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Pre-Registration Form

Prerequisites

  1. PowerSchool SIS must be on version 21.4.5 or higher and Enrollment Express 21.9 or higher.
  2. Add the Pre-Registration Form template.
    1. If you have Ecollect Forms, you can select New and create a pre-registration form.
    2. If you have Enrollment Express only, open a support case in the PowerSchool Community to request the pre-registration form added to your templates.
    3. Sync down the pre-registration form.
  3. Enable public-facing forms within your SIS.
    1. Navigate to District Office.
    2. From the Start page, choose System.
    3. In the Server section, choose System Settings.
    4. Choose Security.
    5. Set Enable Public Facing Form to On.
  4. Update User Roles to Allow Extended Tables on Public Portal.
    1. From the Start Page, choose System.
    2. Choose Roles Administration.
    3. Select User Access.
    4. Update any roles that will be creating the pre-registration form.

Create or Open a Pre-Registration Form

  1. From the Start page, select Forms.
  2. Click New Form.
  3. On the New Blank Form tab, choose Pre-Registration.
  4. Click the form's Title to configure form properties.
    1. Set the School Preference:

      • Use the School Preference Element to determine which schools are available for selection.
      • Set Default School to automatically assign a school to the form and prohibit parents from selecting a specific school.
    2. Under Enrolled School, choose where pre-registered students are enrolled after approval:
      • Enroll in Approved School: Automatically enroll the approved student in their selected school as pre-registered.
      • Use Enrollment School: Enroll the student in your selected enrollment school. Choose this option if you want students to not be enrolled in their school until they complete their new student registration packet.
    3. If you want to set an email notification when a pre-registration form is submitted, select the Notification box and click the blue arrow.
      1. In District Notification, enter the Email Recipients separated by a comma.
      2. In School Specific Notifications, you have the option to send an email when a student is in Pending status for a specific school.
    4. Click the blue arrow for Response Permissions to set the user group access to form data on pre-registration forms:
      1. Click the Group Access header to expand the options.
      2. Choose a Group.
      3. Select the Access level for the selected group.
      4. Use the + (plus) and - (minus) buttons on the Group Access header to add or delete groups.
      5. Click Close.
  5. Select a form element to review its properties. Some elements are unique to the form and cannot be removed.

    1. First Name is a text input field mapped to First_Name.
    2. Last Name is a text input field mapped to Last_Name.
    3. DOB is a text input field mapped to DOB. Date Validation is included; you can add validation to accept certain date ranges.
    4. Grade Level is a text input field mapped to Grade_Level.
    5. Guardian Email is used for sending the Enrollment email with AccessID and password. It is not mapped to any field.
    6. Entry Year allows parents to choose the Entry years that their student will enroll into.
      1. Entry years shown are the years that you have configured at the district office. Only present and future years will be available.
      2. If the term that you are accepting enrollments for does not yet exist in your SIS, it must be configured at the district office:

        1. From the Start page, select District Setup, then Years & Terms.
        2. The terms you choose to accept should match the years and terms you have configured for the schools that you are allowing students to enroll in.
        3. If you have 2022-2023 added to the form, then you must also have 2022-2023 configured for the schools that you have configured in school preference. If not, PowerSchool SIS will prevent creating the student.
    7. Entry Date is used to populate the entry date when creating a student. It has conditional date validation based on the selected Entry Year.
      1. Parents are prevented from adding dates outside of their Entry Year's 1st day and last day.
    8. The School Preference element appears if you have it enabled at the form properties level.
      1. Define the schools that parents can choose to enroll their students in.
      2. Min Selections is the number of selections required.
      3. Max Selections is the total number of selections possible.
    9. Click Save Form.
      1. Saving the form will take up to a minute; the pre-registration form creates an extended schema where it will store the responses. The format of the new table will be as follows:

        • U_P_%_FORMS
        • U_P_12345_FORMS where 12345 is the Form ID.
      2. Once saved, a Public Link is automatically generated and accessible through your forms list page.

Approval cannot be disabled while using the SIS Pre-Registration form. All students must be approved or rejected.
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