INTRODUCTION
Student Registration is the third major phase of the Scheduling & Enrolment process and focuses on gathering student registration data. It is the process by which students "register their interest" for attending school in the upcoming year and flows through to having their school enrolment approved and finalized by the SEC.
Student registration information is collected via paper forms and then recorded and tracked digitally in PowerSchool using the PowerSchool Enrolment Checklist. As information is gathered both physically and digitally, it should be reviewed by the SEC on a regular basis. This process helps to ensure that all student applications (aka registrations) are carefully processed and then officially "approved" or "declined" for enrolment for the upcoming school year.
The key sub-phases of Student Registration include:
3.2 Conduct Registration for Returning Students
3.3 Conduct Registration for New Students
3.4 Conduct Additional Enrolment Activities
3.5 Process Registration Data & Finalize Enrolments
NOTE: It is suggested that Phase Three is initiated on or before 1 August and that Student Registration forms are collected from RETURNING STUDENTS no later than 31 August. The earlier this phase is started and completed the better.
3.1 GET STARTED
▢ Review the "Phase Three Scheduling Guide"
Task Steward: School SEC
Key Resource: FreshDesk
Take time as the School SEC to review the FreshDesk article titled: Phase Three Scheduling Guide: Student Registration (AUG-SEP).
▢ Review and Submit the "Student Registration Dates and Deadlines"
Task Steward: School SEC
Key Resource: Google Forms
Take time as a committee to plan and discuss key dates and deadlines related to the Student Registration phase. Use the Google Form titled Student Registration Dates and Deadlines to finalize and confirm your dates.
▢ Review the Student Registration Forms & Resources
Task Steward: School SEC
Key Resource: FreshDesk & MS Teams
Take time as a committee to review the standard resources that are available for facilitating the registration process. Resources available to schools include:
- The Returning Student Enrolment Pack
- The New Student Enrolment Pack
- The Course Registration Form TEMPLATE
- The Returning Student Cover Letter
- The Needs Based Scholarship Application Form
Please refer to the links provided below for more comprehensive info and instructions about using these resources:
▢ Insert Due Dates into Registration Forms
Task Steward: School SEC
Key Resource: FreshDesk & PowerSchool
This task should be completed as part of the review described in the previous task, but is often forgotten or overlooked during registration preparations. Be sure to enter correct due dates on the Microsoft Word versions of forms. Also be sure to follow this guide to ensure that due dates are correctly displayed in the Returning Student forms generated from PowerSchool.
▢ Prepare & Finalize the Student Registration Packs
Task Steward: School SEC
Key Resource: FreshDesk
Work together as a committee to make sure that all necessary registration forms and resources have been created, updated, finalized, and printed in preparation for student registration.
Please refer to the links provided below for more comprehensive info and instructions about using these resources:
▢ Review the PowerSchool Enrolment Checklist Guide
Task Steward: School SEC
Key Resource: FreshDesk
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. All members of the SEC (especially the Chairperson and the Office Assistants) should be come thoroughly familiar with this guide and the PowerSchool Enrolment checklist. The full guide can be found on FreshDesk: The PowerSchool Enrolment Checklist Guide
3.2 CONDUCT REGISTRATION FOR RETURNING STUDENTS
▢ Print and Distribute RETURNING Student Registration Packs
Task Steward: School SEC
Key Resource: FreshDesk & PowerSchool
Use this guide to correctly print and distribute "Returning Student" Registration packs.
▢ Collect & Process RETURNING Student Registration Information
Task Steward: School SEC
Key Resource: School Office Staff
Collect and process "Returning Student" registration information as it is returned to the school office. Use the PowerSchool Enrolment Checklist to correctly track and manage this data. Refer to to the following article for full instructions and training on how to properly use this checklist: The PowerSchool Enrolment Checklist Guide
3.3 CONDUCT REGISTRATION FOR NEW STUDENTS
▢ Conduct Registration Workshops and/or Recruitment Activities
Task Steward: School SEC
Key Resource: N/A
Schools may opt to hold registration events or firesides that help communicate information, key dates, and expectations to parents and students regarding the registration/enrolment process.
