- The dates in the Registration Information section identify the participation date range for the participant at a site. Multiple records can be found here if a participant begins and leaves the program at various sites and/or at various times during the year. Registration Information date records can be updated manually or via a data import process from your District's Student Information System (SIS). Most of this article discusses how to add/edit Registration Information manually. For further questions about importing student information from an SIS, contact support at support@transact.com.
- The Out-of-School TimeTracker and AS21 systems can track enrollment in various programs and participants' involvement in your out-of-school time program. These programs might include McKinney-Vento homeless support initiatives, Foster Care, Migrant Education, and others.
Locate the participant in your List of Participants
There are several tools to navigate your list of participants.
The dates identify the service dates for a participant. The Start Date should be the day they were registered in the program, and the End Date should be when they stopped receiving services at the site, typically the end of the program (e.g., end of the summer program, school year). There may be more than one Registration Period record present. This indicates that the participant started attending the site but then left and returned later.
The Enrolled Program(s) column will indicate which, if any, programs the participant is enrolled in.
Notes When Using a Data Import Process
If a data import process from your District's Student Information System is in place, you may not need to manually add or edit Registration Period Information date records.
The Start Date is when the student was first imported into the system from the District's SIS. The End Date will default to the end of the current registration period.
If the participant transfers to another site or withdraws from the district, data in the imported file will trigger the End Date to be updated to when they left the site. If they return to the site, another Registration Period Information record will be created automatically to preserve the history of the original withdrawal from the site. The pencil icon allows you to edit these dates, but this should not be needed with the data import process, as the dates are updated automatically based on the imported data file.
Step 1 - Adding Registration Period Information
Select the Registration Site where the participant is being served. Then select a Registration Period; the Start and End Dates will default to the Start and End dates of that Registration Period. To learn more about setting up Registration Periods, please see this article.
If you are connected to a single site when adding this Registration Information record, the Registration Site will be pre-filled with that site's name. To learn more about switching access to connect to different institutions or sites, please see this article.
The Start and End Dates default to the start and end dates of your selected registration period. If you want to change those dates, the dates you choose must fall within the dates for the Registration Period selected.
Use the calendar icon to open the calendar selection tool. Use the left and right arrows at the top of the calendar to navigate between different months. Click on the year to switch years.
Alternatively, you may also type the date in the Start Date and/or End Date using MM/DD/YYYY format.
Any dates on the calendar with a line through them are outside the Registration Period and are not selectable.
Click Next Step.
Step 2 - Adding Enrolled Program Information - Optional
If your program wants to record the other programs students are being served in, in addition to the after-school program, Enrolled Programs can be set up when setting up a Registration Period. To learn more about setting up Registration Periods, please see this article.
If no Enrolled Programs have been set up for the selected Registration Period, this message will appear.
If Enrolled Programs have been set up for the selected Registration Period and this student is a participant in another program (e.g. McKinney-Vento homeless support initiative, Foster Care, Migrant Education programs), click the +Add Enrolled Programs link and choose the program in the Enrolled Program dropdown list along with the Start Date and End Date of their participation in this Enrolled Program.
Is the student participating in another program you want to track?
- If not, finish the process by clicking Save Registration Information.
- If yes, click +Add Enrolled Programs to select the other program the participant is enrolled in from the Enrolled Program dropdown list and the Start and End dates of their participation in this Program. When you are finished adding programs for this student, click Save Registration Information.
Editing Registration Period Information
To edit a Registration Period Information record, click the pencil icon. You may want to edit the Date and/or Enrolled Programs sections.
You may want to manually edit the Start Date if the person began participating before entering the system. You will want to manually edit the End Date if the participant leaves your program (e.g., the family moves away); change the End Date to that date.
Deleting Registration Period Information
A Registration Period Information record should only be deleted if there was a mistake in data entry. If the participant has left a program, change the End Date of the Registration Period Information record to their withdrawal date.
If you need to delete a Registration Period Information record, click the trash can icon and then Yes, Delete to the confirmation prompt. Note that there must always be one Registration Period Information record for a participant. If there is only one record, the trash can icon will be disabled for this remaining record, as it cannot be deleted.
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