- opal – open enrollment application log wisconsin department of public instruction public school...
TRANSCRIPT
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- OPAL –OPen Enrollment Application Log
Wisconsin Department of Public InstructionPublic School Open Enrollment Workshops
November/December 2008
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About OPAL
What it is.What it does.
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What is OPAL?• On-line application system
– Parents may submit open enrollment applications directly on-line.
• On-line tracking system– Resident and nonresident school districts
enter tracking information directly into the on-line data base.
– Information is immediately available to the other district and DPI.
• Tuition waivers are currently not in OPAL.
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Application Process
• Parent enters the application on-line or submits a paper application to the nonresident school district. – Nonresident school district enters
information from paper applications.
• Nonresident and resident districts may immediately view and print applications from data base and may download information into an Excel spreadsheet.
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Information Exchange
• Nonresident school district may request records directly in OPAL.
• Resident district replies directly in OPAL:– No special education or expulsion
records. – Yes, special education records (send
records)– Yes, expulsion records (send records)
• Nonresident district must send estimate of special education cost.
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Approval & Denial
• Each district will enter its approvals and denials into OPAL, indicating reason for denial.
• OPAL will generate a PDF approval or denial letter (for optional use).
• Nonresident districts will indicate whether the student intends to OE. – Will also indicate if student has been
accepted from a waiting list or if a denial is reversed.
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Tracking Students
• Each district will enter tracking information directly into OPAL. – Each entry will generate an email to the
OPAL contact in the other district. – The other district must “approve” any
change in order for it to be effective.
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Security & User Management
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Authorizing Users
• DPI authorizes District Administrators:– Sent userid and password via USPS in Feb. 2008– Assigns userid and password to new district
administrator (via USPS, email or fax)
• District Administrator authorizes additional users. – Each user should have her/his own userid and
password. – Do not share passwords.
• Recommend that at least 2 people in each district are authorized to use OPAL.
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https://www2.dpi.state.wi.us/CMM/
District Administrators Only
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It is recommended that passwords be reset
periodically.
After 5 unsuccessful login attempts, the user will be locked out. The district
administrator can unlock an authorized user. DPI must
unlock the district administrator’s userid &
password.
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Managing User Authorizations
• Delete authorizations for departing employees or those who no longer work with OE.
• Contact DPI to delete authorizations for departing district administrators.
• Contact DPI to create authorizations for new district administrators.
• Do not “edit” an authorization to change from one person to another.
• Do not share passwords.
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Navigating in OPAL
Note: All pupil names used in this presentation are fictional
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Tabs and Sidebar
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Alpha
Sorting
Page
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Returns all apps beginning with chosen letter
Sorting
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Filter by Year
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Filter by Grade
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Filter by Status or Action
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Search
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Logging On
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https://www2.dpi.state.wi.us/OpenEnroll/
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The MAILBOX Tab
• OPAL opens into the MAILBOX Tab.• Shows the status of data change
requests:– New Data Change Requests– Pending Data Change Requests– Responses to Your Requests
• Approved• Rejected
– Your Responses to Others’ Requests• Approved• Rejected
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The MAILBOX Tab
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The CONTACTS Tab
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The CONTACTS Tab
• Name & Contact Information for:– District Administrator/Superintendent– OPAL Contact
• OPAL Contact:– May or may not be the district’s open
enrollment coordinator– Is the person who receives emails for OE
status changes– District Administrator is the default OPAL
contact.
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• One OPAL Contact per district:– OPAL Contact must be an authorized user.
• There may be additional authorized users, but only one may be the OPAL Contact.
– If the district wishes more than one person to receive change of status emails, suggest you use your email software to:• Create an “open enrollment” email address, or• Create a “rule” that forwards all emails with
certain subject lines.
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The CONTACTS Tab
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When you update the district administrator’s name, I will contact her/him by email to
provide a userid and password
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Managing Applications
andTracking Students
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The APPLICATIONS Tab
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The APPLICATIONS Tab
• View applications submitted by parents. • Nonresident district enters paper
applications received. • Edit and request deletion of applications. • Show approval and denial of applications.• May download information into an Excel
spreadsheet.
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The APPLICATIONS Tab
Edit: can only edit applications you enterDelete: generates request for DPI to deletePDF: view/print PDF copy of application
Show all applications in
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Applications will only be deleted if they are
duplicates or submitted in error.
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Transfers In: Approve/Deny
REMEMBER TO SAVE!
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Reasons for Denial
REMEMBER TO SAVE!
