Classic View: Activity Registration > Activity Monitor
Search Terms: Activity Monitor
On this page
Introduction to Activity Registration
The Activity Registration module provides districts with a tool for managing activities that require a registration process including a registration packet, payment, and a roster. Activity Registration is completed in the Campus School Store based on registration dates you control. Once a student has registered for an activity, that activity no longer appears for them in the School Store.
Before You Begin
Be sure you have finished setting up the School Store and Payments modules.
Activity Registration Setup Workflow
| Step | Campus Location | |
|---|---|---|
| Set Up Custom Forms and Ad Hoc Filters | ||
| 1 | Upload and manage supplemental Activity Registration documents in the Custom Forms tool. Activities require at least one form but more can be added. The Activity Preapproval process can only use custom form types of Interactive Form with Database Table and Interactive Form. If you use an interactive form, you can also use the following Ad hoc fields to prepopulate the form: activityName and studentFirstLastName. For prepopulating to work, you must use the Ad hoc fields as the field names in your PDF. These fields are case sensitive. | Classic View: System Administration > Custom Forms Search Terms: Custom Forms |
| 2 | Create an Ad Hoc filter for selecting eligible students. Each activity requires an Ad Hoc filter. Campus only allows students who are included in the Ad Hoc filter to register for the activity. | Classic View: Ad Hoc Reporting > Filter Designer Search Terms: Filter |
| Set Up Portal Preferences | ||
| 3 | Make sure the Activity, Athletics, and Field Trip Custom Modules are selected on the Portal Display Options tool. | Classic View: System Administration > Portal > Preferences > Display Options Search Terms: Display Options |
4 | Make sure the Enable Activity Registration Viewing Tool option has the Student and/or Parent checkboxes marked if you want to allow users to see Activity Registration information in Campus Student or Campus Parent. When these options are enabled, users can see the activities for which the student has registered. To be considered "registered" the activity fee must be paid. Any applicable forms and options purchased for the student also display. | Classic View: System Administration > Portal > Preferences > Display Options Search Terms: Display Options |
| Add District Assignments | ||
5 | The following checkboxes display on the District Assignments tool and determine which staff may be assigned to activities.
| Classic View: Census > People > District Assignments Search Terms: District Assignments |
| Set Up Preapproval Configurations (Optional) | ||
| 6 | Use the Preapproval Configuration tool to set up the rules, identify the appropriate approvers, and assign the forms that must be completed before an activity can be made available for registration in the School Store. | Classic View: Activity Registration > Preapproval Configuration Search Terms: Preapproval Configuration |
| Set Up Activities | ||
| 7 | Add new activities in the Activity Builder tool. | Classic View: Activity Registration > Activity Monitor > Activity Builder Search Terms: Activity Monitor |
| Manage Activities | ||
| 8 | View the Activity Roster and mark forms as complete. | Classic View: Activity Registration > Activity Monitor > Activity Roster Search Terms: Activity Monitor |
| 9 | Review past activities and monitor upcoming activities in the Activity Monitor. | Classic View: Activity Registration > Activity Monitor Search Terms: Activity Monitor |
10 | Use the Activity Monitor to review proposed activities. You can approve, decline, or return activities submitted through the Activity Dashboard. | Classic View: Activity Registration > Activity Monitor Search Terms: Activity Monitor |
Preapproval Process
The preapproval process is the process in Activity Registration that requires activity owners to request approval before an activity can finish being created and/or is made available for registration in the School Store. The specific rules that trigger the preapproval process and the forms that the activity owner must complete and route to internal approvers are defined in the Preapproval Configuration tool. The Preapproval Process was introduced in Campus.2223.
Activity Proposal Workflow
The following chart provides the basic process a proposed activity goes through in Campus. The ability to propose activities was introduced in Campus.2116.
Tool Rights for Activity Registration
Tool Rights determine the level of access users have to tools throughout Campus. This article refers to tool rights in abbreviated form (i.e., R, W, A, D or any combination of the four). Sub-rights appear as italicized.
| Right | Description |
|---|---|
R (Read) | The R right indicates the information on the corresponding tool may be viewed by the user. When applicable, the user is also allowed to print information. The user will NOT have access to the Save, Add or Delete icons in the action bar. |
W (Write) | The W right indicates the user may view and modify the information on the corresponding tool. The Save icon in the action bar will be functional. This right allows the user to modify only existing data in the area since adding new data is controlled by the A right. This right includes the ability to change or remove data from a specific field. |
A (Add) | The A right indicates the user may view, modify and add to the information on the corresponding tool. The New and Add icons in the action bar will be functional. This right allows the user to add new data/records. |
D (Delete) | ASSIGN THIS RIGHT WITH CAUTION. The D right indicates the information on the corresponding tool may be deleted. The Delete icon in the action bar will be functional. This right provides the ability to completely remove an existing record, including all data contained within the record. The ability to change/remove data from a field is controlled through the W right. |
RWAD Rights assigned at the module or folder level give those rights to all features within the module. For example, giving RW rights to the System Administration Health folder assigns RW rights to all tools within that folder, including any subrights.