▢ Print and Distribute NEW Student Registration Packs
Task Steward: School SEC
Key Resource: FreshDesk & PowerSchool
Once the "New Student" resources and forms have been prepared (usually via a Microsoft Word template), print and distribute the registration packs to all potential NEW students.
▢ Collect & Process NEW Student Registration Information
Task Steward: School SEC
Key Resource: School Office Staff
Collect and process "New Student" registration information as it is returned to the school office. Use the PowerSchool Enrolment Checklist to correctly track and manage this data. Refer to the following article for full instructions and training on how to properly use this checklist: The PowerSchool Enrolment Checklist Guide
3.4 CONDUCT ADDITIONAL ENROLMENT ACTIVITIES
▢ Distribute Needs Based Scholarship Application Forms
Task Steward: School SEC
Key Resource: PowerSchool & MS Teams
If Scholarship application forms were not distributed in conjunction with the registration forms and packs, be sure to distribute them well before the deadline of 30 November.
▢ Collect Tuition
Task Steward: School SEC
Key Resource: N/A
Tuition reminders and notices should be sent too parents and students periodically during the registration phase. This is an on-going process, but it is advisable to start this process early and send reminders to the community as needed.
▢ Conduct Placement Testing (Optional)
Task Steward: School SEC
Key Resource: School Office Staff
If placement testing is required for students attending your school, be sure to conduct placement testing within an appropriate time-frame as part of phase three of the Scheduling & Enrolment process.
▢ Collect Student Images (Optional)
Task Steward: School SEC
Key Resource: School Office Staff
Student images can help enhance the PowerSchool experience. It is best to collect student images and/or take photos of students as their registration forms are handed in. Consider taking and/or collecting student photos if they have not yet been collected.
▢ Reconfirm Bishop Endorsements (Optional)
Task Steward: School SEC
Key Resource: School Office Staff
Some schools opt to "reconfirm" Bishop Endorsements closer to the end of the current school year, or towards the beginning of the new school year. This is because the endorsement status may have changed between the date of "registration" and the date of "enrolment". In most cases it is unlikely that an endorsement has changed, but if schools are concerned about certain students they can either contact Bishops directly about individual students OR send lists of endorsed students to Bishops and ask them to reconfirm the endorsement of all the students listed.
Please contact the Area EdTech Team if you would like help with exporting lists from PowerSchool for re-confirming Bishop Endorsements.
3.5 PROCESS REGISTRATION DATA AND FINALIZE ENROLMENTS
▢ Process and Finalize Registrations and Enrolments
Task Steward: School SEC
Key Resource: PowerSchool
Continue to collect and process student registration information as it is returned to the school office. Refer to The PowerSchool Enrolment Checklist Guide for full instructions on how to use this checklist.
▢ Regularly Review the "Pre-Enrolled Students" Report
Task Steward: School SEC
Key Resource: PowerSchool
Review the "Pre-Enrolled Students" report on a regular basis (usually weekly) to approve or decline formal enrolment for students that have completed the key steps of the registration process. Refer to this link for more information about Understanding and Using the Pre-Enrolled Students report.
▢ Regularly Review the "Enrolment Status Tracking" Report
Task Steward: School SEC
Key Resource: PowerSchool
Review the "Enrolment Status Tracking" report on a regular basis (usually weekly) to monitor enrolment process of individual students. Refer to this link for more information about Understanding and Using the Enrolment Status Tracking Report.
▢ Send Appropriate Enrolment "Notices" to Students
Task Steward: School SEC
Key Resource: School Office Staff
Students should be informed when they have been approved, declined, or wait-listed for enrolment. Refer to the following articles for more information about this task:
Pre-Approving Students for Registration