New Student Intake

Intake Steps

Intake represents all the steps required to get a student assigned  their first courses in Moodle.  In PEMS, the HOMEROOM Module is primary used to complete this workflow. However, communication like sending signed contracts to parents and invoicing clients is completed in the CRM module.  The PEMS SIS does not provide any capability to store or send (pdf) documents to and from parents or schools. The CRM is used for this function.

The trigger to start the intake process is a parent submitting an enrollment form (gravity form) on the Word Press site.  The completion of the process is the assignment of courses in Moodle.

 

Part A - Parent Submits Form and is Accepted/Rejected into the SIS

Part A is triggered when a parent signs up for an account on a client(facility) Word Press website.  The submitted enrollment form is reviewed and updated then accepted or rejected. Part A ends with the parent being prompted to pay tuition to the client (facility).

Sequence	Application	Module	Description	TEST PLAN	Known Issues
1	Word Press		USER Parent makes Account on enrollment website, verified by email	Sign up for new account, check email received, verify account, check its verified in WP	Email for new site not configured
2	Word Press	gravity forms	USER Parent logs in and completes form on Word Press Site to enroll student	Complete gravity form
3	Word Press	gravity forms	USER Parent signs all legal forms to submit the forms, for both the enrollment client and Studia Nova
4	SIS	HOMEROOM	INTEGRATION - Form is entered into applicants table in the SIS	Check form in SIS
5	SIS	HOMEROOM	USER  reviews the form on the dashboard - clicking the form opens the "applicant record"
5.1	asterix		USER  to validate all information received in form by calling parent (make mobile phone required)
5.2	SIS	HOMEROOM	USER  selects correct previous school (other school) in the SIS record.  (WP does not have select menu, user types in previous school)
5.3	SIS & CRM	HOMEROOM& CRM Accounts	USER  - If other school is not in SIS table, user enters new record and then selects the correct school in the SIS record before accepting the student. See Suite CRM Integration.
5.4	SIS	HOMEROOM	USER  selects the correct Homeroom from menu (the parent selects location in the WP gravity form, but the location name in WP may not be exact same as homeroom name, therefore allow the user to select correct name)
6	SIS	HOMEROOM	USER - Accept / reject the Student	Check WP status is approved or disapproved.
7	SIS	STUDENT	AUTOMATION - create the student record in SIS from the applicant record.
8	SIS	STUDENT	AUTOMATION - create all the student term records needed for the student until the end of their current grade span. 3. Create Student Term Records
9	Word Press		INTEGRATION - Parent is notified student is accepted, status is changed in the Parent's WP account.
10	Word Press	PayPal integration	USER Parent is able to pay with paypal the client (facility account).

 

Part B - Gather Required Documents from Parents or Other Schools - Mainly CRM functions

Trigger - a new opportunity record is made in Suite when the student is accepted in the SIS. This function alerts the CRM user to start getting the required documentation from parents and schools to support the enrollment. Suite is also used to send invoices to the client(facility), ensuring that every students is billed for.  Part B ends with a status change to the student record that allows the student to be provided log-ins to Moodle.

Sequence	Application	Module	Description	TEST PLAN	Known Issues
1	CRM		INTEGRATION - When the student is accepted, Suite CRM records are created. The parent is a contact record the student is an opportunity .  See Suite CRM Integration.
2	CRM add $$ sig module to SUITE	(no dev required)	USER sends Parent an e-sign document to dis enroll student from previous school and enroll in Studia Nova  (contract pdf template in Suite)
3	CRM	(no dev required)	USER Once above document is signed, an invoice is sent to the client (facility account) for the new student, and/or notification based on billing terms.
4	CRM	(no dev required)	After the parent esigns the document request, the pdf is emailed to the other school to request transcripts.
5	SIS	STUDENT	USER (or future INTEGRATION) updates the student record as active.
6	SIS	HOMEROOM	USER creates student logins
7	Word Press		INTEGRATION - Update word press site with student logins so that they may be provided to the proctor who provides them to the student.   Also make the logins known to the parent account in the wordpress site.
8	SIS		AUTOMATION - Auto-assign the first course that provides students directions on how to use Moodle, and have them complete their initial assessment.

 

PART C - Assessment and Course Assignment

Part C intakes the student's initial academic assessment scores and allows the admin user to select the correct program of study based on the student's assessment scores.

Sequence	Application	Module	Description	TEST PLAN	Known Issues
1	Moodle or other???		Students use the Edwiser  in Moodle from to self-enter their scores from IXL. Use the Edwiser activity. Or there may be another way to do this. Make the proctor do this??
2	SIS		USER - Admin reviews assessment data,  makes determination on which program to assign.
3	SIS		AUTOMATION - Based on the assigned program, SIS automatically creates the student's enrollments.
4	SIS		INTEGRATION - After review of enrollments, the admin triggers the enrollments in courses in Moodle

 

Student Intake UI

PART A - Applicant record to Student Record

PART B & C -  Enroll Student in Courses

PART C VIEW P - Assign program:

Show:

• Student Name, grade level, first student term name
• Assessment data history:

Select:

• Program of Study  [      programs menue     ]  

based on the selected program, list template records below:

term 1 - grade x term x	button	<no student term found>
template 1	enroll>	create enrollment record based on template	delete/edit
template 2	enroll>
template 3..	enroll>
term 2 grade x term x		student term 1
template 1	enroll>
template 2	enroll>
template 3..	enroll>
term 2 grade x term x		student term 2
template 1	enroll>
template 2	enroll>
template 3..	enroll>

SAVE PROGRAM

• When the user changes the program, change the list on the left side.
  
• If the user makes enrollment records, then changes the program, always show all enrollment records made on the left side
  
• Allow the  user to delete/edit the enrollment record.

PART B View M - Moodle Enrollment UI - per Student View

• User can click each M button to enroll the student in the courses in Moodle, or the user can enroll on in a batch process.

 

PART B View M - Moodle Enrollment UI - All Students View

Show same as above but all student enrollments for current term

T - Enter Transcript -TBD