fcps olr parent document · v6.0 instructions for parents: online registration (olr) 2/21/2020 fcps...

FCPS OLR PARENT DOCUMENT INSTRUCTIONS FOR PARENTS: ONLINE REGISTRATION (OLR)

FAUQUIER COUNTY PUBLIC SCHOOLS

320 HOSPITAL DRIVE, SUITE 40, WARRENTON VA 20186

VERSION 6.0

FEBRUARY 21, 2020

V6.0 INSTRUCTIONS FOR PARENTS: ONLINE REGISTRATION (OLR)

2/21/2020 FCPS OLR Parent Document i

CONTENTS Online Registration (OLR): Pre-registration v. Annual Registration ............................................................. 1

Families New to FCPS v. Existing FCPS Families ............................................................................................ 1

Split Families: Who Has Access ..................................................................................................................... 1

Accessing KG-12 Online Registration ............................................................................................................ 2

Families New to Fauquier County ............................................................................................................. 2

Existing Families ........................................................................................................................................ 3

General OLR Information .............................................................................................................................. 4

Technical Information ............................................................................................................................... 4

New Families: Note Your Application Number (sometimes called “confirmation” number) .................. 4

All Families: Navigation ............................................................................................................................ 5

OLR Tabs and Instructions ............................................................................................................................ 6

Students Primary Household Tab ............................................................................................................. 6

Parent/Guardian Tab ................................................................................................................................ 9

Student Tab ............................................................................................................................................. 12

Complete Registration or Add Another Student ................................................................................. 22

Finalize Application ................................................................................................................................. 24

Application Submitted ........................................................................................................................ 25

Visit the School(s) to Complete Registration of New Students .................................................................. 26

Appendix A: Links Included in OLR Application .......................................................................................... 27


2/21/2020 FCPS OLR Parent Document 1

ONLINE REGISTRATION (OLR): PRE-REGISTRATION V. ANNUAL REGISTRATION There are two types of registration.

Pre-registration, March through June for the following school year, is done to notify the

division that a new student will attend in the fall. This facilitates a smooth start to the new

school year for students, families, and schools. Many schools have activities in April and

May that are important for Kindergarteners to get a smooth start in the Fall. These pre-

registrations also help FCPS anticipate fall enrollment levels – if we need new teachers, we

want to be able to recruit early to attract the best candidates.

Annual registration is required to keep student records up to date and to communicate

changes in school policies. Annual registration, done in July and early August, is required

for ALL families including:

o Families of students who attended the previous year

o Families new to Fauquier County Public Schools, who pre-registered

o Families new to Fauquier County Public Schools, who did not pre-register (these families

will complete initial and annual registration at the same time)

Once a family has completed OLR, family information will be presented back to parents in

OLR for confirmation. Parents do not type in all information year after year.

FAMILIES NEW TO FCPS V. EXISTING FCPS FAMILIES

Families that have one or more students enrolled in Fauquier have access to the student information

system via Campus Portal. To enroll a new student in FCPS, these families use their Campus Portal

accounts so that the new student is associated with the family. If you are an existing family and do not

have your portal account, please contact your school to ensure that your email address is correct in the

student information system. Check your Spam folder if you do not get an invitation to create an

account.

Because new families have not yet been created in the Campus student information system, they use

the Online Registration Kiosk. Once students are enrolled, an email from CampusHelp will provide the

new families with a link to create a Campus Portal account. Check your Spam folder if you do not see it

PLEASE NOTE NEW STUDENT REGISTRATIONS ARE NOT COMPLETE UNTIL YOU BRING THE NECESSARY

PAPERWORK TO YOUR SCHOOL BEFORE THE START OF SCHOOL.

SPLIT FAMILIES: WHO HAS ACCESS Each student may be included on only one OLR application, therefore, only one parent may submit

information for a student. FCPS requests that split households mutually agree which parent will submit

the OLR application. Nevertheless, all legal guardians have rights to access the same information. All

guardians are invited to create a Campus portal account.