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Transfers Out
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Transfers Out: Approve/Deny
REMEMBER TO SAVE!
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REMEMBER TO SAVE!
Reasons for Denial
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Upcoming Features of the APPLICATIONS Tab
• Records Request & Response• Approval/Denial Forms.
– Download into Excel to use in own merge docs, or– Use OPAL-created PDF approval/denial form.
• Will be able to indicate more than one reason for denial.
• Nonresident district will show parent’s intent.
• Nonresident district may indicate if student is accepted from waiting list.
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The STUDENTS Tab
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The STUDENTS Tab• All tracking of open enrolled students
is done via the STUDENTS tab.• Initially indicate:
– Whether or not the student is enrolled on the 3rd Friday in September.
– Student’s special education status. – Whether the student is enrolled in a virtual
charter school (operational by app. period)
• Edit student information and enter changes of status.
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Initial Entries• List Format:
– Attending/Not Attending, FTE– Special Education Status (attending only)– Enrolled in Virtual School (attending only)
• Yes/No Format. – Corrections must be made from
individual student page.
• Nonresident District enters information. – Resident District Accepts or Rejects.
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• Normally, these lists will only be active from the beginning of the school year until Oct. 1. – For this year, the lists will be active until
Dec. 15.– Emails are only sent from these pages if
the resident district rejects the nonresident district’s entry.
– Later entries will have to be done for individual students as a change of status.
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Attending or Not - Transfers InThis page will normally be active only until October 1
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Attending or Not - Transfers OutThis page will normally be active only until October 1
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Special Ed or Not - Transfers In
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Special Ed or Not - Transfers Out
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Changes of Status
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Edits & Changes of Status
• Start with the All Students page.• Click on individual student. • Choose:
– Status Tab• Grade, Special Education, FTE, Virtual School,
Withdraw/Terminate OE, Days of OE
– General Information Tab• Student’s name, birthdate, sex, race.
– Parent Tab • Parents name(s), address, email, phone numbers.
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The STUDENTS TabAll Students
Contains students continuing from previous year plus new applicants
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Click on a student’s name for the student’s
individual record
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Student’s Summary Information
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Student’s Status Page
To update, type in new information.
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Sample Email to Other District
Richland (resident district)
Contrary, Mary Q
Grade: from 04 to 05
Jane Doe
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Click on item to go to list of changes.
Other District’s MAILBOX
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Click on student’s name to see requested change.
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Shows Response from Other District
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General Data
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Parents/Address
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The Bottom Line
Summary List with Aid Transfers
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Actively Open Enrolled - In
At the end of the school year,
“estimate” will change to “final” and the page
will be locked.
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Actively Open Enrolled - Out
At the end of the school year,
“estimate” will change to “final” and the page
will be locked.
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Future changes to OPAL will use these formats.
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First Things First
What To Do With OPAL When You Get Back To Your District
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• Ensure that all persons who need to use OPAL are authorized users with their own userids and passwords.
• Recommend at least two persons in each district are authorized users.
• Ensure that OPAL Contact Information is Current:
• District Administrator is correct. • OPAL Contact is listed, unless the
District Administrator wishes to be the OPAL Contact.
Authorized Users & OPAL Contacts
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Initially Indicate Students’ Open Enrollment Status
• STUDENTS Tab• Attending or Not (from sidebar)• Nonresident District
– Indicate whether student was attending your district under OE on the third Friday (or one day before and one day after).
– Indicate FTE for 4K and KG (5K).
• Resident District– Agree or disagree with nonresident district’s
entry. – OPAL sends an email to nonresident district if
you disagree.
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Initially Indicate Student’s Special Education Status
• STUDENTS Tab• Special Education (from sidebar)
– Only shows students attending under OE. • Nonresident District
– Indicate whether student is special ed. • Resident District
– Agree or disagree with nonresident district’s entry.
– OPAL sends an email to nonresident district if you disagree.
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Enter Changes of Status As They Occur
• STUDENTS Tab• All Students (from sidebar)• Both Districts:
– Click on student’s name. Enter any changes of status that have occurred since the beginning of the school year.
– Email will be sent to other district for each change of status entered.
– Other district agree or disagree. • If disagree, must contact each other until
disagreement is resolved.
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Mary Jo CleaverPublic School Open Enrollment ConsultantWisconsin Department of Public Instruction
125 S. Webster StreetP.O. Box 7841
Madison, WI 53707-7841608-267-9101 or
toll-free 888-245-2732 ext 2 then [email protected]
website: http://dpi.wi.gov/sms/psctoc.html