Managing Student Enrollment

Overview

Veracross enrollment is the process that occurs after an admissions-application has been accepted by the Admissions department. The enrollment process starts once an application is accepted and ends once the applicant either a) completes the enrollment process or b) declines the offer. Enrollment is not to be confused with the Registration process, which is the process by which a student registers for one or more courses/classes. Registration typically starts once enrollment is complete, but sometimes there can be overlap if the enrollment process takes a while. Enrollment is also distinct from Re-Enrollment, which is the process by which current students re-enroll for the following school-year.

The enrollment process begins once an applicant’s application is accepted. Without an accepted application, enrollment is not relevant.

Recording the Enrollment Decision

After accepting an applicant, the next step is to determine whether he/she has either a) accepted the offer or b) declined the offer. Once this decision is known, it can be entered in the “Enrollment Decision” field on the Application screen. If the applicant has accepted, the “Accepted Offer” option should be selected. If the applicant has declined, the “Declined Offer” option should be selected. The “Enrollment Completed” option should NOT be explicitly selected, since this option is automatically set by the system once the enrollment process has been completed. Once an applicant’s Enrollment Decision is set as “Accepted Offer” and updated, the system will immediately generate a Student Enrollment Record for the applicant. Changing the status from “Accepted Offer” to anything else will not delete this Enrollment Record.

If an Enrollment Record is generated in error, follow the following workflow to delete it:

  1. Navigate to the Enrollment Detail screen of the Applicant
  2. Click on the Organize (+) button and select “Delete”

If an applicant has declined the school’s offer, the enrollment process is complete after the “Enrollment Decision” has been set to “Declined Offer”.

If an applicant has accepted the school’s offer, the next step after specifying “Accepted Offer” in the “Enrollment Decision” field is to manage the remainder of the enrollment process using the Enrollment Checklist. If the applicant intends to enroll in the middle of the school-year, the intended entry date should be entered in the “Entry Date” field, located on the “Enrollment Checklist” screen.

If an applicant withdraws after they have accepted enrollment (i.e. an applicant accepts an offer, becomes a future student but then withdraws a couple of months later, before they ever actually became a student), you may manually select the “Enrollment Withdrawn” status. This appropriately differentiates these persons both from applicants who decline the initial offer and from students who withdraw from the school after the start of the school year.

If a value for the “Enrollment Decision” field is not entered, the nightly-process will set it according to logic described below:

  1. If the application has been accepted, the Enrollment Decision will be changed from “N/A” to “Pending”.
  2. If the Enrollment Status changes to “Accepted: Enrollment In Process” the Enrollment Decision will be changed to “Accepted Offer”.
  3. If the Enrollment Status changes to “Newly Enrolled” the Enrollment Decision will be changed to “Enrollment Complete”.
  4. If the Enrollment Status changes to “Declined Offer” the Enrollment Decision will be changed to “Declined Offer”.

Enrollment Checklist

The Enrollment Checklist is used to manage all the steps needed for an applicant to complete the enrollment process. These steps are divided into two categories: required items and non-required items. Required items are those that MUST be completed prior to the student starting school — in other words “hard” requirements. If a hard requirement isn’t completed, the student typically is not allowed to start school. There are typically only one or two items per school that are considered “hard” requirements. The remaining non-required items are managed in the same way as the required items, but incomplete non-required items do not delay the enrollment process progression. This progression is tracked via the “Enrollment Status” field.

Enrollment Status

The Enrollment Status field is used to determine where an applicant is in the enrollment process. The following two examples illustrate the most common scenarios:

Applicant is accepted, but declines the school’s offer

  1. When the applicant is accepted, his/her Enrollment Status changes from “N/A” to “Accepted: Enrollment Not Started.”
  2. When the Enrollment Decision field is set to “Declined Offer,” the Enrollment Status changes to “Declined Offer.”

Applicant is accepted, and decides to enroll

  1. When the applicant is accepted, his/her Enrollment Status changes from “N/A” to “Accepted: Enrollment Not Started.”
  2. When the Enrollment Decision field is set to “Accepted Offer,” the Enrollment Status does not change.
  3. After the first checklist item is completed, the Enrollment Status changes to “Accepted: Enrollment In Process.”
  4. After the last required checklist item is completed, the Enrollment Status changes to “Newly Enrolled.”

See Enrollment Status for more information on this field. The “Enrollment Summary” report on the Admissions page can be used to view enrollment data for the school as a whole. This report displays real-time data based on the “Enrollment Decision” field and the “Enrollment Status” field.

Roles

When an applicant completes all required checklist items, his/role changes from “Applicant” to “Future Student.” If the applicant is enrolling mid-year, the role changes directly to “Student”unless an “Entry Date” has been specified that is in the future, in which case the role changes to “Future Student.”

During in the enrollment process, an Applicant’s role may change from “Applicant” to “Applicant – Former.” This will occur as a result of any of the following:

  • when application status is updated to “denied”
  • When app status is updated to “withdrawn”
  • when enrollment decision is updated to “declined”
  • 12 mos after the application status was set to “Waitlisted”