ACCESSING KG-12 ONLINE REGISTRATION To access the link go to the Fauquier County Public Schools web page (www.fcps1.org) and select

“Enroll Your Student” under “Parents & Students”.

Scroll down and select either the New Families or Existing Families green box.

FAMILIES NEW TO FAUQUIER COUNTY

A welcome page to the district's Online Registration kiosk will open. Select the “Start New Registration” button and enter the information. You must enter the captcha code exactly as it appears – it is case sensitive. If you are an existing family, you should not see this screen.

The Registration Year selection box allows you to choose the current school year or the upcoming school year (for kindergarten preregistration choose upcoming year). The captcha is case sensitive. Do not enter any spaces. NEFazyf is the correct entry for the sample above.

http://www.fcps1.org/



EXISTING FAMILIES

Existing families will log in to Campus Portal

to add new student registrations and to

complete annual registrations. Choose

Campus Parent. Log in with your

credentials. If you do not remember your

username, contact your school. If you click

on Forgot Password and do not get an

email, check your Spam folder.

There is a link to Online Registration under District Announcement. There is also a link to OLR under

More at the bottom left. (Note the “Annual Registration” selection will show data captured from last

year’s registration; choose Online Registration for both pre-registration and annual updates.)



GENERAL OLR INFORMATION

TECHNICAL INFORMATION

As of March 2020, Campus supports IE 11.x; the current and most-recent previous version of Chrome,

Firefox and Edge; and all versions of Safari supported by Apple.

Campus has not yet certified using a tablet, iPad or cell phone for OLR.

You may need to turn off your pop up blocker and clear cache or cookies to continue. If the application

does not open for you, it is most likely a browser issue. If your PDFs are downloading instead of opening

automatically in Chrome, Chrome PDF viewer could be turned off (see Chrome support to fix). ). If you

close a PDF and it closes the application, you will need to check your Adobe Acrobat Reader settings to

make sure it is set to open in a new window.

Within the OLR, sometimes error messages obscure the field you would like to correct; select the error message to make the error messages disappear. Required fields display with a red asterisk (*).

NEW FAMILIES: NOTE YOUR APPLICATION NUMBER (SOMETIMES CALLED “CONFIRMATION”

NUMBER)

After new families click Begin Registration, another window will pop up with your Application Number. Please write this number down; you will need it if you have to come back later to complete the application.

After you click Confirm, the application will then open up. If it does not, please make sure your pop up

blocker is allowing pop ups from this site or that it did not open up behind the current screen. Make

sure you see ALL the students you plan on updating for annual registration. If you do not see all of

them, please contact your school to get this fixed before you continue. There is only one application per

household per year. You will have to start over again if you continue without all students included here.

http://www.refreshyourcache.com/en/home/

https://support.google.com/chrome/answer/6213030?hl=en



ALL FAMILIES: NAVIGATION

Once you are past the welcome screen, notice the tabs across the top of the application:

The system will guide you sequentially. Don’t try to go out of order or skip around. Within each tab, there are sections called “pleats”. These are sections which the system will open (unfold) and close (fold) as you work through them. Again, the OLR works best when you work through the pleats sequentially, selecting “NEXT” at the bottom of one pleat to open the next.



OLR TABS AND INSTRUCTIONS

STUDENTS PRIMARY HOUSEHOLD TAB

Household data includes the home phone number, home address and mailing address (if different than the home address).

Home Phone Pleat: Enter the 10-digit Home Phone Number. If there is no home phone number, enter the contact phone number of the parent/guardian who is most likely to respond to calls from the school. (Notice our next tab is Parent/Guardian, and this is where all parent cell phones will be requested, so don’t worry that you enter only one phone here – right now we’re concerned about the home phone.) The home phone number is pushed to the automated notification system. This number will be called for school closings/delays, general announcements, unexcused absences, and other announcements.

o Notice the “NEXT” button at the bottom of the pleat. This is a standard in OLR, and you should always use the NEXT button to go from one pleat to another. This is how the system knows you looked at the information on the pleat; Select NEXT.



