Online Registration Setup Application

The Online Registration Setup application allows users with the proper permissions to manage your district's online registration form. If you would like to turn on this application for your district, please contact OnCourse Support. 

Access/Resources

Once users have the proper resources, to access the application:

1. Click on the Student Information Systems tab
2. Choose the Online Registration Setup option

Environment

There are three areas in the Online Registration Setup application:

• Sections are on LEFT
• Fields are in the MIDDLE
• The data within a selected field is on the RIGHT

Edit Information

Certain edits can only be made when there are no pending or submitted registrations in either the Online or Annual Registration applications. If there are any forms in any of these places, the user will receive the following message:

Adding Sections

1. Click the Add Section button
2. In the new window add a Section Name
3. Choose a Section Type
4. When you're finished, click the OK button

Adding Fields

There are three options in the Add Field dropdown menu.  The options will look a bit different depending on the type of section you've chosen (Student or Guardian), but Student and Guardian fields follow the same setup steps.

Now, let's look at the steps to add each Field option separately:

• Adding a Student (or Guardian) Field
• Adding a File Field
• Adding a Student (or Guardian) UDF Field

-1-
Adding a Student (or Guardian) Field

1. Click the Section you want the new field to be within
2. Click the Add Field button
3. Choose the Student Field option
4. Choose a field from the list. 
5. Click Add
6. Fill out the form on the right. Note that not all of the below items may be applicable depending on the type of field you are adding.
   • ID - No need to enter anything into this field. OnCourse will automatically generate a unique ID number for the new field when the form is saved.
   • Label - The field label that will be visible on the registration form.
   • Help Text - (Optional) Clarifies the type of information that needs to be entered into this field.
   • Registration Type - Determines on which form(s) this field will be visible.
   • New Reg Read-Only - Checking this box will make the field read-only on new registration forms only.
   • Annual Reg Read-Only - Checking this box will make the field read-only on annual registration forms only.
   • Type - Choose from:
     • Single Line - A single line of text
     • Multiple Line - Multiple lines of text
     • Display Text - This field is used to display text, most often instructions or requirements.
     • Number - This field is used to add numbers
   • Required - Check this box if you want the field to be mandatory in order to be submitted.
   • Hide from Parent - Check this box if you only want registrars to see this field. If checked, the field will be hidden from parents.
   • Exclude from Copy During "Finalize and Add New Student" - This field is useful when guardians are completing multiple forms for multiple students. If this box is checked, when a guardian completes a form and clicks the "Finalize and Add New Student" button, the information in this field will NOT be copied to the second registration form. 
   • DB Table Name/DB Column Name - These will display the database table and column where the data will populate when the registration is finalized. These are read-only.
7.  When you're finished, click the Save Field button

-2-
Adding a File Field

File fields are used to provide documents to parents or for parents to upload documents to the registration form. 

1. Select the desired Section
2. Click the Add Field button
3. Choose the File Field option
4. Fill out the form on the right. Note that not all of the below items may be applicable depending on the type of field you are adding.
   
   • Label - The field label that will be visible on the registration form.
   • Help Text - (Optional) Clarifies the type of information that needs to be entered into this field.
   • Registration Type - Determines on which form(s) this field will be visible.
   • Action - Determines if files will be provided to and/or accepted from guardians. Choose from:
     • Provide and accept file(s) to/from the user
       example - physical exam form
     • Only provide file(s) to the user
       example - handbook, map
     • Only accept file(s) from the user
       example - residency document, birth certificate
   • Required - Check this box if you want the field to be mandatory in order to be submitted.
   • Hide from Parent - Check this box if you only want registrars to see this field. If checked, the field will be hidden from parents.
   • Exclude from Copy During "Finalize and Add New Student" - This field is useful when guardians are completing multiple forms for multiple students. If this box is checked, when a guardian completes a form and clicks the "Finalize and Add New Student" button, the information in this field will NOT be copied to the second registration form. 
   • Attach a File - Choose a file to upload
5. When you're finished, click the Save Field button

-3-
Adding a Student (or Guardian) UDF Field

User-Defined Fields (UDFs) are custom fields created by your district (or by OnCourse for your district). UDFs are created in the system manager. Click HERE for directions on how to create UDFs. Once a UDF has been created, it can be linked to an Online Registration field.

1. Select the desired Section
2. Click the Add Field button
3. Choose the Student UDF option
4. Choose a field* from the list. This list includes all UDFs that have already been created. If you don't see the UDF you are looking for make sure it has been created properly. 
5. When you're finished, click Add
6. Fill out the form on the right. Note that not all of the below items may be applicable depending on the type of field you are adding.
   
   • ID - No need to enter anything into this field. OnCourse will automatically generate a unique ID number for the new field when the form is saved.
   • Label - The field label that will be visible on the registration form.
   • Help Text - (Optional) Clarifies the type of information that needs to be entered into this field.
   • Registration Type - Determines on which form(s) this field will be visible.
   • New Reg Read-Only - Checking this box will make the field read-only on new registration forms only.
   • Annual Reg Read-Only - Checking this box will make the field read-only on annual registration forms only.
   • Create Health Alert - Checking this field will automatically create a health alert in the Health and Medical application. As well, a health alert icon will be visible on the student's profile.
   • Hide from Parent - Check this box if you only want registrars to see this field. If checked, the field will be hidden from parents.
   • Exclude from Copy During "Finalize and Add New Student" - This field is useful when guardians are completing multiple forms for multiple students. If this box is checked, when a guardian completes a form and clicks the "Finalize and Add New Student" button, the information in this field will NOT be copied to the second registration form. 
   • Autofill Other Fields - If this box is checked, you will be able to select other fields in this section that can be auto-filled based on other field values.
   • DB Table Name/DB Column Name - These will display the database table and column where the data will populate when the registration is finalized. These are read-only.
7. When you're finished, click the Save Field button

Rearrange Elements

Rearrange Sections and Fields by clicking and holding the handle then dragging and dropping the element in a new place.

Resource - Registrations: Form Manager