Some school workflows, such as different enrollment dates for new and returning students or continuous enrollment, require specific workarounds for a smooth FACTS integration. This article outlines the recommended options for each scenario.
💡Quick Answers
- Why can a returning student not push to FACTS when they have a new sibling enrolling? All active student contracts in a household must be signed before the FACTS link appears, so an unsigned sibling contract blocks the returning student.
- What is the recommended approach for returning students with a new sibling? Have the family wait to push to FACTS until the new student's enrollment is complete, or temporarily place the new sibling in an inactive status for one-off exceptions.
- What happens if a sibling is added after the family has already pushed to FACTS? FACTS can only be pushed once per family; the new sibling must be manually added to FACTS and the checklist item checked off manually by an admin.
- How should continuous enrollment schools handle FACTS? Schools with continuous enrollment should use only the SSO integration and set up all FACTS agreements manually.
- Can continuous enrollment schools use the web-provided integration? It is not recommended; bulk contract submission is an option for schools that need it, but the SSO integration is the preferred approach.
New and Returning Students have different enrollment dates
Some schools offer enrollment to returning students and new students at different times. This becomes an issue for existing families who are adding another child to the school. The new sibling must have a signed contract in order for the family to push to FACTS as the FACTS link will not appear for anyone in the family until all active student contracts are signed (including the contract for any sibling in Admissions).
Recommended Workflow Options:
Option 1. Have returning families who are adding a new student complete their enrollment but wait to push to FACTS:
1 A. If a deposit needs to be collected for the returning student in advance of the new student completing the contract:
- Collect the deposit for the returning student on the contract.
- Or collect the deposit for the returning student on an intent to enroll form and have the fee and payment displayed on the contract and pushed to the correct billing categories in FACTS.
1 B. Accept and enroll new students of existing families early along with your returning students.
Important: You should add a note to the FACTS checklist description that says: Returning families adding a new student will need to wait until new student enrollment is offered and completed in order to set up their FACTS agreement. Please complete the FACTS checklist item at that time. Click here to learn more about how to add/update checklist item language.
Option 2. Should ONLY be used for one-off situations - If you have small exceptions where a sibling has not been accepted yet or is unsure if they will enroll, but you need to push the returning student to FACTS now, you can temporarily place the 'unsure' sibling in an inactive status.
This will allow the returning sibling to set up their FACTS agreement.
Important note: Families can only push to FACTS once. If the other sibling enrolls at a later date, the FACTS integration can no longer be used since it's a one-time push of tuition and fees. The following steps will need to take place:Â
- The sibling will need to be manually added to FACTS.
- The FACTS checklist item in Finalsite Enrollment will need to be checked off manually by an Admin at your school.
Option 3. Not recommended - Place all new students in a custom inactive admissions status.
Continuous Enrollment
Some schools offer continuous enrollment and do not require returning families to complete a contract yearly. This creates an issue as all students in a household must sign a contract in order for the FACTS integration button to appear.
Schools using continuous enrollment should ONLY use the SSO integration.
Recommended Workflow Options:
Option 1: SSO should be the only integration used by schools with continuous enrollment. This means that the school will need to manually set up all FACTS agreements and simply offer a direct SSO to FACTS. You can read more about the SSO integration here.
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Option 2: The web-provided integration is not recommended for continuous enrollment schools. However, if web provided is needed, there is an option to use bulk contract submission for returning students.
IMPORTANT NOTE: This option requires returning students to log into Finalsite Enrollment and push the FACTS button to set up their FACTS agreement. This is not a commonly used option, but some schools still have items such as emergency forms in Finalsite Enrollment for returning students to complete and find this to be a better solution than manual entry.
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