Home Address pleat: The Home Address is the physical location of the household. Type the house number and your address should appear below. Please select the appropriate address from the list. Don’t type it in unless it doesn’t come up in a list. In some instances, the home address is not the mailing address but only the physical location of where the family resides; select NEXT to go to the mailing address.

Mailing Address pleat: Enter mailing address if different from the home address.



Household Confirmations Pleat: Required information o Check the box to indicate that you understand that your child may not be admitted to

school if complete and appropriate documentation is not provided

Household Information Links Pleat1: This pleat provides links to information you may find of interest.

Notice the SAVE/CONTINUE button. This button is at the bottom of each tab. Be sure to select the SAVE/CONTINUE button when you are done with the section.

1 not included for pre-registration applications March-June



PARENT/GUARDIAN TAB

List only parent/guardian(s) that reside in this household and have education rights to student records, including yourself. Do NOT include everyone who lives at that address.

Demographic Pleat: Enter name(s) of parent/guardian(s).



Contact Information Pleat: Enter the parent/guardian’s cell, work phone number(s) and email address. Note the checkboxes will appear when a valid email address has been entered. These are what Campus calls preferences, and they are used for messages sent from within the Campus system. Most messages, such as delayed openings, are sent from a different notification system that receives phone numbers and email addresses from here; these checkbox preferences do not apply to that system.

o Next enter your employer and occupation for each parent/guardian. This information

may be useful to a school in an emergency; Select NEXT



Migrant Worker Pleat – Select yes or no if either parent/guardian is a migrant worker.

Impact Aid Pleat2 – Federal Impact Aid programs and grants are designed to assist local school districts that enroll federally connected students. Fauquier County Public Schools is evaluating whether our population qualifies us for these funds. Please complete this section to help us determine if doing a more comprehensive survey will benefit our County.

To enter additional parents/guardians that live at the same address entered earlier, click the Add New Parent button. Hit SAVE/CONTINUE button when you are done.




The Parent/Guradian tab is not completed unless there is a checkmark under Completed. Only then will you be able to move to the Student tab.

STUDENT TAB

If you have questions about school admissions at Fauquier County Public Schools, please read our school board policy.

To get started on the student tab, select “Add New Student”. Navigate through each pleat sequentially by completing each and then selecting NEXT. You could lose data if you get timed out, so save if it takes you longer than 15 minutes on the student section.

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4PMLA51735E




Demographics pleat – Enter as much information as possible. The student's name should be exactly as it appears on the birth certificate. You will need to show the birth certificate at the school; Select NEXT.

Race/Ethnicity pleat – Enter student’s Race and Ethnicity; Select NEXT.

Housing/Residency pleat – Certify a student’s residency status and current housing situation.

o Federal law requires us to indicate if a student is homeless and treat the student in accordance with provisions of the McKinney Vento Act; Select NEXT.



Languages Other Than English pleat – This section is required for students that speak a language other than English. Enter other language information; Select NEXT.

Student Services pleat – Enter Yes or No if student is or has received services for special education, Service Plan 504 or gifted; Select NEXT.



Previous Schools pleat – Enter any previous school information; Select NEXT.

Relationships for Parent/Guardians pleat - Enter relationship information for each Parent/Guardian listed under the Relationship dropdown. Select a contact sequence for each and update any checkboxes – typically all checkboxes will be selected for guardians.



o Note that unchecking boxes here could adversely affect your communication with the school – if you remove mailing, for example, you won’t get information sent to you from the school. De-selecting “Portal” will result in your not being able to see the student information online.

o Selecting “no relationship” will remove the guardian from an existing family. Please

contact your school if this needs to be done.

o There will be an area to enter in any parent/guardian who DOES NOT live in the primary household but has legal rights. A comment area is provided for further information if needed.

o Check the box if there are any court documents specifying guardianship or limitations of

which the school must be aware, e.g., legal guardian, limited parental visitation or pick



up, severed parental educational rights. These documents will need to be provided to the school.

o Foster Care information will be included here as well.

o Select whether the student is/is not connected to the military; Select NEXT.

