Returning Registration/InfoSnap

How do I access this system again?

1. Log into PowerSchool admin side.

2. Click on the little popping out arrow near the term and school selection.
   

   1. Alternatively, it's also under the Applications

3. Click on PS Enrollment
   

4. Your username is your full MIN201.org email address.  Your password is self created.

   1. If you have forgotten what that is, then use the forgot password.

I’m in… now what?! 

PS Enrollment (or also PS Registration or PS Infosnap) has 2 workspaces that are accessed by clicking on the form name, and then navigating between the possible 2 tabs.  

The roster workspace is where the data is taken from PowerSchool SIS and is saved until the parent submits the form., and is only available from the returning student form  You also primarily ‘notify’ the parents that registration is active, which generates a snapcode (15 digit unique code for each individual student).  

With the school year of 2019-2020, we aren’t sending the snapcodes home for each student anymore since it is now integrated into the Unified Classroom / parent portal.

The submission workspace is where the data is taken and housed after a parent hits submit.  From here, you as the admin can do a couple different things such as polish the data, apply any necessary tags, print off uploaded documents and/or deliver the data back to SIS., if deemed required.  

Step 1: Notifying Parents

Before you notify the parents, all the data for returning students is in the Rostering Workspace with the status of Imported/Added.  Once a parent has been notified by either email or paper, (within in the system), it’ll keep a historical log of those communications within the system and then the records are then moved to the Notified/Not Started area.

Beginning for the school year 2019-2020, we are sending the email blasts via School Messenger, and using a  ‘paper’ notification system (that won't be mailed to the parents) from enrollment.

Somehow a parent wasn’t notified, what do I do?  

1. Find the student’s record in the imported/added view of the rostering workspace by using the filters above the columns.
   

2. Check the checkbox to select the record.

3. Click on Tasks > Notify.
   

4. Select your delivery method.  Generally, this is going to be ‘paper’ letters, and use School Messenger to email the parents, and choose the appropriate template.
   

5. Since you only want to send to those selected students who you have checked, choose “Selected only”.

6. The next screen (not pictured here) is a quick preview of what the message will look like.  You’ll want to scroll down down and then choose “Send all” or “Print Letters” whichever is applicable.
   

7. Congratulations!  You just ‘notified’ a parent in PS Registration, but its only half the process.  Since we’re using School Messenger is only half of the process, so now you’ll need to compose an email to the parents and send it.

A student is missing from the workspace?

If the student was added after April 1st, 2020, contact Pam.  We’ll need PS Enrollment support to get them over.

Why do I have to do this weird notifying in PS Enrollment if we’re not even going to send the actual emails through there?

Without the step of notifying parents, they won’t be able to go in and fill out the form.  To keep all the district communication uniform, we are encouraging you to use School Messenger and not the built in email capabilities.  Oftentimes, what we learned for the school year for 2018-2019, the built in email from PS Registration often went to spam, and/or never sent to the parents.

How can I find all the students who haven’t started filling out the form yet?  

While in the rostering workspace, switch the view of Notified/Not Started if the notification emails have gone out already.  

Step 2: Parents filling out the form

After the emails have gone out to parents regarding online registration for returning students being open, it's now time for parents to start filling out the form and submitting it to you.  In this section, you’ll find some of the commonly asked questions that were asked in previous years of using PS Registration.

Can parents fill the form out on their phone?  

Sure!  You just need to use the web browser version of Unified Classroom, and not the smartphone application.

How do parents access the form on a computer?

1. Log into PowerSchool account at https://min201.powerschool.com/public

   1. If you need assistance with this, please email pshelp@min201.org.

2. Click on Returning Student Registration.

3. If the parents have already completed the returning student form for the student, swap to another student.

4. Confirm that the parent is at least 13 years of age by checking the checkbox.

5. Click the green “Begin Form” button.

6. Verify the student’s date of birth.

How do parents access the form on a phone?

