Setup - Room, Room/Program (View Semester)

The View Semester link under each Room/Program's name allows users to update semester specific information for each room/program.

One room can be attached to many semesters, this means that the room/program can be used over and over again if the program setup stays the same every semester.

1. Click Setup from the menu bar, then select Room/Classroom

2. Locate the correct Category and click Show/Hide, if necessary to view the rooms

3. Once the rooms are displayed, click View Semester

4. Select the correct Semester from the drop-down. Please Note: if a room is already attached to a semester, an asterisk (*) will display next to the semester name

5. Once the Semester Information screen appears, complete the necessary fields. Not all fields are required; the required fields will have an asterisk (*) next to the label

Available Fields:

• Semester Information

  • Availability/Camp Days - allows administrators to add field trips or fees for days of care to an overall room/semester pairing

  • Activity Code - enter the course number that should display on registration, if applicable
    

  • GL Code - enter the accounting general ledger account number, if applicable

  • Start Date - select the start date

  • End Date - select the end date

  • Program Start Time - select the program start time using a 24-hour clock

  • Program End Time- select the program end time using a 24-hour clock

  • Registration Unlock Code - if registration should be restricted to certain families, enter a code here and provide to families as needed. This code can be numbers, letters, or special characters, max of 25 characters

  • Extra Information (Appears During Registration) - enter any detail parents should know before registering

  • Location - enter specific location details, such as room name/number
    

  • Gender Restrictions - if there is a restriction on gender, select the correct option (All Allowed, Female Only, Male Only)

  • Grade From - if there is a grade restriction, select the lowest grade here

  • Grade To - if there is a grade restriction, select the highest grade here

  • Tax Credit Eligible - this will mostly be for states that allow families to make contributions to schools and non-profit organizations, and then receive that money as a direct credit (not just a deduction) at the time income taxes are filed- additional setup may be needed for this to work properly
    

  • Capacity - enter the maximum number of students that can register

  • Minimum Capacity - this is an informational field that will display before families registers

  • Nbr Enrolled/Dropped - this will display the number of enrolled and dropped students once registration has begun

  • Daily Capacity - if capacity is based on the day of the week, enter the daily capacity under the correct day in the chart

• Enrollment Information

  • Enrollment Start Date - select the registration start date from the calendar
    

  • End Date - select the registration end date from the calendar

  • Default Rate - select the rate that should be associated with the room/program. Click here to setup rates. If Use Program Default is selected, it will pull the rate from the room setup

  • Registration Fee - the cost of registration for the first student. Click here to see registration fee examples

  • 1st Sibling Registration Fee - the cost of registration for the first sibling (2nd student), if applicable

  • Additional Sibling Registration Fee - the cost of registration for any additional siblings (after the first 2 students), if applicable

  • Re-Registration Fee - the cost if a child is registering again for a semester they were previously enrolled in

  • Sponsor Registration Fee - the cost if a sponsored student registers. Please Note: This requires extra setup

  • Start Hour- the hour registration will start

  • Stop Hour- the hour registration will end

  • Parent Manage Cutoff - the day parents will no longer be able to select a day from a parent managed calendar

    • Available choices: Not Applicable, Same Day, Day Prior, Week Prior - day of the week

• Early Enrollment Information

  • Early Enrollment Start Date - select the start date for early enrollment, if applicable
    

  • Early Enrollment End Date - select the end date for early enrollment, if applicable

  • Early Default Rate - the student rate if registered in early enrollment

  • Early Registration Fee - the cost of registration for the first student during early enrollment. Click here to see registration fee examples

  • Early 1st Sibling Registration Fee - the cost of registration for the first sibling (2nd student) during the early enrollment period

  • Early Additional Sibling Registration Fee - the cost of registration for any additional siblings during early enrollment

  • Early Re-Registration Fee- the cost if a child is registering again for a semester they were previously enrolled in during the early enrollment period

  • Early Sponsor Registration Fee - the cost if a sponsored student registers during early enrollment

• Registration Bundle
  • Bundle Program
  • Bundle Semester

• Registration Information

  • Full Registration (Online) - check this box if new and existing students should be able to register online
  • Registration Online - choose Open or Closed to open/close registration online.
    

  Recommended Setting: choose Open if online registration will take place at some point

  • Display Online - choose yes or no to display this program online.
    Recommended Setting: choose Yes if online registration will take place at some point
  • Treat Camp Days as Tuition
  • Need Times for Plans
  • Vendor Name - if the program is being hosted by a 3rd party or separate vendor, place the name of the vendor in this field
  • Contact Email - if registration emails should go to a specific person for the room/semester association enter the email in this field
  • Days - select the days the program will meet for the semester
  • Additional Information - this is a retired field that no longer displays on new registration pages
  • Center List - once the information is saved for the first time, navigate back to this screen. Scroll to the bottom and select which centers the room/semester association should apply to
    • Please Note: for single-center sites, this will default automatically. If no centers are selected, registration will not display for the room/program