Enrolling Prospective Students
HeadMaster: Admission & Enrollment Thursday 06/02/16 10:50am – 12:00pm
Copyright © 2016 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and e-mail, without the express permission of ACS Technologies Group, Inc. is strictly prohibited.
Version 11.5 Last Updated 4/28/2016 1:03 PM
Contents
Contents Introduction to This Guide .......................................................................................................... 5 Unit 1: Setting up Define List ....................................................................................................... 6 Unit 2: Entering a Prospective Student ........................................................................................ 8 Unit 3: Setting Enrollment Status .............................................................................................. 10 Unit 4: Re-Enrolling Current Students ........................................................................................ 12 Unit 5: Customize Email for Online Registration ........................................................................ 16 Unit 6: Registering a new student online ................................................................................... 17 Unit 7: Enrolling Prospective Students....................................................................................... 19 Unit 8: Admissions Reports ....................................................................................................... 21
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HeadMaster Admissions and Enrollment
Introduction to This Guide This document covers the features and steps that HeadMaster offers for Admissions. This guide includes the following concepts:
Managing prospective students Re-Enrolling current students Registering online
5
HeadMaster Admissions and Enrollment
Unit 1: Setting up Define List Before you can start to manage your admissions, HeadMaster requires that you do some set up first. The Define List area has three main areas for set up: 1. Inquiry tracking 2. Application tracking 3. Re-enrollment tracking Examples of each Admissions area: Inquiry Tracking: 1. Information Request 2. Visited Website 3. Request Informational Phone Call Application Tracking: 1. 2. 3. 4. 5. 6.
Application received Application fee received Application fee cleared Campus Tour Administrative Interview Birth Certificate received
Re-Enrollment Tracking: 1. 2. 3. 4.
Signed letter of intent Registration fee received Registration fee cleared Updated information sheet
6
HeadMaster Admissions and Enrollment To set up the Define List area: 1. 2. 3. 4. 5. 6. 7.
On the Home screen, click Define List. Locate the Admissions area. Click Inquiry. Click Add. Enter the Tracking description. For example: Information Requested. Click OK. When finished entering tracking descriptions, click OK.
To add more tracking descriptions, repeat steps 4-6.
Useful Information Use the above steps to enter tracking descriptions for Application and Re-Enrollment tracking. You can rearrange the order of your tracking descriptions by using the Move Up and Move Down buttons. Each Tracking Description appears on the individual student record on the Enrollment tab.
Figure 1: Entering Tracking Descriptions
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HeadMaster Admissions and Enrollment
Unit 2: Entering a Prospective Student This unit covers the steps for entering information regarding Prospective Students. A prospective student is a student that is waiting to be admitted in to the school or has requested information about enrollment. Prospective students remain separate from the active student database. To enter a Prospective Student: 1. 2. 3. 4. 5. 6.
On the Home screen, click Prospective Students. Click New. Enter the student’s information. Click Next. Select Enter new family information. Click Next.
Useful Information If the student’s parents are divorced or separated and you need to have both parents’ information in HeadMaster, do the following: 1 – Only enter the mother or father as the primary parent and leave the other parent information area blank. 2 – In the secondary family area, enter the other parent’s information. 7. Enter the primary family information. 8. Click Next. 9. If there is no secondary family, select None. If secondary family information is available, select Enter new family information. 10. Click Next. 11. Enter Secondary Family Information if applicable. 12. Click Next. 13. Enter Emergency Contact Information. 14. Click Next. 15. Enter Pickup Information. 16. Click Finish.
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HeadMaster Admissions and Enrollment
Figure 2: Adding a Prospective Student
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HeadMaster Admissions and Enrollment
Unit 3: Setting Enrollment Status Once you have entered a prospective student, you can start tracking their status. There are several Enrollment statuses available for tracking. Enrollment Status: 1. Inquiry: the student has requested information, but is not actively engaged in the application process. 2. Applicant: the student has completed the required application and is in process of fee payment, interviews, campus tour, etc…. 3. Pre-enrolled: the student has satisfied all necessary admission requirements and has received a place for the upcoming school year. 4. Waiting List: the student has satisfied all necessary admission requirements and has yet to receive a place for the upcoming school year. 5. Rejected: the student did not meet the requirements/criteria to be enrolled at the school. 6. Withdrawn: the student was enrolled in the school but had to leave some time during the school year for any variety of reasons. Managing tracking options: 1. 2. 3. 4.