1. Log into your Parent PowerSchool account by going to https://min201.powerschool.com/public

   1. If you need assistance with this, please email pshelp@min201.org.

2. You many need to expand the sidebar by clicking on the triangle.

3. Click on Returning Student Registration.

4. Confirm that the parent is at least 13 years of age by checking the checkbox.

5. Click the green “Begin Form” button.

6. Verify the student’s date of birth.

I have a parent who doesn’t know their Unified Classroom login information? 

Have them (or you on their behalf) email pshelp@min201.org and technology will get them all squared away and setup. 

I can’t finish this in a single sitting.  Can I come back and finish it another time?

Yes, the form will save your progress. You’ll just want to resume on the same device that you started the form on. 

1. Log into the Unified Classroom portal

2. Click on Quick Links

3. Click on the Returning Student Registration button.

4. The parent might need to click ‘dashboard’ to resume a previously started form.
   

The parent filled out the form, no errors but the submit button won’t let me proceed on.  What do I do?

The most likely reason for this is there are duplicated numbers on the family or emergency pages.  The parent will want to remove one of those duplicate numbers and the phone types and then try submitting the form again.

In the above example, here we see that the phone 1 and the phone 2 are the exact same number, but the types are different.  There is no indication that this is a problem, until you scroll down to under the entry box for phone 3. 

How can I check to see if the student’s record had duplicated numbers post import into the registration workspace? 

Once the parent has confirmed the student’s date of birth and started working on the form, the student’s record is in the roster workspace but under the Started view.  You’ll want to find the student’s record and then click on the little piece of paper ()

The values that are prefilled in here will be pre-filled in for the parents as well.  As you scroll through the form, the phone numbers that start with “p1, p2, p3” are on the family page.  If you see a duplicated phone number per contact that starts with an “e1, e2, e3” then those are on the emergency page.

When we say duplicated numbers we mean it's the same number with possibly a different type (IE: my cell phone is 815-123-9876 in PS SIS and my home phone is also listed as 815-123-9876) per contact.

Example of duplicated phone numbers for an emergency contact.

Have the parent remove the 2nd phone number and phone type, and then navigate back to the review and submit page.  Assuming there are no other errors, then the form can be submitted.

How does a parent upload proofs on a phone?  

1. Click on the upload proof button.

2. Click on the upload file button.

3. From here, if the parent has already taken the pictures, they can choose either their phone’s camera roll or their phone’s camera to actually take a picture.

Step 3: Post submission.. Now what?

Once the record has been successfully submitted, its now in the submission workspace, and the status is now Pending Approval.  You can now review the record.  

1. Open the submission workspace from the project.

2. Find the record using either one of the already created filters (clicking on filters) or searching for the last name in a text box above the column.

3. Click on the pencil and paper icon () to view the record.

4. On the left hand side you’ll see all the fields on the form.  Some of these fields may not be filled in as they aren’t shown to the parent due to the grade logic (IE: a 3rd grader student will not see any of the Robert Crown questions as it doesn’t apply to them).
   The middle column is the new value that the parent filled in, and lastly the old value column (3rd column) is what was pulled from PowerSchool SIS. 
   Any values updated by the parent and/or doesn’t match what was in the database is highlighted in yellow for your ease to see what was changed.

5. From here, you can easily tag a record with the tags in the upper right hand corner -- either address change (if the child has an address change), invalid proof, polished, etc.

A parent submitted their form, but didn’t upload any documents, and now wants to submit them?

Sadly, after the parent hit submit, there are no additions that can be made.  The parent will either need to email you their proofs or bring them in person.

Step 4: Polishing Data before Delivery back to SIS

Polishing Data means you’ll take what the parent submitted and make it look ‘good’ and/or in the correct format before it is delivered back to the SIS.  This could mean the parent typed in their name in all lowercase, it’ll take the first letter and capitalize it for you. This could also mean if a parent types in 6-8-2018, it’ll change it to be 6/8/2018, or enter their name as ‘pamela’ and polishing it'll change it to be “Pamela”.

1. If everything looks good, and you’re ready to Polish the data.  There are 2 ways to do this:  a single record at a time, or a batch record.  

   1. If you are looking at a single record> Tasks (on the left) > Polish > Confirm the Polish.

   2. If you are looking at multiple records, do it in bulk - Tasks > Polish Data.

2. Once the record has been polished, the polished tag has been automatically added to the record.

3. Next, you’ll need to ‘approve the record’ (either by clicking Approve & Continue from the record) or in bulk, select the records which are ready to be approved > Tasks > Approve.

4. Now that the record has been polished and approved, it's now ready for delivery.  At this point, the status is now Pending Delivery.

Checking Uploaded Documents

1. While on the same screen as you are verifying information, Scroll down on the right hand side and see the section of “Uploaded Documents”

2. Click on the name to view the document.

3. If you find that an attachment doesn’t meet the criteria, then you’ll need to probably tag it as “Invalid Proofs” and contact the parent to inform them that their documentation isn’t enough.

   1. Once a parent hits submit, there is no way for the parent to log back in and re-submit uploaded documents

Emailing Parents regarding their Completed / Good to go Submissions

Returning Students: 

1. Log into Enrollment (go to Powerschool SIS Admin (https://min201.powerschool.com/admin/) > popping out arrow near the term / school dropdowns > PS Enrollment.  Your username = your entire email address.  Password = self created).

2. Go into the returning student 2020/2021 > submission workspace - since you want to email ALL of those records that are polished.

   1. Optionally, if you know that you are wanting to only hit those records that have been approved and are polished at JES, you'd change your view to 'Approved'.  (Approved generally = it's ready to get sent back to 'normal PS'/SIS when it's available).  I'd say this is optional, because you could go into 'all submissions' and get everyone who has been polished regardless of approved or not.  You may need to talk with Marissa and ask her if she wants polished and approved or not. (Each school does this differently.... :))
      

   2. First change the filter to Jones Elementary (to get all the records that are associated at Jones). 
      

   3. Then next filter down using the tag and you want all the records that are tagged 'polished' AND at JES.
      
      Your select a... above the fields should look like this at the end of step #3 -

3. Now that we have the list of the students who match this criteria - which as of this email is 88 records (you might have more or less depending on your view of all submissions or just approved and polished...) when you do this).. but we don't have this in a workable format yet, so now we'll need to export these students to easily get their student ID #s to quickly grab the students and email their parents that they're good.  Click on Tasks > Export
   

4. While looking at the dialog box it'll come down as CSV / excel file, it's asking you what data do you want to export - by default it'll give you the student's first name, last name, PS #, school, and grade.  Generally, I just leave the defaults, unless I'm looking for something specific.  Scroll down and then it's wanting to know... do you want to export only the selected records (which you could cherry pick if required) by putting a checkmark on the row and then exporting, or all the records found.
   99% of the time, you're going to want to just scroll down and choose 'all found'
   

5. In the next window, after it finishes loading, click on the link where it says to 'download data'.
   

6. It'll download the file as a .csv/excel file.  It should go into your downloads folder, and it should automagically open with excel.  (if it doesn't, let me know and I can send you the instructions on how to get it open).

7. You may get these 2 popups when trying to open the file - just hit ok / yes to get the file to open.

8. All you care about in this file is the first column A, so just copy all those ID numbers (highlight all > copy).  In this example, I'm going to email these 4 students, so I've copied these 4 ID numbers for these students.
   

9. Bounce BACK to PowerSchool SIS Admin, and while at the JES click on multi select off the start page.

10. In the big box, paste those ID #s that you copied > Search.  (Note: You probably have next year Kindergartens who won't show up in your selection ... because they aren't at your building yet - that's ok for now - you'll see why in a few steps.)  So in this example I pasted 4 student ID but because I'm at JES, I only found 3, because the 4th until we roll PS SIS into next year those students are still at their 2019/20 school of MPC.

    >

    >

11. With these students as my selection I can now send them an email, so this is the normal steps of going into Message Sender (Start Page > Message Sender) and sending an email home as if you were emailing home about an early release and/or something from the PTO. 
    
    Document on how to use school messenger linked.

