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TRANSCRIPT
Registration System User Guide Thank you for considering UNCW Youth Programs (including MarineQuest & Engineering Expectations) for your child’s academic enrichment. We hope the UNCW STEM by the Sea Registration System provides you with a seamless registration experience.
Please scroll down or use the shortcuts below for a step-by-step guide on how to use the system.
Glossary of Terms
Searching for a Program
Creating an Account
Applying for a Program
Requesting a Recommendation
Paying a Registration Fee
Completing Confirmation Forms
One Child Applying to More than One Program
Enrolling More than One Child
Airport Shuttle Request
If at any point in time you cannot find the answer to your question in this guide, please feel free to reach out to us for assistance:
910.962.2640
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Glossary of Terms System Processes:
Application: All students must apply for their UNCW MarineQuest or Engineering Expectations program. This is the first step in the Enrollment Process.
Confirmation Forms: Every program requires Confirmation Forms, which include important information, such as medical information, allergies, releases, and carpooler information. This is the last step in the Enrollment Process.
Enrollment Process: The Enrollment Process consists of the following steps: Application, Acceptance, Registration/Payment, Confirmation Forms, and Enrollment Completion.
Enrollment Completion: Your enrollment in a program will not be complete until your full payment has been received and your Confirmation Forms are complete and reviewed.
Registration Fee/Payment: Your student’s spot in a program is not guaranteed until payment is received. Each program requires EITHER full payment OR a deposit. Please read your program’s instructions carefully to know which payment is required to reserve your student’s spot.
Types of Programs:
Commuter/Residential: This program consists of both Commuter students, who are dropped off and picked up daily, AND Residential students, who stay overnight in one of UNCW's residence halls. Students participate in day activities together in their program.
Full Day – Junior: Full Day Junior programs are commuter based, where students are dropped off and picked up daily. Full Day Junior programs run Monday-Thursday from 8:00am to 3:45pm, and Friday from 8:00am to 12:00pm.
Half Day – Junior: Half Day programs are commuter based, where students are dropped off and picked up daily. Half Day programs run from 8:00am to 11:45am.
Multi-Program: Students who wish to attend more than one MarineQuest or Engineering Expectations program can submit a “Multi-Program Form” so that their application and confirmation forms can be used for their additional program(s).
Multi-Week Residential: Multi-Week Residential students attend MarineQuest for multiple weeks in a row. They are housed overnight in one of UNCW's residence halls and have evening and weekend activities planned throughout their program experience.
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Residential ONLY: Residential students spend the night in UNCW residential housing. Students check in on Sunday at 3:00pm and are picked up on Friday afternoon (time depending on program). Residential students have evening activities included in their program experience.
Possible Application Statuses:
Not Started: You have not yet started your child’s application
Incomplete: You still need to submit your student’s application
Pending: Your application has been submitted and is awaiting review. If your application requires a Teacher Recommendation, your application will not be reviewed until that is received.
Approved: Your student’s application has been approved (followed by either JR, Commuter, Residential, or Weekend, depending on your student’s program choice)
Waitlisted: The program’s session has reached its maximum capacity. You will be notified if a spot opens up for your student. You can also contact us to see if another program or session is available for your student. Your application may be moved onto the waitlist if you did not submit initial payment within 72 hours of your acceptance, depending on the program’s application quantity.
Possible Confirmation Form Statuses:
Not Started: You have not yet started your child’s Confirmation Forms
Incomplete: You still need to complete and submit your student’s Confirmation Forms
Submitted for Review: Your student’s Confirmation Forms have been submitted and are awaiting review by our staff
Forms Reviewed – Awaiting Full Payment: Your Confirmation Forms have been reviewed by our staff; your child’s Registration Fee still has a remaining balance. Once this balance is paid, your child’s Enrollment will be Complete and the status will be moved to Enrollment Complete.
Enrollment Complete: Your student’s Confirmation Forms have been reviewed and your full payment has been received (followed by either JR, Commuter, Residential, or Weekend, depending on your student’s program choice)
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Searching for a Program You do not need to have an account to search for a UNCW MarineQuest or Engineering Expectations program.
