(Re) Enrollment Contract Application Setup

School Information Management System & Website Software Blog

Most of the general (Re) Enrollment Contract Settings are specified on the Contract > Settings page in the “Application Setup” section.

Application Name is for internal purposes only and is used to identify one (Re) Enrollment Contract type and year from another.

Enrollment Year is the year for this (Re) Enrollment Contract. Actions in the Enrollment Profile Options section are based on this year. Important: If the Enrollment Year is not correct, do not continue modifying the (Re) Enrollment Contract.

Submit Contract Action is the action which is added to the student once the (Re) Enrollment Contract is submitted. Note: The Enrollment Profiles also determines actions which are added upon (Re) Enrollment Contract submission. The Submit Contract Action should only record that the (Re) Enrollment Contract has been submitted. Changes to status and substatus should be handled by actions associated with the Enrollment Profiles.

Sign Contract Action is the action applied to the student record when creating the electronically signed version of the contract PDF. This action will have the electronically signed PDF version of the (Re) Enrollment Contract as a file attachment. Note: This is only applicable if Use Electronic Signature is checked.

Not Enrolling Action is the action applied to the student record when the parent presses the “I/We do NOT wish to enroll” button. Note: The Enrollment Profile specified in the Not Enrolling Profile also has actions which are added when a parent chooses not to re-enroll a student.

Not Enrolling Profile is the Enrollment Profile which determines the set of actions applied to student records when they choose not to re-enroll.

Skip Payment Action is an action that you can specify to allow payments to be skipped on a per-student basis. You apply the action to the student prior to the (Re) Enrollment Contract being submitted. Note: You can apply the action prior to the (Re) Enrollment Contract being started by the parent. As long as the action is present for the (Re) Enrollment Contract’s Enrollment Year, then the payment is skipped. Note: If auto-pay types are specified, the parent is still asked for payment information even though no payment is required at the time of submission. To allow the parent to skip auto-pay setup as well, see Skip Auto-pay Action.

Skip Auto-pay Action is an action that you can specify to allow parents to skip providing Auto-pay payment information. Note: This is only applicable if you have an Auto-pay Type specified.

Allow Resubmit allows a parent to resubmit a (Re) Enrollment Contract multiple times. This is especially useful during testing. Note: You still need to clean the (Re) Enrollment Contract Control Options for your test student if you have made changes. See (Re) Enrollment Contract Cleaning Options for Students. Note: If the (Re) Enrollment Contract is set up to create invoices, new invoices are created every time you submit a (Re) Enrollment Contract.

Use Electronic Signature is used to allow your school to sign (Re) Enrollment Contracts electronically. When checked, after the (Re) Enrollment Contract is submitted by the parent, a copy of the (Re) Enrollment Contract including an additional page with the electronic signature is created when you use the multi-action “Sign” in Finance > Contracts > Student Contracts. Note: Parents still need to electronically sign the (Re) Enrollment Contract whether Use Electronic Signature is checked or not.

Electronic Signature is the name of the school representative as it appears on the signed (Re) Enrollment Contract. Note: This is only applicable if Use Electronic Signature is checked.

Signature Disclosure is the title of the school representative as it appears on the signed (Re) Enrollment Contract. Note: This is only applicable if Use Electronic Signature is checked.

Households Status and Bill To Households determine which households are eligible to fill out a (Re) Enrollment Contract for a student. We recommend using the Bill To Households option. Note: If you choose the “Any” option for Households Status, you should limit the households by the Bill To Households. If you choose the “Any” option for Bill To Households, you should limit the households by the Households Status.

Culture determines how dates and numbers appear on the (Re) Enrollment Contract.

Currency Symbol determines the currency symbol appearing in front of the (Re) Enrollment Contract numbers. Note: The payment processor determines which currency is actually used. This is the currency symbol you should present on the (Re) Enrollment Contract.

Email on Error is an email address that we use to send error messages to in the event that an error occurs on the (Re) Enrollment Contract. Example: Someone submits a (Re) Enrollment Contract and we cannot post the generated invoice because the fiscal year is not open. The designated email address receives a message about this issue.

Show Deposit as one line shows only one “Deposit Total” when this is checked. Otherwise, each product with a deposit shows as an individual line item. Note: Part of the deposit might be paid by financial aid. If you check this option, only the final “Deposit Total” is shown.
Example: This is a sample comparing Show Deposit as one line being off or on.

Deposit Summary
K-4 Tuition	$2200.00
Financial Aid	-$200.00
Deposit Total	$2000.00

Deposit Summary
Deposit Total	$2000.00
Deposit Total	$2000.00

Include Deposit in Payment Summary shows the deposit in the Payment Summary section of the contract as a negative amount. This shows the parents what they owe after the deposit. Note: If this is not checked, the deposit is only listed in the Deposit Summary.
Example: This is a sample comparing Include Deposit in Payment Summary being off or on. Note that the total shows what the remaining total will be after the deposit is paid.

Payment Summary
Tuition	$20000.00
Total	$20000.00

Payment Summary
Tuition	$20000.00
Deposit	-$2000.00
Total	$18000.00

Pass-Through to Forms presents a button to parents on the Thank You page allowing them to immediately proceed to the re-enrollment form.

Last Application Date determines the last day that a (Re) Enrollment Contract may be submitted. This (Re) Enrollment Contract Setting should always be specified as it prevents parents from inadvertently submitting a (Re) Enrollment Contract for a previous academic year.

School Year is Closed determines if the school year has been closed for the database. In particular, this setting determines whether the Next Year grade level or the Current Year grade level is used when assigning actions. If the school year is not closed, then the next year grade level is used; otherwise, the current year grade level is used. Example: It is currently April of 2015 so the school year is not closed. John is currently in grade 8 and will be grade 9 next year. When John’s contract is submitted, the contract submitted action will have grade level 9 chosen since the school year is not closed. Move ahead to August. The school year was closed mid-July. Now, when John submits his application, his current grade level will be used for the contract submitted action. Note: This setting is automatically set when the Close School Year process is completed. Next Year grade levels are copied to Current Year grade levels for students as part of closing the school year, which is why this setting is present in the (Re) Enrollment Contract.

PDF Font determines the font used in the (Re) Enrollment Contract PDF.