Oxford Virtual Academy streamlines registration information to PowerSchool Student Information System

Oxford Virtual Academy is far from a traditional K-12 environment. And that can make registration and re-enrollment rather challenging for the “school without walls.”

Part of the Oxford (Mich.) Community Schools district, OVA provides some 1,000 K-12 students with 24/7 online courses, customized to their individual strengths. At OVA, education is based on options, flexibility and allowing students to learn in their own way, at any time, in any place, and at their own pace.

How could OVA streamline its registration and class selection system, integrating the process and making it more efficient while ensuring the accuracy and security of sensitive student data? By deploying Registration Gateway online registration and re-enrollment software from SRC Solutions.

“Our student body consists of a combination of full-time students from other schools taking virtual enrichment classes, homeschool students taking either a part-time or full-time curriculum, traveling students and students with medical issues,” OVA registrar Katherine Caron said. “There are many reasons a student can’t be in a brick and mortar facility; our school was built for that.”

Naturally, such an arrangement means that every student’s schedule must be completely custom-built. While creating wonderful educational results, this resulted in a number of difficulties – most notably a massive amount of correspondence with parents each year.

“Our registration and enrollment process was heavily email-driven,” Caron said. “This created hundreds and hundreds of emails with parents who couldn’t physically bring a sheet to our offices.”

Dealing with 1,000 custom schedules also proved problematic with regard to OVA’s PowerSchool student information system. Each schedule needed to be manually entered into the Pearson system – a process that took Caron, a true expert in OVA’s system, three full days … and a hired assistant two weeks.

How could OVA streamline its registration and class selection system, integrating the process and making it more efficient while ensuring the accuracy and security of sensitive student data? By deploying Registration Gateway online registration and re-enrollment software from SRC Solutions.

OVA opened its online registration portal last year, and received overwhelmingly positive feedback. The course registration process was simplified for parents, and staff members enjoyed significant time savings. Best of all, because PowerSchool allowed Registration Gateway to import student information directly, manual data entry was eliminated.

A Round 2 deployment ­­– featuring enhanced, integrated registration capabilities and brand new student enrollment/class selection tools – is scheduled for April 15. Backfile scanning, HR onboarding and athletic signup capabilities are also due for deployment in the near future.

“So far, we’re thrilled,” Caron said. “The team at SRC has been fantastic. My needs were great, and in the initial run, they had a very short window to get the solution up and running. They worked tirelessly to make it happen.

“In all, SRC offers a fantastic program. It’s been great, and we expect that it will get better every year. Issues arise with every new system, but their team has been very receptive to change. Most of all, I’ve enjoyed the fact that they think outside the box and go well beyond what’s ‘normal’ and ‘standard.’”

A lot like OVA itself.

About SRC Solutions, Inc.:

Founded in 2001, the Pennsylvania company is a Service-Disabled Veteran-Owned Small Business (SDVOSB), which simplifies and automates cumbersome, repetitive and counter-productive work practices replacing them with easy-to-use, innovative electronic processes. SRC Solutions flagship Gateway Suite incorporates solutions to manage online registration, validate and clean data, as well as improve Student Relationship Management in the K12 market.

For more about SRC Solutions, Inc., please visit: registrationgateway.com

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