paperless registration Archives - Registration Gateway

Octorara Area School District (PA) eases registration for parents and staff with online student enrollment

After searching for a solution to automate student data flow to PowerSchool, Octorara partners with Registration Gateway from SRC Solutions.

Through technological advancement, Octorara Area School District is improving and ensuring student and guardian involvement in the education process and in the district’s community. These strides go hand in hand with Octorara’s mission.  Quality relationships between parents, students and school are a source of pride. Relying on a previously dated paper registration process caused heartache with Octorara leading the administration on a search for a way to automate this lengthy process.

Registration Gateway is an award-winning Online Enrollment Solution for K12 school districts across the country. “When people on both sides of a process, like registrars and parents in the registration process, have the same source of grief – they aren’t causing the problem. Taking paper out of the equation simultaneously takes out incomplete data, manual data entry for registrars, and cuts down time spent in-office for parents, creating a symbiotic relationship between the two parties.  It relieves a lot of stress on both sides,” said SRC Founder, Patrick Maher.

After scouring several online enrollment competitors, the district administration’s decision was ultimately based on “Registration Gateway’s superior compatibility with our student information system and the user friendly software for parents and staff,” according to Octorara Area School District Registrar, Cheryl Todd. As the best choice for both school staff, the student community and their families, a partnership between Octorara and SRC Solutions, Inc. began.

Today, Octorara School District is almost completely paper-free for their registration process, with an estimated 95% of parents completing student enrollment online. They have attested to saving a “tremendous” amount of time, for both parents and staff. They’ve saved a few pretty pennies as well with the elimination of printing registration forms and supporting documents.

Ms. Todd spoke about their first experience with Registration Gateway in place: “Registration Gateway was used for our kindergarten registration process for the first time this year.  The program helped us to streamline our process with parents on the night of registrations. We were able to keep better track of student documents, as they were scanned and kept with the student’s forms online.  It was a tremendous time saver with the elimination of hand entering all the student data from the registration forms.  It also provided better accuracy with the information that was collected.”

Staff members are certainly happy their jobs have become easier, but for Octorara it’s always about the students and their families first. “With Registration Gateway we are able to coordinate our registration process with the Registrar and the student screenings with our building staff.  This allows the parents to take care of everything on a single day instead of missing multiple days of work and having to spend the extra money on travel.  We are able to get our students in the classroom sooner,” explained Todd.

Todd also explained that with these advancements in efficiency, Octorara school personnel were able to reallocate the time and energy usually reserved for enrollment. Instead they spent it where it matters most: on the students and in the classroom.

“Registration Gateway streamlines the entering of student information into our student information system, PowerSchool.  The savings of time for staff allows them to focus on other areas of their jobs and creates better efficiencies,” said Todd.

About SRC Solutions, Inc.

SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems.

overwhelmed secretary

5 Common Errors with Manual Registration

A digital registration solution can help both parents and staff make the registration process paperless, secure, and efficient. Switching from a manual, paper-based enrollment system to an online registration solution will mitigate risks like misplaced student files and data entry errors.

Many industries have switched from analog to digital in order to save space and increase efficiency. Think about how much easier it is to find the song you want to hear now that you no longer have to go through a CD collection, input the disk into another device, and read the jewel case to find the right song. You simply search for the song within your own digital library or elsewhere online and it pops up and plays. You also don’t have to risk opening the CD case to find that the disk has gone missing, or worse, a different CD in its place. This discovery could mean the entire organization of your CD collection has been compromised. School systems and offices are now feeling a similar relief when it comes to the registration information and necessary documentation of their staff and clients.

With an online registration solution, the common errors that come with manual registration are prevented entirely.  Within a school system, the standard process of registering a child for their education has been that the parent personally fills out the forms, which are handed over to school staff in order to be manually entered into the student information system (SIS) and then filed accordingly, as well as distributed throughout the staff appropriately. A similar process also occurs when new employees are hired and have to submit the same information to the human resources department. SRC Solutions has reinvented the standard by going digital. Here are the 5 most common errors of manual registration that can be automatically corrected and prevented by utilizing a digital system. The examples given below regarding new student enrollment can also be applied to a new hire situation between the HR department and a new employee.

