Staff Processing

Last Modified on 10/22/2022 9:45 am CDT
 This documentation applies to both versions of Online Registration.

Classic View: Census > Online Registration > Staff Processing

Search Terms: Staff Processing

The Online Registration Staff Processing tool provides a way for district staff to review the applications that are entered using Online Registration. 

After a parent or guardian submits an Online Registration application, the designated staff person (counselor, front office staff, etc.) can begin processing the application. You can review applications by status, first name/last name of the person who entered the registration, application number (assigned when the application is submitted), or an email address of the person who entered the registration.

Search fields display on the Online Registration Search tool and search results display on the Search Results tool.

What can I do?What do I need to know?

Staff Processing

Important Information About this Tool

  • Staff can only search for applications associated with the calendar rights assigned to them (when the Disable Calendar Filter for Staff Processing checkbox is not marked). For example, a user who has rights to the Middle School and not to the High School can only view and approve applications for students at the Middle School.
  • When you change the status of an application, the parent/guardian receives an email.
  • If there are multiple students on a family application, the school that is first to process the application with a student in their school approves the entire family OLR application.
  • Applications submitted by staff are NOT uploaded to Census > Person Documents even if the Upload submitted receipt on application post option is selected in the OLR System Settings.
  • After approving and posting an application for a new family, you must create enrollment records.
  • Tool rights can impact which options display. See the Online Registration Tool Rights documentation for additional information.

Search for Applications

Staff Processing

  1. Use the field descriptions found below in the Search Field Descriptions section to complete the fields on the Online Registration Search screen.
    Tip: Mark the Include unsubmitted applications checkbox to include applications that the parent/guardian may still have in progress.
  2. Click Search Applications.
    Result    : The Search Results tool displays with a list of applications matching the search results.
  3. Select the application you want to process from the Online Registration Applications.
    Result: The names of the student(s) in the application display at the top in the Student section.

Search Field Descriptions

FieldDescription
Application NumberSystem-assigned number associated with the application.
Student NumberLocally assigned identification number for the student. This number is created when the enrollment is saved.
Student First Name
Student Last Name		Legally recognized name of the student.
First Name
Last Name		Legally recognized name of the parent/guardian who entered the application.
Email AddressEmail address entered when the application was created, usually of the parent/guardian.
Application Start 
Application End		Date fields used as a range to return applications entered between the two dates.
Configuration GroupThe OLR Configuration Group. 
SchoolLists the schools for which applications are returned.
Application Status

Indicates the status of the application. This includes all core statuses, link errors, post errors and custom statuses. 

StatusDescription
PostedThe application is posted.
DeniedThe application is rejected by the district.
Approved/PostedThe application is approved and enrollment information is posted.
HoldThe application is in a hold status because of missing information or a missing district requirement.
Submitted-NewThis status is assigned when a new parent submits an application.
Submitted-New StudentThis status is assigned when an existing parent submits an application in the New Student mode. This typically happens during Kindergarten registration.
Submitted ExistingThis status is assigned when an existing parent submits an annual update without adding a new student.
Submitted-Existing with New StudentThis status is assigned when an existing parent submits an annual update and adds a new student.
NewThis status is assigned when a new parent starts an application but does not submit it.
Link ErrorThis status is assigned when you manually mark applications with link errors.


Application TypeIndicates the assigned type of application - Existing, Existing with new student, Existing with Parent Removed, New.
Address StatusIndicates the status of the address, whether it was changed or not.
Max Application ReturnedThis field can be used to minimize a large number of returned applications in the search results area. Options include 100, 500, 1000 and all.
Exclude Posted ApplicationsWhen marked, the search results return applications that have not posted.
Only Applications with Health Conditions or MedicationsWhen marked, only those applications that include health conditions or medications are returned.
Include unsubmitted applicationsWhen marked, the search results return applications that have been started but not completed. This option must be marked to include any unsubmitted applications in the results.
Use Enrolled SchoolThis option checks for enrollments in the same year as the OLR application year. Only enrollments with a service type that is enabled in the Eligible Enrollment Types OLR Configuration list are checked. Enrollments in Summer School calendars are excluded. These results are in addition to normal search results. This search applies to both New and Existing applications.
This option is only available when the option is marked in the OLR System Settings tool. This option is selected by default when enabled.
Application QueueIf multiple queues exist for a school in which applications are held, choose the appropriate queue from which to return applications.

