Advancement · School Operations

Every enrollment file,
complete and on time

Enrollment paperwork arrives in pieces: a birth certificate today, an immunization record next week, a cumulative file from the last school whenever it comes. Track each student by code, mark the documents on file, log every records request with its dates, and see what is missing, which requests are going stale and which families need a printed list.

Add a studentWhat you get
$12one-time · every device you sign in on
Buy · $12

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 56 items.

Enrolling students

The worked example is made up: a fourth-grade transfer waiting on records, a kindergartner with one form left and a seventh grader in temporary housing. Student codes only. Saved on this device only.

Loading the student form. If nothing appears, turn on JavaScript.

What you get

Advancement · School Operations$12 · included with Classroom and Whole-school licenses

What you finish with
A record per enrolling student by code: grade, kind of enrollment, first day and housing; ten documents marked on file, not yet or not needed; records requests with dates requested and received; counts of documents on file and records out, the oldest open request, and a printable list for the family of what is still needed.
Who it is for
School registrars, front office and enrollment staff, school secretaries and administrators at public, charter and private schools.
Format
Browser tool with a saved record per student. Prints the family’s list, the record, every student in a table or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Enter the student code and grade.
  2. Ask about housing.
  3. Mark each document as it arrives.
  4. Log every records request.
  5. Print the family’s list.

Add a student

What federal law says about enrollment records

Enroll first, then gather the paper1Ask about housingEvery family, every time2Enroll and seatThe student starts learning3Request recordsFrom the last school, the sameday4Give the family a listOnly what is still missing5Chase at two weeksCall, and note the date6Close the fileEverything on file, datedEnroll first, then gather the paper1Ask about housingEvery family, every time2Enroll and seatThe student starts learning3Request recordsFrom the last school, the same day4Give the family a listOnly what is still missing5Chase at two weeksCall, and note the date6Close the fileEverything on file, dated
Missing paper is a reason to follow up, rarely a reason to keep a child out of class: check your district’s policy.

Two federal rules that come up often

Under the McKinney-Vento Homeless Assistance Act, a student without a fixed, regular and adequate nighttime residence is enrolled and attends right away, even without records usually required, and every district has a homeless education liaison. Under FERPA, a school may send education records to a school where a student seeks or intends to enroll without a separate consent from the family.

Your district’s list decides the rest

Which documents are required, what counts as proof of residence and the rules for immunization records and exemptions come from state law and district policy, and they differ. Use the ten documents here as a starting list, mark the ones your district does not require as not needed, and keep the student code, not a name, in anything you print or share.

Sources

  1. U.S. Department of Education. Education for Homeless Children and Youths program, McKinney-Vento Act, 42 U.S.C. 11431 and following (ed.gov).
  2. National Center for Homeless Education. Enrollment rights and the local liaison (nche.ed.gov).
  3. U.S. Department of Education, Student Privacy Policy Office. FERPA, 34 CFR 99.31(a)(2): disclosure to a school where a student seeks to enroll (studentprivacy.ed.gov).
  4. U.S. Department of Justice and U.S. Department of Education. Fact sheet: information on the rights of all children to enroll in school (justice.gov).

The worked example is made up. This is not legal advice: required documents follow state law and district policy, which differ. The two-week follow-up is a working rule stated on the page. Use student codes, not names. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.