Rate Card

Enable the Rate Card Functionality

While logged in to https://tuition.blackbaud.school, select Settings and then choose Manage Rate Card.

Note: If you are a new user, then select View to watch the mandatory training video.
To activate the rate card functionality, select ON for Rate Card Enabled.
Next, select ON for Rate Card Displayed on Enroll with Tuition Management. The functionality will appear for families during the enrollment process

You can now create and use multiple rates.

Add a Rate Card

While logged in to https://tuition.blackbaud.school, select Settings and then choose Manage Rate Card.

Note: If you are a new user, then select View to watch the mandatory training video.
Select Add New Rate.
Select a Rate Criteria.
- Type code - This enables your school administrator to categories to group students.
  
  Note: If a type code does not exist for the school, the code can't be selected. Blackbaud service specialists can create one from Settings, Manage Type Code and Student Code.
- Payment plan - This enables you to control the number of months when families will receive bills.
- Student code - This enables your school administrator to apply more personalized codes to each student.
  
  Note: If a student code does not exist for the school, the code can't be selected. Blackbaud service specialists can create one from Settings, Manage Type Code and Student Code.
- Grade - Use this to vary billing based on student grade levels.
Select Next.
For each of the selected criteria, select at least one option to include in the definition.

When you select multiple options, the criteria is met when at least one option matches. For example, if you select Grades 7, Grade 8, then the rate card is applied when a student is in Grade 7 or Grade 8.

When multiple criteria are defined, the criteria are met when at least one option matches for each criteria. For example, if you select Student Code 123, Grade 7, Grade 8, then the rate card is applied when the student has Student Code 123 and Grade 7, or Student Code 123 and Grade 8. If the student has Student Code 123 but is in Grade 9, then the Rate Card is not applied.

To remove a criteria, select X.
Select Next.

You're ready to set up the rate results.
Select Billing Type and choose a:
- Standard Tuition.
  
  Note: When tuition is included in a rate card, the amount will be applied based on the available tuition months. If a family enrolls late, the tuition amount is spread across all remaining tuition months. If a payment plan is extended, billing will not be automatically adjusted; the tuition amount remains in the tuition months.
- Tuition Fee.
  
  Warning: If a user attempts to turn a tuition fee turned off/on after the rate card is created, an alert warns the user that any associated rate cards will be deleted as a result.
- Fee. Then select the name of the fee.
  
  Note: If a fee or discount is applied in a rate card, you can leave the amount for a student-based fee/discount can be left blank when you initial Manage Fees & Discounts . Then you can edit the amount anytime the rate card is applied. The Tuition Management Admin Fee is not included in the rate card.
- Discount. Then select the name of the discount.
You can also select to customize amounts by number of students.

Note: Amounts will be applied in grade order from highest to lowest. Family based billing can't be customized.
Enter the billing amount for the student.
Select Next to complete the setup.

Otherwise select X to remove a criteria. Or select Add New Rate to create another rate based on different criteria.
Enter a descriptive name for the rate.
Select to acknowledge that amounts will be applied to accounts you previously defined criteria for and to confirm you've reviewed the set up.

Warning: Tuition Management is not liable for mistakes caused as a result of improperly setting up rate cards. .
Select Save. The rate card is listed in the Manage Rate Card grid.

Note: Rate cards can't be duplicated.

Manage Billing Settings for Specific Month Items

Determine how billing options should be handled for the “Specific Month” distribution type.

For these settings, remember how billing items were set up to appear in specific months when those billing items were created.

While logged in to https://tuition.blackbaud.school, select Settings, choose Manage Rate Card, and select then Settings.
First choose how to handle "specific month" billing items when at least one of the previously selected months exists.

Tip: For example, imagine a family is enrolling in an August-May payment plan, but the start date is pushed to September. The Rate Card is applying $100 Fee with August-December months chosen.

Choose one:
- Apply (the billing item amount) in full to the first (available, selected) month
  
  Tip: For the example, you'd select In Full to First Month to apply $100 to September.
- Spread (the billing item amount) evenly across (all available, selected) months.
  
  Tip: For the example, you'd select Spread Evenly Across Months to spread the $100 evenly at $25 per month from September-December.
Next, choose how to handle "specific month" billing items when none of the previously selected months exists. This typically occurs when a student or family enrolls late.

Tip: For example, imagine a family is enrolling in an August-May payment plan, but the start date is pushed to January. The Rate Card is applying $100 Fee with August-December months chosen.

Choose one:
- Apply (the billing item amount) in full to the first (available) month
  
  Tip: For the example, you'd select In Full to First Month to apply $100 to January.
- Spread (the billing item amount) evenly across (all available) months in the payment plan.
  
  Tip: For the example, you'd select Spread Evenly Across Months to spread the $100 evenly at $25 per month from January-May.
Save the settings.

Create a Custom Message to Appear with Billing during Enroll with Tuition Management

Users can create a customized message to appear under the grid of tuition rate and standard fees during the Enroll With Tuition Management process.

