BBCON 2012 - Maximize Your School's Website & Leverage Database Integration with Online...

Maximize Your School's Website & Leverage Database Integration with Online Campus CommunityPRESENTED BY

RACHEL WELSH - THE SHIPLEY SCHOOL

JAIME LASSMAN - THE LEXINGTON SCHOOL

EMILIE THOMSON - BLACKBAUD

TOPICS

1. Email2. Unformatted Text3. Reenrollment4. Directories - Class Lists5. Suggested Content6. Content Comparison7. Class Pages8. Mobile

http://www.shipleyschool.org/bbcon

PART 1: THE WHAT AND THE WHY

PART 1: EMAIL

PART 1: UNFORMATTED TEXT

PART 1: UNFORMATTED TEXT

PART 1: UNFORMATTED TEXT

https://www.blackbaud.com/bbis/code.aspx

Examples:

• Slideshow Pro/SmugMug• Vimeo/YouTube• Slideshare• Scribd, Issuu, Calameo• Google Maps• Google Calendars• Facebook• Twitter• Earth Cam• Pinterest (coming 2012)

PART 1: UNFORMATTED TEXT

PART 1: UNFORMATTED TEXT

PART 1: UNFORMATTED TEXT

PART 1: REENROLLMENT

• Take an offline process online• Shorten return time• Decrease costs• Dynamically pull data into EE• Limit manual entry by Shipley• Query data

PART 1: REENROLLMENT

• Definition of Enrollment: Contract signed by one parent, deposit paid

• Goal: A enrollment process that is easy for families to complete and efficient for colleagues to manage.

• Pro: parents use existing logins, no need to manage additional accounts

• Con: attributes, attributes, attributes• ReEnrollment ... not EnRollment!• Process

o Define enrollmento Define a timeline -

https://docs.google.com/document/d/1CeaXU5OcHj1aW0eXmz77pxkL2uKAItrx1S5kznmfAwE/edit

PART 1: REENROLLMENT

PART 1: DIRECTORIES

PART 1: SUGGESTED CONTENT

Which of these is more likely to generate clicks?

I can tell you.

PART 1: CONTENT COMPARISON

• Put text, bullets, etc, here

PART 1: CLASS PAGES

PART 1: MOBILE

PART 1: MOBILE

PART 2: THE HOW

• Lists• Shipley has 83 Total -

http://www.shipleyschool.org/cms/listgallery

• If you're going to email them more than once, create a list!

• Data Sources• Constituents• Applicants• Education Edge Persons• Faculty• Individuals• Students• NetCommunity Users• Imported Lists• User Defined

PART 2: EMAIL

PART 2: EMAIL

PART 2: EMAIL

PART 1: UNFORMATTED TEXT<!-- Standard iPhone --><link rel="apple-touch-icon" sizes="57x57" href="image/white-apple-touch-icon/apple-touch-icon-57.png" /><!-- Retina iPhone --><link rel="apple-touch-icon" sizes="114x114" href="image/white-apple-touch-icon/apple-touch-icon-iphone4.png" /><!-- Standard iPad --><link rel="apple-touch-icon" sizes="72x72" href="image/white-apple-touch-icon/apple-touch-icon-72.png" /><!-- Retina iPad --><link rel="apple-touch-icon" sizes="144x144" href="image/white-apple-touch-icon/apple-touch-icon-ipad.png" />

PART 2: UNFORMATTED TEXT

Javascript: scripting language that guides the interaction of the user with the webpage

Examples of JavaScript uses:•Accordion-style menus•Hiding text on a part•Moving sections around within a part

PART 1: UNFORMATTED TEXT

<style type ="text/css">

#PC10347_ReturnToFormListFromConfirmationBtnDiv{display: none;}

</style>

PART 2: UNFORMATTED TEXT

<script type="text/javascript">// <![CDATA[var words={'Jaime Lassman':'Head of School'}var regs=[];for(arg in words){regs[regs.length]=new RegExp(arg,'g')}window.onload=function replaceText(){var tags=document.getElementsByTagName('body')[0].getElementsByTagName('*');var i=0,t;while(t=tags[i++]){if(t.childNodes[0]){var j=0, c;while(c=t.childNodes[j++]){if(c.nodeType==3){var k=0;for(arg in words){c.nodeValue=c.nodeValue.replace(regs[k],words[arg]);k++;}}}}}}// ]]></script>