1. When you arrive at the UNCW STEM by the Sea system, click on “Search for Programs in the top navigation bar:
2. You can scroll through the full list of program options, or use the “Search Filters”
to sort for programs:
a. Keywords: type in a keyword to search the system for a program b. Organization: sort by MarineQuest or Engineering Expectations c. Type of Program:
i. Commuter/Residential ii. Full Day – Junior iii. Half Day – Junior iv. Multi-Program v. Multi-Week Residential vi. Residential ONLY
d. Grade Completed: every program has a grade requirement for attendance; search by the grade your child will have completed by summertime
e. Program Sessions: search by the available week or multi-week sessions; R = Residential week, C = Commuter week, MW = Multi-Week
f. Program Features: search by special program features that some of our programs contain
Make sure to “Apply Search”
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3. Click on the Program Name to learn more about a program, including dates & prices.
4. You can learn more about program highlights, dates, and prices on the program page.
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Creating an Account Parent/Guardians should create an account for themselves. Once inside the system, you will be able to start an application for your specific child.
1. Input your Parent/Guardian information when creating your account. The e-mail address will be used as your primary point of contact during the Enrollment Process. Please confirm its accuracy before submitting. You should receive a Welcome Email when the account is created.
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2. Input your child(ren) information. This section is for verification purposes only and will not auto-populate into your child’s application. More name and date of birth fields will appear with the # of children indicated. Please refer to the “Enrolling More than One Child” section for more information on how to enroll multiple children.
3. Input your Emergency Contacts for your child(ren). This information will be used for ALL applications and will not need to be entered again. To edit this information, you will need to edit your profile once logged in.
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4. Create a password for your account. You and your student are now ready to begin applying for a program.
5. After submitting, an info box will appear and you will receive an email verifying your account creation.
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Applying for a Program All students must apply for their MarineQuest or Engineering Expectations program. Younger students must input basic student information, while older students must answer application questions and receive a teacher recommendation.
To apply for a program, please complete the following steps:
1. Visit uncw-horizons.symplicity.com and login to your account (create an account if you have not already)
2. Once logged in, click on “Search Programs” in the top navigation bar or “Select a program to begin your application” to search for a program.
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Once you have started an application, you can check on the status of your application on the Parent/Guardian homepage or by click on the “My Programs” tab.
3. Click on the Program Name to learn more about a program, including topics, highlights, dates & prices as well as any prerequisites.
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4. Read over the Program Page for important information about prerequisites, eligibility, prices, dates, and any application instructions:
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Click on the “Select Session to Apply” button next to your session of choice.
Click the “Back” button to go back to your Program Search.
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5. Complete all sections of the application for your student’s program; the first section will prompt you to input your student’s name, gender, date of birth, age, grade completed by summer, etc.
Commuter students for Commuter/Residential programs should apply for the Sunday start date of their session and select “Commuter” when prompted in the application.
6. At the bottom of each page, you will be prompted to “Save & Finish Later” or “Save & Continue.” You must complete the page in its entirety in order to “Save & Finish Later.” Once the section is completed, you can click on that button and log out of the system.
As you complete each section, the circle next to the section will appear green with a check mark:
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7. For older programs, your student should answer the Student Application questions:
8. Both Parents/Guardians AND your student should read, or have read to them, the Student Code of Conduct.
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9. After completing all the sections, you will be prompted to “Review & Save.” This DOES NOT submit your student’s application. You MUST click the “Submit Application” button in Step 3 AFTER the “Recommendation Request” section OR the “Review & Save” section if your program does not require a recommendation. Please use this “Review & Save” step to review the accuracy of your application information. You can go back to any section to edit your answers by clicking on the section in the left-hand navigation bar.
10. If applicable, complete the Recommendation Request (detailed in next User Guide Section)
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11. Submit your student’s Application
After submitting, you will not be able to edit any of the sections within your application.
12. A confirmation will appear on the screen & a confirmation email will be sent to the e-mail address tied to your account.
To change any information (including program choice or session) you must contact us.
910.962.2640
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13. You can view the status of your application at any time in the “My Programs” dashboard:
Possible Application Statuses:
Not Started: You have not yet started your child’s application
Incomplete: You still need to submit your student’s application
Approved: Your student’s application has been approved (followed by either JR, Commuter, Residential, or Weekend, depending on your student’s program choice)
Waitlisted: The program’s session has reached its maximum capacity. You will be notified if a spot opens up for your student. You can also contact us to see if another program or session is available for your student.