Tool Right Paths
- Student Information > Activity Registration
- School Store > Product Inventory
| Right | R | W | A | D |
|---|---|---|---|---|
| Activity Registration | View Only | View and Modify | View, Modify, and Add | N/A |
| Activity Monitor | View Only | View and Modify | View, Modify, Add, and Copy | Users can remove activities that are in the Ready (Upcoming) or Draft (Current) status. |
| Activity Approval | Allows users to approve, return, and decline proposed activities. | N/A | N/A | N/A |
| Activity Dashboard | Users can view any activities they submit or view activities for which they are listed as the activity owner. | Users may edit proposed activities that they have submitted. | Users may submit proposals for new activities and copy existing activities. | Users can remove activities that are in the Ready (Upcoming) or Draft - Proposal (Proposed) status or recall proposed activities after they are sent for approval. |
| Secondary Activity Owners only have a read-only view of the activity to which they are assigned unless they are also the creator of the proposed activity. Secondary owners on an activity do not have the Remove button for delete/cancel functions even if the Delete tool right is assigned. | ||||
| Activity Roll Forward | N/A | N/A | Users can roll activities forward en masse. | N/A |
| Preapproval Configuration | View Only | View and Modify | View, Modify, and Add | Delete |
| Preapproval Requests | View Only | Allows users manage preapproval requests. | N/A | N/A |
Previous Versions
Classic View: Activity Registration > Activity Monitor
Search Terms: Activity Monitor
The Activity Monitor tool can be used by Campus administrators or activity coordinators to manage and monitor existing and upcoming activities. The Activity Roster is accessed on the Activity Monitor tool and provides a detailed view of the students who have registered for an activity.
| What can I do? |
|---|
View Activities
- The initial view provided by the Activity Monitor is a summary view of all activities. This summary view provides a preview of the roster information and the status of each activity.
- To view detailed information about an activity, click the Edit button to go to the Activity Builder. While editing is limited after registration is open, the Activity Builder still allows you to view all of the details for the activity.
The Activity Monitor allows you to filter activities by using the following options.
| Option | Description |
|---|---|
| Previous | All activities in a Complete status. |
| Current | All activities in a Draft, Registration Open, Registration Closed, or Active status. |
| Upcoming | All activities in Ready status. |
| Proposed | All activities in Pending, In Review, and Returned status. Only users who are given the Activity Approval tool right see this option. |
| Filters | You can further narrow the number of activities that display by using the following filters:
|
| Prior Year Only | When this checkbox is marked, only activities from the prior calendar year display. This checkbox only displays on the Previous tab. |
Delete or Cancel an Activity
There are two options for removing an activity from the Activity Monitor:
- Delete completely removes the activity from the Activity Monitor. You cannot delete an activity if students have already registered. Registered students can be removed from an activity; however, this should only be done after refunds are processed.
- Cancel assigns the Cancelled status and automatically moves the activity to the Previous view on the Activity Monitor. After cancelling an activity, you can see who cancelled the activity, the date on which it was cancelled, and the cancellation reason by clicking the Edit button. Cancelled activities can be deleted if the activity does not have any registered students.
You cannot remove an activity if it is in a Complete, Active, or Preapproval Pending - Proposal status.
To Delete or Cancel an Activity, you must have Delete tool rights for the Activity Monitor and Calendar rights for the school associated with the activity.
- Click the Remove button.
Result
The Removal Details panel displays. - Select Delete or Cancel.
- Enter a Cancellation Reason. This field is required for Cancelled activities.
- Click Remove.
Result
A Confirmation message displays.
Result
Copy an Activity
To save time, click the Copy button to copy an existing activity. After you click Copy, Campus displays the Activity Builder tool in copy mode. See the Activity Builder article for details about each step in the Activity Builder tool.
When you copy an activity, Campus creates a new activity by duplicating most of the information from the existing activity.
- Registration and Activity dates are not copied.
- Campus verifies Activity Owners, Ad Hoc filters and Custom Forms are still active and requires you to update that information if necessary.
- You cannot copy an activity if its Status is Draft, Cancelled, or in any state of Preapproval.
- You must have Add rights for the Activity Monitor to copy an activity.
- You can NOT finish copying an activity if your activity requires preapproval. See the Submit an Activity Request for Preapproval topic in the Activity Builder article for more information.
- Activities that are associated with more than one school and more than one Preapproval Configuration cannot be copied. Instead, create separate activity records for the applicable schools.
Review a Proposed Activity
Using the Activity Dashboard, users can create and submit activities for approval. Once an activity is submitted for approval, it displays in the Activity Monitor in the Proposed area. Only users who are given the Activity Approval tool right, can review proposed activities.
When reviewing, keep the following items in mind.
- You cannot review your own proposed activity.
- If an Ad Hoc filter is not provided by the user, you can add one on the Build Roster screen.
- If the user who submitted the activity does not have access to Ad hoc, a description of the group they want for the activity may be included.
- On Step 4. Link to Portal, the Restrict to Associated School Enrollments checkbox is automatically marked.
- If someone Recalls an activity that they submitted, there is no notification that this occurred. Campus just removes the proposed activity from the Proposed screen.
- Not all fields are required during the review; however, for an activity to be eligible for approval, the following fields must be filled in.
- Adhoc Filter
- Form Title
- Categories
- Product Type
Example Proposed Activity
Use the following steps to review Activities that are in a Pending or In Review status.
- Click the Review button.
Result
The Activity Builder displays on Step 1 Create Activity. - Review each screen in the Activity Builder and make any necessary changes.Tip: You can skip screens by clicking the number at the top of the page. You might want to skip to Step 5 Finish if you already know the proposed activity must be declined or returned.
- On Step 5 Finish, click Finish.
Result
The Proposal Response options display.
- Select one of the following options.
- Approved - The activity will display in the Current or Upcoming area with the appropriate status.
- Declined - The activity is removed from the Activity Monitor and displays in the Previous area of the Activity Dashboard with a status of Declined. When you select this option, the Comments text box is enabled and you must leave notes for the user who submitted the activity.
- Returned - The activity displays in the Proposed area with the status Returned. When you select this option, the Comments text box is enabled and you must leave notes for the user who submitted the activity. The activity displays in the Activity Dashboard with the status Returned. The user who submitted the activity can review your comments, make changes, and re-submit the activity for approval.
- Click the Save button when you are finished.
Result
A Notification is sent to the user who submitted the proposed activity.
Previous Version
Activity Monitor [.2227 - .2239]
Classic View: Activity Registration > Activity Monitor > Activity Builder
Search Terms: Activity Monitor
Use the Activity Monitor tool to add new activities to Campus.
- Add supplemental Activity Registration documents in the Custom Forms tool.
- Create an Ad Hoc filter for selecting eligible students.
This article walks you through the setup process step-by-step.
Tip
While using the Activity Builder, click Save & Hold to save the activity and return to the Activity Monitor. Click Save & Next to continue to the next step in the Activity Builder.
Step 1 - Create Activity
The first step in the Activity Builder is to define parameters for the activity. To add an activity, click the New button in the action bar.
Use the following field descriptions to complete the Create Activity screen.
| Field | Description |
|---|---|
| Activity Name | A name for the activity you are creating. This is a required field. The Activity Name can be changed until registration is closed. If you have already associated a Product with this activity and the product has the same name, Campus gives you the option to change the product name too. Please note that if you change the Activity Name, any completed purchases/registrations that exist when you change the name will still use the original name (name at the time the purchase was made) in School Store reports. |
| Type | The activity Type is provided by Campus. Options include the following:
This is a required field. |
| Activity Level | Activity Levels are another way to identify different kinds of activities. This field only displays if you have added Activity Levels in the Attribute Dictionary and is optional unless the Required checkbox is also marked in the Attribute Dictionary. 
|
| International | The International checkbox only displays when the Activity Type is Field Trip. If the activity needs preapproval, marking this checkbox ensures Campus routes your activity request to the correct approver(s). |
| Status | The Activities status. This is a read-only field.