PART 2: UNFORMATTED TEXT

Examples:Nickname - First NameJaime Lassman - Head of SchoolAll Day - ""Donation - Buy Now

• Basic Contract Process (Recommended)• Create contract off-line

• Word or other program. Include formatting• Double, triple, and quadruple check that the contract is FINAL before moving

it to BBNC• Copy contract to Dreamweaver or other Web design program, keeping

formatting• Create ReEnrollment form in BBNC• Copy HTML from contract to enrollment form text boxes

PART 2: REENROLLMENT

PART 2: REENROLLMENT

PART 2: REENROLLMENT

https://docs.google.com/document/d/1Rgpj4aVxcGhec2NRHpeQbuu072WEMrh1M5u_U4SGkNE/edit

PART 2: REENROLLMENT

What we did well that we should do again:1. Group project with defined members and regularly scheduled meetings2. Tested the usability by “relating” each team member to a student3. Tested the usability of the process by asking three colleagues outside of the

team to test the form with a team member watching and documenting questions.

4. Completing the contract flow chart5. Very complete FAQs6. Optional survey7. Log call/emails

a. Track trends, expand FAQs8. Send emails through BBNC to take advantage of tracking and reporting9. Set-up and followed a P&P for adding and removing holds10. Documentation to prevent “I thought we were going to ….”

PART 2: REENROLLMENT

Unintended consequences (good or bad)1. Parents updated profiles while logged into the site2. Even though there were certain elements of the reenrollment process that did not

change, going to an online system make parents review all materials with a critical eye, i.e. financial aid awards after contract is signed.

3. Parents paying tuition bills earlier4. Parents paying deposit from email link without completing enrollment form.5. Parents completing online application instead of online enrollment

If we had only known ...1. In BBNC 6.41 rules can only apply to check boxes and cannot be conditional2. Hold codes can’t be queried on from a parent record so they must be attributes3. In BBNC 6.41 changing the setting of the user can/can’t delete a form in progress

resets who the system to think that no parent/guardian has completed the form4. The ReEnrollment form allows access to very little record data - get ready for attributes

PART 2: REENROLLMENT

Challenges with no solution1. BBNC is only a ReEnrollment form, not an Enrollment form for new families

a. told families they will get a contract from Admissions2. Only one parent should complete the form

a. told families to decide who will complete process

Challenges solved with a workaround:1. By not sending paper that had to be returned it meant that getting payment from those

paying via check would be that much more challenging. We therefore decided to bill everyone.

2. Instead of check boxes with rules merged payment plan and method into one attribute drop-down

a. **BBNC 6.45 updated rule functionality3. ReEnrollment form can’t draw and AO or RO data. Added RO attributes to pre-populate

the following on the contact:a. Grade for next yearb. Tuition for next yearc. Deposit amount due

PART 2: REENROLLMENT

What we should have done differently:1. Separated content creation from content proofing/review2. Started the project in July :)

Planning for 2013-20141. Determine language of contract in December2. Team review of process in Mid-February

• What works in EE• What works in RE

PART 2: DIRECTORIES

PART 2: DIRECTORIES

• What works in EE• Photos (only in Directory Part)• Clickable Email Address (only in Profile

Display Part)• What works in RE

• Photos (only in Profile Display Part)• Clickable Email Address

PART 2: DIRECTORIES

PART 2: SUGGESTED CONTENT

PART 2: SUGGESTED CONTENT

PART 2: CONTENT COMPARISON

PART 2: CONTENT COMPARISON

PART 2: CLASS PAGES

PART 2: CLASS PAGES

PART 2: MOBILE

PARTICIPATE AND SHARE!

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