In the Prospective Students list, double-click the student you want to track. Click the Enrollment tab. Under Inquiry Tracking or Application Tracking, mark the completed options. Change Enrollment Status to reflect where the student is in the process.
Useful Information You can use the Enrollment Status drop-down menu to track the status for each Prospective Student. You can see how many students are in each enrollment status by previewing the Enrollment Statistics report.
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HeadMaster Admissions and Enrollment
Figure 3: Prospective Student Enrollment Tab
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HeadMaster Admissions and Enrollment
Unit 4: Re-Enrolling Current Students Re-enrollment for existing students that are returning next year is easily managed using the ReEnrollment tracking options in HeadMaster. Managing tracking options: 1. 2. 3. 4. 5. 6. 7.
On the Home screen, click Students. Double-click the student you want to re-enroll. Click the Enrollment tab. Under Re-Enrollment Tracking, mark the necessary steps as completed. Under Registration, check the box for Re-enrolled. Enter the New School Year. In the Re-enrolled Grade Level drop-down menu, select the grade level the student will be for the upcoming year. 8. To save changes, click OK.
Figure 4: Student Enrollment Tab
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HeadMaster Admissions and Enrollment
Online Re-enrollment via HeadMaster Online: 1. 2. 3. 4. 5.
On the Home screen, click Options. Click HM Online. Under Optional Uploads, check the box for Use Online Re-enrollment. Enter a date range for the Re-enrollment button to display. Click Close.
The next time you upload to HM Online, your Enrollment tab will display.
Figure 5: Setting up Online Re-enrollment
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HeadMaster Admissions and Enrollment When parents login to HM Online: 1. Click the Enrollment button. 2. Click Re-Enrollment. Note that is only a “request”. Checking the boxes does not guarantee the student has a placement for the upcoming school year. 3. Check the boxes for those children that are returning to school next year. 4. Click Submit. 5. Go to My Profile and make any additions, corrections or deletions to your demographic data.
Figure 6: Online Re-enrollment As an administrator, you can easily manage the Online Re-enrollment requests: 1. On the Home screen, click File. 2. Click HM Online. 3. Click Re-enrollment requests.
Figure 7: Re-enrollment Requests
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HeadMaster Admissions and Enrollment 4. When the Re-enrollment requests window opens, click Post.
Figure 8: Re-enrollment Requests screen Once you click post, the student record will be updated on the Enrollment tab. The student is now required to complete the necessary steps (Re-enrollment Tracking) to complete the reenrollment process.
Figure 9: Student Enrollment tab 15
HeadMaster Admissions and Enrollment
Unit 5: Customize Email for Online Registration You can customize the email that parents receive when they register their new students. This customization is in the administrative area of HM Online. You need to have administrator rights in HeadMaster to access HM Online. To customize the email for Online Registration: 1. Log in to HeadMaster Online as an administrator. 2. Click Enrollment. 3. Complete the information.
Figure 10: New Student Email
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HeadMaster Admissions and Enrollment
Unit 6: Registering a new student online HeadMaster Online allows current HeadMaster families to register another child via the internet. If a family has another child that will be attending the school or preschool, they can enter that information through the Enrollment area. To enter a new student online: 1. 2. 3. 4. 5. 6. 7.
Log in to HeadMaster Online. Click Enrollment. Click New Student Application. Enter the required information. You can enter up to 5 new students. Click the Emergency Contact/Pickup Information tab. Enter the required information. Click Save.
Figure 11: New Student Application
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HeadMaster Admissions and Enrollment As an administrator, you can also manage your new students through New Student Requests. To manage new students: 1. 2. 3. 4. 5.