  1. Prevent incomplete data while increasing parent confidence.

Digital solutions actually make parents feel more involved and confident about their student’s registration, while simultaneously preventing them from making mistakes and disrupting the whole process. Normally, a parent is handed a hefty paper packet which asks all the necessary questions a school must ask in order to keep track and take care of a student. When parents fill this kind of information out on paper, it is very easy for blanks to go unfilled, either because the parent is resistant to answer or because human error permits them to skip over a question. When filling out the information online, products such as Registration Gateway make sure the parent cannot move to the next set of questions without answering absolutely everything the school considers necessary. It also prevents them from entering data in an unacceptable format. This ensures that the data flowing into the SIS is clean and complete.

  1. Prevent illegible data while saving time for staff.

Everybody’s handwriting is different, and what is legible to one person is not always legible to the next. The next step in the traditional registration process after parents fill out the paper forms, is handing over that packet to a registrar or secretary to be manually entered into the SIS. Even if your paper registration packet is only 10 pages long, and you only have 500 students in one school, you’re still depending on your staff to manually enter 5,000 pages of information, and decipher 500 different kinds of handwriting. The average manual data entry error rate for humans is 1 percent, meaning that 1 out of every 100 entries is erroneous, explained Ugerboek Software. Registration Gateway eliminates this step of the process entirely. The data flows directly from the parent portal in Registration Gateway, and, after being approved by the school, transfers directly into the SIS. This means no more translating parents’ handwriting, and no misspellings in the data as a result. It also saves hours and hours of time and redundant effort for the staff.

  1. Better control and regulate the student data.

St. Street. Str. (555)123-4567. 555-123-4567. 5551234567. There are many different modes that data can be relayed when you hand a client a pen instead of offering them options to choose from. With a digital registration process, the input of data is regulated according to the administrator’s preference. The data relating to each individual student can be managed on a grand scale to make sure that the data is logged and stored in the most consistent manner possible. This prevents problems you might not expect, such as issues with mailing addresses, contact information, and student transportation information. For example, you may think you notified every parent of a child who lives on Main St. about a situation on their children’s bus route. But if one student has their data logged differently (ex. Main Street), their parents may fail to be informed. Registration Gateway from SRC Solutions, Inc. is completely tailorable to any individual school district’s needs and preferences.

  1. Paper is vulnerable – make your data safer.

Paper is an incredibly vulnerable substance. It can burn, it can be torn, it can turn to mush during a flood, and it can be stolen or misplaced. In cases of fire or flood, school systems that rely on paper files are left without a back-up plan; the data is simply destroyed. Forest Brook High School in Houston, Texas, recently fell under fire for failing to provide student records that proved former students had been enrolled in their school, reported KHOU.com. When investigated by the Texas Education Agency, the school was also found to have student enrollment files that were completely illegible and some students even had two completely different transcripts with varying information. The TEA noted that one of the issues behind the inaccurate, poorly maintained records is the recent floods that have swept through the city, which may have destroyed many of the missing documents. Natural disasters do happen, but the threat of being handled by man is much more common issue and can even be more detrimental to school security. Storing these files electronically not only ensures safety in case of tragedies or computer malfunctions, but it also protects them from the eyes and hands that shouldn’t be handling them, as well as making sure they are constantly in the correct place and easily accessible. To give you an idea of how much time and money searching for misplaced paper documents can cost an organization, the average office spends about 8 hours performing paper management. Business offices with about 1,000 employees waste approximately $48,000 per week due to the inability to locate and deliver needed information, according to the National Association of Professional Organizers. Password protection and data encryption makes every student’s information available to the parents and the appropriate members of the staff, but secures it against privacy invasion. This also prevents infractions upon the Family Educational Rights and Privacy Act (FERPA), which mandates that schools must keep a complete, organized file for every child and protect it against privacy breaches.

