Change Registration School

Learn how admin users can change a student's registration school.

What's included in this article?

• Permissions
• Changing the Registration School
• New Registration School Record
• Tracking and Reporting Registration School Changes
• Best Practices
• Known Issue

Permissions

Admin users with the permission: "Change Registration School" enabled can easily move a student's completed registration from one school to another. 

• Admins must have school/program access to both the original and the new Registration School in order to use the Change Registration School feature
• The "Change Registration School" permission is enabled by default for all admins in the SuperAdmin user group
• Other admin user groups who will change students' registration schools will need this permission enabled, in addition to program/school access to the sending and receiving schools

Changing the Registration School

From within an individual registration, use the pencil icon displayed next to the school name to change the school.

In the pop-up modal, use the dropdown menu to select the new school the student is registering to attend. The list of school options displayed includes all schools (other than one currently registered to) that accept the student’s grade.

A warning message highlights important impacts of changing a student's registration school:

• The registration to the initial school will be withdrawn
• The registration to the new school will be created
• The status of the new registration will default to "In Processing"
• Updates may require you to fill out additional information for the new school. Please review form steps marked in red for any missing required fields
• Workflow notifications with a custom trigger for fields on the registration form will still be sent to guardians
   

Next, input a reason for changing the registration school, and indicate if you will notify the guardian or not of the change at this time.

• If "Notify Guardian" is selected, the system will send the template: "Registration School Changed - Guardian Notification"
• This template includes wording to alert guardians to review if the new registration form requires additional information

• If the new school's registration form requires additional school-specific fields to be completed, the Guardian Dashboard will display the registration highlighted in red.

Upon clicking "Save New Registration" on the Change Registration School modal, a notification will be sent to the admin receiving the registering student at their school.

• Template used to notify receiving admin: "Registration School Changed - Admin Notification"

• See Best Practices for how to notify the admin losing the once registered student

New Registration School Record

The new registration school name is displayed on the record with the following statuses:

• Submission status will be "Not Submitted" if there are new, required fields to be completed for registration- or - "Submitted" if no additional fields are required
• Registration Status is "In Processing"
• The submission timestamp of the new registration will retain the same timestamp as the original registration

The original registration record is set to Withdrawn. 

All questions and answers from the initial registration will move to the new registration. 

If the new registration form includes required fields to be completed, the form steps will be highlighted in red and unchecked.

Tracking and Reporting Registration School Changes

Change History Log

Within the new Registration record, use View > View Change History to track registration school changes for fields such as:

• submitted: from 1 (Submitted) to 0 (Not Submitted if additional fields are required)
• new school id is assigned
• status: -1 (In Processing)

Saved Views and Reports

The field registration.withdrawn_reason captures the reason provided by the admin when making the registration school change. This field is available to be included in Reports and Saved Views.

Best Practices

To ensure that the school admin who has a student registration withdrawn is notified of this change, a workflow notification may be configured.

Known Issue

The following item is pending development and will be updated here once addressed:

If a registration school is changed from A to B, the student’s application to school A’s program is still being displayed in the following area of the platform:

• “Accepted Seat At” information within an individual registration

•