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APEX SCHOLARS Academy

Systems Documentation Library

Reference guides and step-by-step Standard Operating Procedures (SOPs).

Launch Portal

Student Onboarding SOP (Standard Operating Procedures)

Standard Operating Procedure ID: SOP-OPS-001
Version: 1.0.0
Effective Date: Summer Term 2026
Owner: Elena Chen, Admissions & Onboarding Coordinator

1. Objective

To outline a structured, reliable, and secure process for reviewing and transitioning incoming student registrations from the public online intake form to the classroom rosters, payments ledger, and emergency logs.

2. Scope

This procedure applies strictly to all registrations received through the Apex Scholars Academy registration portal, involving staff coordinates across Admissions, Operations, and Teaching Mentors.

3. Step-by-Step Onboarding Pipeline

Step 3.1: Electronic Submission Detection

  • When a parent submits the multi-step online Registration Wizard, their record is securely written into the shared database (or Svelte state store) and triggers an outbound administrative logging card in the Operations ClickUp Desk under Administration.
  • An automated welcome email is dispatched to the parent’s primary email address confirming submission receipt.

Step 3.2: Contact Detail & Waiver Audit

The Admissions Coordinator (Elena Chen) must log into the Administrator Portal and verify:

  1. Parent Identity check: Confirms full mailing address and secondary emergency phone details are complete.
  2. Medical Form verification: Reviews dietary or medicine requirements. If allergies (e.g., Peanuts) are logged, flag the student profile card in red and alert the lead instructor.
  3. Legal Signature check: Validates that the signature is legible and matching the parent name.

Step 3.3: Tuition & Coupon Checking

  • Review the invoicing log of the submission.
  • If the parent entered the scholarship code APEXSCHOLAR, verify that they submitted matching income checks or local advisory referrals. Approved scholarship accounts are marked as paid_scholarship.

Step 3.4: Classroom Roster Assigning

  • Assign the student to their designated course channel:
    • Ages 8-12: Code Warriors
    • Ages 11-15: Digital Creators
    • Ages 14-18: Future Leaders Academy
  • Assign student Chromebook leases and official program jerseys matching the recorded size from Step 2 of the form.