  1. Ensure that parents submit all the necessary documentation and eliminate appointments with parents (or bring it down to the bare minimum)

Many documents have to be submitted to enroll a child for school before they can actually attend school and be sorted into the correct classes. Birth certificates, social security cards, proof of residence, vaccination and allergy records, and other documentation are the parent’s responsibility to provide for the school. Neglecting to bring one of the documents to the scheduled registration appointment means they have to schedule another time to come in and complete the process. With online solutions like Registration Gateway, each of these documents can be scanned by the parents on their own time, and then automatically distributed to the appropriate departments within the school. While some schools do still require an actual appointment with the parents at the end of their digital registration process, this step could theoretically be eliminated. If this is not the case for a certain school, the online registration process can ease the ability to make appointments between parents and administrators, as well as provide a way for the documentation to be submitted before the appointment date, or at the very least prepare the parents to bring all the right documents in at that time.

About Registration Gateway

The only true paperless solution of its kind, Registration Gateway streamlines student registration, re-enrollment and information tracking into a simple, intuitive process. By digitizing and automatically integrating data into existing student information systems, Registration Gateway saves money, increases compliance, mitigates legal and disaster risk and creates new funding opportunities. To read more, click here.

a paper heart torn in half

10 Ways that Paper Will Break Your Heart

  1. Hard to access– Getting and using information within seconds, not days, is the norm in today’s global and mobile world. Paper lacks the immediacy and accessibility of electronic documents, and severely lengthens the time it takes for information to get from one person to the next. Paper can end up in the wrong file, mailed to the wrong address, or even in the trash – like at Intermediate School 47 in the Bronx, where 11 boxes of student documents were accidentally left on the curb. With electronic documents and workflow automation tools, you can create and route documents and data that can reach the right people, right away, without manual intervention. All they (teachers, principals, board members, students, and even parents) need is a device with internet connection and permission to access certain documents.
  2. The right information is harder to find – A study conducted by Deloitte & Touche found that U.S. managers spent an average of three hours a week looking for paper that had been misfiled, mislabeled, or lost. Electronic documents are easier to file and find because they can be indexed using keys like student ID, date, document type or other user-defines criteria. You can even use full-text searching, making it simple and quick to find important documents.
  3. Lack of process automation– Process automation is the intelligent management and routing of information through a business process or workflow. Using document management and distribution software, you can build rules to route, distribute and store electronic documents, reports and other data. At Passaic County Technical Institute, the database administrator used process automation tools to schedule reports to export and send themselves to the proper personnel every morning while she was away on vacation. You can also collaborate between departments or separate schools by sharing documents digitally so they can be reviewed, edited and saved.
  4. Unsatisfactory data collection and output quality – On paper, processes like school registration are muddied by guardians leaving fields blank, or secretaries misreading different kinds of handwriting. Using web-based form technology to collect and exchange information not only speeds up the process, but improves data quality. Software can be implemented in addition to data-capturing form technology to further improve data quality, such as type-ahead addresses verified through the USPS, and address purification mapping.
  5. Higher costs – Reams of paper, mailing expenses, manila folders, printer ink and repair – these things add up quickly. And let’s not forget the time it costs employees to manually enter data, file documents, retrieve them and scan them. Digital processes eliminates all of these costs once and for all.
  6. Slow return of approvals – Utilizing electronic signature solutions speeds up approval processes for external and internal documents. Electronic documents can be signed digitally and routed for the next step quickly, reliably and securely. This can speed up purchase requests, loan approvals, expense reports, contracts and much more. In terms of contact with parents, the electronic signature can facilitate the reception of report cards, permission slips, student handbook contracts, etc.
  7. Liability to regulatory compliance – Regulations such as HIPAA and FERPA require schools to take significant measures to maintain data confidentiality and integrity. Paper-based systems make tracking and managing data more difficult and expensive than digital document systems. Electronic document management systems can provide an audit trail of when documents are received or sent. Built-in security prevents unauthorized access, maintaining data confidentiality. FERPA also requires that parents be given certain student documents upon request within 30 days – with an electronic document management system they don’t even have to ask; they can simply be given an account and password for their student’s file upon enrollment.
  8. Its harmful to the environment– The world has begun to see the value in going green and reducing our carbon footprint. Going paperless by utilizing electronic document management systems and related technology helps cut down on deforestation and pollution.
  9. Improved service– Many customers prefer self-service over setting up appointments over the phone or waiting in line. The enrollment process during the start of a new school year in particular can create a long, long queue in the office. Providing electronic access to all relevant data not only gives customers more accurate and complete information, it makes them happier and more loyal customers. As does allowing customers or guardians to provide you with their relevant data. With certain software solutions, guardians can even access a calendar of open appointments and claim a slot for themselves without picking up the phone or visiting the school.
  10. Cluttered office space – A single filing cabinet holding 9,000 documents usually takes up about 20 sq. ft. in an office. Current estimates from author and efficiency researcher, K.J. McCorry show that 50-70% of space in an office are dedicated to filing and storing physical documents. Statistics also show that 3% of documents in each file cabinet are misfiled, and 45% of documents are duplicated information. That’s a lot of clutter and time spent sifting through it. With a virtual filing system, you’re saving the square footage in the office, around $300 per filing cabinet, and a whole lot of headaches that come with a crowded, less organized workspace.

