TABLE OF CONTENTS
Below is an example of what data confirmation might look like to a parent. The look may vary depending on the data confirmation setup.
The following will display to the parent as step 1 of the data confirmation process for the Residence Survey Step if the Parent Portal Group has Read and Update permissions to the Parent Response to Survey security area.
Income Survey Tab
The Income Survey Tab allows Schools/Districts to collect limited financial data on their students.
Once a selection is made for the "How many people are in your household?" question, a follow up question "What is your total monthly household income?" will appear.
The available options for the second question "What is your total monthly household income?" will vary based on the response to the previous "How many people are in your household?" question.
After the "Confirm and Continue" button is selected on the Income Survey, a message will display indicating the data for the Income Survey cannot be changed.
Once confirmed, the Income Survey tab will display a green check mark and cannot be accessed again during current session or subsequent logins to the Parent Data Confirmation area.
Student Demographics and Contacts
The Student Demographics tab will display fields and allow changes to fields based on the Portal Group Field Level Security settings for the Parent Group. Refer to portal group security documentation for more information.
The following hard-coded text will display next to the address fields. If the address information is changed by the parent during the Parent Data Confirmation process, an email will be sent to the email address populated on the Portal Options, Parent Data Changing, and General tab. The address will not be changed in the database. Note: If a parent attempts to make an address change, the address field text will display in red to bring attention to the text.
The following is an example of the email that will be sent for address changes:
Emails will also be generated for all emails linked to the student ID when any of the data is changed by the parent. The options on the Portal Options, Parent Data Changing, General tab, Do NOT Email Parents/Students on Data Confirmation? can be selected to prevent emails from being sent to parents or students.
Students with the Records Release (STU.DNR) field populated with a restricted code, will have information hidden on the Student Demographics and the entire Contacts tab will not be available.
Also, the portal option to Hide Student Contact Info under the Miscellaneous tab will hide the Contacts tab.
The Contacts tab will display fields and allow changes to fields based on the Portal Group Field Level Security settings for the Parent Group. Refer to portal group security documentation for more information.
If the District requires at least one Contact be marked as a Parent/Guardian a warning message appears if none of the Contacts are coded as Parent/Guardian. The Codes used are User-defined. See District Settings
Contacts who are tagged with a Code representing Parent/Guardian may also be required to enter an Education Level for each of those contacts.
The students existing Medical History (MHS) records will display at the top of the page. Parents can select additional codes. The No Longer Applies button will add an End Date to the Medical History record for the student. The record will not be deleted.
Any changes to the Medical History page by the parent will generate an email to the email populated on the Portal Options General tab for Change Medical Details Email Address.
This page will be hidden from parents if no codes are selected on the Portal Options Medical History and Conditions page.
The School may provide various documents the Parent may read during the Registration process, such as policies, handbooks, rules, etc. Some may be required reading and the Parent may not continue until they have clicked on the Document. These are configured on the Portal Documents page.
If the District has setup Document Requests the Requested Documents step will show up after Authorizations. The Parents can upload documents that will be stored in Student Documents. Most regular document formats can be uploaded. Once a document is uploaded it will be Pending for Staff approval. Once approved the documents can be viewed in Student Documents. At any time before the documents are approved, the Parent can delete them by clicking on the 'X' next to the document name. This will remove them from the Staff view also. Once documents are approved they can no longer be deleted by the Parent, but can be viewed in the Portal by navigating to Student Information > Student Documents if permission has been given to the Portal group. The Document Requests are not School specific, but set up by the District.
Note: if the file uploaded is a HEIC file (default iPhone picture format) it will be automatically converted to .jpg format
Document Requests may be Optional or Required. If Required, the Parent cannot procede until uploading a document for that Request. Multiple documents may be uploaded for a Request.
Final Data Confirmation
The Final Data Confirmation page will display with a Finish and Submit button. To complete the data confirmation the parent must click on the Finish and Submit button.
After the parent clicks on the Finish and Submit button, the following Data Confirmation Receipt email will be sent to the email address of the parent account.
The Final Data Confirmation page will now display any customizable text and an option to Print New Emergency Card if that option has been turned on. Both of these options can but turned off in Portal Options if desired.
Note: The Student Emergency Card will honor the Hide Student Contact Info option on Portal Options and the Student Record Release (STU.DNR) field for whether or not to display address, phone and email information.