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Managing the Current Schools list

Antony Campitelli
Updated

What is covered in this article? 

What is the Current Schools list?

Your web forms may ask prospective families to share the name of their child's current school. The form would provide a dropdown list of responses. This list of choices is the Current Schools list. As an admin, you are able to control and configure several aspects of this list.

The Current Schools list is found under Admin > Current Schools.

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Adding schools to the Current Schools list

Typically, early in your Enquiry Tracker implementation period, you will provide a list of Current Schools to your Enquiry Tracker account manager. Your account manger will import this list to the Enquiry Tracker system.

From there, here are the options if you would like to add more schools to the list:

  1. If there are a large number of schools to add, a bulk import is recommended. All you need is a CSV file with the following headings
    SchoolName SchoolType Status IncludeInList Code
    Name of school Public Feeder 1 100
    Note that data is required in each column in order to import. The data in each column should be as follows
    • School Name: A string representing the school name
    • School Type: This value must match one of the values under ADMIN> SCHOOL LISTS> SCHOOL TYPE such as Public or Private
    • School Status: This value must match one of the values under ADMIN> SCHOOL LISTS> SCHOOL CATEGORY  such as Feeder or Non-Feeder
    • Include in List: Set this as a 1 if you want the school to appear in the list in the app and on your webforms
    • Code: Any code is suitable, however, if you will need to transfer data over to you SIS then this code should match the code in your SIS

  2. If there are a smaller number of schools, add them individually using the Add Current School button found at the bottom of the Current Schools page. 

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To add a school, you will need to provide a School Name. It is recommended to provide a Classification and Category. If the school has a code associated with it, you are welcome to input that as well.

Include in List

Turning on the "Include in this list" checkbox means that your newly added school will appear in the family-facing list. If the checkbox is not selected, the school will only appear in the list to admin users in the Edit list screen. 

Family-added schools

In your Current Schools list configuration, you may choose to toggle on the "Display Other... in this list" option. When this option is on, families answering the Current School question may choose "Other" from the dropdown list of choices. From there, the system will prompt them to type their school name. 

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On the admin side, schools added by families will appear at the bottom of your Current Schools list under Admin > Current Schools. 

By default, these schools will have "Unknown" Classification and Category settings, and they will not be included in the family-facing dropdown list.

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Maintenance of the Current  Schools list

  Tip: We recommend that you set aside time at least once a month to review any family-added schools and perform maintenance to keep your Current Schools list clean and organized. 

 

Your Current Schools list can be found under Admin > Current Schools. Here are some actions that can help support your list maintenance:

  • Edit: Click the pencil icon to review and edit a school's information. If a family added a school to the list, you may want to correct any typos in the name. Also make sure to assign each school a Classification and Category to reduce the number of "unknowns" in your list.
  • "Include in List" checkbox: You may want to include family-added schools in your family-facing dropdown list. There may be other prospective families who also attend that school. However, use your judgement. If it is very unlikely that you will get other prospective families from that school (e.g. the school is in another state), then it is best to keep the family-facing list streamlined by not including the school. 
  • Delete: Using the checkboxes on the left side of the Current Schools list, select one or more schools. Click the Delete button at the bottom of the page. Note: You cannot delete a school if it is associated with one or more students. In general it is recommended to edit, merge, or hide a school from the family-facing list rather than delete it.
  • Merge: Using the checkboxes on the left side of the Current Schools list, select two or more schools. Click the Merge button at the bottom of the page. The system will ask which school should be used as the master school when merged. Select and confirm your choice. Merging schools is a great option if a family-added school appears to be a duplicate of a school that already exists in your list.

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