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Requesting a Recommendation Within the UNCW STEM by the Sea Registration System, applicants are able to request a teacher recommendation that is linked directly to their program application.
Recommendations are required for older programs. Only UNCW Staff members will be able to view the teacher recommendation answers.
1. Once your student’s application is complete, you will be able to enter in your student’s teacher’s e-mail address and name to prompt the request. Reminder: You must click the “Submit Application” after completing this section in order to successfully submit your student’s application.
Please read the instructions carefully as it provides important information about what you should provide your child’s teacher and what to do if your child is home schooled.
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2. Complete the Recommendation Request by filling in the e-mail address, first name, and last name of your teacher. Click on “Save & Continue” for the request e-mail to be sent to the teacher.
Only 1 Recommendation is required for any program application. If you would like to add an additional recommender, you can do so by clicking this button.
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3. You can check on the status of your recommendation and application on the “My Programs” dashboard.
4. You will receive an e-mail update when your teacher has submitted their recommendation. Our staff will then review your application and change the status of your application.
When your Recommendation has been completed, “Letters” will show “1/1”
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Paying a Registration Fee Once your student is accepted into their program, you must pay the required registration fee amount to reserve their spot. Spots are not reserved until this payment is made. If we have not received a first payment within 72 hours of acceptance, your child’s application may be moved to the waitlist, depending on the program’s application quantity.
Some programs have an optional payment plan. Please follow the instructions provided in order to use the payment plan. Payment plans are available until April 15.
1. You will receive an e-mail when your child is accepted into their program with instructions on how to proceed and a link to their Welcome Packet.
2. Visit uncw-horizons.symplicity.com and login to your account.
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3. Either click on “PAY REGISTRATION FEE” on the homepage OR navigate to “My Programs” in the top navigation, then click on “PAY REGISTRATION FEE”
If you applied for a Commuter/Residential program, the correct Registration Fee should have been applied to your application.
Commuter students should have “PAY REGISTRATION FEE – COMMUTER” hyperlinked.
Residential students should have “PAY REGISTRATION FEE – RESIDENTIAL” hyperlinked.
If you think the wrong Registration Fee has been applied to your account, please contact us before paying:
910.962.2640
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4. Some programs have the option of a payment plan. If your program has that option, you will have multiple payment options. If you have a payment plan option, you must pay your Deposit in order to reserve your child’s spot. If you DO NOT have a payment plan option, you must make a Full Payment in order to reserve your child’s spot.
Payment plans are available before April 15. After April 15, you will have to pay the Full Payment in order to reserve your child’s spot.
The “Full Payment” option will auto-calculate your remaining balance after every payment. You can pay your remaining balance at any point in time.
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5. Click on the “Pay By Credit Card” button next to your desired payment option.
6. You will be transferred over to our secure TouchNet payment gateway.
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7. On this initial page, you can click on the link to view our Payment Plans, view the amount you will be paying, and access your specific Cancellation Policy. You can also use our Contact Information if needed.
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8. Provide your credit card information & press “Continue”
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9. When your payment has been submitted, you will be led back to the UNCW STEM by the Sea Registration system payment page.
Your most recent payment will appear under “Paid Transactions.” Please also check your e-mail for a confirmation with a receipt of payment.
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10. The payment option you chose to pay will no longer be available to you. Your Full Payment amount will auto-calculate your remaining balance.
11. You can also view your remaining balance in the left-hand navigation bar or under the “My Invoices” tab in the top navigation bar.
12. Your “Payment Status” will be changed on the My Programs page once we have internally processed your payment (usually within 24 business hours).
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13. If you do not have a payment plan option, after paying the full amount, you have completed the PAY REGISTRATION FEE step. If you chose to do a payment plan, you must complete your payment plan by April 15 or you will be prompted to pay the Full Payment or Remaining Balance after that point in time. You can log back into the system at any point in time to make additional payments following the same steps 2-12. After this first payment, we ask that you complete your Confirmation Forms within the two weeks following.
14. When you have paid the full Registration Fee, your Payment Status will change to “Paid in Full”
15. Your child’s enrollment will not be complete until their Confirmation Forms are completed and reviewed within our system.
