Non-term-based fields, which include any custom enrollment fields that were created for your process and any fields not listed as 'term-based,' will NOT clear out automatically each year. This means each school will need to manually clear out and/or reset the values of these fields year over year after rollover and prior to contract generation if they drive tuition and fees, checklist items, etc.
Clearing out non-term-based fields is a step in your Enrollment Refresh Process tracker located in Settings > General > Enrollment Refresh Process. We recommend creating a saved search of all fields you want to clear out. Read on to learn more!
Non-Term-Based Field Examples
The specific non-term-based fields to clear out for the new enrollment year will be unique to your school. However, some common examples of fields that you may need to review and reset include:
Intent to Enroll: The value of this field will remain year over year unless cleared out. This field typically drives checklist items to be hidden or displayed, as well as some automated communication plans, so it's important to clear out the value each year.
Custom Financial Aid and Scholarship Fields: The standard scholarship_amount and financial_aid_amount fields are term-based. However, any additional custom fields for financial aid/tuition assistance and scholarships will need to be reset each year.
Transportation Fees: If you collect information on how the students will commute to your school (e.g. school bus, drop-off, or walk), you may want to clear this field out as it could drive contract fees or checklist items.
Activity Fees: If you collect fees for any clubs or programs, these could change year over year based on student interest and/or fee changes.
T-shirt Fees/Field Trip Fees: If you collect fees for 'add-ons' like t-shirts or school trips, these could change year over year based on student interest and/or fee changes.
Any other custom ad-hoc fees that you include on your contract should be reviewed.
How-To: Set Required Fields for Contract Generation
Within your contract terms, you may have certain pieces of information that vary year over year or that change based upon contract timing, and you want to make sure these are filled out upon generation of a new contract. Some common examples include contract/deposit due dates or program selections. If this is the case for your school, the process is as follows:
Contact Support and list the fields that you would like to be set as required upon contract generation. A maximum of nine (9) fields can be set as required for the contract generation process.
These custom fields will be added to your contract language as dynamic merge fields, according to the contract terms and language you provide to the Support Team.
Once you generate contracts in bulk or individually, you will see the 'Confirm Contract Generation' window and will be asked to set the value of any required fields before you can proceed with generating the contract. These values will display within the contract terms where the merge fields have been placed.
How-To: Clear Out or Update Fields
Best Practice: Create a saved search displaying all the fields you need to clear out year-over-year as columns. This way you can pull it up each year, export it as an import template, and clear all fields at once using an update-type contact import.
Follow these steps to clear out or update fields in bulk through a list page:
1. After you perform rollover for your returning students, they will move to the Enrollment tab - 'Students in Enrollment' list page.
2. If you need to apply Filter Options on the page, please do so.
3. Select your contacts in bulk, then click on the green 'Edit' button and select the 'Update a Field' option.
4. Type in the display name of the field that you need to clear out or change. Once the field is located, you can either update the value to be blank* or change it to another value. Then, click the blue 'Next' button.
*Please note: Boolean (yes/no) fields cannot be changed to blank using a bulk edit. You must import in a value of WRITE_BLANK to clear out these fields for students.
5. You will be asked to confirm this change with some important information before it takes place. After reviewing the information and confirming the changes, click the blue 'Update' button.
For any fields that were blanked out or overwritten, you can follow the same steps above to set new values in bulk prior to contract generation. For morning information, please see our Bulk Edits article.