On the Home screen, click File. Click HM Online. Click New Student Requests. Accept or deny the request. Click Post. These new students are added to the Prospective Student list with the Enrollment status of Inquiry.
Figure 12: New Student Requests
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HeadMaster Admissions and Enrollment
Unit 7: Enrolling Prospective Students Once your registration period is over and you are ready to move your Prospective Students in to the Active Students, you have some options on how you want to move them. It is recommended that this be done after Promotion occurs at the close of the school year.
Option #1: From the Prospective Student Enrollment tab Option #2: From the Prospective Student grid
Option #1: From the Prospective Student Enrollment tab: 1. 2. 3. 4.
On the Home screen, click Prospective Students. Double-click the student you want to enroll. Click the Enrollment tab. Click Enroll Now.
Figure 13: Enroll one Prospective Student
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HeadMaster Admissions and Enrollment
Option #2: From the Prospective Student grid: 1. 2. 3. 4.
On the Home screen, click Prospective Students. Press and hold the Ctrl key and select the students you want to enroll. Click Actions. Click Enroll.
Figure 14: Enroll many Prospective Students
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HeadMaster Admissions and Enrollment
Unit 8: Admissions Reports HeadMaster Admissions offers three reports to help track enrollment. To access enrollment reports: 1. 2. 3. 4.
On the Home screen, click Reports. Click the “+” beside the Admissions book. Select a report. Click Preview or Print.
Figure 15: Admissions Reports Reports: Admissions Summary: displays the total number of students that have each enrollment tracking option completed.
Figure 16: Admissions Summary Report 21
HeadMaster Admissions and Enrollment Admissions Tracking Report: displays for each student, the completion date for each tracking option.
Enrollment Analysis Report: this report displays current enrollment and next year’s enrollment.
Figure 17: Enrollment Analysis Report
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HeadMaster Admissions and Enrollment Enrollment Statistics Report: the report displays the total numbers by grade level for each enrollment status.
Figure 18: Enrollment Statistics Report
Re-Enrollment Report: this report can display those currents student that have or have not registered for the new school year.
Figure 19: Re-Enrollment Report 23
Copyright © 2016 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and e-mail, without the express permission of ACS Technologies Group, Inc. is strictly prohibited.
Version 11.5 Last Updated 4/28/2016 1:03 PM
Contents
Contents Introduction to This Guide .......................................................................................................... 5 Unit 1: Setting up Define List ....................................................................................................... 6 Unit 2: Entering a Prospective Student ........................................................................................ 8 Unit 3: Setting Enrollment Status .............................................................................................. 10 Unit 4: Re-Enrolling Current Students ........................................................................................ 12 Unit 5: Customize Email for Online Registration ........................................................................ 16 Unit 6: Registering a new student online ................................................................................... 17 Unit 7: Enrolling Prospective Students....................................................................................... 19 Unit 8: Admissions Reports ....................................................................................................... 21
4
HeadMaster Admissions and Enrollment
Introduction to This Guide This document covers the features and steps that HeadMaster offers for Admissions. This guide includes the following concepts:
Managing prospective students Re-Enrolling current students Registering online
5
HeadMaster Admissions and Enrollment
Unit 1: Setting up Define List Before you can start to manage your admissions, HeadMaster requires that you do some set up first. The Define List area has three main areas for set up: 1. Inquiry tracking 2. Application tracking 3. Re-enrollment tracking Examples of each Admissions area: Inquiry Tracking: 1. Information Request 2. Visited Website 3. Request Informational Phone Call Application Tracking: 1. 2. 3. 4. 5. 6.
Application received Application fee received Application fee cleared Campus Tour Administrative Interview Birth Certificate received
Re-Enrollment Tracking: 1. 2. 3. 4.
Signed letter of intent Registration fee received Registration fee cleared Updated information sheet
6
HeadMaster Admissions and Enrollment To set up the Define List area: 1. 2. 3. 4. 5. 6. 7.
On the Home screen, click Define List. Locate the Admissions area. Click Inquiry. Click Add. Enter the Tracking description. For example: Information Requested. Click OK. When finished entering tracking descriptions, click OK.
