Admission : Incoming (Enrollment Management)

Pre- Requisite

• Student Configuration Setting
• Email template
• Letter Template
• Grading Period
• Staff with Admission role
• Terms and Conditions
• Pre-Visit Config  

Enquiry

• Accessing the Enquiry Form
  The link to the enquiry form can be found in the Student Configuration Setting.

• Parent Submission and Viewing Enquiries
  Once a parent submits the enquiry form, their details will appear under the Enquiry tab.
  You can also manually add enquiry information by navigating to: Admission > Incoming > Enquiry > Add Enquiry.

• Reviewing and Managing Enquiries
  Click on the parent’s name to view the details of the enquiry.
  Assign an admission counselor to handle the enquiry.

• Parent Contact and Verification
  The Enquiry Information section contains the parent’s contact details. Use the preferred method chosen by the parent to verify the enquiry with the parent.
  After verification, click the Verification button. This action will automatically create a Schoolscan portal account for the parent and their child(ren). The parent will then be able to access the portal to complete the application form, view the invoice, and make payments online (if applicable).

• Sending the Application Form
  Once the account is created, you can send the application form.
  In the Student Information section, click Send Application and select the intended Academic Year, Programme, and Level for enrollment.
  If a discount applies to the Application Fee, update the fee before sending the application form.

• Parent Notification
  Upon sending the application form, parents will receive an email notification.

Parent's account view: They will be able to fill up the Application Form and pay for the Application Fee (if applicable)

Visit Scheduled

• Application Status Update
  Once the application form has been sent, the student’s application will move to the Visit Scheduled tab.
  After the application form is completed, the status will be updated to Enquiry Processed.

• Scheduling the School Visit and Entrance Exam
  Within the application form, parents will have selected a date for the school visit and the entrance exam.
  You can either accept the selected date or reschedule it. If a different date needs to be set, please confirm the new date with the parent before making the change.

• Parent Notification
  Parents will be notified of the confirmed visit date via email.

• Sending Visit Reminders
  To send a reminder for the scheduled school visit, click the bell icon in the action section.

Awaiting Decision 

1. Application Form Submission
   Once the application form has been sent to the parent, the application will appear in this tab.

2. Filling Out the Application Form on Behalf of the Parent
   If you need to complete the application form on behalf of the parent, click the pencil icon next to the Application No.

3. Updating Application Status and Progress
   To update the student's application status and progress, click on the student's name.

4. Scheduling the Entrance Exam and Assessment Interview
   After the school visit (if applicable) has been confirmed, you can schedule the date and time for the Entrance Exam and Assessment Interview (if applicable) under the Exam/Interview Date tab.

5. Entering Exam and Interview Results
   Input the results of the entrance exam and interview in the designated tab.

6. Updating Admission Status
   In the Recommender section, update the student's admission status by selecting Recommend, Not Recommend, or Other and then click Update Status.

7. Decision Making
   If your school has a designated decision maker for student admissions, they can choose to Accept, Conditionally Accept, Reject, or Keep in View (KIV) the application.

8. Making an Offer or Rejecting an Applicant
   In the Admission tab, click Make Offer to offer a placement in the school, or Reject Applicant if the student will not be accepted.
   If you choose to Make Offer, set the student's Join Date and Class Placement.

9. Selecting and Sending the Offer Letter
   Select the Offer Letter to be sent. If you wish to choose a different offer letter, select one from the list and then click Send Decision.

10. Viewing Submitted Information
    In the Other Information section, you can view all the details the parent submitted in the application form.

Offer Made

• Completing the Registration Form
  Parents must complete the Registration Form to accept the offer. This form includes the information they previously provided in the application form.

• Form Sections Overview

  • Section I: PDPA Column
  • Section J: Terms and Conditions Column
    Parents will need to submit the PDPA Form (if applicable) and agree to the Terms and Conditions for enrollment.

• Setting Up the Terms and Conditions Form
  Ensure that the Terms and Conditions form is set up in the Form Template beforehand.

• Updating the Offer Status
  Once the parent accepts the offer, their status will be updated to Offer Accepted in the Admission tab.
  If the offer is not accepted, the admission counselor can update their status accordingly.

Note: (Parents View) Terms and Conditions are compulsory for Parent to Accept the offer. They won't be able to click Accept Offer if they did not submit the form in the dropbox for Terms and Conditions in the Registration Form.

Offer Accepted

• Offer Acceptance and Status Update
  Once the parent submits the Registration Form and accepts the offer, the student's application status will be updated to Offer Accepted and will appear in this section.

• Enrolling the Student
  Click the Enrollment button to begin the enrollment process.

• Enrollment and Account Creation
  In the Enrollment & Create Account section, you have the option to create a Schoolscan account for the second guardian. Finalize the Join Date and Class Placement for the student.
  • If the Account Code in the student's Billing Profile matches the Student ID that will be generated by the system, you can select the "Agree" checkbox to automatically copy the Student ID into the Billing Profile.
  • If this does not apply, simply skip this step and proceed by clicking Enroll Student to complete the process.

• Post-Enrollment Details
  The student will be enrolled in the assigned class, and their status will change to Enrolled.

  • The student will be assigned a Student ID according to the settings in the Student ID Setup.
  • The student's Billing Profile will be updated based on the information provided in the application form.

• Handling Enrollment Cancellations
  If the parent decides to cancel the enrollment, you can update the student's status in the Admission tab accordingly.