About sign-up forms

A sign-up form lets someone register for a class without applying for admission, logging in to Campus Cafe or having an account. The form processes an admissions application for the individual, may create a degree row for the individual and registers the individual for the specific course. Sign-up forms are useful if you offer classes that don’t require people to seek admission, such as continuing education classes.

Prerequisites

• The course must be created in the course catalog and scheduled to a specific semester.

• To display the charge for the class, a billing rule must be configured that applies to the class.

• Authorize.net, PayPal or Stripe must be configured to as a payment processor to accept payment via the form.

• Create a permission group for people who sign up for classes using a sign up form. This permission group might give them the ability to see their class schedule and grades and update their contact information in the future if it changes.

Required permissions

Configure financial codes

Financial codes tell Campus Cafe if and how the person using your form pay. You can then use the codes to control whether Campus Cafe automatically registers the student or holds the registration until you receive payment through another method such as cash or check.

View financial codes

Codes are created using STParm. You can create new codes as your business processes call for.

1. Go to Admin > STParm.

2. In Search enter REFICC. The codes types appear. Note the Parameter Value(s) of the codes(s) you wish to use for the sign-up form.

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Add financial code

If you don’t have an existing code you want to use for sign-up forms, you can create one.

1. Go to Admin > STParm.

2. In Parameter Code enter REFICC and in Parameter Value enter a short code forcode. For example for Check you might enter CK.
   
   

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3. Click Add.

4. Add a Description and a Long Description. For example Check.
   
   

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Configure payment settings

If you use Campus Cafe to collect payment during the sign up, you can tell Campus Cafe how to handle the payment process.

1. Go to Admin > Custom Control.

2. In Search enter SIGNUPNOW.

3. Click the pencil.

4. In each Parameter Value enter your desired setting and click Save.

Configure application types

To track students' academic programs, Campus Cafe uses degree rows and session data. This is true even if the program doesn’t lead to a degree or credential. Campus Cafe recommends creating degree ad session rows for everyone who takes a class as degree rows allow you to leverage many functions and reporting.

If you’ve set Campus Cafe to automatically create a degree and session row when someone is accepted into a program, then you need to include an Application Type on your Sign Up Now form. You also need to tell Campus Cafe which application types Sign Up Forms can use.

Check if Campus Cafe automatically creates a degree row

1. Go to Admin > Custom Control.

2. In Search enter AD100.

3. If next to Seq Num 1, Parm 1 you see a Y, degree rows are created and you need to configure application types.
   
   

Set application types

If you’ve set Campus Cafe to create a degree row, you need to tell Campus Cafe what application types may be used on Sign Up Forms.

View application types

Application types are created using STParm. You can create application types as your business processes call for.

1. Go to Admin > STParm.

2. In Search enter ACAPTY. The application types appear. Note the Parameter Value(s) of the type(s) you wish to use for the sign-up form.

    

Add application type

If you don’t have an existing application type you want to use for sign-up forms, you can create one.

1. Go to Admin > STParm.

2. In Parameter Code enter ACAPTY and in Parameter Value enter a short code for the application type. For example for Continuing Education you might enter CE.
   
   

3. Click Add.

4. Add a Description and a Long Description. For example Continuing Education.
   
   

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Set sign-up form application types

1. Go to Admin > Custom Control.

2. In Search enter AD100.

3. Click the pencil.

4. In Parameter Value 7 enter the application type code. Separate multiple codes with a comma.
   
   

5. In Parameter Value 8 enter the application type. Separate multiple codes with a comma.

6. Click Save.

Create sign-up form

Create an admissions application through the admissions portal configuration page. The form must ask for cell phone, home address or email. Refer to admissions portal documentation. 

The following items must be configured to indicate the form is a sign-up form.

• Mode must be application.

• Application Type must be one of the types you allowed in Custom Control AD100, Sequence 1, Parameter Value 7.

• Login Automatically and Bring to Payment Page (App Mode Only)? must be selected (checked).

  • If you don’t require a fee to sign up for the class or don’t accept payments via Campus Cafe, select (check) Skip Payment Page to Default Dashboard. Instead of being directed to pay for the class, after completing the form, the person will be directed to the default Campus Cafe dashboard.

