Open Registration Setup and Settings Screen

Modified on Thu, Oct 31 at 10:15 AM

--------------- New / Enhanced
* New setting added to Registration > Open Reg > Setup > Setup and Registration > Open Reg > Setup > Contact
called "Require a valid street name based on the street number provided and the information provided on Setup > Districts > Streets"
- Defaulted to off
- Turning this on will make it so that when users in Open Reg are typing in a house number for any contact addresses, the Street Name select will
be automatically updated to only include valid streets based on that house number provided
- Valid Streets are ones that are between the lowest house # and the highest house # on Setup > Districts > Streets
- If a Street does not have a lowest house # or highest house #, they will always be showed in the list

There are five tabs under the Registration>Open Registration>Setup tab:

General Options - The Registration>Open Registration>Setup>Setup screen
Student - The Registration>Open Registration>Setup>Student screen
Contacts - The Registration>Open Registration>Setup>Contacts screen.
Documents - The Registration>Open Registration>Setup>Documents screen.
Appointments - The Registration>Open Registration>Setup>Appointments screen.

TABLE OF CONTENTS

General Options
Open Registration Student Tab Setup
Open Registration Contact Setup
Open Registration Document Setup
Open Registration Appointment Setup

General Options

All options in this section are found on the Registration>Open Registration>Setup>Setup screen:

General Options
Is open Registration available:	Enable/Disable Open Registration
Override banner name of Open Registration:	Override the banner on the top left of the open registration to have the inputted text
Allow parents to import contacts to open reg	Requires New Registration
Enable Home Language Survey	Check this off to enable the Home Language Survey in Open Reg
Require Home Language Survey	Check this off to require parents submit the Home Language Survey in Open Reg
Enable Proper Casing on Fields	Will force fields to be cased to have the first letter capitalized and the following to be lower case if the field is in all upper or lower case. Will not affect dropdowns
Upper Case all Fields (will override above option)	Will not affect dropdowns
Disable Override Option for Street Map Address

These are options for setting the various messages that appear in Open Registration

HTML MESSAGE FIELDS	These fields allow you to set messages for users
Open Reg Not Available Message
Welcome Screen Message
Students Tab Message
Addresses/Contacts Tab Message 1
Addresses/Contacts Tab Message 2 (after primary guardian is submitted)
Confirmation Page - Print PDF Message

Completed Registration Email Macros

Please place macros in the following format: <MACRO_NAME>

These macros can be used to generate information you might need to have in the completed registration email that gets sent when a student has been fully registered in Genesis.

District Fields

Field	Sample Output	Comment
DISTRICT_NAME	Genesis Board of Education
PARENT_ADMIN_EMAIL	[email protected]	This is the email address of the Parent Access Administrator. This is also the email address that any email from Parent Access to the parents comes from.
DISTRICT_EMAIL	[email protected]	District Email Address
DISTRICT_PHONE		District Phone Number
DISTRICT_ADDRESS		District Address

School Fields (Student's Current School)

Field	Comment
SCHOOL_CODE	School Code
SCHOOL_NAME	School Name
SCHOOL_PHONE	School Phone Number
SCHOOL_EMAIL	School Email Address
SCHOOL_ADDRESS	School Address
SCHOOL_PRINCIPAL_NAME	School Principal Name
SCHOOL_PRINICIPAL_PHONE	School Principal Phone Number
SCHOOL_PRINCIPAL_EMAIL	School Principal Email

Student Fields

Field	Comment
STUDENT_ID	Student ID
STUDENT_NAME	Student Name
STUDENT_GRADE	Student Grade Level
STUDENT_FIRST_NAME	Student First Name
STUDENT_LAST_NAME	Student Last Name

Staff Fields

EX: <STAFF_NAME_1234> will grab the staff's name who has ID of 1234.

Field	Comment
STAFF_NAME_	Staff Name
STAFF_PHONE_	Staff Phone Number
STAFF_EMAIL_	Staff Email Address

Staff Fields for different schools

Staff fields can conditionally be shown based on the student's school.