Student’s Emergency Contacts pleat – Please enter up to three emergency contacts for each student. These contacts are individuals who may pick up the student in case of an emergency. Note that these contacts do not have blanket permission to pick up the student from the school; they only have permission to pick the student up in an emergency when the parent cannot be reached or (depending on your choice below) during a school evacuation.

Health Services Physician pleat - Enter Student’s Primary Care Provider and phone number; Select NEXT.



Health Medical or Mental Health Conditions pleat – list any medical or health conditions that can be shared with school personnel. Notice what you’re agreeing to by using the application:

o If a student is injured and "the injury is believed to be serious and the parent/guardian cannot be contacted, the pupil shall be transferred by a rescue vehicle to a hospital for treatment." By completing this application, you are giving prior permission for emergency treatment for your minor child by the hospital emergency room doctor. You understand that this will be at your expense.

o Choose none or add health conditions here. Additional paper forms are required when

students have medical conditions or need medication administered at school. These forms are available on our website or from your school. For more information, see section 7 article 5 of the Fauquier School Board Policies; Select NEXT.

Health Services Medications pleat - list all student medications. Medications given at school will also require additional paper forms. These forms are available on our website or from your school; select NEXT.



The following five pleats are available for annual registrations and current year enrollments from mid-July through June of current school year. They are not available for K-12 pre-registrations (March – June) for the following school year.

Release Agreement-Media pleat- The right to refuse media, directory, interviews, and military recruit. Select Next if your child will not be excluded from any. This pleat is only available for current year registrations and will be available for the Fall annual registrations done in mid-July and August. You may save and print this document. Select Next.

Student Code of Conduct Pleat3- Check box for acknowledgement for current year registrations only and will be available for the Fall annual registrations done in mid-July and August. You may save and print this document. Select Next.



Receipt of Student/Parent Handbook Pleat3- Check box for acknowledgement for current year registrations only and will be available for the Fall annual registrations done in mid-July and August. You may save and print this document. Select Next.

School Evacuation Release pleat - The Evacuation Release contains instructions for the unanticipated immediate evacuation of a school. Please use the dropdown and either specify your choice from below. Select Next.

o send your child home on their regular bus or o hold student for pick up by a parent or emergency contact or o send student with another student



Transportation pleat – All K-3 students are required to be met by parent/guardian at bus stops for afternoon drop off. Students that are not met at the bus stop and do not have an approved exception request on file will be returned to the school and a parent will be required to pick them up. You may request an exception to this policy. Any exception specified herein is only a request; this request must be approved by the principal, or designee, before going into effect.

Other special transportation requests may also be entered here. If this student will not be riding either morning or afternoon bus, please let us know. This will facilitate our scheduling routes more efficiently and effectively.

Google Apps for Education3 – read the information about the program and choose whether this student’s account should be given email rights. Note that this email account is restricted and does not allow communication with public email. Note that you must opt K-8 students into the program, and students 9-12 may opt out of the program.




FOIA Directory Release Permission

If you give permission for your child's address, telephone number, or email address to be made

available under a Virginia Freedom of Information Act request. "Directory Information" is defined in

the section "Directory Information under FERPA" on in the FCPS Student/Parent Handbook.

If you wish to GRANT PERMISSION for these common practices, please check the box above.



COMPLETE REGISTRATION OR ADD ANOTHER STUDENT

If you need to add another student hit the ADD NEW STUDENT button. Hit SAVE/CONTINUE button when you have completed the registration.



FINALIZE APPLICATION

You may go Back at any time an update your application before you hit the SUBMIT button. Once you are finished, select Submit to complete the application process. You will be presented with the OLR Application PDF. Review your information either online or via the generated PDF. Please note the application number in case you would like to review this later, even after it has been submitted.

