School bookkeepers and childcare program directors manage in-person collections, financial adjustments, and annual student roster maintenance through the OSC administrative portal.
Collecting In-Person Payments and Issuing Receipts
When parents submit payments in person at the school office via cash, money order, or paper check:
Navigate to Online School Care > Payments in the admin portal.
Look up the student by name or Student ID.
Select the fee line item being paid.
Choose the payment method (Cash, Check, or In-Person Card) and enter the check number if applicable.
Click Post Payment to generate an immediate printable receipt for the parent and credit the student's ledger balance.
Processing Returned (NSF) Checks
If a physical paper check deposited for childcare services is returned by the bank for Non-Sufficient Funds (NSF):
Navigate to Online School Care > Transactions > NSF Check Processing.
Search for the original receipt by receipt number, check number, or student name.
Select the check record and click Process NSF.
Enter any bank return fee assessed by the district policy.
Confirm the action. The system automatically reverses the payment from your cash ledger and restores the outstanding unpaid balance onto the student's active account.
Year-End Roster Rollover: Multiple Student Assignment
At the end of the school year, program directors must close out existing childcare rosters to prepare for summer programs or the upcoming fall term:
Ensure all student balances are settled or appropriate carry-forward adjustments have been approved.
Navigate to Students > Multiple Student Assignment.
Use Shift + Click to select all active students currently enrolled in the childcare program.
In the Status Assignment dropdown menu, select Inactive.
Click Save.
⚠️ Important Note on Year-End Closeout: Marking students inactive prevents stale prior-year fee schedules from carrying forward. When students re-enroll for the new school year in August, program coordinators simply search for their existing profile in the system and switch their status back to Active, preserving their historical payment records.