Lebanon School District (PA) Cuts Back On Resources And Costs With Registration Gateway

​​When you think of “cutting down” resources for a school district, more often the mind jumps to negative assumptions than positive ones. For Lebanon School District in Pennsylvania, they might just argue the opposite.

Lebanon School District, which serves nearly 5,000 students, saw 100% of parents register their children through Registration Gateway online, a District Top 100 product the last three years running. This allowed them to reduce superfluous resources, labor, and inefficient registration appointments.

We no longer have to run off copies of every single document for each department, they can simply find the information on their own.

DAWN ZATORSKI, STUDENT REGISTRATION COORDINATOR

According to Dawn Zatorski, Lebanon’s Student Registration Coordinator, “Using Online Enrollment with Registration Gateway cut back printing costs, paper and other supplies, and most productively, the amount we needed to pay additional staff and overtime salaries during the summer.” Registration Gateway makes it possible for school administrators and registrars to access new and returning students’ data from any internet-accessing device, whether it be at the office or at home.

“The amount of time between enrollment and starting school, for students, has been greatly reduced. This is because we get better quality data in the first place by sidestepping having to decipher parent handwriting, and because it forces the parents to fill out everything we need without skipping any questions. It also substantially reduced the amount of time parents have to spend in the office. The whole process of getting the student data from paper enrollment forms into PowerSchool has been completely stamped out, because of Registration Gateway’s data flow integration with our student information system. The data is simply uploaded to PowerSchool within moments after parent completion and administrator approval. All these cut backs have enabled us to enroll students and get them into classes much quicker,” said Zatorski.

“Enrollment is only the first step of a student’s experience, and the data that goes into PowerSchool has to be secure and easily accessible to the right people,” says Patrick Maher, CEO of SRC Solutions, Inc. “Registration Gateway gets rid of a lot of problems caused by human error, both by parents and employees. Having personally been both of those things, I know that I’ve misplaced many documents as well as failed to answer all the right questions when enrolling my own kids in school. They’re just simple mistakes, but they’re very preventable ones. It’s in the best interest of the parents, the school district, and the students to choose the solution that takes the best care and provides the highest and most thorough degree of accuracy and security when it comes to this information.”

When asked what about the Registration Gateway solution had most positive effect on Lebanon School District, Zatorski replied, “With the highly transient nature of our students and their families, the ability to retain enrollment documents electronically has been such a huge help over the last year. We only have to ask for their information once, and we get all of it at one time because of how it obliges parents to answer every field of inquiry. After we have that, it’s so easy to access the documents if we have any questions and in order to appropriately plan and staff for the next school year. All the administrators can access it, so we no longer have to run off copies of every single document for each department, they can simply find the information on their own.”

About SRC Solutions, Inc.

SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems.

Innovations at Morton Grove School District 70 (IL) allow for better communication between school and student families.

Registration Gateway by SRC Solutions, Inc. creates a seamless portal for information transactions between school district and guardians.

At Morton Grove School District 70, located just north of Chicago, Illinois, personalizing the educational experience of each student and their families through digital approaches is not uncommon. For just one example of this, Assistant Principal Jennifer Kiedaisch appears in videos on the school districts Anti-Bullying page, in which she outlines bullying protocol, prevention and reporting guidelines for both parents and students. Recently, the small school district, which caters to roughly 900 students, has welcomed another digital approach: this time catering to student enrollment.

