QUICK LINKS   

Introduction

Key Definitions

Pre-Approving Students for Registration

Finalizing Enrolment

Locating and Accessing the Checklist

Understanding the Enrolment Status Bar

Understanding and Using the Checklist Sections

Using Section Notes

Understanding and Using the Pre-Enrolled Students Report

Understanding and Using the Enrolment Status Tracking Report

Using the Needs-Based Scholarship Tracking Report

Enrolment Checklist FAQ's

INTRODUCTION   

The PowerSchool Enrolment Checklist is designed primarily for managing the steps required to enrol (or re-enrol) a student for an upcoming school year. The checklist has been designed to align with the forms and resources that are used in Pacific Church Schools.

It is important to understand that this checklist has been provided to help manage future enrolments. Other pages such as the “Information” page and “Transfer Info” page should be used for viewing and managing a student’s current enrolment details.

The purpose of this guide is to help users become familiar with the features and functions of the PowerSchool Enrolment Checklist. This guide will not review all features, workflows, and processes associated with the Enrolment Checklist, but will instead give users a general overview of the checklist - and related resources - to help get the process started.

More comprehensive training relating to the checklist can be requested by the schools at any time. Additional documentation, video modules, and face-to-face training workshops will be provided by the Area Office as needs arise.

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KEY DEFINITIONS   

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PRE-APPROVING STUDENTS FOR REGISTRATION   

Pre-Approving RETURNING Students
Returning Students are given the highest priority for enrolment and are automatically “Pre-Approved” for school registration. By default, all returning students are issued a registration pack in order to register for the upcoming school year.

As registration forms are returned to the school, Office Assistants should use the Enrolment Checklist to complete Sections A, B, and C for all Returning Students. If a student will not be returning to school in the upcoming year, this information should still be tracked and recorded using the Enrolment Checklist.

Pre-Approving NEW Students
New Students entering the LDS system for the first time are NOT automatically “Pre-Approved” for school registration. All NEW students should be “Pre-Approved” by the Enrolment Committee before their details are entered into the Enrolment Checklist.

For example, if 125 registration packs have been handed in by NEW students, but the school only has 100 desk-spaces available, the Enrolment Committee must “Pre-Approve” 100 of these students for processing and place the other 25 students on a waiting list. The registration details from the 100 “Pre-Approved” students would then be entered into PowerSchool and managed using the Enrolment Checklist.

NOTE: Once students have been "Pre-approved" for registration a new student record should be created for them in the PowerSchool database. A new record must be created before you can use the Enrolment Checklist. Follow the directions found in this article in order to setup a new student record correctly: How to Pre-Register NEW Students for an Upcoming School Year.

Waiting Lists
There is currently no standard template available for “Wait-Listing” students. Schools could use a filing system, or excel spreadsheet to organize and track students on their waiting list. Feel free to create and adopt a system that works for your school and local needs.

NOTE: If any “Pre-Approved” students are eventually declined by the SEC, any students on the “Waiting List” could then be considered for “Pre-Approval” and registration.

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FINALIZING ENROLMENT   

Once RETURNING students and NEW students have been Pre-Approved for registration, their details will be gathered and entered into PowerSchool via the Enrolment Checklist. Once all of their registration details have been gathered and entered into PowerSchool correctly, they will attain a status of “Pre-Enrolled”. At this point, they are ready to be reviewed by the Enrolment Committee (SEC).

Typically, the first three sections of the Enrolment Checklist (A, B, and C) would be completed by an Office Assistant or School Registrar. Once sections A, B, and C are complete, and the student’s Enrolment Status has changed from “Pending” to “Pre-Enrolled”, the responsibility to “Approve” or “Decline” a student’s enrolment shifts to the SEC. The Enrolment Committee should review the list of “Pre-Enrolled” students and either “Approve” or “Decline” students on a regular basis.

