Prepare: Create Returning Student Re-Enrollment Records for Upcoming Year

What is covered in this article?

• Re-Enrollment Options in SchoolMint
• How to rollover existing student records in SchoolMint
• How to import records via CSV import
• Rolling over NEW student registration records to the next academic year
• Rolling over EXISTING (current students) re-enrollment records to the next school year
• How to import records via API integration (*only for PowerSchool, Aeries, Software Answers customers)
• How to manually add a single student record

Returning Student Re-Enrollment Options

Creating re-enrollment student records in SchoolMint is a simple process! Once records are created, the students can login to indicate their Intent to Return or complete Re-enrollment Packets.

There are 3 ways to create re-enrollment records in SchoolMint: 

Option 1) Rollover existing student records	Option 2) Import records via CSV	Option 3) Import records via API integration	Option 4) Add students manually
Do this yourself Process time: None	Provide a CSV file with your data Processing time: 2 weeks	Only for customers with completed SIS integration Processing time: 2 weeks	Do this yourself Process time: None
Suitable for existing SchoolMint student records	Suitable for creating students in bulk	Suitable for creating students in bulk directly from SIS	Suitable for adding singular students after bulk import

Option 1) Rollover existing student records in SchoolMint

• Advantages: Independently "roll over" returning students at any time - no need for wait for processing by SchoolMint engineering
• Considerations: If your SIS is your source of truth and you have made a lot of updates to your student information in your SIS, then you students will not have the most up to date information on SchoolMint. However, parents can still update their information on SchoolMint. 
• Next Steps: See steps 2A and 2B below
  • You need to rollover records in two steps:
    • A) Rolling over NEW student registration records to the next academic year
    • B) Rolling over EXISTING (current students) re-enrollment records to the next school year

Part 1A) Rolling over NEW student registration records to the next academic year

• Step 1: Navigate to the Application Index
• Step 2: Filter your search to only one school, one grade and one specific status (Accepted, Registration In Progress, Registration Completed, Registration Verified) to find the returning students eligible for re-enrollment

• Step 3: Select the student(s) that you'd like to move over to the next year. Then click Create Re-Enrollment Record
• Step 4: Next, you will see a pop up prompting you to select what the next school and grade to create the selected student records for the next academic year
• Step 5: Select Initial Re-Enrollment Status:
  • "Undecided (Intent To Return)" allows students to indicate if they are Returning or Not Returning for the next academic year before they fill out the re-enrollment packet for the next academic year. 
  • "Not Started (Fill out Re-enrollment Packet)" assumes students are returning and to fill out a re-enrollment packet for the next academic year

• Step 6: Select or deselect the Send Notification checkbox. If this box is checked, all families will receive an automatic notification
  • You can view/edit this notification under Settings > Manage SMs and Email Templates  for notification type Re-enrollment Undecided or Re-enrollment Not Started
• Step 7: Click Create Re-enrollment. You will see your results in the Admissions > Manage Re-enrollments in the next academic year. 

Part 1B) Rolling over EXISTING (current students) re-enrollment records to the next school year

• Step 1: Toggle to Admissions > Manage Re-Enrollments
• Step 2: Filter for the students in the same grade, school, and status. Select the students you would like to copy over into the next academic year
• Step 3: Click Select Bulk Action  > Create Re-enrollment Record

• Step 4: Next, you will see a pop up prompting you to select what the next school and grade to create the selected student records for the next academic year
• Step 5: Select Initial Re-Enrollment Status:
  • "Undecided (Intent To Return)" allows students to indicate if they are Returning or Not Returning for the next academic year before they fill out the re-enrollment packet for the next academic year
  • "Not Started (Fill out Re-enrollment Packet)" assumes students are returning and to fill out a re-enrollment packet for the next academic year
• Step 6: Select or deselect the Send Notification checkbox. If this box is checked, all families will receive an automatic notification
  • You can view/edit this notification under Settings > Manage SMs and Email Templates  for notification type Re-enrollment Undecided or Re-enrollment Not Started
• Step 7: Click Create Re-enrollment. You will see your results in the Admissions > Manage Re-enrollments in the next academic year. 

Option 2) Import returning student records via CSV import 

• Advantages: Import most up-to-date student and guardian information from your SIS into SchoolMint
• Considerations: Takes approximately ~2 weeks to process and test the import into SchoolMint once the import template has been finalized with no formatting errors or missing data. 
• Next Steps: Please consult your Customer Success Specialist or Customer Success Manager to complete this import

Option 3) Import records via API integration (only available for PowerSchool and Aeries customers)

• Considerations: This is process is only available for PowerSchool and Aeries customers. The processing time for this import is approximately 4 weeks
• Next Steps: If you use an SIS that has an API integration, please consult your Customer Success Specialist or Customer Success Manager to complete this import
• To learn more about SIS integration, read our SIS Overview.

Option 4) How To Add a Single Student Record Manually

• This method is ideal when you need to manually create an individual re-enrollment record for a student who does not yet exist in SchoolMint. Typically, students who were not included in the import processes described above can be added this way
• Step 1: Navigate to Admissions > Manage Re-Enrollments
• Step 2: Click Search
• Step 3: Click on the green Add Student Button
• Step 4: Fill out the requested information to create the new Re-Enrollment record

• Step 5: Select or deselect the Send Notification checkbox. If this box is checked, all families will receive an automatic notification
  • You can view/edit this notification under Settings > Manage SMs and Email Templates  for notification type Re-enrollment Undecided or Re-enrollment Not Started
• Step 6: Click Create Re-enrollment
• Step 7: Using this method, creating a new student record will automatically generate an access code for that re-enrolling student. Learn more about how to help families with access codes.

PLEASE NOTE

• Be sure to de-select "Send Notification" if you do not want the parent to be notified when the re-enrollment is added.
• An email address and mobile phone are required. If either of these are not available, you can fill in generic information to submit the record.
• Learn more about how to help families with access codes.

VIDEO: Please see the following steps below on how to roll over student records:

 

 

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