While logged in to https://tuition.blackbaud.school, select Settings, choose Manage Rate Card, and select then Settings.
Under Alerts, place your cursor in the text box and enter a brief message.
Select Save alerts.

Apply an Existing Rate Card to Pending Families Batch

If families did not enroll through https://enroll.blackbaud.school or if the school was not ready to apply billing to those families when the family enrolled with Tuition Management , then a user can apply billing items in bulk using a batch process. You can only apply it to pending families.

While logged in to https://tuition.blackbaud.school, select Enrollment.
Select Pending Families.
Choose one or more families or students to apply the rate card to.
Select Perform Batch Action and then choose Apply Rate Card.
Select Confirm & Apply Rate.

Tip: Hover your cursor over the name of the rate card to view the billing summary. Select the name of the rate card to view details about the billing items that will be applied.

Setup the Default Rate

We recommend schools that use Rate Cards also set up the Default Rate. If a family or student doesn't meet the defined criteria for any existing rate cards, then billing items are applied based on the Default Rate instead.

While logged in to https://tuition.blackbaud.school, select Settings and then choose Manage Rate Card.

Note: If you are a new user, then select View to watch the mandatory training video.
Select Setup Default Rate.
Select Select Tuition and then choose a Billing Type:
- Standard Tuition.
  
  Note: When tuition is included in a rate card, the amount will be applied based on the available tuition months. If a family enrolls late, the tuition amount is spread across all remaining tuition months. If a payment plan is extended, billing will not be automatically adjusted; the tuition amount remains in the tuition months.
- Tuition Fee.
  
  Warning: If a user attempts to turn a tuition fee turned off/on after the rate card is created, an alert warns the user that any associated rate cards will be deleted as a result.
- Fee. Then select the name of the fee.
  
  Note: If a fee or discount is applied in a rate card, you can leave the amount for a student-based fee/discount can be left blank when you initial Manage Fees & Discounts . Then you can edit the amount anytime the rate card is applied. The Tuition Management Admin Fee is not included in the rate card.
- Discount. Then select the name of the discount.
You can also select to customize amounts by number of students.

Note: Amounts will be applied in grade order from highest to lowest. Family based billing can't be customized.
Enter the billing amount for the student.
Select Save Rate to update the default rate.

Otherwise select X to remove the billing amount. Or select Add Rate to create another rate card based on defined criteria (this is not for adding another Default Rate).
Select Save. The default rate is listed in the Manage Rate Card grid.

Each school can only create one default rate. To change the billing information, edit the existing default rate and apply it to new families who enroll with Tuition Management.

View Details and Results of Existing Rate Cards

While logged in to https://tuition.blackbaud.school, select Settings and then choose Manage Rate Card.

A list of rate cards appears in a grid.

From here, you can view the

name of each rate card,
the defined criteria which families must met for the billing items to apply,
and the billing that is applied as a result of families or student meeting those criteria.

You can also select to edit existing rate cards, remove existing rate cards, and view the audit trail (which tracks the changes made to each rate each card).

Edit a Rate Card

While logged in to https://tuition.blackbaud.school, select Settings and then choose Manage Rate Card.
A list of rate cards appears in a grid.
Locate the name of the rate card to change.
Enter your changes.
Select Update Rate.

The new criteria and billing is applied to newly enrolled families and students or new batch updates.

Warning: Billing for existing families is not retroactively updated if the family met the previous settings for a rate card.

Your changes are recorded in the audit trail.

Remove a Rate Card

While logged in to https://tuition.blackbaud.school, select Settings and then choose Manage Rate Card.
A list of rate cards appears in a grid.
Locate the name of the rate card to change.
Select Remove and then choose Submit to confirm the you want to permanently delete the rate card.

If newly enrolled families and students or new batch updates, .

Warning: Billing for existing families is not retroactively updated if the family met the previous settings for a rate card.

Warning: If the default rate is set up, and family or students enroll, or if rate cards are applied in batch, and some students or families are handled who previously would only met the criteria for this deleted rate card, then the default rate is used for them.

Warning: If the default rate is note set up, and family or students enroll, or if rate cards are applied in batch, and some students or families are handled who previously would only met the criteria for this deleted rate card, then these families will need to be handled manually.

Your changes are recorded in the audit trail.
Select Update Rate.

Warning: Additionally, if a user attempts to turn a tuition fee turned off/on after the rate card is created, an alert warns the user that any associated rate cards will be deleted as a result.

View the Enroll with Tuition Management Experience

After a Rate Card is created, the billing information can appear in https://enroll.blackbaud.school during the enrollment process.

To view this, login or create a new account (enroll.blackbaud.school).
Enter general information about the payer. If the payer already has a Tuition Management account, this information is populated automatically.
Enter information about the student. If the payer already has a Tuition Management account, this information is populated automatically.
Select How & When to Pay.
If the defined criteria are met, the billing items that correlated to the rate card setup appear in the grid of amounts.

Tip: If a family received a rate card at the time of enrollment and then the payment plan changed, the family will not receive the updated rate card. If the student has an "unexpected" rate card, manually update the student's billing details to resolve the issue.

Manage Rate Cards