Additional SQL reports are also available to the committee to view, track, and manage students as they move through the enrolment process. Consistently reviewing these reports will allow the school to keep on top of enrolment counts, as well as identify which students have (and have not) completed the registration and enrolment process. More information about these various reports will be provided later in this guide.

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LOCATING AND ACCESSING THE CHECKLIST 

Locating and Understanding the Enrolment Checklist Home Page

The Enrolment Checklist Home Page is like a landing page that summarizes the enrolment progress for an individual student. To navigate to the Enrolment Checklist Home Page, click on the link titled "Enrolment Checklist" found on the left-hand Student Profile.

NOTE: You will need to search for, and select a student from the Start Page in order to view the left-hand Student Navigation Pane.

After clicking on the "Enrolment Checklist" link, users will be directed to the Enrolment Checklist Home Page which looks something like this:

As mentioned earlier in this guide, the purpose of the Enrolment Checklist is to help manage enrolment progress for an upcoming school year. Because of this, multiple "checklists" may exist for any given student. For example, if Sione has been attending a Pacific Church School since 2018, then his registration history from previous years will also appear on the Enrolment Checklist Home Page. In other words, the School Office Staff at his school would have created and used a new "checklist" each year to track and manage his enrolment progress. The screenshot below shows an example of how the Enrolment Checklist Home Page might look for a student that has been in the Pacific Church Schools system for multiple years:

The next screenshot shows an example of how the Enrolment Checklist Home Pagewould look for a student that has just been added to the PowerSchool database but a checklist has not been generated for the upcoming school year.

The main purpose of the Enrolment Checklist Home Page is to display a summary of the enrolment progress for an individual student as well as act as a landing page for accessing enrolment checklists for past, present, and future years.

Adding a New Checklist

As mentioned earlier in this guide, a new checklist should be created each year to track and manage enrolment progress for the upcoming school year. To add a new checklist please do the following:

1. After searching for and selecting a student, navigate to the Enrolment Checklist Home Page, and click on the Add New Checklist button.

2. Use the drop-down menu provided to indicate the year that you would like to create the checklist for. In this example, we will create a checklist for the upcoming 2020 year. After selecting the appropriate year value, click the Submit button to create a new checklist.

3. After clicking Submit, you will be redirected to the Enrolment Checklist Home Page and will see that a new checklist has been created:

Viewing an Existing Checklist

Once a checklist has been created for an upcoming school year, a PowerSchool user can access, view, and edit the specific details of that particular checklist via the Enrolment Checklist Home Page. To view and modify the Enrolment Checklist details for a specific year, click on the Edit button located to the left of the Year you would like to modify.

REMINDER: The Enrolment Checklist Home Page only shows a summary of the information contained in each checklist, but by clicking on the Edit button, a PowerSchool user will then be directed to the full Enrolment Checklist for the selected year where they will be able to view, edit, and update all the details relating to enrolment. More information about using individual checklists is provided in the next few sections of this guide.

Deleting an Existing Checklist

Enrolment Checklists for previous, current, or future years should NOT be deleted. However, a delete option is available for instances where a "duplicate" checklist may have been created by accident. For example, if a user has accidentally created TWO checklists for the same year and would like to delete one of them, then please follow the steps provided here to delete the "duplicate" checklist.

1. Identify the checklist you would like to delete and then click the edit button to access the full checklist. In this example, we have accidentally created two checklist for the "2020" year, so will attempt to delete the unused/blank checklist:

2. Once you have accessed the checklist, scroll down to the very bottom of the checklist page and click the Delete button.

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UNDERSTANDING THE “ENROLMENT STATUS BAR”   

An Enrolment Status Bar is located at the very top of each checklist and indicates a future student’s overall enrolment progress for the selected year. An screenshot of the Enrolment Status Bar is provided below:

The Enrolment Status Bar is automatically updated whenever a section of the Enrolment Checklist is updated. Each section contains “triggers” that will fire when certain fields are completed. If all the correct “triggers” have been fired, the Enrolment Status field will be updated automatically.