Once submitted you will have another chance to print the Summary PDF. For this reason, you may choose to print the PDF after the application is submitted to be sure that you are saving the most current version of the document. If you have submitted the application in error, contact your school and ask that the application be “unsubmitted” so that you may make corrections.

http://www.fcps1storage.org/fcps/CampusPublicDocs/ListOfCampusPortalContacts.pdf



APPLICATION SUBMITTED

After submission, you are presented with reminders and the PDF.

You may also return later to the OLR application to retrieve the PDF. If you are a new family, you will

need your application number.



VISIT THE SCHOOL(S) TO COMPLETE REGISTRATION OF NEW STUDENTS

The following documents are required to be taken to the school to complete registration of

new students:

Photo ID of parent/guardian Original birth certificate Custody papers (if applicable) A Commonwealth of Virginia School Entrance Health Form signed by a physician. This form must

include a current immunization record and must be dated within one year of the enrollment date. It must be submitted to the school nurse for review before the first day of school.

Two forms of proof of residency housing contract, rental agreement, property tax bill, deed, mortgage statement or utility bill).

A driver’s license is not acceptable proof of residency. Please note and bring your OLR application number to facilitate the school registrar’s completion of the process.

A confirmation of processing will be sent once the district has reviewed the application. An email will be sent indicating the registration was received. At this time, the school will receive an indication of a new registration being available and will process the entered data accordingly. If you have any questions, feel free to call your child’s school or email [email protected].

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RJSF4E2AE3


mailto:[email protected]



APPENDIX A: LINKS INCLUDED IN OLR APPLICATION The following links are referenced in the OLR application and are included here for your convenience.

Policies and Regulations

FCPS Policy and Regulations - 7.2.3 School Admissions

Student Code of Conduct and Parent/Student Handbook are both on the Fauquier County

Public Schools Student Services web page; please access the most up-to-date documents there

under “Parents & Students”.

General Information

Student Parent Handbook

Student Code of Conduct

School Registrars (List of Portal Contacts)

Overview of Impact Aid

Elementary School Counseling Information

Middle School Counseling Information

High School Counseling Information

McKinney-Vento Assistance Act

Google Apps for Education Information Sheet

General Forms

Affirmation of Student Expulsion, Suspension, Conviction History

Transportation K-3 Escort Waiver

Health Information & Forms

Annual Contract for Self-Administration of Medication

Authorization for Medication Administration

Health Care Plan - Severe Allergy

Virginia School Diabetes Medical Management Forms

Asthma Health Care Action Plan

New Enrollments Only: School Entrance Health Form

Seizure Action Plan


https://www.fcps1.org/

http://www.fcps1storage.org/fcps/CampusPublicDocs/StudentParentHandbook.pdf

http://www.fcps1storage.org/fcps/CampusPublicDocs/CodeOfStudentConduct.pdf


http://www.doe.virginia.gov/support/student_family/military/va_council/resources/overview_of_impact_aid.pdf

http://www.fcps1storage.org/fcps/CampusPublicDocs/ESCounseling.pdf

http://www.fcps1storage.org/fcps/CampusPublicDocs/MSCounseling.pdf

http://www.fcps1storage.org/fcps/CampusPublicDocs/HSCounseling.pdf

http://www2.ed.gov/policy/elsec/leg/esea02/pg116.html#sec1031

http://www.fcps1storage.org/fcps/CampusPublicDocs/GAFE%20Information.pdf

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RJML4DDBB8

http://www.fcps1storage.org/fcps/CampusPublicDocs/TranspK3WaiverForm.pdf

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RQDK5FC250

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RQDK5FC250

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RQKV610DC7

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RQMV612A66

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RQRN6150AC

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RJSF4E2AE3

http://go.boarddocs.com/va/fcps/Board.nsf/goto?open&id=B4RQSU617FF7

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