Tip |
| School(s) | The school(s) to which you can associate the Activity. Only schools to which you have tool rights display. This is a required field. |
| Activity Owners (Primary) | The primary person(s) responsible for the Activity. To appear in this field, the person must have an active assignment in the selected school and
You may select more than one person in the field. For access to attendance and messaging options, the person must also have Teacher marked on their District Assignment or be assigned the Teacher role on their Work Assignment (HR Only). When a Primary Owner is not the person who created the activity and changes the Primary Owner to another person, they will not have access to the activity after they save their changes. When a Primary Owner is not the person who created the activity and adds themselves as the Activity Owner (Secondary), they will only have read-only access to the activity after they save their changes. |
| Activity Owners (Secondary) | The secondary person(s) responsible for the Activity. To appear in this field, the person must have an active assignment in the selected school and
You may select more than one person in the field. For access to attendance and messaging options, the person must also have Teacher marked on their District Assignment or be assigned the Teacher role on their Work Assignment (HR Only). |
| Registration Open Date | The first day on which the Activity displays in the School Store and people can register for the Activity. The date must be prior to the Activity Start Date and Registration Close Date. This is a required field. |
| Registration Close Date | The last day on which the Activity displays in the School Store. The date must be after the Registration Open Date and prior or equal to the Activity End Date. If you do not enter a date, Campus automatically uses the Activity End Date. |
| Activity Start Date | The date on which the Activity begins. The date cannot be prior to the Registration Open Date or after the Activity End Date. This is a required field. |
| Activity End Date | The date on which the Activity ends. The date cannot be prior to the Activity Start Date or Registration Close Date. This is a required field. |
Step 2 - Build Roster
Define eligible participants by selecting a saved Ad Hoc filter.
Use the following field descriptions to complete the Build Roster screen.
| Field | Description |
|---|---|
| School(s) | This field displays the school(s) that were selected in Step 1 - Create Activity. |
| Ad Hoc Filter | The Ad Hoc filter for selecting eligible students. Campus only allows students who are included in the Ad Hoc filter and have an active enrollment in the school(s) associated with the activity to register for the activity. This is a required field. |
| Preview | Click this button to preview roster information in a side panel. The panel displays an estimate of the total number of students listed by school then provides the student's names. If a student has multiple enrollments and Campus cannot identify the primary enrollment, an asterisk (*) displays behind the student's name. IF your district includes a school in its Ad hoc filter, verify the same school is selected on Step 1 - Create Activity. If the Ad hoc filter and the activity are associated with different schools, the Preview displays irregular results. If you do not have access to the ad hoc filter that is assigned to the activity, the Preview button does not display.  |
Step 3 - Form Selection
Select the appropriate forms for registration and indicate whether the form is considered required.
Use the following field descriptions to complete the Form Selection screen.
| Field | Description |
|---|---|
| Activity Type | This field displays the Activity Type that were selected in Step 1 - Create Activity.
|
| Form Title | This field displays the custom forms associated with the Activity Type. You must select at least one form. You can add multiple forms by clicking the Add Form button. This is a required field. Tip: If the form title is grey and cannot be selected, check the form's active dates. The form must be active for the full time that your activity has registration open. |
| Required | Mark this checkbox to display a red star next to the form in the School Store. The following image demonstrates how this appears in the store. |
Step 4 - Link to Portal
On this screen, configure how the activity should display in the School Store and set up the associated costs.
Use the following field descriptions to complete the Link to Portal screen.
| Field | Description |
|---|---|
| Category Information | |
| Category | Categories are how similar products are grouped together in the store. When a portal user selects a category, only the products assigned to that category display. This is a required field. See the Categories (School Store) article for more information about managing categories. |
| Product Information | |
| Product Name | The name that displays in the store. This is a required field. |
| Product Type | Product Types are assigned to products and to Fund Accounts. When a product is purchased, funds are deposited into the bank associated with the Fund Account that is assigned to the same Product Type. Product Types are set up in the School Store: System Administration > School Store > Product Types. This is a required field. |
| Active | When this checkbox is marked, the product displays on the School Store. However, if this checkbox is not marked, the product is not available even if registration is currently open. This checkbox is most useful for troubleshooting issues in the School Store. If the Category associated to the activity is inactivated, this checkbox is automatically unmarked. The Active checkbox does NOT display when the Activity is in a Draft or Cancelled status.