To add more tracking descriptions, repeat steps 4-6.
Useful Information Use the above steps to enter tracking descriptions for Application and Re-Enrollment tracking. You can rearrange the order of your tracking descriptions by using the Move Up and Move Down buttons. Each Tracking Description appears on the individual student record on the Enrollment tab.
Figure 1: Entering Tracking Descriptions
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HeadMaster Admissions and Enrollment
Unit 2: Entering a Prospective Student This unit covers the steps for entering information regarding Prospective Students. A prospective student is a student that is waiting to be admitted in to the school or has requested information about enrollment. Prospective students remain separate from the active student database. To enter a Prospective Student: 1. 2. 3. 4. 5. 6.
On the Home screen, click Prospective Students. Click New. Enter the student’s information. Click Next. Select Enter new family information. Click Next.
Useful Information If the student’s parents are divorced or separated and you need to have both parents’ information in HeadMaster, do the following: 1 – Only enter the mother or father as the primary parent and leave the other parent information area blank. 2 – In the secondary family area, enter the other parent’s information. 7. Enter the primary family information. 8. Click Next. 9. If there is no secondary family, select None. If secondary family information is available, select Enter new family information. 10. Click Next. 11. Enter Secondary Family Information if applicable. 12. Click Next. 13. Enter Emergency Contact Information. 14. Click Next. 15. Enter Pickup Information. 16. Click Finish.
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HeadMaster Admissions and Enrollment
Figure 2: Adding a Prospective Student
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HeadMaster Admissions and Enrollment
Unit 3: Setting Enrollment Status Once you have entered a prospective student, you can start tracking their status. There are several Enrollment statuses available for tracking. Enrollment Status: 1. Inquiry: the student has requested information, but is not actively engaged in the application process. 2. Applicant: the student has completed the required application and is in process of fee payment, interviews, campus tour, etc…. 3. Pre-enrolled: the student has satisfied all necessary admission requirements and has received a place for the upcoming school year. 4. Waiting List: the student has satisfied all necessary admission requirements and has yet to receive a place for the upcoming school year. 5. Rejected: the student did not meet the requirements/criteria to be enrolled at the school. 6. Withdrawn: the student was enrolled in the school but had to leave some time during the school year for any variety of reasons. Managing tracking options: 1. 2. 3. 4.
In the Prospective Students list, double-click the student you want to track. Click the Enrollment tab. Under Inquiry Tracking or Application Tracking, mark the completed options. Change Enrollment Status to reflect where the student is in the process.
Useful Information You can use the Enrollment Status drop-down menu to track the status for each Prospective Student. You can see how many students are in each enrollment status by previewing the Enrollment Statistics report.
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HeadMaster Admissions and Enrollment
Figure 3: Prospective Student Enrollment Tab
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HeadMaster Admissions and Enrollment
Unit 4: Re-Enrolling Current Students Re-enrollment for existing students that are returning next year is easily managed using the ReEnrollment tracking options in HeadMaster. Managing tracking options: 1. 2. 3. 4. 5. 6. 7.
On the Home screen, click Students. Double-click the student you want to re-enroll. Click the Enrollment tab. Under Re-Enrollment Tracking, mark the necessary steps as completed. Under Registration, check the box for Re-enrolled. Enter the New School Year. In the Re-enrolled Grade Level drop-down menu, select the grade level the student will be for the upcoming year. 8. To save changes, click OK.
Figure 4: Student Enrollment Tab
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HeadMaster Admissions and Enrollment
Online Re-enrollment via HeadMaster Online: 1. 2. 3. 4. 5.
On the Home screen, click Options. Click HM Online. Under Optional Uploads, check the box for Use Online Re-enrollment. Enter a date range for the Re-enrollment button to display. Click Close.
The next time you upload to HM Online, your Enrollment tab will display.
