Overview
Each year, as you prepare for enrollment and update your site, it's important to review and manage any fields related to tuition and fees. This article will guide you through the process and highlight key options and checks to consider.
Reminder: The difference between term-based and non-term-based fields
Term-based fields clear out with rollover and non-term-based fields do not clear out (they keep the same data year over year unless it's manually cleared out). Some examples of non-term-based fields include custom tuition assistance and scholarship fields, academic or athletic fees, transportation fees, etc.
In this Article
Updating fields that drive tuition
Some of your fields are directly connected to contract fees and the data within them impacts the tuition and fee charges that appear on the contract. It is therefore, really important to check on these fields and update what you need to every year as you prep for re-enrollment. Here's how to do that.
Check your contract fee rules
Under Settings > Financial > Contract Fees, you will find both your contract fees and the rules attached to them.
Good to know
You don't have access to directly edit contract fee rules. Please contact our support team if you need to adjust a contract fee rule.
Expand the contract fee to see which fee rules (if any) are attached to it. If the fee has a rule or rules attached to it, it will be listed under the rule column. Here, you are checking for a couple of things:
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The fields itself: A general check of the field is a good practice to familiarize yourself with which fields are driving tuition and fees. The canonical name of the field is what's listed behind the "m." and before the "==".
- For example, in the fee rule m.finacial_aid == true, the canonical name of the field is "financial_aid"
- For a deeper dive, copy the canonical name and search for it on the Fields page (Settings > Fields & Data > Fields).
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The values listed for Single Select or Multi-Select fields (where applicable): For rules that depend on Single Select or Multi-Select fields, it's a good practice to double-check that the values listed reflect what you need.
- For example, if you are looking at a rule that lists preschool program selection options, are the options up to date? Remember, connect with our support team if you need to make adjustments to contract fee rules.
Updating field values on students
Every year, it's important to add/update values to any field that you need to either trigger a fee for a student or add an amount in them (ex. scholarship amounts).
You can update fields directly on the student record, in bulk with a search, or with an update import.
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Direct Updates on Student Records: Navigate to individual student records and update relevant fields such as scholarship amounts. Read the details of updating fields on the student record, here, in our Contact Record: Enrollment Tab article.
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Bulk Updates via Search: Pull up a search with your returning enrollment students or filter the Students in Enrollment list page (Enrollment menu > Students in Enrollment) and use the Edit menu to update the field in bulk. Read more on how to make a bulk update like this in our Bulk Update article.
- Import Updates: For larger-scale updates, it's most practical to update the fields via an import. Follow the directions in this article to learn the step-by-step of updating current students in bulk via an import: Import Templates: Updating Existing Contacts
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