|
| Restrict to Associated School Enrollments | When this checkbox is marked, the Recipient dropdown list will only display students who have an enrollment in the active school year at the school to which the activity is attached. This includes primary, secondary, and enrollments with a future end date. Example If you have an Activity attached to the High School only and this checkbox is marked, parents will only be able to select their student(s) with primary and secondary High School enrollments in the active school year as well as enrollments with a future end date. Please note that if the same Activity is associated with multiple schools; e.g., a middle school and a high school, parents can select both middle and high school students in both stores. |
| Image Upload | This option allows you to add a picture of the product.
|
| Product Description and Special Instructions | Detailed information about the product. This description appears below the picture of the product. Tip Use this area to provide more information about the activity like meeting times, locations, and contact information. You could also provide special instructions such as how to turn in the forms. |
| Customer Comments | When this checkbox is marked, customers can add information to their purchase before they check out.
|
| Associated Costs | |
| Track Limits | Mark this checkbox if you want to track the number of openings or items you have available or if you want to cap the number of students allowed to enroll. When this checkbox is marked, Campus calculates the amount of inventory you have available after a purchase is made through the School Store. Marking this checkbox enables the Inventory Limit field and makes it required. Do NOT mark this checkbox if you do not want to limit the number of registrations that can be sold. |
| Partial Refunds | When this checkbox is marked, partial refunds can be issued in the Payments Reporter for the activity. If this Partial Refunds checkbox is marked and the Track Limits option is also selected, the Payments Reporter will allow you to increase the number of available openings or items when you make a partial refund. |
| Item Name | The Product Name automatically displays here but can be changed. This is a required field. If more than one option is available for users to select, this is the name of the option that displays under the Product in the School Store. |
| Selling Price | The price customers see and pay in the School Store. The price can be $0.00. This is a required field. |
| Reduced Price | The price students with reduced eligibility status pay and see in the School Store. The price can be $0.00. To use this feature, the Allow Free and Reduced Pricing checkbox must be marked in the School Store setup. |
| Free Price | The price students with a free eligibility status pay and see in the School Store. The price can be $0.00. To use this feature, the Allow Free and Reduced Pricing checkbox must be marked in the School Store setup. |
| Inventory Limit | This field is only available if you marked the Track Limits checkbox. Enter the maximum number that may be purchased. Once this number is reached, the product does not display in the School Store. If you process a refund during registration, Campus returns the inventory for purchase. This is a required field when tracking limits. |
| Add (button) | Click the Add button to add another item that may be purchased for this product. In the following example, an option was added that includes an activity bus. |
| Receipt Comments | This field allows you to enter comments or special instructions that you want on the customer's receipt. For example, you could add reminders for event times, meeting places, or what to bring. |
Step 5 - Finish
Review the Activity Registration product display for the Campus School Store and validate the appropriate Custom Forms are attached. Click Finish to complete the process. After you click Finish, the Activity is in a Ready or Registration Open status. Editing is limited when an activity is in a Registration Open status. Most fields cannot be changed.
When the Finish button is unavailable, you can NOT complete this step because your activity requires preapproval.
See the Submit an Activity Request for Preapproval topic for more information.
The following image is an example of this activity on the School Store.
Once a student has registered for an activity, that activity no longer appears for them in the School Store.
Submit an Activity Request for Preapproval
If your activity requires preapproval before it can be created, a yellow banner displays under the progress tracker after Step 1. Create Activity or it displays on the Proposed tab with the status Preapproval Required - Proposal. You can submit your activity request for preapproval at any time but the activity must be approved before you can complete Step 5. Finish.
- Click the Preapproval link in the banner.
Result: The Preapproval panel displays.
- Click the links for the Preapproval Form(s) (there may be more than one), fill in the required fields, and then click Save in the action bar. Repeat this step for each form.
Result: The status changes to Pending. - Click Submit.
Result: The form status changes to Submitted and the Submit button changes to Rescind. - Click Close to close the panel and return to the activity.
Result: The activity status changes to Preapproval Pending - Proposal. You can continue setting up your activity or click Cancel. Campus saves your activity and changes color the color of the forms alert based on the preapproval status.If your activity request is... Then... Approved you will receive a notification that your activity request was approved and you may complete Step 5. Finish. The Activity Proposal is also assigned the Preapproval Complete - Proposal status.
Returned you will receive a notification that your activity request was returned. The activity request is assigned the Preapproval Returned - Proposal status and Campus unlocks the custom form(s) so that you can make changes and submit the activity request again for preapproval.
Declined you will receive a notification that your activity request was declined. The activity request is assigned the Preapproval Declined status and moved to the Previous tab in the Activity Monitor.
