Need a little help using the re-enrollment tool to create re-enrollment leads and contracts? You have found the right place! This quick reference guide will help you with the steps to make sure you are set up to use the Re-enrollment Tool to create re-enrollment leads (records to track students throughout the re-enrollment process), create as many contracts for as many programs as you need, and re-enroll students into the following school year if desired. This is a quick reference guide so click on the article links if you need more assistance.
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
- Academic Year Setup
- We will start our conversation with your academic year setup. Remember in order to copy your lead enrollment configuration and tie your contract to that L.E.C. you will need to have an academic year setup already. Many schools will have this created already but if you don't, follow the next set of steps before continuing.
- Click here for more on How to Set Up Your Academic Year.
- How to Copy Re-Enrollment Contracts
- 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
PRO TIP! Keep in mind you will use the same steps to copy new enrollment and re-enrollment contracts.
- 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
- Copy Lead Enrollment Configuration (LEC)
- The next step is to copy your current school year's Lead Enrollment Configuration to set up the upcoming school year's 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.
- See here for steps on how to copy a Lead Enrollment Configuration: Setting Up the Lead Enrollment Configuration
- Set up the Payment Schedules for the Upcoming School Year
- Getting the payment schedules set up is easy! If you have used BigSIS for contracts before all you need to do is use a copy function to copy the previous year's payment schedules. If you haven't set them up before it is still easy! Click here for more info on How to Create or Copy Lead Contract Payment Schedules.
- Getting the payment schedules set up is easy! If you have used BigSIS for contracts before all you need to do is use a copy function to copy the previous year's payment schedules. If you haven't set them up before it is still easy! Click here for more info on How to Create or Copy Lead Contract Payment Schedules.
- Tie Contracts to Lead Enrollment Configuration and Edit Line Items Tied to the 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, this article 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.
- If you copied your lead enrollment configuration you will have copied over line items tied to each program. You might need to edit these line items if amounts like tuition, fees, discounts, or deposits have changed. If you did not copy your LEC or did not have line items tied to it in previous years, you might take a moment to consider adding them now as these line items are what will be automatically added to each contract when you create the contract. This can save you a TON of time and will keep you from having to add things like tuition, fees, or deposits to every contract separately. See here for more details: How to Tie Contract Line Items to a Lead Enrollment Configuration
- 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, this article will show you how to make sure you don’t release any you don’t want to!
- 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. See here for how to activate this setting: Client Setting - Use the Leads module to process re-enrollments
- 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. See here for how to activate this setting: Client Setting - Use the Leads module to process re-enrollments
- Make Sure the Admissions Tab is Active
It is imperative that you make sure the Admissions tab is active so parents can access their contracts.
- Go to System > Settings > Portal Setup and look for the Admissions - Portal Tab and click on it to expand it.
- If the tab is already active, just take note of the name listed in the Display Title in Portal field and then skip to the next step (by default, the name in that field is Admissions, but your school may have changed this to something else. If it is currently inactive, click the Show in Portal box, give a name to the tab in the 'Display Title in Portal' field and then hit the Save button right beneath it.
- Go to System > Settings > Portal Setup and look for the Admissions - Portal Tab and click on it to expand it.
- 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 on how to matriculate a student: Changing the Matriculation Status for a Student
- 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 on how to matriculate a student: Changing the Matriculation Status for a Student
- Using the 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. See here for more details: Quick Instructions for Using the Re-enrollment Tool (Grades), Quick Instructions for Using the Re-enrollment Tool (Early Childhood) or for full details on the re-enrollment tool: Using the 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. See here for more details: Quick Instructions for Using the Re-enrollment Tool (Grades), Quick Instructions for Using the Re-enrollment Tool (Early Childhood) or for full details on the re-enrollment tool: Using the Re-Enrollment Tool.
- Change Programs for Early Childhood Students and Create Their Contracts if Necessary
- If you re-enrolled Early Childhood students you may need to update their program on the re-enrollment leads table so you can create the correct contract for them. You can review these steps on Editing Lead Information (including Program and Academic Year) to help with this step.
After you change the programs for your EC students, don't forget to create their contracts! Use these steps on How to Create Contracts Manually to create contracts for as many of these EC students as you want to.
- If you re-enrolled Early Childhood students you may need to update their program on the re-enrollment leads table so you can create the correct contract for them. You can review these steps on Editing Lead Information (including Program and Academic Year) to help with this step.
- 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. See here for more details: How to Add/Edit Contract Line Items from the Leads and Re-enrollment Leads tables
PRO TIP! You can edit more than just line items at this time. You may need to hold a few contracts back from families. Remember that you can uncheck the option to Release to Parents for any individual contract.
- 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. See here for more details: How to Add/Edit Contract Line Items from the Leads and Re-enrollment Leads tables
- Release Contracts to Parents
- Now, that you have created your contracts, it is time to go back and check the Release Re-Enrollment Contracts to Parents/Guardians option to release these contracts to parents.
PRO TIP! Go to Admissions/Leads > Enrollment & Inquiries Setup > Lead Enrollment Configuration (LEC) > edit the LEC for the appropriate school year > check the Release Re-Enrollment Contracts to Parents/Guardians checkbox > click Save.
- Now, that you have created your contracts, it is time to go back and check the Release Re-Enrollment Contracts to Parents/Guardians option to release these contracts to parents.
- Email Parents
- After you have released the contracts you will want to notify your parents that the contract is available in the portal. You may opt to send this email from any table you choose but many schools will do this from the Re-enrollment Leads table.
PRO TIP! Click here for more information on editing email templates.
- After you have released the contracts you will want to notify your parents that the contract is available in the portal. You may opt to send this email from any table you choose but many schools will do this from the Re-enrollment Leads table.
- 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. See here for more details: How to Use the Submitted/Pending 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. See here for more details: How to Use the Submitted/Pending Contracts Table
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