Reviewing School and Program Settings

1. Yearly School and Program Settings Review
2. Why do I need to review these settings? Why would this change?
3. What major settings should I review?
   1. School Settings
   2. Program Settings
   3. Grade Settings
   4. Feeder Patterns
4. Where do I update...
   1. Schools
   2. Programs
   3. Grades/Birthdates
   4. Feeder Patterns

Yearly School and Program Settings Review

Part of the yearly rollover process involves reviewing the settings for schools, programs, grades, etc. These items and settings create the foundation for your Enroll platform so should be reviewed to ensure a smooth transition into the new school year!

 

Why do I need to review these settings? Why would this change?

Reviewing these settings on a yearly basis ensures that application processes, lotteries, and more run smoothly after the rollover process every year. It is possible and likely that processes may change and improve year to year. 

If new schools or new programs are added, you'll want to make sure these are in the Enroll platform. If a school or program is removed, you'll want to disable it. Grades also have the possibility of being added to or removed from schools and programs. During the rollover, birthdate ranges are automatically incremented by one year, but what if your policy updates involved a birthdate range update?

Think about the settings found in Settings > Schools/Programs and determine what policy and process updates may require updates in Enroll. 

It is also good practice to review all of these settings to ensure you understand how everything is expected to connect with everything else. 

What major settings should I review?

You will most likely want to review all settings found under Settings > Schools/Programs, but you'll especially want to review Schools, Programs, Grades, and Feeder Patterns. 

School Settings

The top settings you'll want to review here will be the Eligibility Rules/Restrictions and the Boundary Settings. These two settings will typically help to dictate where students are allowed to apply. 

If your rules and boundaries have changed from one year to the next, you'll want to make sure these match those changes!

Program Settings

Since Programs are directly tied to application processes, there are more settings here you'll want to review for each program. 

1. Check to ensure all programs are enabled and disabled as needed. If a program is no longer available to be applied to, disable it. Review your disabled programs to make sure no programs were mistakenly disabled.
   
   
   
   
2. Review the Eligibility Rule/Restriction attached to the program. 
   
   
   
3. Check the grades that are set for the program grades as well as the grades set for applications. It is important that all POTENTIAL grades at a program are selected under Program Grades and all grades that a student can APPLY to at that program are selected under Grades Open for Applications.
   1. Since most of the time these grade levels will match, to save time, when you select a grade under "Program Grades" it automatically fills out under Grades Open for Applications!
   2. Note: the rollover process will keep the grades settings the same in the new year as they were at the time of rollover. Be sure to check that the appropriate grades are open to start your new enrollment season.
      
      
      
      
4. Ensure the correct application form is attached to the program.
   
   
   
5. Choose the appropriate email template to send to parents when the application is successfully submitted.
   
   
   
6. Choose whether this program has its own application date window (and set it!) or if it will follow the system default application window (set in Program Categories).

Don't forget about the ability to set many of these settings in bulk!

Grade Settings

Grades are where the birthdate ranges are set! Here you are able to choose whether to set an age cutoff or not. You'll also make sure the birthdates are accurate. During the rollover process, birthdate ranges are automatically incremented by one, but you'll want to be sure this still matches your org's rules.

 

Feeder Patterns

Occasionally feeder patterns are updated from one year to the next. Check to ensure that feeder patterns are set up appropriately for each school! This is important to ensure smooth transitions from one school to the next.

Where do I update...

Schools

Schools will be updated by going to Settings > Schools/Programs > Manage Schools.

Programs

Programs will be updated by going to Settings > Schools/Programs > Manage Programs.

Grades/Birthdates

Grades (and the associated birthdate ranges) will be updated by going to Settings > Schools/Programs > Manage Grades.

 

Feeder Patterns

Feeder Patterns will be updated by going to Settings > Schools/Programs > Manage Schools. Then select the Edit button for the school that needs to updated feeder patterns. In the individual school settings you will see a "Feeder Schools" header. Here you will select all of the schools that feed INTO the school you are editing.