Enrollments & Rosters

Roster Distribution

No rosters need to be created until a program has CLOSED and reached it's minimum enrollment target.

Once these two conditions are met, a Roster should be created and distributed on:

the day after the Enrollment CLOSE date, and
any time a Class's Enrollment is added or changed after the CLOSE date.

Roster Distribution Steps (office)

Complete the changes to the Enrollment.
Create a Roster from WBST and download it to the standard Roster folder (Dropbox/Office/Rosters).
Email new Roster to School/Partner Organization and Assigned Instructor.
Print new copy of Roster and put into Assigned Instructor's Prep Room folder.
Retain Rosters turned in after program for 2 years per Franchise Agreement.

Instructor Responsibilities

Check Prep Room folder for new Rosters or Invoices each time visiting the Office.
Bring the current Roster to every class where Mad Science manages enrollments. Do not leave the Roster in the kit!
Take roll every day at the beginning of each Multiple Day class (e.g. ASP, PS-WS series, Camp), using the Roster to check off present or missing students.
Check with school/partner office whenever a student is missing, or have the school office check the Roster on your arrival for absent students that day.
Turn in completed Roster to Mad Science Office after the Multi-Day Program's last scheduled day.

Paper/Check Enrollments

Checking in enrollments

On the registration form, write the check number and amount (in ink) in the upper right of the form.
1. If the check is covering more than one enrollment form, write both the amount for this enrollment form, then the total amount of the check. The two numbers should be separated by a slash "/".
2. Circle the dollar amount(s).
On the Check write the child's name, school name, and section# in the memo area.
Put the checks in the check drawer in the appropriate envelope.
Enter the enrollment to OLR.

After School/Camp Online Registrations

First, log in to Extranet, then Click on “Scheduling and Registrations” tab. You should now have a list of options that includes “Parents & Students”, “Registrations”, “Schools” and “Programs & Classes”.

To register a brand new student and parent, first verify they are new to the system:

Search for a Parent Record

Click on “Parents & Contacts” to display the Parents screen.

Enter the parent’s last name in the search screen and click “display list”. If the parent is displayed in the list, select their record to add the registration (see Register the Student below). If not displayed, add as a new parent. If the Parent is found, check to see if the Student is also already on file.

If Parent & Student are found, verify address & phone info; update as necessary.

If Student is already listed, check Teacher Name, Grade, and Health Concerns; updated as necessary.

With the Parents screen showing the selected parent record, click on “Create” under “Order” in row of the parent data.

New Parent

Click on the “”New” button at the top of the Parents screen.

Fill in the data on the New Parent screen.

Leave customer # blank, the system will fill it in.

If there are two parents named on the form, use the name of the one that signed the form for the following.

Email address: use the address from the registration form if supplied. Otherwise click the "No Email" button.

Password is set to: madscience with no spaces.

Set “how did you hear about us” to “Child’s School”

If not specified otherwise, use 2^nd parent’s name for emergency contact.

Click on “Shipping Address the same” to put check mark in it. Set Zone to

KC West for Desoto and Basehor schools

KC North for Park Hill, LIberty, and KC North schools

KC East for schools East of State Line South of the Missouri River

KC South for all others

Click “Save” button.

Click New on Student Tab Screen. Enter data in the fields.

Set “Relationship” to “parent” unless otherwise specified.

Enter exactly what parent put in the “Health Concerns” field. If nothing written on form in this field, leave blank.

Click “Save”

Click on “New Order”

Register the Student

Click the Create Shopping Cart Icon at top. The Basket screen is displayed. Click on the Classes button to start a registration.

The Sections list is displayed. Use the Location pull-down or scroll to find the school and class. Click on the Add button for the appropriate rate/session.

Select the Students to add to the Section. Enter Teacher Name, After Class selection (if not specified, default is Picked up by: Parent, and click in the box under Select..

Click Save at the top of the tab, then click Payments.

Click on New to display the Order: Enter New Payment screen.

If check was attached:

Enter the payment amount.

Set “Payment Method” to “Cash/Check/Money Order”

Enter the check number:

Click Save.

On Payment History screen, enter Check # if not displayed, click “Receive” box and correct the date received if necessary.

Click “Update Order”

If Credit Card info received:

Enter the payment amount.

Set “Payment Method” to appropriate card type, enter First and Last Name, and Expiration dates. Description for Charge should be "Mad Science After-School" from list.

Click Save.

Click Refresh, then click Email to send confirmation to the parent.

You are now ready to enter the next parent & student. Remember to verify registrations and payments after you have entered all of them for a school.

Add Student to Waitlist

1. Click on the "Registrations" link under Scheduling and Registration. Search on the school location where you wish to add the Student to the wait list.
2. Click on the number in the Enrolled column to display the list of enrolled students. Click on the Waiting List tab when the Reg'd list is displayed.
3. At the bottom of the Waiting List tab, search on the Parent or Student last name, then select the correct Student and click on "Add to Wait List".
4. Filing &nbsp:
  1. if check is included, put check in school's hold envelope.
  2. write "WL" on the form, file in Enrollment folder for school.
  3. QB: no entries are made

Add Waitlisted Student to Roster

1. Click on the "Registrations" link under Scheduling and Registration. Search on the school location where the Student is on the wait list.
2. Click on the number in the Wait column to display the list of Wait-listed students.
3. Select the Students to be added to active Roster and Move to selected Class.
4. Check Enrollments folder for Form and payment.
  1. If Form and Payment on file
    1. Complete Registration using information from form.
    2. Put Payment amount on form and circle.
    3. File enrollment form in Enrollment folder for school.
  2. If not on file, contact Parent for Dismissal and Payment information. Complete Registration.
  3. Send Registration Confirmation email to Parent.