Currently, the different stages of Enrolment can be defined as follows:

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UNDERSTANDING & USING THE CHECKLIST “SECTIONS”   

Understanding the Checklist Sections

The Enrolment Checklist is divided into several major “Sections”. Each of these “Sections” relates to a major stage of the enrolment process and has been designed to help Office Assistants and Enrolment Committee members to manage and track the most important aspects of the Enrolment Process.

NOTE: The checklist does NOT cover ALL aspects of the Enrolment process but attempts to keep the most important “checkpoints” in one convenient location.

When a “Section” of the Enrolment Checklist has been completed correctly, the status of the section will be automatically updated. For example, Section A will have a status of “Pending” if the appropriate fields have not been populated:

However, if the Next Year Grade, Next School Indicator, and Course Registration Completed fields are populated, the status of Section A, will change from “Pending” to “Complete”:

NOTE: In the screenshot above, the Year of Graduation field is not populated, but the status has changed from “Pending” to “Complete”. This demonstrates that only specific fields (those with an Asterix) are critical to updating the status of the section. Although it is helpful to fill out every field on the form, only the fields with an Asterix are required to update the status of any given section.

Using the Checklist Sections

A brief description of each Checklist Section and its purpose is provided below: 

Section A: Course Registration
Use this section to verify that the correct number of course credits have been requested for the upcoming school year. Also use this section to update the “Next Year Grade” and “Next School Indicator” if blank or incorrect.

Section B: Student Information
Use this section to verify that the “Student Information” forms have been properly completed and that the information has been transferred to PowerSchool. Also use this section to confirm that the “Student Consents” (found on the information forms) have been signed by the parents.

Section C: Bishop Endorsement
Use this section to verify that the student has been endorsed by their Priesthood leader. Also record the Priesthood Leader’s contact details in case they need to be contacted for additional information.

Section D: Committee Review
Use this section to “Approve”, “Decline”, or “Withdraw” a student’s enrolment as per the decision of the Enrolment Committee. Also use this field to confirm that the student should be included in the “Scheduling Build” for the upcoming school year.

NOTE: The fields and text visible in this section will update automatically depending on the selection made in the “Enrolment Committee Decision” box. For example, if “Approved” is selected, a reminder will appear to ensure that the student is issued a “Notice of Acceptance”. However, if “Declined” or “Withdrawn” is selected, a reminder will appear to make sure that the student is issued a “Notice of Declined Enrolment”. See the FAQ section at the end of this article for more information about these notices.

Section E: Tuition and Fees Clearance
Use this section to verify that a student has paid any outstanding Fees or Tuition. This step in the process will need to be verified in partnership with the Finance Department.

Section F: Needs Based Scholarship Application (Optional)
Use this section to track and approve students who have applied for a Needs Based Scholarship Application. If a student has been “Approved” for scholarship funding, enter the Approval Date and Approval Amount in the fields provided. Also use the check-boxes provided to track whether the student has been notified appropriately.

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USING SECTION “NOTES”   

A “Notes” field has been provided in most sections of the Enrolment Checklist. The “Notes” fields should be used by Office Assistants and Enrolment Committee Members to add special notes and information pertaining to a student’s future enrolment. This is an optional field and can be left blank when not in use.

For example, any special notes relating to a student’s endorsement should be added in the “Bishop Endorsement” section of the checklist. Similarly, any notes relating to the “Committee Review” should be added in the “Committee Review” section of the checklist and so on and so on.

