OPAL OPen Enrollment Application Log

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- OPAL OPen Enrollment Application Log

• Wisconsin Department of Public Instruction
• Public 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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District Administrators Only
https//www2.dpi.state.wi.us/CMM/
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After 5 unsuccessful login attempts, the user
will be locked out. The district administrator
can unlock an authorized user. DPI must unlock
the district administrators userid password.
It is recommended that passwords be reset
periodically.
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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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Sorting
Alpha
Page
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Sorting
Returns all apps beginning with chosen letter
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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 districts 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 administrators
name, I will contact her/him by email to provide
a userid and password
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Managing ApplicationsandTracking 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
Show all applications in PDF
Edit can only edit applications you
enter Delete generates request for DPI to
delete PDF view/print PDF copy of application
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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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Reasons for Denial
REMEMBER TO SAVE!
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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 parents 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.
• Students 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
  districts entry.
• Later entries will have to be done for individual
  students as a change of status.

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Attending or Not - Transfers In
This page will normally be active only until
October 1
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Attending or Not - Transfers Out
This 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
• Students name, birthdate, sex, race.
• Parent Tab
• Parents name(s), address, email, phone numbers.

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The STUDENTS Tab All Students
Contains students continuing from previous year
plus new applicants
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Click on a students name for the students
individual record
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Students Summary Information
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Students 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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Other Districts MAILBOX
Click on item to go to list of changes.
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Click on students 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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Authorized Users OPAL Contacts

• 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.

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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 districts
  entry.
• OPAL sends an email to nonresident district if
  you disagree.

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Initially Indicate Students 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 districts
  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 students 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 Cleaver
• Public School Open Enrollment Consultant
• Wisconsin Department of Public Instruction
• 125 S. Webster Street
• P.O. Box 7841
• Madison, WI 53707-7841
• 608-267-9101 or
• toll-free 888-245-2732 ext 2 then 1
• maryjo.cleaver_at_dpi.wi.gov
• website http//dpi.wi.gov/sms/psctoc.html