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Completing Confirmation Forms In order for your child’s enrollment to be complete, you will need to complete the required Confirmation Forms.
Before you start, you should gather the following items:
• A copy of your child’s health insurance card (as a pdf or image file) • The date of your child’s last tetanus shot (for MarineQuest programs) • All medical information, including allergies, dietary restrictions, medications, etc.
1. After paying your required Registration Fee, please continue on to the Confirmation Forms. To do so, click on the “General Registration Information” section in the left-hand navigation.
If not already logged in, you can click on “COMPLETE CONFIRMATION FORMS” on the parent/guardian home dashboard.
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2. Read over the Welcome Packet for important information about pick-up/drop-off, what to wear, what to bring, and policies & procedures.
Your application acceptance e-mail also contained a link to your Welcome Packet.
3. As part of your profile creation, you inputted your student’s Emergency Contact information. We do not require you to input this information again. If you need to update that information, you can navigate to “My Profile” and Edit your Emergency Contacts. (Make sure to save when you’re done!)
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4. Complete all required fields in the General Registration Information section. Click on “Save & Continue” to move on to the next section. Any required fields that were not completed will be highlighted; you must complete these to continue. You can edit your answers later (before submitting).
5. You will need to complete the Medical Information section in one sitting. This form will take you 10-20 minutes depending on your student’s medical needs. Once you complete this section, you can “Save & Finish Later” or “Save & Continue.” You will only be able to “Save & Finish Later” if you have completed all required sections of the Medical Information section.
6. Complete the “Proof of Insurance, Tetanus Date, & Medical Acknowledgement” section. All fields are required in this section. If you do not currently have a copy of your child’s health insurance card or the date of their last tetanus shot, you can come back to this section later. This section must be completed in order to submit your Confirmation Forms.
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7. Read and acknowledge the Releases & Student Code of Conduct. Your student must read, or have read to them, the Student Code of Conduct before acknowledging. Click the check boxes to acknowledge:
Click on the appropriate radio button to indicate whether you “agree” or “disagree”:
8. For Dive Programs Only: You will need to complete additional Diving Release forms with our dive provider Aquatic Safaris. These forms are REQUIRED for your student’s participation in our program. Aquatic Safaris forms must be submitted directly to Aquatic Safaris at [email protected]. The forms can be accessed at:
http://www.aquaticsafaris.com/mqforms/
You will also need to provide your DAN Insurance information (or equivalent coverage). If you do not already have coverage, you can view/purchase DAN Insurance at:
https://www.diversalertnetwork.org/insurance/dive/
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9. Supplemental Forms: Some of our programs require additional supplemental forms. Please download these forms, print, and complete them before scanning or taking a picture of them and uploading them back into our system. Files must be pdf or image files. If your forms are in multiple files, you may “Add Item” to upload another file.
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10. After completing your Confirmation Forms, Certify that the information you have inputted is correct to the best of your knowledge.
11. At this point in the process, we would appreciate if you answered a few short survey questions (optional). You must click “Save & Continue” at the bottom of this section in order to submit your confirmation forms.
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12. Once you click “Save & Continue,” you will receive the following message on your “My Programs” dashboard:
Please check your e-mail for a confirmation that your Confirmation Forms have been submitted and are pending review. Your My Programs dashboard will also indicate that your forms have been “Submitted for Review.”
You will be able to edit this information until your Confirmation Forms have been reviewed and your status has been changed to “Enrollment Complete.”
Once we have reviewed your Confirmation Forms and your full program fee has been processed, you will receive an e-mail indicating that your Enrollment is Complete and the status of your Confirmation Forms in your “My Programs” dashboard will update.
Your Enrollment will not be complete if:
• You have an outstanding payment balance for your student’s program • You have incomplete information in your Confirmation Forms • Dive Students: if we have not received verification that your dive paperwork has
been completed with Aquatic Safaris
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One Child Applying to More than One Program We’re excited that your student wants to attend more than one summer program with us! In order to make this process easier for you, we have created a Multi-Program process.
1. Apply for your first program choice. Within your application, indicate you would like your child to attend more than one program. This will populate the Multi-Program Instructions:
2. After submitting your first program application, click on “Search for Programs” in the top navigation bar.
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3. Search for “Multi-Program Form” and Apply Search
4. Click on the “Multi-Program Form” name
5. Review the Multi-Program Application Process and click on “Select Session to Apply” at the bottom of the page.
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6. Input your program choice and session choice. Please verify that your program choice is offered during the session you are indicating.