• Enter a Group Assigned to User Record. This is the permission group the individual who completes the form will be placed in.

• In Major select the academic program. Even if these individual’s aren’t part of a formal or credential seeking program, you still need to select a major so Campus Cafe can create a degree row for them. For example, you may have a major called Continuing Education that doesn’t lead to a credential.

Example: Admissions form setup

• In Mode we selected Application as required.

• We selected (checked) Login Automatically and Bring to Payment Page (App Mode Only)? as required.

• We selected Application Type as Continuing Education because we defined that type in Custom Control AD100, Sequence 1, Parameter Value 7.

• We didn’t select (check) Skip Payment Page to Default Dashboard because we’ll collect payment at point of registration.

• In Group Assigned to User Record we entered CEPERM, which is the name of our Campus Cafe permission group for continuing education students. Our permission group provides these students less access than our degree-seeking students.

• We selected CED Continuing Education as our major, which is an academic program we created for students taking classes non-degree.

Set default sign-up form

You can tell Campus Cafe to allow registration for any course using a default sign up form. This can be helpful if you offer any of your courses on an ad hoc basis to the public and the information you need to sign up for a class is the same across all classes.

After creating an admissions portal, set it as the default sign-up form:

1. Go to Admin > Custom Control.

2. In Search enter CRSPORTFRM.

3. Click the pencil.

4. In Parameter Value 1 enter the name of the admissions portal.

5. Click Save.

Connect a specific form to a specific course

You can create different forms for different classes. This can be helpful if you charge a different amount per course or you need to collect different information depending on the course.

After creating the admissions portal, connect it to the specific class:

1. Go to the course.

2. Click the Course tab.

3. Under Related Functions in Sign Up Now Form select the form.
   
   

4. Click Save.

Find the form’s web address

The form’s web address isn’t shown in Campus Cafe, but you can determine it based on the form’s name and the course it lets people register for. The link follows the below convention. Replace the <> with the relevant information.

https://<your-school-code>-web.scansoftware.com/cafeweb/tapestry?page=<admissions-form-name>&cnum=<course-code>&csec=<course-section>&sem=<semester-code>&sem=<semester-code>

For example, if school ABC is using the form called RegisterNow to enroll students in ENG101, Section 9 during semester 202130 then the link would be:

https://abc-web.scansoftware.com/cafeweb/tapestry?page=RegisterNow&cnum=ENG101&csec=9&sem=202130&sem=202130

When a person is created in Campus Cafe

Someone completing your form may be new to your institution or may already have a record in Campus Cafe because they previously applied, took a class or worked at your institution.

• If the individual doesn’t exist in Campus Cafe, a person record will be created as well as application data with the admissions progress code set to applied. The student will have a degree row applied with the major configured on the admissions portal and be registered for the class. The individual is registered regardless of if the app fee (cost of the class) is paid.

• If an individual already exists in Campus Cafe, the sign-up form will append the registration to the individual’s existing record. The existing admissions application, admissions data and degree row will remain in place. The individual is registered for the class regardless of if the app fee (cost of the class) is paid.

When the class is full

It’s possible that someone competes a sign up form for class without any remaining seats.

People who submit a form when the course seat limit has been reached will not be prompted to submit payment, and will be placed on the course waitlist (if configured). Enrollment, as spaces become available, will need to be administratively completed by going to the waitlisted student's enrollment history, clicking the pencil for the course, changing the Financial Code to something other than a value defined in CUstom Control SIGNUPNOW Parameter Value 7 and removing the waitlist check.

Find students registered using sign-up form

People who register for classes using a sign-up form appear on the course rosters.

You may, however, want to find all of the individuals at once. To do so, use the Student Filter (Finder).

1. Go to Filters > Students.

2. Click Add Fields, in Search enter Financial Code then select Financial Code.
   
   

3. You may want to select additional fields to further limit your results. For example, selecting Course Semester will let you narrow students down to a specific academic period.

4. Click Filters.
   
   

5. Next to Financial Code click the three horizontal lines, select code(s) and click Apply.
   
   

6. Set additional fields to further limit your results.

7. Click Submit.