize their labels: Enabling this option allows districts to select which entities

parents will have available to request to enroll their students into. They will also have the

ability to change the description of the entities that are selected to display. Checking this

option activates the Select/Customize button.

Select/Customize: From this screen, the entities can be selected, and the

descriptions updated.

Custom URL for ‘School to Enroll Into’ field: Districts can enter a URL to direct users to

another web page that will contain additional information about what school to select.

Custom URL Label: Enter the label that will display for users to click on when

opening the custom URL.

Allow Users to Translate New Student Online Enrollment Portal into Other

Languages: This option will make the Google Translator dropdown available in the upper

right corner of the Account Request and Enrollment Application screens.

Default ‘Create/Activate Family Access Account’ to checked for guardians: This

option should be selected to have the option to activate Family Access accounts defaulted to

be checked when processing a submitted application.

Default ‘Email Account Reset Link’ to checked for guardians: This option

should be selected to have the option to email an Account Reset Link for a guardian

selected when processing a submitted application. This option is only active if the

Default ‘Create/Activate Family Access Account’ to checked for guardians is selected

above it.

Turn off New Student Online Enrollment Portal for all users in the District: This

option can be used to quickly deactivate all areas that Guardians will have access to in

relation to the NSOE. This includes the Account Request screen, and Enrollment Application

from the Portal and Family Access. Any applications already submitted for processing will

still be available in the Enrollment Application Processing area.

Auto-Logout from Inactive Time: This will force users to log back in if they have not

clicked on any part of the NSOE screen within the time set. It would be a good idea to warn

users about this time using the text areas previously discussed.

Auto-Logout from Time on Single Page: This will force users to log back in if they have

not changed NSOE screens within the set time. This means that as they are filling out a

form, if they stay on one screen for too long they may be logged out. It is a good idea to

give users a reminder of this through the text areas previously discussed.

Information Fields

These four areas are where the district determines which fields will be available and/or

required on the Enrollment Applications. There are certain fields in each of the four areas

that must display and may even be marked as required. Any fields marked as Display only

will be available for the guardians to enter data, but will allow them to submit the

Application with those fields left blank. Any fields marked as Required will not allow the

Application to be submitted with any one of those fields blank. Directions can be entered for

each Step by selecting the Enter Free Form Message buttons. Individual field labels can

be modified as well by selecting the Label button next to the field.

Registrar Configuration

Allow application approval of students already enrolled in the entity: Normally an

application cannot be approved when a student is already in the selected entity. With this

option checked the approval will be allowed, but the Entry/Withdrawal information will not

be used.

Automated Email Configuration

There are two types of automated emails through the NSOE Module. The Account Info Email

is sent after a guardian requests a new account or if they are requesting a password reset

for the NSOE Portal account. The Denied Application Email is optional, and is sent after a

guardian’s application has been processed, but was denied by the registrar who reviewed it.

Account Info Email

This email is the one a guardian will receive after requesting a new account or if they are

requesting a password reset.

Priority: Select from either High or Low priority. Different Email programs will display

messages differently based on their priority.

Subject: This is what will show in the Subject line of the Email the guardians will receive.

Body: This is where the main portion of the message can be entered. The email will

contain the information necessary for a guardian to log into the NSOE Portal whether they

are creating a new account, or using the Forgot Login/Password link.

Predefined Fields: These are the fields that can be merged into the Subject and Body of

the email based on who it is being sent to. Users can select from Email, First Name, Key

Code (password), Last Name, and Login Page Link.

Insert: The Insert button is used to place the field selected in the Predefined Fields

wherever the user’s cursor is in the Subject or Body areas.

Preview E-mail: Click this button to see a sample of what the Email would look like if

reading it in the full size format. Sample data will be merged into any Predefined Fields

included in the Subject and/or Body.

Reset Subject/Body: Use this button to set the wording in the Subject and Body back to

their initial values.

Denied Application Email

This email is optional, and does not need to be sent to guardians. It will be sent after a

guardian’s application is denied following processing by the district.

Priority: Select from either High or Low priority. Different Email programs will display

messages differently based on their priority.

Subject: This is what will show in the Subject line of the Email the guardians will receive.

Body: This is where the main portion of the message can be entered. The email should

contain information about which application was denied.

Predefined Fields: These are the fields that can be merged into the Subject and Body of

the email based on who it is being sent to. Users can select from Denial Reason, Email,

[Guardian] First Name, Key Code (password), [Guardian] Last Name, Login Page Link,

Student First Name, and Student Last Name.

Insert: The Insert button is used to place the field selected in the Predefined Fields

wherever the user’s cursor is in the Subject or Body areas.

Preview E-mail: Click this button to see a sample of what the Email would look like if

reading it in the full size format. Sample data will be merged into any Predefined Fields

included in the Subject and/or Body.

Reset Subject/Body: Use this button to set the wording in the Subject and Body back to

their initial values.

Required Documents/Attachment Types

Use this screen to create basic category codes for documents that a district would want to

track with their students being enrolled through the NSOE module.

Click Add to create a new Document/Attachment Type.

Enter a description in the Attachment Type field, then check the box if this Attachment

Type should be flagged as required for a new student’s enrollment to be completed, lastly

choose if guardians should be allowed to submit attachments for this type with the

application.

By clicking Edit on the previous screen the Attachment Type field, Required Document

indicator and the Allow Online Submission option can be modified.

If an Attachment Type flagged as required has not been marked as received by the registrar

processing the Enrollment Application, a warning message will display when they try to

approve it. The application can still be approved even without the required documents.

Selecting Allow Online Submission will allow guardians to upload a file for that

Attachment Type when completing an application. The Required Document option will have

no effect on guardians’ attachments.

Codes

There is one code that is optional for districts to set up for the NSOE module. To get to the

codes go under Web Student Management, Student, Online Enrollment, Setup, and then

click on Codes.

Click on Work Flow Process Stages.

Work Flow Process Stage codes are optional codes that can be attached to submitted

Enrollment Applications to indicate where in the approval process they are. It is up to the

district to define what points they want to track.

One example would be if a district needs to sit down with guardians before a new student

can be enrolled in the district. Once the pre-verification is done, they could attach a code for

“Ready for Meeting,” or another “Meeting Scheduled.” Another example could be to track

which applications are waiting for required documentation.

Click Add to create a new code.

**Stage Code: This is a three character code field used to attach to the Enrollment

Application.

**Short Description: This is a 15 character field used to provide a condensed description

of the use of the code.

**Long Description: This is a 30 character field used to provide the most detailed

description of the use of the code.