If you have EnrollMe

  1. Decide if you want to make use enrollment status of the  labels “Pending” and “In Progress”. By default, these status levels are not defined. However these are some suggested uses:
    • Indicate that the next step is to pay the registration / application / book fees. Note: You can collect payments online using Gradelink Payments.
    • Indicate that the next step is to schedule an interview
    • Waiting list: Indicate that the next step is to wait for an opening.
  2.  Check your email notifications for accuracy. Email notifications are triggered automatically when a Form status is changed to let applicants know what the next step is (ie, pay registration fee, schedule a meeting etc.) and who they should contact if they have a question.

    1. 1. From the EnrollMe tab press the Settings sub tab.
    2. 2. Press Email Settings.
    3. 3. Choose an enrollment status from the drop-down menu.
    4. 4. Update the Subject and body to customize it for your school.
    5. 5. Save the Notification.
    6. 6. Repeat steps 3-5 for each status level you plan to utilize.
    7. 7. Check the “Disable this status notification” checkbox for any unused statuses.
  3.  To allow staff to receive email notifications for applicants with a specific status, such as Submitted:
    1. 1. From theStaff tab select an Admin Limited  or Admin full staff Staff member.
    2. 2. Enter a valid email address in the School Email field.
    3. 3. Use the Notifications drop down to select the notifications you want to receive.
  4. Check the text on your forms for accuracy before allowing students to apply or enroll. If you find something that needs to be changed, contact Gradelink support for assistance.
    1. To test your new student enrollment forms:
      1. 1. From the EnrollMe tab press Add New.
      2. 2. Choose New Applicant.
      3. 3. Fill in a fictitious student name just for this testing.
      4. 4. Press Save.5. Fill in fictitious info in each of the forms; be sure to enter your email address in the student email field and/or a parent/guardian field.
      5. Complete and submit the application and check your email to verify notification.
      6. If everything looks good you can delete the test student.
    2. To check your returning Student enrollment forms:
      1. From the Students tab add a new, fictitious student just for testing.
      2. From the EnrollMe tab press Add New.
      3. Choose Re-enrollment from the drop-down menu.
      4. Choose your temporary fictitious student.
      5. Press Save.
      6. Fill in fictitious info in each of the forms; be sure to enter your email address in the student email field and/or a parent/guardian field.
      7. Complete and submit the application and check your email to verify notification.
      8. If everything looks good you can delete the test student.
  5.  Open re-enrollment
    1. From the Settings tab select the Parent sub tab.
      1. 1. If you want to hide the academic tabs for students in lower grade levels, use the drop-down menu, “Hide academic and attendance tabs for grade levels lower than:
      2. 2. Check the box, “Default to Enrollment tab if a student’s enrollment is not completed” to help remind parents.
      3. 3. To hide the Re-Enroll tab from your graduating class, use the drop-down menu, “Hide ReEnroll tab for grade levels higher than:
      4. 4. Uncheck the box, “Hide Re-Enroll tab on parent interface” to show the Re-Enroll tab on the parent login.
      5. 5. Be sure to Save Changes.
  6.  Let your families know re-enrollment is open.
    1. From the Communicate Tab select Email Blast. From the To: menu choose the group, Active Parents Only (or Active Students Only for adult schools) and compose a message that includes the following instructions:
      • Log in to Gradelink to re-enroll. The Re-enroll tab will be active by default
      • Enrollment forms will be pre-populated using information the school has on file for your student. Parents are asked to check the information for accuracy and make any corrections or additions.
      • If you have multiple students, you need to re-enroll each one separately.
      • If your school has enabled it, you can switch between your enrolled children using the Now Viewing menu on the top right.
      • To enroll a new student, click the following link [Note to school: You’ll need to replace the XXX with your school id]:
        https://secure.gradelink.com/asp.net.rewrite/enrollment.aspx?sid=XXX
    2. If you offer an early bird discount, you can prompt just those families who have not yet re-enrolled:
      1. From the Communicate Tab select Email Blast.
      2. From the To: menu choose the group, Not Yet Re-enrolled
      3. Compose an appropriate message and send.
  7.  Run enrollment forecasting report
    1. From the EnrollMe tab click the Reports sub tab and press Enrollment Levels to view a projection of the enrollment for each grade level for next year.