Some examples of relevant “Notes” in the Student Information section may include:

• “Student information forms have not yet been received”
• “The student form was not filled out correctly, and we are still waiting for them to be returned”

Some examples of relevant “Notes” in the Committee Review section may include:

• “Student may be moving overseas next year”
• “Student has been endorsed by his Bishop but has had multiple school discipline incidents this year”
• “Student has been performing poorly with grades and may need to repeat next year”

Some examples of relevant “Notes” in the Tuition and Fees Clearance section may include:

• “Tuition payment still pending”
• “Lost library book fees still pending”

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UNDERSTANDING & USING THE “PRE-ENROLLED STUDENTS” REPORT   

Understanding the Report

Typically, the first three sections of the Enrolment Checklist (Sections A, B, and C) would be completed by an Office Assistant or School Registrar. Once these three sections are complete, the student’s Enrolment Status will change from “Pending” to “Pre-Enrolled”. At this point, the responsibility to “Approve” or “Decline” a student’s enrolment will shift to the SEC.

The “Pre-Enrolled Students” report has been designed to help facilitate this process as it lists all students that are ready to be reviewed by the Enrolment Committee. The SEC should review this report on a regular basis (at least weekly or fortnightly) and either “Approve” or “Decline” each student for full enrolment. Most of the time this will be a quick and easy decision, but in certain situations, the final decision may need to be delayed for a future review, if additional information is necessary.

Once a student has been “Approved” by the Enrolment Committee, they are considered officially “Enrolled” for the upcoming school year. At this point, a student will only be “Declined” or “Withdrawn” from enrolment if they fail to pay any outstanding tuition or fees, or if they decide to withdraw themselves from school.

In short, the Enrolment Committee should refer to the “Pre-Enrolled Students” report to officially “Approve” or “Decline” student enrolments.
 

Using the Report

1. Go to Start Page > SQL Reports > Scheduling Phase 3 STUDENT REGISTRATION > 3.1 Pre-Enrolled Students.

2. Use the field provided to enter the Year of Enrollment. In this example we are reviewing the applications for the 2020 scheduling year and will type “2020” in the field provided. Also decide whether you would like to use the current selection of students for the query. Most of the time, and in this example, the Current Selection would be set to “No”. Click Submit when you are ready to run the report.

3. Once the report has been run, it will list all of the students that are currently “Pre-Enrolled”. In other words, this is the list of students that have been “Pre-Approved” for enrolment and have completed Sections A, B, and C of the Enrolment Checklist. The Enrolment Committee should review this list on a regular basis and either “Approve”, “Decline” or “Withdraw” each student on this list. Use the Edit Checklist button to update the Committee Decision status for each of the students listed.

4. After clicking on the Edit Checklist button the user will be redirected to the Enrolment Checklist page. Scroll down to Section D of the Enrolment Checklist and use the Enrolment Committee Decision drop-down box to update the committee decision for the selected student. Use the Save Progress button to save your changes. Close the browser tab when you are finished to return to the “Pre-Enrolled Students” report.

NOTE A: The Enrolment Committee may choose to update each student in real time as they are working through the list. Alternatively, (especially when internet connectivity is poor) the committee may choose to print a copy of the “Pre-Enrolled Students” report and use the paper copy to mark students as “Approved”, “Declined”, or “Withdrawn”. Later on, when more time is available (or internet connectivity is restored), an Office Assistant, or Committee Member could then use the paper list to update each student one by one on the PowerSchool Enrolment Checklist.

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UNDERSTANDING & USING THE “ENROLMENT STATUS TRACKING” REPORT   

Understanding the Report

The Enrolment Status Tracking report is similar to the Pre-Enrolled Students report but does not focus solely on students with a “Pre-Enrolled” status. Instead, the Enrolment Status Tracking report is used to track, manage and update the progress of ALL students regardless of their status. This is a good report to use if the Enrolment Committee wants to take a general inventory of:

• Which students are lagging behind in the enrolment process
• Which students have been approved, declined, or withdrawn by the committee
• Which students have not yet paid tuition
• The number of NEW students registering for the new school year
• Managing and protecting the enrolment capacity of the school

Using the Report

1. Go to Start Page > SQL Reports > Scheduling Phase 3 STUDENT REGISTRATION > 3.0 Enrolment Status Tracking (Grouped)

2. Use the field provided to enter the Year of Enrollment. In this example we are reviewing the students enrolling for the 2020 scheduling year and will type “2020” in the field provided. Also decide whether you would like to use the current selection of students for the query. Most of the time, and in this example, the Current Selection would be set to “No”. Click Submit when you are ready to run the report.

