Full disclosure, onBoard Enrollment Contracts were originally designed with an annual enrollment procedure in mind. However, we have some schools that want to try to use a combination of features and processes for entering year 2018/2019 to see if they can successfully offer Continuous Enrollment Contracts through Blackbaud K-12 solutions.

This article is intended to share the proposed workaround and considerations if you want to try to use Blackbaud K-12 solutions for Continuous Enrollment Contracts. We strongly recommend you get legal guidance on the language you should use and legality of these contracts. Blackbaud is not in a position to provide legal guidance.


We also want to caution, that as far as Blackbaud knows, we have not had schools previously attempt the proposed workaround until entering year 2018/2019. So we do advise schools to do some significant testing of the workflow prior to publishing to families.
 

Scenario: onBoard Contracts with Smart Tuition Integration Enabled
Incoming Families:
Incoming families will submit their enrollment contracts through onBoard, which will integrate to Smart Tuition.

 

The contract in onBoard is technically tied to the entering year. Therefore, the school will need to add language to the contract that the contract will be perpetual (ongoing) for the student’s time at the school. The contract filled out for the first academic year is assumed to be the one that carries over from year-to-year.

 

If the Smart Integration is enabled on the onBoard Contract, a Smart Tuition Account will be auto-provisioned with the fees, tuition payment plan and payment method the Incoming Family elected upon contract acceptance. Smart Accounts will need to be rolled over for subsequent years. See Re-enrolling Family section below for details.
 

Once you convert a Candidate to an Incoming Student/Student, Core creates enrollment years for all the available grade levels offered at your school. So nothing needs to be done datawise to change the academic enrollment status of your students from one year to the next other than the normal promotion/graduation process in Core.

Re-enrolling Families

An onBoard Contract should NOT be issued to your Re-enrolling Families who have already agreed to a Continuous Enrollment Contract.

 

For these Re-enrolling Families a workflow for communicating contract changes or intention to withdraw should be established.

School Forms in Core, can be used as a means to collect information from families who are leaving your school. The School Form can be published to all families however, should only be filled out by families who are not returning for the next school year.

 

The school will then withdraw any non-returning Students from Core so that their role changes from Student to Past Student.

 

Smart Tuition Workflow for Returning Families

Smart Tuition does not have a perpetual enrollment feature so Smart Tuition accounts will need to be reestablished each year the family attends.

  • The school will re-enroll returning families in Smart Tuition through the Smart Tuition Enrollment Center.

  • When they re-enroll all the payment options, payment plans, etc. selected in the previous year will roll over.

  • The family will receive an e-mail letting them know that their account has been “activated” for next year.  If they want to change anything (e.g. payment options) they can call Smart Tuition or the school and adjust their selections.

 

Scenario: onBoard Only Contracts

Incoming Families:
Incoming families will submit their enrollment contracts through onBoard.

Note: The contract will be tied to a single academic year in onBoard (it won’t be ongoing) so the school will need to add language to the contract that the contract will be perpetual (ongoing) for the student’s time at the school. The contract filled out for the first academic year is assumed to be the one that carries over from year-to-year.
 

Once you convert a Candidate to an Incoming Student/Student, Core creates enrollment years for all the available grade levels offered at your school. So nothing needs to be done datawise to change the academic enrollment status of your students from one year to the next other than the normal promotion/graduation process in Core.

Re-enrolling Families

An onBoard Contract should NOT be issued to your Re-enrolling Families who have already agreed to a Continuous Contract.

 

For these Re-enrolling Families a workflow for communicating contract changes or intention to withdraw should be established.

School Forms in Core, can be used as a means to collect information from families who are leaving your school. The School Form can be published to all families however, should only be filled out by families who are not returning for the next school year.

 

The school will then withdraw any non-returning Students from Core.

 

Questions to Consider:

  • How does your school handle the deposit? Is it a single deposit at the beginning? A deposit each year?

    • The initial deposit can be collected in the onBoard contract.

    • Any other deposits from year-to-year can be collected in Smart Tuition.

  • What happens if your tuition increases?

    • If so, does the initial contract have language that it may increase? In other words, families don’t need to sign-off on tuition increases.

    • This is just something for them to consider. If tuition increases they may want to push out a contract.

  • The Returning Student Contract Counts on the Capacity Planning Dashboard will not offer meaningful numbers if your school is not issuing re-enrollment contracts.