Online Re-registration & Data Verification

Overview

The Online Re-registration and Data Verification platform is designed to streamline the process of updating learner and parent information. It allows parents to confirm if their child will return the following year (ensuring placement) or simply verify that their current contact and biographical data is accurate.

By replacing hard-copy forms with this digital workflow, schools significantly reduce administrative overhead, printing costs, and manual data entry errors.

Navigation Path

My School  >  Learners  >  Learner Year-end:  Re-Registration 

Purpose of Feature

• Data Accuracy: Empowers parents to manage their own information, ensuring the school database remains current.

• Placement Security: Facilitates the re-registration process for the upcoming academic year.

• Efficiency: Automates the collection of changes and allows administrators to approve or reject updates with a single click.

Note: If you have already processed the "Re-registration" step within the Admin Year-End module, do not use the Re-registration campaign. Instead, run a Data Verification campaign to ensure the information for the new year is correct.

Step-by-Step Instructions

1. Creating a Campaign

1. Click Add Campaign.

2. Name: Provide a clear title (e.g., "Grade 8 Re-registration 2025").

   • Tip: Creating campaigns per grade or register class makes managing submissions easier.

3. Type of Campaign: Select either Re-registration (returning for next year) or Data Verification (checking current info).

4. Send messages via: Choose SMS, Email, E-mail and SMS, SMS else e-mail, or E-mail else SMS.

   • Cost Note: Schools are billed per SMS (approx. R0.29 per 160 characters).

2. Message Template Setup

The message is the "invite" the parent receives.

• Bilingual Support: You must set up subjects and bodies in both English and Afrikaans.

• Tag Fields: Use the buttons on the right to insert tags (e.g., [[ParentName]]). This personalizes the message.

• The Link (Critical): You must include the unique link for the parent to access the platform. Under the Other tag category, click Link.

  • Important: Ensure there is a space before and after any tag fields.

3. Setup (Field Selection)

• Select which fields parents are allowed to see and which they are allowed to edit.

• Legal Documents: You can enable "Contract with School," "Indemnity," etc. Parents can view these, but cannot sign them digitally. These must still be printed, signed, and returned manually.

• Verification (OTP): Choose if the One-Time Pin to access the form is sent via SMS, Email, or Both.

4. Audience and Publishing

1. Audience: Select the register classes that should receive this specific campaign.

2. Reactions Tab: View the list of recipients.

3. Drafts: Click Send draft email/SMS to yourself to verify the layout and link functionality.

4. Publish: Click Publish Campaign.

   • Caution: Once published, the campaign template and settings cannot be edited.

Frequently Asked Questions (FAQ)

Can parents use the same link for siblings? No. Each learner has a unique, encrypted link. Parents with multiple children will receive a separate email or SMS for each child to ensure data integrity.

How is the message language determined? The system automatically sends the English or Afrikaans template based on the Preferred Correspondence Language selected in the Parent Profile under My School > Parents.

What if a parent didn't receive the message? Navigate to the Reactions tab. If no date/time is reflected under the "Sent" column, verify the parent's contact details in their profile, update them if necessary, and use the Re-send function.

When should I close a campaign? Only close a campaign once you are certain all relevant parents have submitted their forms. Closing a campaign prevents any further submissions.

Processing Submissions

Once parents start submitting data, you must review and commit the changes:

1. Go to the Submissions tab.

2. Click View/Edit Submission for a specific learner.

3. The screen will show the Current Value in d6+ and the Submitted Value from the parent.

4. By default, the current value is kept. Select the radio button next to the Submitted Value to overwrite the old data.

5. Click Submit to update the learner's profile live in the system.

Restrictions & Reasons

1. Digital Signatures

• Restriction: Parents cannot digitally sign indemnity or contract forms within this platform.

• Reason: Current legal frameworks and system architecture require a physical signature or a more advanced digital certificate for these specific document types to be legally binding.

2. Post-Publishing Edits

• Restriction: Campaigns cannot be edited once "Publish" is clicked.

• Reason: This prevents version conflicts. If the template changed while a parent was mid-submission, it could lead to data corruption or lost responses.

3. Campaign Audience

• Restriction: Campaigns can only be sent to register classes, not individual learners.

• Reason: The system is optimized for bulk communication. For individual data updates, administrators should edit the learner profile directly.
  
  
  

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