Search Applications

New Navigation: Census > Staff Processing > Search Applications

Old Navigation: Census>Online Registration>Staff Processing>Search Application

• Click the Search Applications button to see a list of applications matching the search criteria.

• If processing an application prior to the start of the new school year and prior to July verify Configuration Group is set to the correct application processing year.   Once new year is active in IC the configuration year will default to the current year.  

• Additional search options can be selected for Application Status, Application Type and Include un- submitted applications.

***These tasks should be completed by staff members with access to Enroll students.***

• Select the desired application from the Online Registration Applications. The names of the students in that application will display at the top of the page.

•  Click Review Application at the bottom of the page to review submitted application.  Additional application options can be selected, if applicable

Reviewing Applications

• After selecting the application and clicking the Review Application button, a new browser window displays where the staff person can review, print or submit on behalf of the parent/guardian. 

• Closely review each sections of the application by clicking each of the tabs at the top of the screen. 

• Use the Save/Continue buttons at the bottom of each area to move onto the next section. 

• When each section of the application is green and has a check mark, the application is ready to be approved.

Linking of Addresses/Households

Options to link and unlink the individuals and addresses/households in the application allow the staff person to eliminate any duplication or data re-entry that may occur.  Make sure you pause and review if any

An address may need to be linked when the entered address is not linked to an existing address, the address is linked to an address but another household is living in that location, or the address is linked to an existing address. Review the entered address and confirm the data with the user.

• • •  Applications for new families to district will not have a linked Household.

    •  Click Link Address. A window with possible addresses will appear in a new window.

    •  Highlight the correct address and click Link Address Only if the Household is already linked or Link Household and Address if there no Household link

Linking of Persons

     Linking of Person allows the user to link the person in the application to existing records, if necessary. 

• SEARCH, SEARCH, SEARCH!!! 

•  If the Link Person button appears, click and view all possible matches to persons already in the system.

•  The list will show possible matches along with their person number.

•  Check the entire list to make sure you do not duplicate a person in the system! Employee records in ALL CAPS should not be linked as parents for APS students.

•  IF THERE IS A MATCH IN THE SYSTEM AND YOU DO NOT LINK, IT WILL NOT CONNECT THAT PERSON TO A HOUSEHOLD!!

Application Approvals

The information in the OLR application does not automatically go into IC. The staff must review and approve the application. 

• On the Staff Approval editor, select the appropriate Application Status from the dropdown list - Approved, Hold or Denied. 

• Enter any comments related to the processing of this application - include the initials of who approved or denied the application. 

• When the Application Status is approved, click the Save and Post button. 

• When the Application Status is Hold or Denied, click the Save button when finished.

• Once the application is approved, the information is moved into Infinite Campus. 

• A new student’s posted application in OLR will not receive a student number until they receive an enrollment record, which needs to be manually created.