Using Registration Gateway, the school district website provides two separate portals for parents to register their children for school: New Students, and Returning Students. From these portals, parents can enter all of their student’s necessary registration information from the comfort of their own homes. There are many advantages to parent-conducted data entry, on both sides of the portal. According to Alana McCloskey, Morton Grove SD70’s Administrative Assistant, “There is less of a chance for data entry error when the parent completes the information and it is verified by the registrar in less than 15 minutes.”

McCloskey’s favorite benefit from Registration Gateway utilization is the amount of time that it saves her and the rest of the staff during student enrollment season. “It used to take me days to enter all of the information for our incoming kindergarten students. Many hours of time is saved by having the parents do all of the data entry.” While 900 students doesn’t make Morton Grove SD70 a large district, 900 different registration installments certainly takes a long time the old-fashioned way. After commissioning Registration Gateway, new student, kindergarten and otherwise, as well as returning student registration, was done 100% through the digital portals. “I probably spent about 30-40minutes completing a single student’s registration.” Considering Morton Grove sees about 140 new student registrations a year, we can deduce that McCloskey has saved about 82 hours of manual data entry with Registration Gateway.

Says McCloskey, “After review, the file is sealed and all information is effortlessly moved over to PowerSchool. All information is stored in one easily accessible location.” Registration Gateway effectively organizes and then permanently stores the data within the password-protected system. This ensures data and document safety against natural disaster, becoming lost to the office, misfiling, and theft. Based on her testimony, and the affirmation of many other customers, which can be read by clicking here, Registration Gateway has proved itself trustworthy in this process. It meticulously handles the student files and catalogs them correctly within PowerSchool, as well as makes each file instantaneously reachable.

“Going forward, Morton Grove will see a high ROI in many different forms: cutting the costs of paper supplies, and being a more productive team by reducing the amount of menial tasks that need to be completed like data entry,” stated Patrick Maher, CEO of SRC Solutions, Inc. They’ve always been the type to work smarter, not faster, which is exactly why we knew a partnership between their district and SRC Solutions would be an advantageous one.”

About SRC Solutions, Inc.
SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems.

Ramona Unified School District (CA) Deploys SRC Solutions Registration Gateway and Level Data to Deliver Online Registration and Student Residency and Contact Validation

Ramona USD drives inefficiency out of student registration and data management with Registration Gateway and Level Data

Center Valley, October 30, 2016

Ramona Unified School District, located roughly 30 miles northeast of San Diego, serves a student population of 5,700 students. Their mission is simple and honest, “preparing today’s learners for tomorrow’s world!” Applying that mission internally, Ramona USD is preparing for a paperless tomorrow by taking steps toward automated Online Student Registration with seamless student database integration.

Registration Gateway isn’t simply a cutting edge online enrollment system. Registration Gateway paired with Level Data delivers a process designed to improve and streamline Ramona USD’s student data collection. Registration Gateway’s implementation at Ramona USD has shown immense return on investment.

“When we talk about return on investment for Ramona USD, we’re not just talking dollars here, although plenty of that has been saved in the process. We are also talking about valuable staff time and effort, as well as simplicity, consistency, and reliability on the part of the students’ parents and guardians.” said Patrick Maher, CEO of SRC Solutions, Inc.

“Registration Gateway allowed parents to pre-register their kids online before ever visiting a school site; minimizing the amount of required paperwork and the overall time spent with the school site registrar. In the first six months over 1,000 new student registrations were completed online and added to Ramona’s PowerSchool Student Information System” said Danielle Shaw Information Systems Specialist at Ramona USD.

Online Registration with Registration Gateway provides clean data for state reporting, requiring minimal to no oversight on the part of the administration.

“The elimination of lengthy paper packets has indeed been able to cut costs. Printing and postage can rack up a lot of expenses. Registration Gateway provides us better visibility into our future kindergarten enrollment much earlier in the process allowing class sizes to be maintained. The ability to restrict street address entry to district only addresses has been a big difference for us. This saves significant time with our Direct Certification Process and was something we didn’t see from any other Online Registration provider” said Shaw.

While Level Data and Registration Gateway are two separate solutions, their solutions pair well providing additional benefits to school districts. Level Data provides additional student residency and contact validation as part of the overall solution.

