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Registration & Payment Collection – San Marino USD

November 29, 2016

San Marino USD reached 96% family participation with streamlined online registration and payment collection.

San Marino Unified School District, located within Los Angeles county, is the top ranking public unified school district in California. With four schools and over 3,000 students, San Marino has been the highest achieving unified school district in the state since 2002. Until the district began using PowerSchool Registration, their student registration and payment collection processes were paper-based.

“In implementing [PowerSchool Registration], we also selected to use their Payment Management service. We didn’t want to be the middle person responsible for distributing the money to 12 different organizations. We wanted a neutral third-party vendor, which is what [PowerSchool Registration] provides. Their system is able to dissect which items belong to which organizations and distribute those funds directly and correctly to each one.”
– Stephen Choi, Chief Technology Officer, San Marino Unified School District

The Challenge

Before San Marino Unified School District converted to online registration and payment collection, they distributed and collected 10-30 paper forms per student. With 3,160 students and the additional task of collecting and allocating payments for the school’s 12 organizations, it was an overwhelming process for administrative personnel. San Marino needed a customized solution that would streamline both processes, providing an efficient and innovative way to collect payments and vital data.

San Marino USD was looking to achieve specific goals. “Not only were we seeking to ensure that we have updated and accurate demographic and emergency contact information in our SIS, but we needed to streamline our payment collection process,” says Stephen Choi, Chief Technology Officer at San Marino USD.

Student enrollment and registration at San Marino included dispersal of a myriad of forms to collect funds for activities, items, and the school’s foundations. Families annually received forms for the district’s school foundation, PTA organizations, Partnership for Awareness, yearbook orders, various activities, and boosters. “We were inundated with paper, but [PowerSchool Registration] proficiently transformed our old process into a comprehensive online solution,” says Choi.

The Solution

Families would write out separate checks for donations and payments, which soon became an onerous task for administrative personnel. “In implementing [PowerSchool Registration], we also selected to use their Payment Management service. We didn’t want to be the middle person responsible for distributing the money to 12 different organizations. We wanted a neutral third party vendor, which is what [PowerSchool Registration] provides. Their system is able to dissect which items belong to which organizations and distribute those funds directly and correctly to each one,” says Choi.

“Experience was the key factor in our decision to partner with [PowerSchool]. They have a long history of demonstrated knowledge for developing customized solutions… and their reputation precedes them. Our neighboring districts speak highly about their success with [PowerSchool Registration] and the amazing customer service they provide. That helped make our decision to collaborate with [PowerSchool] that much easier,” adds Choi.

The Results

San Marino USD achieved a 96% utilization rate from families through the use of the PowerSchool Registration Payment Management service. “We didn’t want a technical solution to be an obstacle for our parents. If families had to jump through hoops in order to give donations, it would ultimately affect our bottom line,” says Choi. “[PowerSchool Registration’s] customized solution captured the generosity of our parents. Moving from paper to online has exceeded our expectations for donations and funds by 100%.”

“Our return on investment for partnering with [PowerSchool Registration] has proven to be valuable. Our solution eliminated much of the labor and all of the administrative work that was required to collect and distribute data. The efficiency, quality, and proven execution of [PowerSchool Registration] provide us with an unparalleled solution that our school administrators and families love,” says Choi.

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