Review an Application

The Review process allows you to approve, hold, or deny an application.

  1. Search for the application you want to review.
    Tip: Make sure the names of the student(s) in the application display at the top in the Student section.
  2. Click Review Applications in the action bar.
    Result: A new browser window displays the application.

  3. Review each section of the application by clicking the buttons at the top of the screen.
    See the Guidance for Approving an Application section that follows these instructions for more information about each section.
    • Use the Save/Continue buttons at the bottom of each area to move to the next section on the same screen.
    • Eliminate any duplication or data re-entry by linking or unlinking the people and addresses in the application. You can use the following options to correct mistakes on the application.
      OptionDescription
      Override Household ID Allows you to link an existing application for the same household.

      Link AddressAn address may need to be linked when the address on the application is not linked to an address in Campus, when the address is linked to an address in Campus but another household is living in that location, or the address is linked to to the wrong address in Campus.
      Link Person RecordsThis option allows you to link people in the application to people that already exist in Campus.
  4. Select the appropriate Application Status from the dropdown list: Approved, Hold or Denied.
  5. Enter any comments related to the processing of this application; e.g., who approved it and when.
  6. When the Application Status is Approved, click Save and Post, or when the Application Status is Hold or Denied, click Save.

Submit an Application on Behalf of the Parent/Guardian

Applications submitted by staff are NOT uploaded to Census > Person Documents even if the Upload submitted receipt on application post option is selected in the OLR System Settings.

  1. Search for the application you want to submit by marking the Include unsubmitted application checkbox on the Online Registration Search tool.
  2. Select the application you want to submit then click Review Applications in the action bar.
    Result: A new browser window displays the application. 
  3.  Review each application section and verify the application is complete.
    See the Guidance for Approving an Application section that follows these instructions for more information about each section. When the button for each section of the application is green and has a checkmark, the application is ready to be approved.
  4. Click the Submit Application on Behalf of Parent/Guardian button on the Review editor.
    Result: The Staff Approval editor displays.
    Click to Enlarge
  5. Select the appropriate Application Status from the dropdown list: Approved, Hold or Denied.
  6. Enter any comments related to the processing of this application; e.g., who approved it and when.
  7. When the Application Status is Approved, click Save and Post, or when the Application Status is Hold or Denied, click Save.
    Result: When the application is marked as Approved, an Application Summary receipt link displays. Click this option to view the entered application in PDF form.

After approving and posting the application for a new family, you must create enrollment records. For existing families, no further action is needed.

Guidance for Approving an Application

SectionItems to Review
Household
  • Home Phone - This phone number is the phone number of the household, is used in many Census reports, and is needed for proper sending of school and district messages. Review the phone number for accuracy and determine if additional Contact Preferences should be selected. 
  • Home Address - The Home Address is the physical location of the household. This may be a different address than the mailing location of the household. Review the entered address for accuracy and click Link Address  to search Campus to find a similar address.
  • Mailing - The Mailing Address window displays a separate address if the previous Home Address is not the same as the mailing address (P.O. Boxes, etc.). 
Parent/GuardianThe Parent section displays the parents/guardians for the registering household. Review the information by clicking on each name listed, including existing parents/guardians. Move through the Demographics, Contact Information, Migrant Worker and Impact Aid editors using the Next and Previous buttons. When finished, click Save. When you are finished reviewing all parents, click Save/Continue.
Emergency Contact

Review the information by clicking on each name including existing emergency contacts. Move through the Demographics, Contact Information,  and Verification editors using the Next and Previous buttons on the panels. When finished, click Save. When you are finished reviewing all emergency contacts, click Save/Continue.

Other HouseholdThis section can be reworded in the Multi-Language Editor to record any younger siblings that are not yet in school.
StudentThe Student section lists the students who are requesting to be enrolled in the school. Review the information by clicking on each name listed, including existing emergency contacts. Move through the Demographics, Language Information, Previous Schools, Tribal Enrollment, Relationships, Health Services and Release Agreement editors using the Next and Previous buttons.. When you are finished, click Save. When you are finished reviewing all students, click the Save/Continue button.

Delete an Application

  1. Search for the application you want to delete.
    Tip: Make sure the names of the student(s) in the application display at the top in the Student section.
  2. Click Delete Application in the action bar.
    Result: A confirmation window displays.
  3. Click Delete Application.
    Result: Campus deletes the application and a confirmation message displays.

