Tuition Management for Administrators

If your school set up Enrollment contracts before the Tuition Management integration, you’ll need to convert them. To do this, edit the Settings of the existing contract, and then select Activate Tuition Management Integration.

When Tuition Management is active, the original Enrollment management section formats, blocks and text remain. However, fees and payment plans don't copy over. They must be set up prior to generating contracts. Once you give the converted contract a new name and save it as active, the conversion process to an integrated contract finishes. More information on this process can be found here.

Note: You can also revert an integrated contract back to an Enrollment contract, but you’ll lose any changes made to Sections, Blocks or Text.

If you migrate an Enrollment management contract to Tuition Management, the form automatically becomes archived. In this state, you can no longer generate contracts and all settings are locked. The ability to edit remains available to help you update form sections as needed. An archived filter option is also available if you'd just like to see archived forms, non-archived forms, or both on the list.

Keep in mind that there is no way to unarchive a migrated contract so you'll want to have a second contract type created for that same year. Blackbaud does not allow more than one unarchived contract form per type per year.

Tip: The archived form is still available for copying however, so the alternative would be to create a new contract type and copy it to the new type.

Note: An archived form is not the same as an inactive form. Forms can be made inactive without archiving, while archived forms are automatically be set to inactive.

Since Tuition Management is the master database for your Fees, Payment Plans and Payment Methods, you’ll only need to maintain this information in one system instead of from within both locations individually.

Use the Fee Schedule to enter in any Required, Optional or Enrollment Fees to the contract. Select Add within the Fee Schedule to see a complete list of fees you previously set up in Tuition Management. You can then enable as many of these fees as you need to have them appear on the contract for the payer. Similarly, when you update Payment Plans, you also choose from a list of plans previously set up in Tuition Management.

For Financial Aid, you can opt to hide this information from the payer or enable it to display the Financial Aid Types you have previously mapped to the corresponding Tuition Management discounts. Select Add to see the mapped list and enable the ones needed for the contract.

If you need to make changes to Fees, Payment Plans or Payment Methods, login to your admin console of Tuition Management to make the updates. The other steps for creating contracts are the same as they were without Tuition Management enabled.

Note: If the contract has been submitted or a contract with optional fees has not yet been signed and accepted by a parent, the expenses portion of the contract remains hidden.

In-School Payments

Enrollment managers can enable in-school payments so families can pay deposits and enrollment fees offline. This option can be enabled or disabled on individualcontracts for families. A new workflow handles these payments from the Contract Process Center after the deposit comes in.

Edit a Contract and then select Deposit Block Settings under Enrollment management > Enrollment > Contracts > Manage contract forms to enable or disable this option. Managers can also customize the text that appears on the Deposit screen for payers when this option is enabled.

Keep in mind that payments do not automatically sync when in-school payments is used. If a family opts to pay their deposit by check with in-school payments, the contract is then flagged as pending from the Contract Processing Center under Enrollment > Contracts > Process Contracts. Once a payment is made, enrollment managers thengo into the contract and then manually enter the payment details.

When working with Enrollment management or Tuition Management contracts, managers can now add an acknowledgment throughout a contract for a parent or guardian. Consider using this feature for initials, as well.

Before the feature can be used, the Signer Acknowledgment block must first be added to the contract. Managers can use this block in as many contract sections as needed. Tuition Management supports only two responsible signers and any contracts with more than two responsible signers won’t be generated. An alert indicates if you have contracts with too many signers, so you can review and update those records. Contracts with two or fewer responsible signers are still generated however. Use the Contract View Access Report found under Analyze > Reports tocheck for contracts with more than two responsible signers.