Webinar Agenda Our end-of-year admissions webinar will be covering the steps necessary to get ready for re-enrollment. Specifically, we will be looking at steps and setup required to re-enroll students, create and edit contract line items for re-enrollment contracts, and release contracts to parents. We will also touch upon other aspects of the admissions module that you will need to complete in advance of releasing your re-enrollment contracts.
Special Note About Setup of Academic Year and terms, and contract payment schedules
This is a prerequisite to this training to make sure that you are at the starting point we need to update your Lead Enrollment Configuration. Remember the system won’t let us re-enroll students if there isn’t a school year created yet! Please use the following help instructions if you still need to complete this step: Creating a New Academic Year
We also recommend that if you are using Contract Payment Schedules in BigSIS that you take a few minutes to copy your previous year's payment schedules and update them for the upcoming school year. Click here for quick instructions on how to complete this: How to Create or Copy Lead Contract Payment Schedules
How to Copy Re-Enrollment Contracts First things first, for anyone using our re-enrollment contracts, you will want to copy your previous year's contract to make sure that you have a contract created for the upcoming year.
See how to copy a contract: How to Copy a Contract NOTE: - keep in mind you will use the same steps to copy new enrollment and re-enrollment contracts.
Copy Lead Enrollment Configuration The next step is to copy your current school years Lead Enrollment Configuration to set up the upcoming school years configuration. A lot of you will have completed this step for the upcoming school year already based on the fact you will have been entering in leads for upcoming school years or because you wanted your online inquiry form to include upcoming school years. NOTE: This step is still necessary if you plan to use BigSIS to track your re-enrollment leads but are not using BigSIS contracts. If you are not using BigSIS contracts you may skip to step 5 after completing this step.
Tie Contracts to Lead Enrollment Configuration Next, is to edit the Lead Enrollment Configuration and make sure you have a few things set up.
From the edit Lead Enrollment Configuration screen: first, uncheck the Release Re-Enrollment Contracts to Parents/Guardians setting. This will make sure you don’t release contracts to parents until you are ready. This will be a setting that you return to and will be the last step when you are ready to release, en masse, all of your contracts. Don’t worry I will show you how to make sure you don’t release any you don’t want to!
Now, scroll down to Programs for Re-Enrollment and take a few minutes to make sure you have the correct, updated contract added to each program. You should also take this time to review your contract line items.
Withdraw Students Not Returning If you know what students will not be returning next year (this does not include students in your highest grade level that will not be returning) it is recommended that you take a moment and withdraw these students at this time. Review here for how to matriculate a student: Changing the Matriculation Status for a Student
Ensure the Use the Leads module to process re-enrollments client setting is selected (Important for all users!) For all schools tracking re-enrollment in BigSIS, you should make sure you have the “Use the Leads module to process re-enrollments” client setting turned on. This setting will ensure you are creating re-enrollment leads for each returning student and, for those using BigSIS contracts, will give you the option to create all of their contracts at one time.
Demonstration of Re-Enrollment Tool Now that you have your Lead Enrollment Configuration all set up, and have matriculated students that you know are not returning, it is time to use the re-enrollment tool to create your contracts and create re-enrollment leads.
How to Add/Edit Contract Line Items from the Re-enrollment Leads Table Now that you have created all of your contracts for your re-enrollment leads you inevitably will need to edit/add line items for some of those contracts. You can bulk add contract line items or add them individually.
Submitted contracts table Once you create your contracts they are all going to get added to your Submitted Contracts table. This is where you can track all of your contracts from the current and previous school years.