Previous Versions
Classic View: Activity Registration > Activity Monitor > Activity Roster
Search Terms: Activity Monitor
The Activity Roster provides a detailed view of the students who have registered for an activity and allows you to manage the roster for current and upcoming activities. For each student on a roster, you can see the student's name, ID, and grade, as well as whether their payment and required forms are complete. The Activity Roster is accessed by clicking the Roster button for an activity on the Activity Monitor or Activity Dashboard tool.
| What can I do? | What do I need to know? |
|---|---|
About the Activity Roster
The Activity Roster provides a detailed view of the students who have registered for an activity. You can see the student's name, ID, and grade, as well as whether their payment and required forms are complete. You can also see the activity option that was purchased. If the student was manually added to the roster, the Option Purchased column will display Manual.
Students are added to the Activity Roster and the Total Students field is incremented as purchases for Activity or Athletic activity types are made through the School Store. Field Trip Rosters are created differently. See the following About Field Trip Rosters topic for more information.
Tips
- Click the Export to Excel button to save a copy of the roster.
- The Excel file includes a column for each required and/or optional form. Forms are marked as TRUE when they are complete and FALSE when they are incomplete. Required forms include an asterisk ( * ) in front of the form name.
- Use the Registration Status dropdown list to limit which registrations display. Registration Status options include the following:
- All
- Required Registration Complete
- Required Forms: Action Needed
- Required Forms: Awaiting Signature
- Optional Forms: Complete
- Optional Forms: Review Needed
Example Activity Roster
About Field Trip Rosters
When purchases are made in the School Store for Activity or Athletic activity types, Campus increments the Total Students field. This does not occur for Field Trip activities. Instead, Campus displays the number of students returning from the Ad Hoc filter associated with the field trip. If you use the Query Wizard or a Pass-Through SQL Query filter, Campus updates the number of Total Students based on the filter's results. If you use the Selection Editor to create your filter, the number of Total Students does not change.
Mark Payments and Forms as Complete
As purchases are made through the Campus School Store the Payment Complete number will increment. This number will also increment when you manually mark the Payment Complete checkbox.
The Payment Complete and Required Forms Complete checkboxes can be manually marked as complete or can be automatically marked complete if the Registration Confirmation Process is turned ON.
| Process | Description |
|---|---|
| Manual | To manually mark the Payment Complete or Form Complete checkbox, click the Roster button to display the Activity Roster screen. From here you can mark the necessary checkboxes. Click Save to complete your changes. |
| Automatic | If the Registration Confirmation Process is turned ON the Payment Complete, Required Forms Complete, and Registration Confirmed columns are automatically marked IF the payment is complete, the parent and/or student signed any required forms that require an e-signature, and the required forms are locked. If there are optional forms missing signatures, the Registration Confirmation Process continues and marks the Registration Confirmed checkbox.  |
Add Students to the Roster
You can manually add students to an activity roster if they are enrolled in the school associated with the activity. This feature is useful if you would like to allow a student to participate, but they do not match the criteria in the Ad Hoc filter selected on the activity.
Students with past and future enrollments in addition to current enrollments can be manually added to an activity. When the Add Individual Students dropdown list is selected, Campus checks for enrollments 90 days in the past based on the Registration Open Date of the activity and enrollments 90 days in the future based on the Activity End Date.
The example below shows the activity's registration open date is 08/05/2022. Students with a past enrollment end date of 05/07/2022 (08/05/2022 minus 90 days) or later can be manually added to this activity. 
Example Past Enrollment: Student Can be Added Manually
The next example shows the activity's end date is 08/12/2022. Students with a future enrollment date of 11/10/2022 (08/12/2022 plus 90 days) or earlier can be manually added to the activity. This student's enrollment date is after the 90 days, so his name does NOT appear on the Add Individual Students dropdown list.
When you manually add a student to the roster, all forms must be reviewed and if applicable sent for eSignature. First, district staff must fill out any fields on the form that are marked for staff and then the form can be filled out in the Campus Student and/or Campus Parent Portal. (Fields can be marked for staff when you define rules for an interactive form. See the Custom Forms article for more information.) The only exception to this process is if you manually mark the Payment Complete checkbox and do NOT open the forms. In this scenario, district staff do not need to fill out any fields on the form that are also marked for portal users or request an eSignature. The exception only applies if the Activity Registration viewing tool is enabled in the Display Options.
District staff can also override the eSignature in the Activity Roster as needed. See the following topic on this page for more information: Manage Form Participants and Details.