“Having Level Data involved as part of the process has been a great benefit to our district.” said Shaw.

Registration Gateway and Level Data provide today’s learners a seamless registration, today’s parents a good first impression of their new school district, and today’s school districts with savings that can be focused on “preparing today’s learners for tomorrow’s world!”

Portland Public Schools deploys Registration Gateway Online Enrollment integrated with the Aspen Student Information System to achieve cost savings and efficiency

Portland Public Schools combats budget cuts with innovative online solutions.

Portland Public Schools has many goals to achieve success for their student. One of those goals is define and implement a comprehensive district-wide communication plan. One of the tenets of this plan is to refine and implement a district-wide communication plan including stakeholder involvement in the development of protocols and practices.

When faced with a reduction of secretarial staff over the summer, Holly Russo, Registrar at Portland had to come up with a plan. Russo partnered with Registration Gateway from SRC Solutions to refine and implement a new student registration process throughout the district, including information intake from parents, data integration into the Aspen Student Information System, and instant information access to district stakeholders.

“Shifts in staffing are a never ending battle for many of our school district partners and Portland is no different. School districts across the country are achieving tremendous return on investment and positive parent/district communication with Registration Gateway,” said Patrick Maher, CEO of SRC Solutions.

“Portland Public Schools has become more efficient in many ways. First, data entry for students will be consistent across the board. Registration Gateway allows me to complete a new student registration in half the time. The returning student site will eliminate the tedious steps that each school does now sifting through emergency cards reviewing data that needs to be updated. This process will be smoother and create an accurate student information system.”

-Holly Russo, Registrar of Portland Public Schools

Parent acceptance to a new process is key to success. Without parent adoption and support, the project may have a rocky start. Holly is happy to report that parents have been great about using Registration Gateway, as parents have experienced no issues.

“For new students, Registration Gateway is mandatory for enrollment. Parents have found the process easier than hand-written registration. We have completely eliminated the need for parents to fill out paper forms as well as ensuring parents entering the schools reside in the district through Registration Gateway’s Address Look-Up feature,” said Russo.

About SRC Solutions, Inc. | registrationgateway.com

SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems and integrated document scanning and management.

Solanco School District’s (PA) Utilization Of Registration Gateway Saves Time And Prevents Errors During Enrollment

Registration Gateway helps further Solanco SD’s district goals by allowing them to reallocate time and money to what matters most.

If there’s somebody we can trust about the value of frugality, it’s probably the guy on the one hundred dollar bill. The classic proverb “Time is Money” was written by Benjamin Franklin back in 1748. Since then, lots of money has been spent figuring out how to turn this proverb into savings. Solanco School District is a fine example of Franklin’s sentiment, as they’ve mastered the art of the budget, in part by taking advantage of technology to save time and other resources. As their website attests, “The Solanco School District has a well-earned reputation for fiscal responsibility and innovation, which is reflected in budgeting priorities.” One of these such priorities is Registration Gateway by SRC Solutions, a digital enrollment process that has been awarded the title of District Administration Top 100 Products for the past three years based on its ability to save both time and money.

Sandy Tucker, Assistant Business Manager for Solanco SD, had this to say on the matter: “Registration Gateway has saved time for our school district in a couple of different ways. Parents of our district’s students have the option of enrolling online, which saves us time at the physical registration appointment, and also eliminates data entry for our registrars. Not having to decipher parents’ handwriting and other improvements to data accuracy also expedite the registration process.”
Solanco School District educates around 3,800 students. Which means 3,800 different kinds of handwriting on enrollment forms used to be a daunting task for their registrars. Registration Gateway not only eliminates this struggle, it also integrates with Solanco’s student information system, PowerSchool, to perform completely automated procedures. Registrars can approve enrollment data submitted through Registration Gateway and have it flow directly to PowerSchool without redundantly dedicating another chunk of time to data entry.

