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(Re) Enrollment Contract Application Setup
(Re) Enrollment Contract Application Setup
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.
Action
s 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 Profile
s 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 Profile
s.
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 stored payment type is specified on the automated payment processing for the
Echeck
Payment Configuration
or the
CC
Payment Configuration
, the parent is still asked for stored payment info even though no payment is required at the time of submission. To allow the parent to skip recording stored payment info setup as well, see
Skip Stored Payment
Action
.
Skip Stored Payment
Action
is an action that you can specify to allow parents to skip providing stored payment information.
Note
: This is only applicable if a Stored PaymentType is specified in the automated payment processing for the
Echeck
Payment Configuration
or the
CC
Payment Configuration
.
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 Option
s 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 Household
s 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.
Note
: The PDF generated by the contract only supports plain text. Any additional markup in the text is cleaned on the PDF. This includes (but is not limited to) cleaning bold, italic, underline, font sizes, html lists, html tables, and images. Hyperlinks appear as plain text.
Time Zone
must be specified to ensure timely scheduling of the (Re) Enrollment Contract emails. This should be set to your school’s local time.
See also
(Re) Enrollment Contract Control Option
(Re) Enrollment Contract Settings
Automated Payment Processing
(Re) Enrollment Contract
Payment Configuration
Stored Payment Info
Stored Payment Type
Enrollment Profile
Application Setup
Grade Level
Product
Action
DAT
PCR Educator K-12 School Information System is an online database engineered for independent and private schools to deliver the highest level of flexibility, unique experience, transparent communication and customized design. Being a complete cloud-based solution, PCR Educator system guarantees convenient access anytime, anywhere.
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