- Click the Roster button on the activity.
Result
The Activity Roster displays. - Type the student's name in the Add Individual Students field and select the student when their name displays.
Result
Campus adds the student to the roster. The roster displays names in alphabetical order. - Mark the Payment Complete and/or Required Forms Complete checkboxes. Optional
- Click Save to save your changes.
ResultRemove Students from the Roster
You can manually remove students from the roster if the student was manually added and has not paid. If the Payment Complete checkbox is not marked, the student can be removed.
- Click the Roster button on the activity.
Result
The Activity Roster displays. - Mark the checkbox in the Select column for the student(s) you want to remove.
- Click the Remove button.
Result
Campus remove the student from the table. - Click Save to save your changes.
View a Student's Emergency Contacts
Emergency contact information for each student is available on the Roster screen. Click the button
next to the student's name to quickly access contact information that is already stored in Campus.
Manage Form Participants and Details
Activity Registration supports interactive custom forms. Interactive forms allow users to enter data directly into the PDF and electronically sign when registering for an activity. You can use the Activity Roster to review these forms and ensure everything is filled out correctly and/or signed.
When you manually add a student to the roster, all forms must be reviewed and if applicable sent for eSignature. Forms can then be filled out in the Campus Student and/or Campus Parent Portal in the Documents tool. District staff can also fill out forms (except for the eSignature) in the Activity Roster if necessary.
Request an eSignature
After you manually add a student to a roster and complete forms as necessary, you can request an eSignature from parent/guardians and students when the form requires an eSignature. Requesting eSignatures makes the form read-only; i.e., you cannot make additional changes.
- Select the form that requires an eSignature.
Result
The Form displays. - Click Review Participants.
Result
The Form Details panel displays. - Click the Request eSignatures button.
Result
A confirmation message displays. - Click Request eSignatures.
Result
A confirmation message displays and the Form Detail panel closes. The eSignature statuses change to Pending on the Form Detail panel. Forms can then be filled out in the Campus Student and/or Campus Parent Portal in the Documents tool.
ResultReassign a Form for eSignature
This option allows you to reassign a custom form to a user who did not have an active Campus Student or Campus Parent account when the student was registered for an activity.
- Select the form that requires a signature.
Result
The form displays in a side panel. - Click the Reassign button.
Result
An error message displays if the users does not have an active portal account. Otherwise, a confirmation message displays and the user can go to the Documents tool in the portal and complete the form.
ResultOverride an eSignature Request
District staff cannot sign for students/parents; however, the eSignature can be overridden. As a best practice, create a new contact log to document any communication that resulted in overriding the eSignature.
- Select the form that requires a signature.
It will say Action Required next to the form.
Result
The form displays. - Click Review Participants.
Result
The Form Details panel displays. - Select the checkbox next to the person's name then enter Comments explaining why you are overriding the eSignature.
- Click Save Override.
Result
A confirmation message displays as the status changes to Overridden.
Result
Create a New Contact Log
The Activity Roster allows you to record an communication you have with participants by phone, mail, email or in person.
- Select the form where you want to add a Contact Log.
Result
The form displays. - Click Review Participants.
Result
The Form Details displays.
- Mark the checkboxes next to the appropriate person(s).
- Adjust the Date and Time as necessary.
- Select one of the following Contact Options: 1:Telephone, 2: U.S. Mail, 3: email, 4: In Person.
- Enter a Description.
- Click Save Contact Log.
Result
Campus creates a contact log for each person you selected.
Lock/Complete a Form
Required forms display the status Action Required until the form is locked. (Forms for manually added students do not display that status until the form is first opened.) A locked form indicates no additional changes can be made.
Locking and completing forms can be done manually or automatically.
If a form is interactive and it is marked as Required, then the Complete button appears. If the form is NOT interactive, but it is marked as Required, the Lock button appears. Both buttons perform the same function.
Manually Lock/Complete a Form
Manually locking and completing forms gives you the chance to review a form and ensure the necessary information has been supplied and/or it has been signed.
- Select the form that you want to Lock. It will say Action Required next to the form.
Result
The form displays.
- Click the Complete or Lock button.
Result
The Complete Form or Lock Form confirmation message displays. - Click Complete or Lock.
Result
A confirmation message displays saying the form is locked and the form's status changes to Complete.
Automatically Lock/Complete a Form
Locking and completing forms is done automatically when you slide the Auto Form Lock toggle to ON. When a form has been completed and/or signed, the form is automatically locked and marked as Complete; the form does not require manual completion.
