Inactive Families Enrolling into NSOE get stuck
We have had several situations where a former (inactive) family wants to re-enroll, and since they don't have any active students they can't get into a family access account. But they also can't request an account through the new student portal because they already have an email in the system. They are stuck in a catch-22.
We go in to delete the email address from their account so they can do the account request, and some schools activate the student for a short time to allow the family into their old Family Access. Either way, it causes the family to have to reach out to us by phone or email to enroll their child.
Is there a way to allow them to enroll without having to contact the school to update something in their record? We want this process to be easy for them. It's happening more and more now that we have families re-enrolling after moving to a homeschool or online school during COVID.
Terri Olson
shared this idea
Good afternoon.
I have been working with my programmer on this issue. He has gone into the code and this is how the code is set up:
If an existing Family Access login has Allow Family Access still checked they should be able to log on directly to NSOE (don’t need a new separate NSOE account) if they know their login/password. The login area just needs to be set to Enrollment Access.
If you want to mass change that status there is a utility to mass remove Family Access to guardians without Active Students. It can be found at this menu path from the 000 entity: WS\FA\FM\PS\UT\WA
If you uncheck/remove the Allow Family Access, so that they can request a new NSOE account, that will be a separate account. The registrar will need to match them to the existing guardian in the system if they want to use that guardian record. Otherwise, a duplicate guardian will be created on approval. The NSOE application has a “Create/Activate Family Access Account” checkbox that will determine if the FA account gets reactivated on approval.
He assures me that the code is setup so that if a guardian has a valid email already in the software, but the Allow Family Access is unchecked, they will be able to create an NSOE account and register their students.
Please let me know if you are still having issues.
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Ignazia Bull
commented
We require an email and have had issues with this in the past however I just had a parent register their child and she had an inactive account already in Skyward where the email was listed. I used to have to go in and delete the email out in order for them to register a new student. I did not have to this time so it must be working correctly now.
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Jason Melkus
commented
We do have language on the enrollment portal that if you've had students enrolled previously, or otherwise having an email issue, select no email. It helps a bit. Someone still winds up on the phone every now and then explaining what wasn't read on screen.
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James Matthews
commented
If we allow accounts to be created without email addresses, we will have accounts without the ability to self-password reset, trading this issue for another, probably much larger issue.
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Shayla Pickett
commented
We also have this issue more and more now that alternate open enrollment has become an option for most all students, without really needing a reason at all. It seems like it would solve a lot of extra confusion and hassle if there was a prompt that came up when parents choose the NSOE link, asking them clarifying questions such as:
1) Are you enrolling a student that has previously been enrolled in this district? (if choose yes to this one, they could be routed to the correct login screen)
OR
2) Are you enrolling a student in this school district for the first time? (if yes then it takes them to the correct login screen)
3) Are you trying to access the new school year online registration for a returning student to the district (was enrolled in this school district at the end of the '___-'___ school year)? (if yes then they are directed or given a link to online registration)We send a flier out with this type of information and include instructions like this on our website where they access NSOE and Online Registration, however, every year we always have at least one family (usually multiple families) that go to the wrong place and end up causing extra work for themselves and our office staff.
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Donna Clemens
commented
We have a note posted on the NSOE for returning users to check the box to create an account without the email. When the application is processed it can be matched with the correct Guardian.
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Carol Santini
commented
Returning users can use their previous login, just change the login area to NSOE instead of family access. It's not easy to communicate this but it's a work around.
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Jon Kramer
commented
We are experiencing the same problem. Turns out the primary family member of the inactive student can log into NSOE to do the app. Unfortunately it is the mom who does all the entry and dad is listed as guardian 1. the system should allow either/any parent to enroll their student. the back end when the app is processed is where the matches take place. Turning on FA to all inactive families causes a whole new set of issues. The current setup makes it very difficult to get students enrolled after they left and that is the main purpose for us to use NSOE
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Terri Olson
commented
Thanks Jacque!
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Jacque Deckard
commented
Hello Terri! One option would be to allow inactive users the ability to still log into Family Access. This is a configuration setting that can be found under Families/Family Access/Setup/Configuration/District Display Settings. At the very top of the screen, you will see an option (if your security allows you to access) to include Inactive students. This is a global change so you can change it in this area once. You may also toggle this back and forth to fit your needs.