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How do I create and configure Online Registration Collectors

This article covers how to set up Online Registration Collectors. Online Registration Collectors add a new level of flexibility as they allow districts to manage registration in phases. Collectors can be configured to include only forms, fees or both. Admins can even have more than one collector active at a time.

 

How to create a registration collector

Registration collectors need to be created first before forms and fees can be assigned. Each collector will have its own setting that can determine information like start/end dates, fee management, and more.

To set registration collector options:

  1. Go to Main > Online Registration > Configure Online Registration Collectors
  2. Select Academic Year
    • Note: When parents will be completing registration for a future academic year, always select the future year.
  3. Click on Create Registration Collector
  4. Enter a Description (Title) of the collector
  5. Select the Level/Availability
    • District based entities can be made available to one or more schools and cannot be edited by school admins
    • School-based entities can be created and edited by school admin but can only be made available to a single school.
  6. Select the Start/End date of this Collector
  7. Determine if you would like the system to Automatically Approve Submitted Forms.
  8. Set if Online Registration Can Manage Fees
  9. (Optional) If managing fees, set the following options
    • Parents can “Apply Fees” during Registration
      • Parents can apply fees directly to Student Single View and have the option to pay online, or pay in person by check or cash.
    • Allow deposits to student lunch accounts during registration
      • Yes - Parents will have the option to make a payment into the lunch account. Deposits into the lunch account will be added to the year in which online registration is opened for. Therefore, if opening online registration for a future year, the lunch deposit will be added to the future year's lunch account.
      • No - Parents will not have the option to make a payment into the lunch account.
    • Parents must pay existing balance in addition to registration fees
      • Yes - Existing year fee balances will appear on the registration fees page. The existing balance fee amount will be included in the total payment. Parents do not have an option to continue to the payment page without paying the existing year's fees.
      • No - Parents can see the existing balances and can optionally pay them but are not required to do so.
    • How to determine registration fee waivers
      • Automatically select fee waivers using lunch program- Allows the admins to specify the fee amounts for paid, free, and reduced-priced student lunch programs so that the program can automatically apply the correct fee amount based on the student lunch program type.
      • Manually select values - Student fees are not based on their lunch program type. The same amount will be applied to each student unless they have a registration fee waiver added on the Students - Single View page.
    • Issue registration fee waivers to additional children after
      • No - There are no multi-student discounts.
      • Nth - Issue waivers after the Nth student. This allows the admin to configure a lower fee amount when there are multiple students in the same family who are receiving the same fee. A good example of this is when your school charges a lower fee or zero dollars after the first 4 students have been charged. In this case, you would enter 4th. A lower fee amount will be charged to the 5th student and beyond.
  10. Set if you wish to Force parents to complete online registration after logging in
    • No, allow them to use TeacherEase normally - Parents will not get a notification that Online Registration is available. They can access Online Registration by clicking Miscellaneous > Online Registration.
    • No, but show them a message - Parents will see your customized message when they login, which will let them know that Online Registration is available. They will click a link appended to the bottom of your message to access Online Registration.
    • Yes - Upon login, parents will be presented with the Online Registration page. Parents will not be able to access the portal until the registration forms are completed and, if online payment is accepted, after mandatory fees are paid.
  11. Set if you wish to Create Parent News Feed Item when online registration opens
    • Yes - Creates a news feed item in the parent portal to notify them that online registration is available.
    • No - No message will be created for the news feed.
  12. Determine if you wish to Create Standard Registration Forms. This option is only available when creating a new collector. Checking this box will automatically create the 3 standard forms to collect student information, parent/guardian and emergency contact information. 
  13. Save

Configuring your online registration collector

Once created, you can begin adding forms and fees to collectors. For information on how to add forms and fees to a registration collector, please refer to the following articles: