ParentPortal Admin: Enrollment, Registration, and Data Updates

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Overview

Flow Chart: Admin Steps:

Flow Chart: Parent Steps:

Terminology

Be sure you are familiar with the following terminology:

Terminology:

Form Types:

Before you Begin

The following information will assist you in implementing ASCENDER ParentPortal New Student Enrollment, Returning Student Registration, and Student Data Maintenance in your district.

Accessing the Tools & Assigning Staff

Determine who will be responsible for managing the tasks:

❏ The Form Management setup steps must be completed by a user with a district admin login for ASCENDER ParentPortal. These setup steps cover New Student Enrollment, Returning Student Registration, and Student Data Maintenance.

❏ Campus tasks such as enrolling students and accepting data changes must be completed by a user with access to the applicable pages in ASCENDER Registration. This user must have a role ID with appropriate access to necessary campuses and the following ASCENDER Registration pages:

New Student Enrollment:

Returning Student Registration and Student Data Maintenance:

Planning Ahead

❏ During the planning phase, contact your regional service center for assistance in developing your forms.

❏ Discuss how your campus and district will implement New Student Enrollment (method and location).

❏ Determine who will be responsible for completing the form management setup and ongoing maintenance. It is recommended that 1 or 2 staff persons set up and maintain online forms.

❏ Review all of the district's current registration documents, and compare them to the available forms.


❏ Develop a plan to explain how the returning student registration process will work.

❏ It is recommended that you communicate in advance to parents that they need to verify that their ASCENDER ParentPortal account and email address are current. Recommendations:

❏ Because custom instructions cannot be added to standard forms, consider creating a static form that is listed at the beginning of the standard forms which provides any instructions or additional information you would like to communicate to the parent before beginning the registration process.

❏ Consider whether you need to have translators available for any enrollment events.

Troubleshooting Tools

❏ The Guardian Verified field on Registration > Maintenance > Student Enrollment > Contacts can be used to allow verification of ParentPortal accounts for parents who do not have access to a valid email address.

If Guardian Verified is selected, the contact's email address can immediately be matched to the email address entered by the parent when registering for an ASCENDER ParentPortal account. If the two addresses match, the contact can complete online registration and update the student's data. This allows you to bypass the normal email verification process for short-term situations where the normal email address verification process cannot be completed.



District and Campus: Set Up ParentPortal

Districts and campuses should follow these steps to set up and maintain ParentPortal settings.

Prerequisites:

  1. Log on to ParentPortal as an administrator.
  2. Update district settings for ParentPortal.
  3. Update campus-level settings for ParentPortal.
  4. Update alert and other settings for ParentPortal.
  5. View ParentPortal usage data.
  6. Set an optional alert message.




District: Set Up & Enable Forms

Districts should follow these steps to manage forms for New Student Enrollment, Returning Student Registration, and Student Data Maintenance, including static printable forms, customized dynamic forms, and standard forms.

Prerequisites:

  1. Upload static documents.
  2. Edit student data fields.
  3. Create a form.
  4. Edit, delete, or archive existing forms.
  5. Create groups and add forms to groups:
    1. Create the New Student Enrollment forms group.
    2. Create the Returning Student Registration forms group.
    3. Create the Student Data Maintenance forms group.
    4. Create the Public Documents group.
  6. Enable forms for parents.

What Happens Next?




Parent: Enroll a New Student in the District

Parents should follow these steps to enroll a student in the district using the New Student Enrollment wizard.

Prerequisites:

Enrollment Flow Chart:

  1. Create an ASCENDER ParentPortal account and log on.
  2. Complete the new student enrollment process.

What Happens Next?




Campus: Accept Student & Issue ParentPortal ID

These steps are completed in ASCENDER Registration.

As students are enrolled in the district via ASCENDER ParentPortal, administrators must review and accept each enrollment request, monitor forms and documents submitted by parents, complete the student’s enrollment and assign a student ID, and provide each student's parent with a ParentPortal ID.

Prerequisites:

  1. Review enrollment request and assign ID.
  2. Review submitted forms and documents.
  3. Print ParentPortal ID letters.

What Happens Next?




Parent: Add/Register Student

With a ParentPortal ID, the parent can add the student to his ASCENDER ParentPortal account and complete Returning Student Registration during the registration window.

Prerequisites:

Once you receive the ParentPortal ID:

  1. Add the student to your ParentPortal account.



During the Registration window:

  1. Register for the upcoming school year.
  2. Monitor pending data changes.

What Happens Next?




Campus: Review & Accept Data Changes

These steps are completed in ASCENDER Registration.

Once a parent has a valid ParentPortal ID for an enrolled student, the parent can add a student to his ASCENDER ParentPortal account and access the student’s attendance, grades, and more. If the district has enabled parents to update a student’s registration data, a parent can complete annual online registration for the upcoming school year, as well as submit changes to his student’s current year data from ParentPortal, such as address and telephone number changes.

As parents update data for their students, campus staff must review and approve each change.

The parent can also review, complete, and submit forms via ParentPortal. As parents review and submit forms from ParentPortal, the campus staff can monitor the status and identify students who are missing required forms.

Follow these steps to monitor and approve data changes, and identify students who are missing forms.

Prerequisites:

  1. Review submitted changes.
  2. Monitor student form submission.
  3. Run reports.




Parent: Maintain Student Data

If the district has enabled online student data maintenance, you can submit a request to update your student’s current year records at any time, such as an address or phone number change.

  1. Update current year data as needed.