Platform Change and Re-Enrollment Information

Update: Registrar Email and Health/Enrollment Form Submissions
 

New enrollment and re-enrollment in our new Student Information System (SIS), Veracross, is underway and moving quickly. If you have not yet completed your enrollment for 2025-26, please look for a reminder email from Jay Blakely, Director of Enrollment, with a direct link to your enrollment and contract interface.

For those of you who have already completed enrollment and signed your contract, you hopefully took note of the guidance to send various medical, athletic, and other forms to the email address registrar@roycemoreschool.org. Unfortunately, this address was configured incorrectly and would not accept file attachments. The issue has since been corrected. If you encountered errors sending previously, please try again now that the problem has been addressed. If you attempted to send your files any time between February 15 and March 11, your files did not come through — please send them again to registrar@roycemoreschool.org. We apologize for the inconvenience and appreciate your understanding in this matter.

Dear Roycemore Families,

We are excited to share an important update regarding our enrollment process. Beginning with the upcoming academic year (2025-2026), Roycemore School will transition to a continuous enrollment contract, an enrollment model that will streamline the re-enrollment process for families and ensure a more efficient experience for everyone.

What is Continuous Enrollment?

Evergreen enrollment means that once you enroll your child at Roycemore School, their enrollment will automatically renew each year until graduation or until you notify us otherwise. This new process eliminates the need to complete annual re-enrollment paperwork, reduces administrative workload, and ensures your child's place at Roycemore without worrying about deadlines or availability. Annual tuition information will be communicated in advance to provide ample time for planning.

Benefits of Continuous Enrollment

• Convenience: Significantly simplifies annual enrollment. Your child’s spot is secured without the hassle.
• Continuity: Ensures a smooth transition from one school year to the next, providing stability for students and families.
• Peace of Mind: Eliminate the worry of re-enrollment, knowing your child is guaranteed a place in our community.
• Opting out: The school will provide advance notice at multiple points each year regarding deadlines for withdrawing from the following school year.

We believe this change will make the enrollment process more efficient and convenient for families. Thank you for your continued trust and partnership.

Chris English
Head of School
 

For more information, please see Mr. English's Jan. 17 Newsletter Video Message (around 3:20).

Re-Enrollment Update from Jay Blakely, Director of Enrollment

Thank you for being a valuable part of the Roycemore community. We are excited to be planning another successful year for our students and hope you will join us. Online re-enrollment, a process for all families returning for the 2025-2026 school year, begins on Friday, February 14. To guarantee your child's enrollment and full consideration for tuition assistance, the deadline to re-enroll is Friday, March 14, 2025.

You will receive an email notification with login information when your student’s Re-Enrollment Contract is ready in Veracross. The process is very simple and should only take a few minutes to complete. Please use the following guide to help you during each step of the way during the re-enrollment process.

STEP 1: Log into Veracross Through Your Welcome email

On Friday, February 14, you will receive a welcome email inviting you to set up your Veracross account using the email address currently on file. Please follow the instructions in that email to enter the Enrollment portal.
 

STEP 2: Verify Family Information

A part of our data import involved transferring your family information from FACTS to Veracross. Please take a moment to review this information and make any necessary updates before submitting your enrollment contract. Please note this step is required as a prerequisite before the system allows you to enter the contract fully.

STEP 3: Review and Sign Your Re-Enrollment Contract

Located directly in the portal, you will find your enrollment contract which has a full breakdown of tuition costs, school fees, and any scholarships or financial aid credited to your account. This includes Northwestern Faculty discounts and Tuition Remission for current Roycemore faculty and staff.

STEP 4: Choose a Payment Plan and Pay Your Enrollment Deposit

In the Enrollment portal, directly on the contract, you will have the option to choose from our six payment plan options. This step is required for your contract to be submitted successfully.