Unsubmit an Application

This option changes the status of the application from Submitted to Not Submitted. This removes the selected application from the list and allows the parent/guardian to make additional changes.

  1. Search for the application you want to unsubmit.
    Tip: Make sure the names of the student(s) in the application display at the top in the Student section.
  2. Click Unsubmit Application in the action bar.
    Result: A confirmation window displays.
  3. Click Unsubmit Application.
    Result: Campus removes the selected application from the list and allows the parent/guardian to make additional changes.

Update an Application

Applications which have been posted cannot be updated.

This option allows the addition of another student in the same household that was not initially included when the application was submitted. This option also allows any type of census record (parent record, etc.) and adds it to the application. Mark the checkbox to add the student to the application.

  1. Search for the application you want to update.
    Tip: Make sure the names of the student(s) in the application display at the top in the Student section.
  2. Click Update Application in the action bar.
    Result: A new browser window displays.
  3. Click Update Registration.
    Result: The application displays and you can view and print the application or submit the application on behalf of the parent/guardian.

Print an Application

This option displays a PDF of the submitted application.

  1. Search for the application you want to print.
    Tip: Make sure the names of the student(s) in the application display at the top in the Student section.
  2. Click Print Applications in the action bar.
    Result: A PDF of the application displays. The following image is an example of the PDF file.

Mark Applications with Link Errors

This option changes the status of applications that have link errors to link error. Link errors typically occur when an application is started and prior to approving and posting the application, one or more of the following ID fields are removed or deleted from Campus.

  • Household ID
  • Address ID
  • Person ID

Applications with the status link error can be found again by selecting link error in the Application Status field.

Complete the following steps to mark applications with link errors.

  1. Complete the fields on the Online Registration Search screen.
  2. Click Mark Applications With Link Errors in the action bar.Result: The Search Results display and the application status is link error.

Mark Batch Applications

This option changes the status of an application to Batch. Applications with the status of Batch can be posted en masse.

The Mark Batch Applications option applies to all schools within the district.

To be selected for batch posting, the application must meet the following criteria.

  • The application must be in one of the following statuses:
    • Submitted-New
    • Submitted-New Student
    • Submitted-Existing
    • Submitted-Existing with New Students
  • No new person records in any section.
  • No students moved from the other household members section.
  • All people in the application must be linked to existing Campus personIDs.
  • No Parent/Guardians or Emergency Contacts added to or removed from the household.
  • No changes in Guardian relationships for any students in the OLR application.
  • All addresses in the application must be linked to existing Campus addressIDs; i.e., there cannot be any new addresses in the application.
  • There cannot be any secondary addresses in the application.
  • Either the OLR System Setting to allow batch posting applications with new medical information must be enabled or every student in the application must have the No Medication and No Medical Conditions checkboxes marked.
  1. Complete the fields on the Online Registration Search screen.
  2. Click Mark Batch Applications in the action bar.

    Result: The Search Results tool displays and the batch Status for matching applications displays as Batch. 

Clear Batch Applications

This option changes applications that are in the Status batch back to their original submitted status; ; e.g., Submitted-New, Submitted-New Student, Submitted-Existing, or Submitted-Existing with New Students.  

  1. Complete the fields on the Online Registration Search screen.
  2. Click Clear Batch Applications in the action bar.Result: The Search Results tool displays and the batch Status for applications previously assigned Batch now display with their original submitted status.

Post Batch Applications

This option posts all applications with the status Batch. 

  1. Complete the fields on the Online Registration Search screen. Be sure to select Batch in the Application Status field.
    Result: The Search Results tool displays any matching applications with the Status Batch.
  2. Click Post Batch Applications in the action bar. Result: A confirmation message displays. The application status is changed to Posted.

Resend the Initial Email

This option sends the initial email the user receives to enter an application.

  1. Search for the application.
    Tip: Make sure the names of the student(s) in the application display at the top in the Student section.
  2. Click Resend Initial Email in the action bar.
    Result: The email is sent and a confirmation message displays.

Log in as the Parent/Guardian

This option logs you out of Campus and automatically logs you into the Campus Parent (portal) view of Online Registration.

  1. Search for the application.
    Tip: Make sure the names of the student(s) in the application display at the top in the Student section.
  2. Click Log in As Parent/Guardian.

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