If you do not see the program listed, that means that you must complete that additional program’s application, as it likely has different requirements.
Some program combinations are not eligible for this multi-program process. If this is the case, you will be contacted by our staff with additional instructions.
7. Complete all required fields in the Multi-Program Form. 8. Agree to the Multi-Program Release Agreement.
9. Review your application information for accuracy and submit your application form.
10. A confirmation box will appear and you will receive an e-mail confirmation of submission.
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11. Once your student’s first application has been approved, our staff will approve your Multi-Program form and transfer your Multi-Program form into the appropriate additional program and session.
12. You will need to Pay the Registration Fee for this additional program by clicking on “PAY REGISTRATION FEE.” Your spot in this additional program is not guaranteed until the appropriate payment is made.
Your additional program(s) are subject to that program’s Cancellation Policy.
13. Your Confirmation Form Status will be put in a “Multi-Program- Awaiting Program #1 forms” until you have completed both the payment step AND the Confirmation Forms Step for your first program. This is so that you do not have to complete these forms more than once. You will get the following notice if you try to edit your Confirmation Forms:
Once you have completed your first program’s confirmation forms, we will use those forms for this additional program.
14. Once your payment has been made in full and your Confirmation Forms are complete, your Confirmation Form Status will be changed to “Enrollment Complete.” You will receive a confirmation e-mail that everything is complete for your child to attend their additional program.
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Enrolling More than One Child Within the UNCW STEM by the Sea Registration System, it is easier than ever to enroll more than one child in our programs.
1. Complete and submit an application following the Applying for a Program steps for Child #1.
2. Return to “Search Programs” in the top navigation bar.
3. Select Child #2’s program of choice and follow the Applying for a Program steps for Child #2.
4. You will receive separate e-mails for each child’s application as they progress in the Enrollment Process.
5. Registration Fee Payment: a. After Child #1’s acceptance, go into Child #1’s application to pay Child
#1’s Registration Fee. Follow the instructions for Paying a Registration Fee. b. After Child #2’s acceptance, go into Child #2’s application to pay Child
#2’s Registration Fee. Follow the instructions for Paying a Registration Fee. c. You can view the invoices and outstanding balances for all of your
children by clicking on the “My Invoices” tab in the top navigation bar:
**You will not be able to pay in the “My Invoices” tab. You must enter the Child’s specific application in order to pay.
6. You will need to complete separate Confirmation Forms for each child within their program forms; the information in these forms are personal to each child’s needs. Follow the instructions for Completing Confirmation Forms for each child.
7. You can view the status of any of your pending applications/confirmation forms by visiting the “My Programs” tab:
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8. Once everything is complete for both children (Payment in full and Confirmation Forms complete), each child’s Confirmation Form statuses will be listed as “Enrollment Complete.”
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Airport Shuttle Request An airport shuttle is available to students traveling alone to a MarineQuest Residential Program. Please follow the step below to submit a request:
1. After being accepted into a MarineQuest Residential program, you can submit a request for your child to be picked up and dropped off at the Wilmington International Airport (ILM) before and after their program.
2. Login to the UNCW STEM by the Sea Registration System 3. Click on “Airport Shuttle Request(s)” in the top navigation bar
4. Click on “Submit An Airport Shuttle Request”
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5. Read the information carefully before submitting:
If your child’s arrival/departure time falls outside the preferred times, please contact the shuttle coordinator listed in the request.
6. Select your child’s program from the drop down and enter their name, gender, and DOB. You will need to submit a separate request for each child you are sending to a program who needs an airport shuttle.
7. You will need to know all details of your child’s flight.
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8. After completing the form with the required information, click “Submit” at the bottom of the page. You must e-mail a copy of the travel itinerary to the shuttle coordinator listed in the acknowledgment.
You will be e-mailed by the shuttle coordinator regarding your child’s airport shuttle a week prior to the arrival/departure.
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If you have any additional questions that were not answered in this User Guide, please do not hesitate to call us or send us an e-mail.
910.962.2640
Also, if you feel there is something that would be useful in this guide, please let us know! We’re always looking to improve.