Payment options include:

1. Griffin Plan: Full payment due by February 21, 2025 (save 2.25% on tuition)
2. Blue & Gold Plan: Full payment due by February 28, 2025 (save 2% on tuition)
3. Shield Plan: Full payment due by May 2, 2025 (save 1% on tuition)
4. Annual Plan: Full payment due by July 1, 2025 (no service charge)
5. Semi-Annual Plan: Half balance due by July 1, 2025 and the remaining balance due by December 1, 2025. (A service charge of 2% of the total amount will be applied to the account)
6. Monthly Plan: Nine monthly payments due on the 1st of each month from July 1, 2025 through March 1, 2026. (A service charge of 4% of the total amount will be applied to the account)

Please note that the Griffin, Blue & Gold, and Shield Early payment plans are available on full tuition payment arrangements only, and discounts are only applied to tuition.

Each plan will have the option for Automatic Payments or Invoice/Billing. The Automatic Payments option allows you to designate a credit card or bank account for your payments. Please note ACH payments incur a $2/transaction fee, most credit cards have a 2.85% service charge, while JCB and American Express cards have a 2.95% service charge/transaction. The Billing option will require you to make your own payments.

STEP 5: Re-Enrollment Complete

After completing the steps above, you'll have secured your child's spot for the 2025-2026 school year! Additional supplemental documents such as medical forms, photo/video release forms, or health physicals can be emailed directly to registrar@roycemoreschool.org prior to the start of the school year.
 

For families interested in receiving financial aid for the 2025-2026 school year, please complete the Clarity application form here. As a reminder, the initial deadline to apply for full consideration was January 15. We are now reviewing applications on a rolling basis.

If you have any questions about the re-enrollment process, please contact me directly at jblakely@roycemoreschool.org or (847) 866-6055. If you have billing questions, please contact Shauna Young, Accounting and Finance Coordinator, at syoung@roycemoreschool.org or (847) 866-6055.

Sincerely,

Jay Blakely
Director of Enrollment

Over the course of the last year and a half, Roycemore Administration has been reviewing our data systems and school management platforms, involving more than 20 other software packages currently in use. Throughout Spring 2024, our team worked together to find solutions to various pain points and areas for improvement, finally choosing the Veracross Student Information System (SIS) to replace FACTS (RenWeb) and other office programs.

Veracross boasts one of the only single-database systems available for school management, and its offerings covered Roycemore’s needs in an accessible, user-focused way. To complement Veracross, the team decided to replace Google Classroom with Canvas by Instructure, a course-delivery Learning Management System used globally by universities, colleges, and other PK-12 schools. Our partners Constellation Learning use Canvas to deliver content to Upper School students studying coursework not usually available in-person at Roycemore.

With the leap to these platforms will come some changes to our systems and processes. In early 2025, Roycemore will roll out new login information for parents to use to access Veracross in order to enroll students for the 2025-2026 school year, as well as sign contracts and set up payment plans. Re-enrollment begins in February this year, and more information will be forthcoming via the Friday newsletter, along with direct emails and traditional mailings. Please be on the lookout for this information.

Along with the new platforms, the Roycemore website will be getting a makeover, and a new companion mobile phone app will be launched, tying into the data in Veracross. The app will be available for both iOS and Android, and will launch in mid-2025.

We appreciate your flexibility and look forward to sharing these new and improved systems with you soon!

• What was the old student information system called? FACTS/RenWeb.
• What is the new system called? Veracross.
• Who does this affect? All families: affects re-enrollment, contracts, and payment plans.
• When will this platform change take place? February 14, 2025 for re-enrollment; July 1, 2025 schoolwide.

• What was the old financial aid application system called? FACTS.
• What is the new system called? Clarity.
• Who does this affect? Any families applying for financial aid for the 2025-2026 school year (all families currently receiving financial aid must reapply each year).
• What is the application deadline for financial aid? The deadline for priority consideration was January 15, 2025, but your family can still apply ahead of re-enrollment in February.
• Who can I contact with questions about financial aid? Jay Blakely, Director of Enrollment.
• Read more about the switch to Clarity here.
• Learn about financial aid at Roycemore here.

• When/how will re-enrollment take place for the 2025-2026 school year? February 14-March 14, 2025, through Veracross.
• Who should I contact with re-enrollment process questions? Jay Blakely, Director of Enrollment.
• Who should I contact with billing questions? Shauna Young, Accounting and Finance Coordinator.
• See Jay Blakely's January 24 message above for re-enrollment instructions. Re-enrollment step-by-step PDF guide coming soon.