Ecollect Forms/Enrollment Express 23.2.0.0

Admin – Custom Admin email upon Pre-Registration form submission

Administrators can now customize the Submission email sent to School and District administrators when a Pre-Registration form is submitted.

This email is scheduled to run every 15 minutes (current behavior).

To configure the email, select the “Submission Email – Admin” tab on the Enrollment Express Email Preferences page.

The email body and subject line are pre-populated with default text that can be customized. There are two email body sections: one for District Admin notifications, and one for School Admin notifications.

The following dynamic data can be used in the email body:

• $FormName – Evaluates to the name of the form.

• $NewSubmissionCount – New submission count in the last 15 minutes.

• $CurrentPendingSubmissionsCount – Total submission count in Pending status.

• $SchoolName – The School name (for use in School Notification Email Body only).

• $DistrictName – The District name (for use in District Notification Email Body only).

• $StudentNames – A comma-separated list of student names with a new submission.

• $PreRegistrationSubmissionsReport – A link to the Pre-Registration Form Submissions Report page.

The email subject line accepts the following variable:

• $FormName – Evaluates to the name of the form.

Admins can disable the Submission email by clearing the Send Submission Email option, which results in District and School administrators not receiving any emails when parents submit a Pre-Registration form.  However, when the admin re-enables the Send Submission Email option, administrators will receive an email with a $NewSubmissionCount that includes all submissions when the email was disabled, while the $CurrentPendingSubmissionsCount continues to be a tally.

Parent/Admin – Custom Submission email for Pre-Registration forms

Administrators can now customize the Submission email sent to the parent when a Pre-Registration form is submitted.

To configure the email, select the “Submission Email – Parent” tab on the Enrollment Express Email Preferences page.

The email body and subject line are pre-populated with default text that can be customized.

Due to security reasons, only the following dynamic data can be used in custom text:

• $DistrictName – Dynamically evaluated on the form to the district name.

• $StudentName – Dynamically evaluated on the form to FirstName and Firstinitial of Lastname (for example, John Smith will appear in the email as John S).

Admins can disable the Submission email by clearing the Send Submission Email option. This will result in parents not receiving a Submission confirmation email when they submit a Pre-Registration form. However, when the admin re-enables the Send Submission Email option, all parents who made submissions when the checkbox was disabled will then receive the Submission confirmation email.

Admin – School Preference column on Pre-Registration report

If a Pre-Registration form has the “School Preference Element” and “Use Enrollment School” settings enabled, administrators can now add the School Preference column to the Pre-Registration report when a school filter is applied.

When a submission is in Pending status at the school, the School Preference column displays the student’s preferred school.

When a submission is in Approved status, the name of the enrollment school is appended with “(Approved)” in the School Preference column.

The School Preference data is available when the report is exported.

Admin – SIS Pre-Registration report filter retention

Previously, when an administrator applied any of the filters (First Name, Last Name, and Grade) on the SIS Pre-Registration Report page and then edited, saved, and closed student information from the filtered submissions, the filter settings were lost, and all available submissions were re-loaded. Now, the filter settings and data are retained when returning to the Pre-Registration Report page.

Admin – Student enrollment status after approval via SIS pre-registration

A student’s enrollment status is now determined by the Years and Terms configuration in the district setup.

When a parent submits a Pre-Registration form with an entry date within the current term:

• When the submission is approved and a new student is created, the student is enrolled with an “Active” enrollment status.

• When the submission is approved and the student is merged with an inactive or transferred-out student record, the student’s enrollment status is changed to “Active.”

When a parent submits a Pre-Registration form with an entry date for a future term:

• When the submission is approved and a new student is created, the student is enrolled with a “Pre-registered” enrollment status.

• When the submission is approved and the student is merged with an inactive or transferred-out student record, the student’s enrollment status is changed to “Pre-registered.”

Admin – Student ID in Approval Success message

When administrators approve SIS pre-registration submissions, the Student ID number is now displayed in the Approval Success dialog, in addition to the DCID number.

Parent/Admin – Success message upon SIS Pre-Registration form submission

When a parent submits a SIS Pre-Registration form, a green Success message header is now displayed, and a blank form is loaded.

The parent can choose to close the Success message or enter data for another student into the blank form. The Success message disappears when the browser window is refreshed.

The new message bar replaces the alert box that was previously displayed when the parent submitted a form. However, any form submission errors are still displayed in the alert box.

Administrators can configure the message header in the Success Message property in Form Builder. If this field is left blank, a default “Thank You!” message is displayed.

The following example illustrates how to insert a line break and hyperlink into your Success message:

Thank you for your submission!\n We will process your application and email you with further information. Meanwhile, if you have any questions about the new student experience at our school, please <a target="_blank" href="https://www.powerschool.com">click here</a> for the link. \n

Admin – Spelling errors on SIS Pre-Registration dialog

The SIS Pre-Registration error dialogs contained spelling errors. This issues was resolved.

EEC-14789

Admin – Student name on SIS Pre-Registration report

The SIS Pre-Registration report listed student names as Lastname,Firstname without a space after the comma, making it difficult to copy and search for the student name in the SIS. This issue was resolved.

EEC-12598

Deprecation of Cloud Pre-Registration Process

The now legacy Pre-Registration process in the Cloud Enrollment portal is being deprecated. Starting July 1, 2022, all Pre-Registration forms in the Cloud Enrollment portal will only support the current year (i.e., 2022-2023) as the entry year, preventing the use of the Cloud Pre-Registration process for 2023-2024 and beyond. Additionally, the Cloud Enrollment portal itself will be fully deprecated and taken offline on June 30, 2023.  Any Cloud Pre-Registration data you wish to transfer to PowerSchool SIS should be transferred before this date.

For the 2023-2024 Pre-Registration season, which typically starts February-April 2023, the new Pre-Registration process in PowerSchool SIS must be used.

Deprecation of Cloud Pre-Registration Process