3. The report is grouped by Year Level. Click on a group header to expand or collapse the group. Alternatively use the expand/collapse buttons provided.

4. The report can be used in a variety of ways. Be creative with the Filters and Search Bar to display the information you require. For example, if you would like to view a list of all the students that have been “Approved” for enrolment by the Scheduling Committee, then select “Approved” from the Committee Decision filter.

In this example, the report is listing 16 students from a total of 388, that have been “Approved” by the committee for enrolment. The number of “Approved” students will grow day by day and week by week as the committee continues to review and approve students on the “Pre-Enrolled Students” report. This example also shows that there is a “Note” included for some of the students. The text for the “note” can be revealed if the user hovers over the yellow icon. At any time, users can click the Edit Checklist button to view or update the checklist for a particular student.

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USING THE “NEEDS-BASED SCHOLARSHIP TRACKING” REPORT   

Understanding the Report

The Needs Based Scholarship Tracking report is used to summarise, track, and manage students that have applied for a Needs Based Scholarship. This is a good report to use if the Scholarship Committee wants to take a general inventory of:

• Which students have applied for a needs-based scholarship
• Which students have been approved or declined a needs-based scholarship
• Amounts, dates, and notes relating to needs-based scholarships
• Managing and evaluating needs-based scholarship applications

Using the Report

1. Go to Start Page > SQL Reports > Scheduling Phase 3 STUDENT REGISTRATION > 3.5 Needs Based Scholarship Tracking

2. Use the field provided to enter the Year of Enrollment. In this example we are reviewing the students enrolling for the 2021 scheduling year and will type “2021” in the field provided. Also decide whether you would like to use the current selection of students for the query. Click Submit when you are ready to run the report.

3. The report can be used in a variety of ways. Be creative with the Filters and Search Bar to display the information you require. For example, if you would like to view the students that have been “Approved” for a needs-based scholarship, then click on the NBSA Status header to order the list of entries based on a student's NBSA status.

4. At any time, users can click the Edit Checklist button to view or update the checklist for a particular student.

5. Once in the Enrolment Checklist, scroll down to the section labelled SECTION F: NEEDS-BASED SCHOLARSHIP APPLICATION and update the details relating to application status, approval dates, amounts, notes and other items relating to the student's application. Be sure to save progress once complete using the button provided.

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ENROLMENT CHECKLIST FAQ’S   

What is the purpose of the “Notice of Acceptance” and where can I find it?

When a student’s enrolment has been formally approved the by the Enrolment Committee, the student is to be issued a “Notice of Acceptance”. Currently, there is no standard template or process for doing this, so it is up to each school to decide how this information is communicated.

Ideally, a letter would be sent to inform the student of their acceptance as well as notify them of any additional items they must take care of before they start their first day of school. However, in the islands, it is not always convenient to issue individual letters. Schools may opt instead to place a list of “Enrolled” students on a public noticeboard to inform students en masse. Alternatively, they may choose to call each parent to inform them of their child’s successful enrolment.

Whatever method is used at your school, please be clear with students and parents about the official process for accepting and declining enrolment requests. Parents should never “assume” that their child has been accepted or declined for enrolment – there should always be an official communication between the school and parent whether it be via letter, phone call, or some other means.

The process for informing RETURNING students of their successful re-enrolment may be less formal, but in all cases, students should be somehow notified of their “Acceptance” and made aware of any conditional requirements such as the payment of fees etc.

What is the purpose of the “Notice of Declined Enrolment” and where can I find it?

When a student’s enrolment request has been declined the by the Enrolment Committee, they are to be issued a “Notice of Declined Enrolment”. Currently, there is no standard template for this “notice” so it is up to each school to decide how that “notice” should be communicated whether by formal letter, phone call, or some other means.

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