Innovative K-12 technology, such as Registration Gateway, is very important to Solanco SD. According to their Technology Department page: “the purpose of technology at Solanco SD is to provide … for rapid communication/collaboration, increase operational productivity, and to provide an infrastructure that will support current and future trends in K-12 education.” Based on this tenet, it’s easy to understand why they chose Registration Gateway instead of other digital solution providers. Registration Gateway seeks to accelerate the enrollment process, and quickly and accurately provide reports that school districts find helpful for staffing and making other preparations for the school year. School staff have a limited amount of time and a lot of responsibilities, so innovative districts like Solanco take advantage of technology they can trust to meticulously handle enrollment while they focus on larger matters at hand.

“More often than not, people think the more time you spend on a certain task, the better the outcome,” says Patrick Maher, CEO of SRC Solutions, Inc. “School enrollment can seem that way, because it is paradoxically incredibly complicated and extraordinarily simple. What our company has figured out, and what Solanco has taken advantage of, is that this process, like most all student data processes, can be kept very simple using technology that demands the proper amount of human attention. In the end, that amount of time and energy is very small, but all those little details that make it seem complicated are still taken care of.”

A lot has changed since Ben Franklin’s days, but time, especially that of a school districts’ registrars and technology department, is still, certainly, money.

To hear what other customers like Solanco School District have to say about using Registration Gateway, click here.

About SRC Solutions, Inc.
SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems.

What does your school look like when the dust settles?

Let’s face it – going back to school is a drag for everyone involved. Kids whine, parents have to replace all the outgrown school clothes and fill out all the paperwork, but the school staff have it worst of all – they’re left with the kids still sluggishly getting back into their school routine AND the mass amounts of documentation that comes with them. Registration packets may seem easy from the parents’ point of view, but registrars must tap into their inner cryptologists to decipher thousands of different handwritings, make calls to summon parents who left blanks in their paperwork, and then delegate all the paperwork to the proper person or file without losing a single sheet of paper. And that’s not even the half of it.

For most school districts, school choice is decided by a complicated set of factors, not just the potential students’ residential addresses. Economic status, special or gifted education needs, older siblings already assigned to a specific building – all these reasons and more can be used to assign students to the proper building within a district. This can be a slow, tedious, error-riddled process during registration time, because secretaries and registrars must work as fast as possible to make sure every student has a seat in their school on the quickly approaching first day. Throw in all the parents who register their kids on the last acceptable day and you’ve got utter chaos.

Once the registration information has been given and the students have been delegated to their proper buildings, those enrollment documents still have a long way to go before they can rest in their folders back in the main office. Copies of medical information must be made for the nurse, who must then relay health information to cafeteria staff, athletic staff, and to specific teachers. Address information must be given to transportation, and bus routes must be made quickly and with the utmost efficiency. Teachers and aides must be given student information pertaining to any specific needs of the children under their supervision.

After the chaos of registration is over, and all the students have a seat on their bus, in their classroom, and away from any allergens in the lunchroom, the documents must be sorted into their proper homes, usually within large file cabinets near the secretary (who may be looking a little too weary for just the first day of school).

Intervention Time.

Schools using a paper-based system have become very used to the whirlwind of tasks that comes right before the onset of a new school year, but there will always be mistakes. Parents will always leave blanks on forms, secretaries will always make typos when translating parent handwriting, and paper will always tear or go missing.

So it’s time for an intervention. It’s 2016 – it’s time to go digital. There are now highly sophisticated software solutions that allow technology to handle all student data from registration information, to automation of school choice decisions, to storage of student information in an easily accessible yet intensely secure digital warehouse.

It’s too accessible and secure not to switch to digital document storing, just ask the East Baton Rouge School Parish System, who just last year had a case of confidential student files stolenby an employee and hidden for over a year – some files are still missing. It’s too inconvenient for staff not to allow parents to register their children for school online (and the parents won’t complain, either), just ask the registration staff from Millburn Township Public Schools, who have eliminated months of staff effort and manual data entry in preparing for student registration by implementing Registration Gateway. It’s too simple and honest not to ensure the fairness and equality of a school lottery process using technology, just ask the American Civil Liberties Union of Southern California and Public Advocates, who just this month have flagged 253 charter schools for using discriminatory admissions processes.

How can software solutions help with these processes?