Verify Registrations

1. Click on “Registrations”
2. Select the school you wish to verify.
3. Click on “Display List”
4. Click on “Roster” button for the session you wish to verify.
5. Match the displayed information against the registration form, and check the “Paid?” column to be sure payment status is correct.
6. Return to the Parents screen to correct any errors.

Confirming a child’s enrollment

1. Using the Extranet screens for the appropriate location, click on the “My E-Store” tab at the top of the screen.
2. Click on the “Registrations” link on the submenu.
3. Choose the school from the drop-down list and enter a class start/end date if needed.
4. Click “Display” to show the list of classes and enrollments.
5. Click on the “Roster” button next to the class to bring up the currently registered students list.
6. Click on the number links in the Enrolled, Pending or Wait-list columns to check for a name in each of those lists.
7. Contacting registered / wait-listed parents
8. Using the Extranet screens for the appropriate location, click on the “My E-Store” tab at the top of the screen.
9. Click on the “Registrations” link on the submenu.
10. Choose the school from the drop-down list and enter a class start/end date if needed.
11. Click “Display” to show the list of classes and enrollments.
12. Click on the “Roster” button next to the class to bring up the currently registered students list.
13. Click on the number links in the Enrolled, Pending or Wait-list columns to check for a name in each of those lists.
14. Click on the Order Number for registered parents or Pending parents, or on the Parent Name for Wait-listed parents to get phone number or contact info.
15. Moving a child to another class

If the class is a duplicate, for example same day, same program and classes are being split to accommodate an additional class:

- - Using the Extranet screens for the appropriate location, click on the “My E-Store” tab at the top of the screen.
  - Click on the “Registrations” link on the submenu.
  - Choose the school from the drop-down list and enter a class start/end date if needed.
  - Click “Display” to show the list of classes and enrollments.
  - Click on the number links in the Enrolled, Pending or Wait-list columns to check for a name in each of those lists.
  - Check the box at the far right next to the child to be moved.
  - Select the “Move Selected to” option in the drop down list, and click “Move”

If the class is a completely different class or is at a different school:

- - Using the Extranet screens for the appropriate location, click on the “My E-Store” tab at the top of the screen.
  - Click on the “Registrations” link on the submenu.
  - Choose the school from the drop-down list and enter a class start/end date if needed.
  - Click “Display” to show the list of classes and enrollments.
  - Click on the number links in the Enrolled, Pending or Wait-list columns to check for a name in each of those lists.
  - Click the Order Number for the child to be taken to the “Order Details” screen.
  - Check the “Remove” box next to the entry to be removed and click update.
  - Click the button “Class” on the 2^nd line that reads “Add to Order”.
  - Select the school and class to be added to the order.
  - Update the price and checkout information for the class.
  - If the payment is the same as the price of the new class, you are finished. If not, click the “New Payment” button and enter the customer’s credit card info, or select the option to pay by check.

Payments

1. Applying a payment
  1. On the Order or Parent screen using the order number or parent name, locate the order to which the payment must be applied.
2. Click on the order number to bring up order details. Make sure the correct registration is showing on the screen.
3. Click on the “Payment History” button at top of the page.
4. If no payment record is showing click on the “New Payment” button at the top; otherwise enter the check number, amount and click “Update”, then click on the “Received” checkbox on the next page.
5. Reversing a payment
  1. 1. On the Order or Parent screen using the order number or parent name, locate the order for which the payment must be reversed.
    2. Click on the order number to bring up order details. Make sure the correct order is showing on the screen.
    3. Click on the “Payment History” button at the top of the page to ensure you have the correct payment to be reversed.
    4. Click on “New Payment” and enter the Negative Amount amount to be reversed from this order. Enter the Payment Type and Check Number exactly as shown on the original payment being corrected. Click “Update” when finished.
    5. Click the “Received” checkbox to finalize.
6. Obtaining Payment information for QBooks
7. Using the Extranet screens for the appropriate location, click on the “My E-Store” tab at the top of the screen.
8. Click on the “Registrations” link on the submenu.
9. Choose the school from the drop-down list and enter a class start/end date if needed.
10. Click “Display” to show the list of classes and enrollments.
11. Click on the number links in the Enrolled or Pending columns
12. Click the selection box in the right column for any students.
13. Click “List Payments” to get a complete list of payments.
14. Entering Payments to quickbooks

Use the payment information as obtained in #5 – Checking in Enrollments.

Columns available (bolded are used in recording payments to Quickbooks):

Parent Address City State

Zip Code Phone# (Home) Student Price

Order Number Payment Payment Method Payment Date

Ref#

Open Quickbooks to the appropriate company.

From the HOME screen, click the “Receive Payments” button.

Enter the name of the school as the Received From, Payment in Amount, Payment Date in Date, Payment Method in Pmt Method, Ref# in Check#, Parent LName, Student Name in Memo.

Make sure the full amount is credited against an invoice.

Click Save & New or Save & Close when finished.

Verify Payments

Click on “Reports”, then click on the “Sales Reports” link.
Set the date range you need to verify and click “Display” button.
Review the list to ensure all payments apply to an offsetting enrollment fee on the same order line. If you find any with Order Total of zero with negative balance due, those payments have been applied incorrectly and should be reversed and re-entered to the correct order.
Orders with a Balance Due should be reviewed to make sure received any payments have been applied correctly.

All information on this website is the property of Mad Science of Greater Kansas City or Mad Science Group and is not to be distributed copied or used in any other form except by authorized users only in relation to programs authorized by Mad Science of Greater Kansas City.

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