Collecting ReEnrollment Feedback

Rachel Welsh · January 2013

I'm creating a Google Doc to collect comprehensive feedback on the ReEnrollment form. If any schools would like to be able to contribute or see what we've collected please email me, rwelsh@shipleyschool.org.

Rachel Welsh · January 2013

I have a PDF of the results if anyone is interested (can't upload PDFs here).

Rachel Welsh · January 2013

BBNC Online ReEnrollment Feedback

Author: Rachel Welsh – The Shipley School (with feedback from the Shipley Enrollment Committee)
Collaborators: Evan Thomas - Princeton Day School, Kathy Hannon - Holy Trinity Episcopal Academy

Notes / Background

At Shipley, we’ve moved to using the online reenrollment. In order to do this we had to get approval from the attorney that a single parent signature is acceptable as the BBNC form does not allow for two signatures (RW) (KH)
At Shipley, we need one inclusive enrollment report that show students, contract/enrollment status, deposit paid, payment plan chosen that can easily be run from within Blackbaud and preferably one that can be Queue. We come close to accomplishing this by adding many attributes to RO but it is not available directly/easily from Blackbaud. (RW) (KH)

Positive / Works well

LOVE that we no longer have to mail contracts (RW) (KH!!)
LOVE the logic in the payment screen (RW)

if we were going to use the payment screen (Needs Change section below) we could easily have different fees on one form using our deposit attributes (RW)

LOVE the rules/logic (RW) (KH)
LOVE that we can Shipley recipients to email alerts and that they can EASILY access a PDF of the completed contract from that alert. (RW)

Needs Change

Need to be able to use this for new students, or enrollment (RW) (ET agree) (KH)
Need to be able to process the forms without giving parents the ability to delete their completed form and without giving them the ability to complete a second form while still giving them access to their completed form. (RW)
On the Login tab of the form designer, we need “Allow users to delete a form in progress” to be just that and for it not to allow a parent to delete a completed form. (RW) (KH)
Need to be able to accept e-checks on payment (RW)

This is the main reason we will not use the BBNC payment screen and are simply linking to another payment processor. (RW)

Need to be able to only update your information, your spouse or your child’s information (RW)

We don’t allow any biographical updates on the reenrollment contract form because a former spouse could easily update another’s information (RW)

Making the SPE available on the reenrollment form was a great thought but here’s why Shipley will still need to rely on a student attribute for reporting: (RW)

In a comprehensive enrollment report we need to include next year’s grade level
Shipley deletes the SPEs for the coming year on student records when we learn they are not returning for the coming year

This is because when schedules are generated a mandatory course will automatically be added to any student with an SPE for the coming year.
We’ve thoroughly investigate the options for using queries to limit the students pulled into scheduling but it is more potential for error than simply deleting the SPEs for students not returning.

Deleting the SPE means that Admissions report will not work so we’re back to attributes

Would be nice if / feature requests

It was easier to collect two parent signatures for the schools that require that. (ET) (Agree: RW)
There was a stronger audit trail to be called upon when someone contests signing a contract. (ET) (RW See # 10 below)

Idea: Have a PDF of the contract automatically added to the Media tab of a student record. (RW – Shipley is going to do this manually)

Rules worked better with attributes. (ET)
The word “Start” on the form display part should be editable (RW) (ET agree)
When using criteria in a form fee we need to be able to edit the text for a $0.00 fee. It currently reads “This form has no associated fees” which may be confusing when a parent has to pay a fee for one reenrollment but not for another, i.e. one student is tuition remission and one is not. (RW)
It would be great to be able to include the fields from the contract as merge fields in the confirmation screen and the confirmation email. This would be especially helpful when using a 3rd party payment tool. (RW) (ET agree)
A date field could be defaulted to “today’s date” (RW) (KH!!)
Being able to receive a copy of completed forms is great, especially since it includes a link to the PDF. It would be nice if the name of the PDF for identifiable, including a student name or student id. (RW) (ET agree)
Being able to include HTML in text parts is great but it is nearly impossible to write the code in a box this is an inch and a half long and a half-inch high. For that reason I write and format the contract in Word, paste it into Dreamweaver keeping the formatting, copy the HTML and paste it into the tiny box. It would be great if the text fields used the text editor. (RW)
Need to be able to add attribute to record of person completing online reenrollment that tracks their submission date and BBNC user id as hidden fields so that we can protect ourselves in cases of litigation. (RW) (KH)
When selecting “Bill me later” the payment system uses the word “Pledged” this needs to be editable in the payment confirmation screen and in the acknowledgement, it is confusing for our parents as this is not a pledge that they can get out of, the bill will show up on their student billing and they are expected to pay it in full. Unlike a “Pledge” that parents can ask to be released from the commitment in our Advancement office. (KH)

This is crazy!

It makes NO SENSE that everything associated with the reenrollment form is RO but it creates AO checklists? How can you possible get a complete picture of reenrollment? (RW)

Tracks and checklists are not queryable from individuals or faculty so you can not use BBNC to email parents if our data is pure.

EVERY school using Blackbaud needs to report on reenrollment. While there are many fields available in many different systems, there is no one report available to all schools that shows enrollment for the coming year. (RW)

BBNC Parts related on Online ReEnrollment!

Relation profile display needs further refining. This part relies on student’s relationship to the parent, i.e. son/daughter but most forms rely on the parent’s relationship to the student, i.e. mother/father. If you allow niece/nephew, as is the case for guardianship, you allow the viewing of data for all nieces/nephews. (RW - BBNC Case)

Rachel Welsh · January 2013

Thanks to Eli for pointing out that on the login tab you can check the "Allow only one form submission - Select whether to restrict a user to being able to only fill the form out once." box! This solves the second part of #2 in the Needs Change section. Yeah!

Collecting ReEnrollment Feedback

Comments

Categories