Simplify School Enrollment: 5 Benefits of Going Online

Learn what a fully online enrollment system can do for parents, staff, and the district

People upgrade products and processes all the time. From cars and phones to clothes and even homes, certain things benefit from an update.  

In education, the process of student enrollment is a prime example. Many schools have updated their student enrollment process from paper-based or outdated digital methods to a more efficient, modern online enrollment system. Imagine going from printing 20-page enrollment packets to everything securely online. With the former, parents have to fill out multiple pages of paperwork, and then your staff has to decipher handwriting, re-enter information, track down missing forms, and hope everything is accurate.  

But with a fully online modern system, parents can easily fill out information from the comfort of their home with all data automatically entered into your system, securely and accurately. Not only can you improve efficiency and productivity, but you can also gain more capabilities—like improved online payments and better parent engagement for sustainable relationships. 

This blog will highlight the top five benefits of an online enrollment management system. To learn more about each section, download the full eBook, 5 Ways Schools & Districts Win with Online Enrollment. 

1. The Cost Savings of a Paperless Student Enrollment System

Factoring in the rising prices for paper, ink, toner, and postage, the potentially high costs of a paper-based enrollment process steadily rise—especially with the increase in the type and amount of student information that’s now required. Plus, many districts have to hire temporary support staff during the enrollment season in addition to allotting overtime for administrative teams.  

An online system saves money by eliminating those extra hard costs. For example, Mississippi’s DeSoto County Schools is saving $260,000 annually with an online system, eliminating 500,000 printouts for its 34,000 students.  

2. Empowering Administrators to Make Better Decisions for Student Needs

An online enrollment system captures data securely and accurately and can send it directly into your student information system (SIS). It’s an efficient way to capture all the data you need before the school year starts and, in turn, enables staff to allocate resources to accommodate student learning, medical, and transportation needs. 

By switching to online enrollment, Wyoming’s Teton County School District 1 has replaced a postcard sent out to every student with bus route information and instead includes that information in PowerSchool Enrollment.  

“Our department has saved so much time. Rather than having to manually communicate this information to parents, we can now get the information into parents’ hands in a more quick, efficient, and accurate way,” says Colby Stevens, the district’s transportation director.  

“Our administrators can make better decisions to meet student needs, staffing needs, and forecasting for budgeting,” adds Kim Byrne, the district’s PowerSchool Administrator. “Also, when planning for professional development for different grade levels, we can see the anticipated enrollment of our kindergarteners. We can plan for things like bus routes, health files, screenings, and things we need to do for students.”  

3. Online Payment Option Is Convenient for Parents and Staff

If you’re still using paper forms or an outdated, manual enrollment process, it can be both chaotic and time-consuming to capture all the relevant details needed to get students fully entered into your school’s system. If you also have to collect fees in person, the enrollment process can overwhelm staff and families.  

A modern online enrollment system with an integrated payment option is a convenient way to ensure fees are collected on time, accurately, and securely. And if you want to accept optional fees during the enrollment process, such as allowing families to purchase a parking pass, pre-pay for a yearbook, or donate to a school fund, an online payment processing system can be a great way to create a one-stop solution for families as well as boost purchasing and deliver more dollars for your schools. 

4. Upload and Store Documents Online

School districts can be more at risk of physical security threats with paper-based enrollment. And securing documents can waste time and take up valuable storage space. 

Parents can easily upload birth certificates, proof of residence, and immunization records 

In a secure, online enrollment system, parents can upload birth certificates, proof of residence, and immunization records. You can store these documents digitally and securely, so there’s no chance of error in reading and transcribing handwriting. 

5. Standardized Data Formatting Improves Compliance Reporting

With state and federal compliance reporting, accuracy can mean the difference in whether or not school districts receive funding for budgeting. Inaccurate reports lead to unaccepted and late submissions, which can delay funding. 

An online student enrollment solution can automatically standardize data through scrub-and-polish processes so that entries are consistent when entered into the district’s SIS. For South Carolina’s Horry County Schools, within minutes of entering student data into their online enrollment solution, they can access standardized, ready-to-submit information essential for state reporting. 

Online Enrollment Benefits Add Up to a Smart Investment 

It can be stressful to change how you’ve been doing everyday processes. But when the benefits involve improving efficiency, cutting costs, and gaining more accurate, useful data, the choice can be easier. An online enrollment management system can do that—and more.  

Download the full eBook to read more about how schools and districts benefit from online enrollment.