Current Enrolment and Applications for following year in same profile

Jen Stare
Jen Stare
Name Dropper First Anniversary Facilitator 1
in Blackbaud Enrollment Management System™

Hello,

This is our first year using blackbaud and we have come into an issue with a profile not allowing enrolment and pending enrolment (application the following year for kindergarten) The situation is we have preschool families who have confirmed enrolment. Then… applications for Kindergarten for the following year opened up and we need to be able to assign that same profile all the kindergarten checklists so we have all their application forms complete. Blackbaud said that is not possible to have 2 enrolments in one profile and it makes sense. BUT…..there must be a way? Has anyone run into this issue and how did you manage it? Any suggestions would be great

Comments

  • Ryan Cook
    Ryan Cook Blackbaud Employee
    Tenth Anniversary Name Dropper Participant Facilitator 1

    Hey @Jen Stare,

    If your school always requires an application to go from preschool to Kindergarten, you can set it up so the students don't automatically promote from preschool into Kindergarten. This would mean when enrolling in Preschool, students would only get their preschool enrollment(s), and it would stop before Kindergarten. The system would then allow these parents to apply for your school's Kindergarten program while the student is still a current student in preschool.

    We have a Knowledgebase article with more information on setting it up here.

    You can also check out this blog post from when we released the feature a few years back with images to help and show the parent experience.

    Hope this helps out!

    Ryan

  • Jen Stare
    Jen Stare
    Name Dropper First Anniversary Facilitator 1

    @Ryan Cook

    Ryan! This is so good. Thank you for this…I followed all the steps and it looks like it worked. We were so excited. The only issue that we are having is when I went and impersonated the parent to check to see if they could see the kindergarten forms I didn't see anything in their profile? BUT I also didn't see anything regarding preschool “enroled” either.

    So parents are going in to check the status of their child and see nothing. We just started with BB in November so maybe we missed a step where we need to enable parental access too see the status of the application? and then of course they would need to see the new kindergarten checklist that I just added.

    Thoughts? and thank you:)

  • Ryan Cook
    Ryan Cook Blackbaud Employee
    Tenth Anniversary Name Dropper Participant Facilitator 1

    @Jen Stare

    Glad to hear it! The parents can switch between the student and candidate view by clicking “View Candidate Progress” or “View Student Progress” from their child's progress page. If the parent isn't seeing any detail when clicking “View Candidate Progress”, check in Enrollment Management to make sure they have a checklist. If they're still not seeing anything after that, I'd reach back out to Support so they can see if there's something else going on. Fingers crossed the checklist does the trick!

    Ryan

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