EX: <STAFF_NAME_1234_2002> will grab the staff's name who has ID of 1234 and will only show if the student goes to a school with school code 2002. If the student doesn't go to that school, <STAFF_NAME_1234_2002> will be removed from the text.

A good use for this is saying "<STAFF_NAME_1234_2002><STAFF_NAME_1234_2003><STAFF_NAME_1234_2004> is the staff member to contact if you have questions." This will only show the staff whose school code entered in the macro is the same as the student's school code.

Field	Comment
STAFF_NAME_	Staff Name
STAFF_PHONE_	Staff Phone Number
STAFF_EMAIL_	Staff Email Address

For Each Student Fields

These macros are displayed in a block for each student attached to the parent user account.

Here is an example of how to display a block for text for each student:
Example

The following is information for each of the students:
<START_FOR_EACH_STUDENT>
First Name: <E_STUDENT_FIRST_NAME>

Last Name: <E_STUDENT_LAST_NAME>
<END_FOR_EACH_STUDENT>

These macros will only work within a <START_FOR_EACH_STUDENT> ... <END_FOR_EACH_STUDENT> block

Macro	Sample Output	Comments
E_STUDENT_ID	8675309	Student ID
E_STUDENT_FIRST_NAME	Chris	First name of student
E_STUDENT_LAST_NAME	Zinn	Last name of student
E_STUDENT_FULL_NAME	Zinn, Chris	Last name, First name of student
E_STUDENT_FULL_NAME2	Chris Zinn	First name Last name of student
E_STUDENT_SCHOOL_NAME
E_STUDENT_SCHOOL_CODE
E_STUDENT_SCHOOL_URL		Student's School's URL
E_STUDENT_SCHOOL_ADDRESS		Student's School's Address
E_STUDENT_SCHOOL_PRINCIPAL_NAME		Student's School's Principal Name
E_STUDENT_SCHOOL_PRINCIPAL_PHONE		Student's School's Principal Phone Number
E_STUDENT_SCHOOL_PRINCIPAL_EMAIL		Student's School's Principal Email

These are options for the questions in the 'Student Default' area in Registration>Open Registration>Setup>Setup

Student Defaults
School years to be used in Open Registration	When student information is being inputted it determines what school years are available in the 'School Year' question
Career Prompt (HTML supported):	Career prompt allows you to change the text of the question
Default Municipality:	Sets a default municipality when people are inputting student information into open registration
Add Gender Preference Question	When this option is checked, it adds a question to Open Registration for a students gender preference (the options are taken from the gender preference generic code table in Setup>Codes) and it changes the current gender question to say 'Birth Sex.'
Include a blank option in the drop down list (Cannot have blank option and be required on Student tab above)
Select School Drop down list options	Decides what schools can be selected for students who are registering
Grade Level that will appear	Decides which grade levels can be selected for registering students

These are options in the Address/Contact area in Registration>Open Registration>Setup>Setup

Default Contact Fields
Default City	Allows you to set a default city for the contacts that auto-inputs the data when the form is opened
Default Zip Code	Allows you to set a default zip code for the contacts that auto-inputs the data when the form is opened
Prefix for Contacts	Adds ability to add a prefix for contacts, i.e Mr, Ms, Mrs, etc.
Require Guardian 1 Email
Require at least One Emergency Contact
Require at least One Other Contact
Prompt user for second guardian

These are options in the Open Reg Barcode Forms area in Registration>Open Registration>Setup>Setup

Open Reg Barcode Form
Remove 'Desired' from 'Desired School'

Open Registration Student Tab Setup

These options are found on the Registration>Open Registration>Setup>Student screen.

This tab is where you can set questions are required/visible as well as set the sequence for groups of questions and change the order that they appear on open registration

Open Registration Contact Setup

The Registration>Open Reg>Setup>Contacts screen allows you to set a few options for contact info as well.

Open Registration Document Setup

We added ability to enable document uploads to open registration. You can enable/disable this feature via Registration>Open Reg>Setup>Documents.