Online portals can allow parents to enter registration information, including school choice preferences, which immediately becomes available for review by the secretary at the office. With thorough digital processes, parents cannot move on to the next phase of registration without filling in all information deemed necessary by the school. Handbooks can even be scanned and made available during this process, saving a few trees and ensuring that parents must go through every page and accept the school’s terms and conditions. This saves a ton of money in paper and printing costs for school districts and simultaneously gathers the signed contracts from the parents. This is just one example of the flexibility of new digital record technology. What sets certain solutions apart from cookie-cutter digital forms is whether or not this information can flow directly into the SIS.

As aforementioned, each school district has a unique way of setting the rules for their student lottery. This may be to ensure that bus routes are as efficient as possible, or to make sure that each building within a district has the same amount of students receiving free and reduced lunch. School choice automating software uses algorithms to take a district’s specific rules and apply them fairly to students entering the lottery. It assigns a “weight” to each student measured by the factors determined by the school, and this allows the system to decide in which building the student should be assigned. This prevents parents from crying foul play if their child doesn’t get their first choice. It also prevents school personnel from tampering with the fairness of the process.

Finally, record-keeping software can provide a digital warehouse where each student’s file lives – saving a lot of space in the office previously inhabited by filing cabinets. It stores every document within the system, from the photocopy of the guardian’s ID card to the photo waiver that needs signing in order to take pictures of the kids during school. In short, every piece of data that has been in paper form – report cards, detention slips, hearing and vision tests – can now be stored online. This means that piece of paper with Johnny’s allergies – the one that went from doctor to parent to secretary to school nurse to cafeteria staff to teacher and back to the file – has simply been online the whole time. No photocopying, no lost documents, no liability.

There are a thousand reasons to go digital, but only one solution to all these issues – and that would be the Gateway Suite.

Spring-Ford Area School District (PA) Improves Inter-Departmental Communication by Partnering with Registration Gateway

Deploying online student registration has improved on communication techniques leading to more efficient use of time and resources.

Registration Gateway, the leading product in student enrollment software saves time, money, paper and mailing resources in several different ways. For the parents, it’s the convenience of filling out student registration information at home. For a lot of registrars, this is a big perk… But for Sally Sacks, the Information Systems Analyst for Spring Ford Area School District, her favorite outcome of implementing Registration Gateway is the way communication has been improved throughout the school. Departments are notified immediately of new student information thereby promoting a more unified way of distributing necessary information.

When a new batch of students enroll for the upcoming school year, a lot of departments have to be notified – each with their own individual requirements. Nurses need medical information, transportation services need addresses to formulate bus routes, Special Education needs all of the above and more. It’s all very complicated and it has to be done smoothly and quickly in order for staff across the district to get in gear.

Registration Gateway has had its most valuable effect on improving the efficiency of communication between district departments. The minute student registration information is sealed [by a school employee], much of the data entry is automatically imported into our SIS, and trigger emails are automatically sent across the district. Notifications are triggered to District Child Accounting, individual school building offices, guidance counselors, nurses, ELL Department, Special Education Department, and Transportation Department.”

-Sally Sacks, Information Systems Analyst for Spring-Ford Area School District

And as for the other perks? With 96% of student parents completing their enrollment process online through Registration Gateway, and the other 4% using the Registration Gateway portal from the Spring-Ford Area office with the help of an employee, Sacks says, “We have saved money on printing, copying, personal hours of answering many, many phone calls, returning calls, scheduling appointments, and hours of data entry work.”

“Like any other business comprised of multiple departments, inter-departmental communication can get messy within a school district. It’s difficult to comprehend how 10 different sets of people all need versions of the same information for their own reasons, and how fast they have to get that information in order before the school year can run smoothly,” said Patrick Maher, CEO of SRC Solutions, Inc. “Spring Ford is like any other school district in this sense, but by taking advantage of the automated notifications and strict security rules within Registration Gateway, momentum is gained when new student information comes in, instead of drowning in a pile of forms and keeping departments waiting for that information.”

Money and time are both saved on printing, copying, and phone calls which leads to a smoother parent registration interaction allowing more time to be focused on the child rather than data entry. According to Sacks, “All the involved departments are able to schedule and complete appointments, set up their own schedules and review scanned documents needed to follow up with parents.”

About SRC Solutions, Inc. | registrationgateway.com
SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems and integrated document scanning and management.

Registration Gateway