Figure 5: Setting up Online Re-enrollment
13
HeadMaster Admissions and Enrollment When parents login to HM Online: 1. Click the Enrollment button. 2. Click Re-Enrollment. Note that is only a “request”. Checking the boxes does not guarantee the student has a placement for the upcoming school year. 3. Check the boxes for those children that are returning to school next year. 4. Click Submit. 5. Go to My Profile and make any additions, corrections or deletions to your demographic data.
Figure 6: Online Re-enrollment As an administrator, you can easily manage the Online Re-enrollment requests: 1. On the Home screen, click File. 2. Click HM Online. 3. Click Re-enrollment requests.
Figure 7: Re-enrollment Requests
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HeadMaster Admissions and Enrollment 4. When the Re-enrollment requests window opens, click Post.
Figure 8: Re-enrollment Requests screen Once you click post, the student record will be updated on the Enrollment tab. The student is now required to complete the necessary steps (Re-enrollment Tracking) to complete the reenrollment process.
Figure 9: Student Enrollment tab 15
HeadMaster Admissions and Enrollment
Unit 5: Customize Email for Online Registration You can customize the email that parents receive when they register their new students. This customization is in the administrative area of HM Online. You need to have administrator rights in HeadMaster to access HM Online. To customize the email for Online Registration: 1. Log in to HeadMaster Online as an administrator. 2. Click Enrollment. 3. Complete the information.
Figure 10: New Student Email
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HeadMaster Admissions and Enrollment
Unit 6: Registering a new student online HeadMaster Online allows current HeadMaster families to register another child via the internet. If a family has another child that will be attending the school or preschool, they can enter that information through the Enrollment area. To enter a new student online: 1. 2. 3. 4. 5. 6. 7.
Log in to HeadMaster Online. Click Enrollment. Click New Student Application. Enter the required information. You can enter up to 5 new students. Click the Emergency Contact/Pickup Information tab. Enter the required information. Click Save.
Figure 11: New Student Application
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HeadMaster Admissions and Enrollment As an administrator, you can also manage your new students through New Student Requests. To manage new students: 1. 2. 3. 4. 5.
On the Home screen, click File. Click HM Online. Click New Student Requests. Accept or deny the request. Click Post. These new students are added to the Prospective Student list with the Enrollment status of Inquiry.
Figure 12: New Student Requests
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HeadMaster Admissions and Enrollment
Unit 7: Enrolling Prospective Students Once your registration period is over and you are ready to move your Prospective Students in to the Active Students, you have some options on how you want to move them. It is recommended that this be done after Promotion occurs at the close of the school year.
Option #1: From the Prospective Student Enrollment tab Option #2: From the Prospective Student grid
Option #1: From the Prospective Student Enrollment tab: 1. 2. 3. 4.
On the Home screen, click Prospective Students. Double-click the student you want to enroll. Click the Enrollment tab. Click Enroll Now.
Figure 13: Enroll one Prospective Student
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HeadMaster Admissions and Enrollment
Option #2: From the Prospective Student grid: 1. 2. 3. 4.
On the Home screen, click Prospective Students. Press and hold the Ctrl key and select the students you want to enroll. Click Actions. Click Enroll.
Figure 14: Enroll many Prospective Students
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HeadMaster Admissions and Enrollment
Unit 8: Admissions Reports HeadMaster Admissions offers three reports to help track enrollment. To access enrollment reports: 1. 2. 3. 4.
On the Home screen, click Reports. Click the “+” beside the Admissions book. Select a report. Click Preview or Print.
Figure 15: Admissions Reports Reports: Admissions Summary: displays the total number of students that have each enrollment tracking option completed.
Figure 16: Admissions Summary Report 21
HeadMaster Admissions and Enrollment Admissions Tracking Report: displays for each student, the completion date for each tracking option.
Enrollment Analysis Report: this report displays current enrollment and next year’s enrollment.
Figure 17: Enrollment Analysis Report
22
HeadMaster Admissions and Enrollment Enrollment Statistics Report: the report displays the total numbers by grade level for each enrollment status.
Figure 18: Enrollment Statistics Report
Re-Enrollment Report: this report can display those currents student that have or have not registered for the new school year.
Figure 19: Re-Enrollment Report 23