You can create a document by setting up a document requirement with the type, year, name, description, and whether or not it is required in open registration.

After submitting this, you can edit/delete these document requirements on the same page.

These documents can be reviewed from within genesis before registering the student.

When a student is registered with documents, they will automatically be placed under the documents tab in Student Data>Modify Student>Documents.

Open Registration Appointment Setup

You can now allow parents to book appointments during the Open Registration process and the settings to enable it/disable it are found via Registration>Open Reg>Setup>Appointments.

Other options:

Can require that parents select an appointment in order to submit (optional.)
Allow parents to select which location to use. This is useful for multiple locations for the same school/grade level where parents can choose what is closest to them.
- By default if there are multiple appointments the system will select the first available one
Set screen message within open reg in the "Appointment Screen Message" field. Text below will appear on the top of the page in Open Registration when parents view the appointments page.
Appointment Selection
- 1 appointment per package - Default option, can only be used if there is one location
- 1 appointment per location - Groups students by grade/school in open reg and appointments will be chosen/assigned to these groups
- 1 appointment per student - Parents will choose an appointment for each student. Can choose the same appointment for all students in package.
Appointment Restrictions
- Only allow Appointments for students registering for the selected school year - This will make it so Open Reg. students can only create Appointments if they are registering for the selected school year
- Only allow Appointments for the following schools (Blank for All) - This will make it so Open Reg. students can only create Appointments if they are registering for one of the selected schools
- Only allow Appointments for the following grade levels (Blank for All) - This will make it so Open Reg. students can only create Appointments if they are registering for one of the selected grade levels

New Option

--------------- New / Enhanced | 3/31/20

As many districts are struggling to complete on-site Registration due to the current state of 'Social Distancing' we have added some new features to Open Registration to help out with the process.

You may now email out username and passwords for 'Parental Open Reg Accounts' that allow parents to log back into their already submitted Open Reg packages and submit further information you may still require.

This might include documents (like Proof of Residency), custom questions or to collect new appointment times. (this does not apply to packages that have already been registered)

In order to do so, you must first enable the 'Allow Logins to Open Registration' setting from Registration>Open Reg.>Setup>Setup page.

To send out emails, first search for the Open Reg packages you wish to send communications to. You can take advantage of existing and new search filters including 'Package Status' and 'Document Status' to find packages that do not have all of your required information within.

This would include any new requirements you may have added since the package was submitted.

Check off all of the packages you wish to communicate with and click the 'Email Open Reg Packages' button.

This will pop up a new window with the following options:

Create Open Reg Accounts - This will create a username and password for the parent to log into Open Registration allowing them to update their existing Open Reg package. The username and password will be automatically added to the email body. User names will be set as the first guardian email address found in the open reg package. Users with a current Open Reg username and password will not have a new account created for them unless you use the following option.
Reset Open Reg Accounts - In case the user already has a username and password, you may check this off to create a new account to the parent to log in with.
Reply To - Optionally, the user may fill in a Reply To email address for the outgoing email. If parents reply to the email they receive, their emails will be sent to this address. Emails will be sent from the 'Parent Access From Address' found in Core>Email>Setup.
Subject and Body Text - This will be the subject line and body of the email that is sent.

All checked off users will receive an email so long as they have an email address listed for one of their Guardian contacts in the open reg package.

You may use the new search filter, 'Has Guardian Email' to find packages with, or without, an email address entered.

If 'Reset Open Reg Accounts' is not checked and the parent already has an Open Reg username and password, a new username and password will not be included in the email. Only the text in the 'Email body' will be included in the sent email.

Once a parent has a username and password, they will be able to enter them into the Open Reg login page to continue with their existing Open Reg package.

They will do so by hitting the 'Continue Previous Registration' button found under the security pictures (which they will ignore).

In addition, we have added a compression algorithm to the Open Reg document upload for JPG images. JPG images are limited to a maximum size of approximately 10 mb (equating to ~1.5 mb when compressed).