Post to Course Section
The Post to Course Section feature allows you to associate an activity with a Course and Section and update the roster once the activity is in one of these statuses:
- Registration Open
- Registration Closed
- Active - Registration Open
- Active - Registration Closed
- Ready
- Approved
Posting to a Course Section is done for activities appearing on the Current or Upcoming tabs of the Activity Monitor.
Posting registered students to a Course Section allows you to track attendance using Campus Instruction and puts the activity on the student's schedule.
Only students who have the Registration Confirmed checkbox marked can be added to a Course Section roster. The students must have just one primary enrollment.
This process only adds students to the Course Section Roster. If you need to remove a student from this roster, you must remove them manually using the Section Roster Setup tool.
Posting to a Course Section can be done manually or automatically.
Manual Post to Course Section
Students are manually added to a section roster by selecting Manual Post to Course Section from the Post to Course Section dropdown list.
If students are added to the Activity Registration roster after the initial section roster is updated, you can complete the following steps again and Campus will update the section roster with the newly added students.
- Once the activity has the proper status, choose Manual Post to Course Section from the Post to Course Section dropdown list.
Result
The Post to Course Section area displays.
- Select the Calendar, Course and Section.
- Click the Preview Section Roster button.
A preview message displays.
If there are students who cannot be added to the roster, their names display on the preview message. This could include students who do not have a primary enrollment. After reviewing these students and correcting any issues, you can complete these steps again to append these students to the section roster.
- Click the Update Section Roster button.
Result
A confirmation message displays.
- Click the Confirm Update button.
Result
Campus updates the Section Roster.
If there are students who cannot be added to the roster, their names display on the preview message. This could include students who do not have a primary enrollment. After reviewing these students and correcting any issues, you can complete these steps again to append these students to the section roster.
Auto-Post to Course Section
If the option Auto-Post to Course Section is selected, students are automatically added to the section as soon as the Registration Confirmed checkbox is marked and the activity has been saved.
It may take up to a minute after the Registration Confirmed checkbox is marked AND the roster has been saved before the student appears in the section roster.
When Auto-Post to Course Section is selected, the Registration Confirmation Process toggle is automatically turned on. The Registration Confirmed checkbox will be marked for those participants who have made payment and have all forms completed (the Payment Complete and Required Forms Complete checkboxes will be marked).
- Once the activity has the proper status, choose Auto-Post to Course Section from the Post to Course Section dropdown list.
Result
The Registration Confirmation Process toggle is turned ON and the Post to Course Section area displays.
- Select the Calendar, Course and Section.
- Click the Save or Save & Stay button.
Result
Students who already have the Registration Confirmed checkbox marked are automatically placed in the section roster.
As students are added to the activity and their registrations are confirmed, they will be added to the section roster.
Preview Section Roster
If students' names appear on the preview message after clicking the Preview Section Roster button, it means there is an issue with their enrollment, or their registration has not been confirmed.
| Issue | How do I fix it? |
| The registration has not been confirmed. |
|
A student does not have a primary enrollment or has two or more primary enrollments. The Warning symbol appears on the Roster button in Activity Monitor... ...and a warning message appears after clicking the Roster button.  |
After all enrollment issues have been resolved and the students have been posted manually, the warning messages no longer display. |
Activity Roster Filter Fields for Ad hoc Reporting
The Ad hoc Reporting tools allow users to create custom queries and reports on various types of information stored within the Campus database. The following Activity Roster fields are available for creating queries with the Filter Data Type of Student (Student > Activity Registration > Roster)
| Roster Data | Ad hoc Field Name |
|---|---|
| Person ID | actRegRoster.personID |
| Activity Type | actRegRoster.activityType |
| Activity Name | actRegRoster.activityName |
| Item Name | actRegRoster.itemName |
| Activity Start | actRegRoster.activityStart |
| Activity End | actRegRoster.activityEnd |
| Registration Start | actRegRoster.regStart |
| Registration End | actRegRoster.regEnd |
| Sign Up Date | actRegRoster.signUpDate |
| Payment Complete | actRegRoster.paymentComplete |
| Forms Complete | actRegRoster.formsComplete |
| Registration Complete | actRegRoster.registrationComplete |
| Posted to Course Section | actRegRoster.postedToCourseSection |
Previous Version
The Activity Monitor tool is used to create an activity, add participants, attach forms, and link the activity to the portal, online payments, and School Store.