12. But we're not done yet -- we still have those kids who are getting promoted over to us to deal with don't we?! ;-) 

    1. So, switch your school to MPC
       

    2. Click on Multi Select and then paste those ID #s into the box > Search.  (In my example we found the 'missing' student who was at MPC and not yet promoted to JES).

       1. >

          >

    3. With these students as your selection, you can now go to message sender and do the same thing that you did for your current JES students.

AFTER ALL THAT:  I'd recommend going back into Enrollment, finding all those students you just sent the email to, tasks > assign tags > 

Choose "Completed Email Sent" so that next time you need to do this, you'll grab all the JES students in the approved status and NOT tagged completed email sent to quickly identify those students who need to get this email.  Choose "All Found" if you're doing the all of the records found, or if you are cherry picking some then choose selected only.

*Note:  If you have like less than 5 students, you could just copy the student ID number from enrollment and paste into PS SIS admin for multi select and avoid the exporting entirely.  The idea is once you get 'caught up', then you just keep up on it, and it might be like maybe 10 kids a week or so.

--- BEGIN RE-REGISTRATION ALL GOOD EMAIL TEMPLATE; feel free to tweak as needed ---

You have successfully completed registration for the 2020-2021 school year.

Just a reminder that if you have an incoming 2nd grader you will need to turn in an IllinoisDental form by the first day of school.  You will not be able to upload the physical and dental after registration is complete.  Therefore, you will need to email them to [email]

If you need any of the health forms or want to know the specific requirements you may visit here: https://www.min201.org/departments/health-services

Thank you! 

-------------------END RE-REGISTRATION ALL GOOD EMAIL TEMPLATE -----------------------

NEW Students: 

Since these student's aren't in PowerSchool, yet we can't use school messenger.  (unless they have siblings... then you could use school messenger and just reference the new student that they registered their new K student).  You'll want to do the same thing if you've got quite a few to email - export out, but instead add "P1_Email'' in that laundry list of fields to export.  This will give you person 1's email address as the parent entered the email address as.  You could then copy and paste them into a BCC Gmail (meaning I get an email from you saying my kids registration is good, but I don't see anyone else who was included on the list to get this email).  Optionally, you could also go into each record by clicking on the piece of paper with pencil and copying the first email address you come into.

If you're doing these manually or individually, you can tag them also as 'completed email sent' that way you can search for those who don't have that tag next week and/or next time you do this.  

I don't have a template for the new student - but once you type it up, keep it and save it somewhere so you can just copy and paste it each time you need to use it. 

It seems like a lot of steps - yes... but once you get into the hang of it, it shouldn't be that time consuming to do each time.  

Step 5: Delivery

The record is now to be delivered.  Currently, only Aaron or Pam can deliver records, but these are the steps so once it is turned on for you then you have the steps.  You will be notified when you can start delivering information back to SIS.

1. From the submission workspace, change the view so it shows you ALL pending delivery records.  

2. Select those records which you want to deliver back to. (You can always use the built in filters to show only your school).

3. With the records selected, click on Tasks > Deliver Data
   

4. Choose Selected Only (or all All found will do all the records on your screen).
   

5. Create a delivery batch

   1. Note: You can only have 1 delivery batch open at a time.  This is per user, so if 2 people are running it, no issues.
      

6. After the batch has been created, close the popup window to come to the delivery screen.  This is the last chance you have before the information is delivered back and you cannot make any changes (in registration).  You’ll need to flip back to PowerSchool SIS to make any changes past this point.
   

7. As you are looking at the records, you want to see a green bubble next to the Match for the students and contacts.  

   1. Green bubble = good match.

   2. Yellow bubble = possible duplicate and/or needs investigating

      1. Click on the Match button to match the record to the appropriate student or contact.

   3. Grey bubble = no match

8. When looking at an individual record and you are satisfied with the information, it's now time to deliver.  Click on the delivery record button on the left hand side
   

   1. If you are delivering multiple records, then you don’t need to deliver each record individually, you can click Deliver ALL records.
      

9. When you are finished make sure you Close the delivery batch.