Parent Data Confirmation

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Parent Data Confirmation is a feature of Aeries Web that allows parents to modify or enter student demographics, contacts, medical conditions, and authorization information.

Documentation

Parent Data Confirmation
Adobepdficon.png [Parent Data Confirmation - Aeries Web Version - Updated May 5, 2017]


Contents


Aeries Web Version - Parent Data Confirmation

Parent Data Confirmation is a feature of Aeries that allows parents to modify or enter student demographics, contacts, medical conditions, and authorization information. It also allows documents to be available to parents. This process handles the normal "Summer Re-Registration" of students where parents are normally required to fill out fresh emergency cards, sign various documents, and establish authorizations. Date ranges are available to control when parents can modify or enter data. Pre-enrolled student records will use their next grade value so data confirmation can be completed for their upcoming school.

NOTE: The Medical History (MHS), Authorizations (AUT) and Contacts (CON) tables MUST be ID-Based in order for parents to be able to see those tabs and update the data through data confirmation in Parent Portal.

When parents log into the Aeries Parent Portal, Data Confirmation will display in the Student Info tab dropdown.

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A Yellow message will also display to the parent on their home page if they have not completed the data confirmation process.

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The following page will display to the parents.

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Vertical tabs will display on the left side of the page. Parents can modify information related to the Student, Contacts, Medical History, and Authorizations. Documents can be downloaded and a Final Data Confirmation tab is available with an option to Print a Student Emergency Card. Each tab allows districts to customize the text.

PARENT DATA CONFIGURATION SET UP

For district system administrators, to access the Parent Data Confirmation setup area, click the mouse on the Portal Management node under School Info on the Navigation Tree. Then click the mouse on Portal Options and the form will display.

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On the Portal Options form, highlight a school on the left hand side of the page and then click the mouse on the Parent Data Changing tab.

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The Parent Data Changing setup area has six tabs. General, Family Information, Medical History and Conditions, Authorizations and Prohibitions, Data Confirmation and Documents.

NOTE: Student Demographics and Contacts are not displayed in this area. The Student Demographics and Contacts tabs will honor the Portal Group Security settings for the Parent Group. Review the Portal Group settings to determine what Student Demographic and Contact fields can be viewed and changed by parents.

Refer to the AeriesNet_Security.pdf document for more information.

GENERAL

The General tab allows Districts to be able to set a timeframe for parents to complete data changes through Parent Portal. It also includes options and comment boxes that Districts can use to define specific comments or instructions for the parents to refer to for each section of data confirmation.

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The Parent Data Change Windows Start Date and End Date fields need to be populated with valid dates in order for the program to allow parents to be able to view and change the data in Parent Portal. These dates must also be filled in for the parents to be prompted to begin the data confirmation process. A District is able to set multiple date ranges for the year so that the data confirmation window opens and closes on a set schedule.

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In the More Options section on the General tab, there are two email fields available. The Change Details Email Address field must contain a valid email address. The email address populated in this field will be notified when a parent changes any student information.

The Change Medical Details Email Address will only receive emails when students Medical information is changed. This email is intended for the medical clerk but is not required.


The comment boxes are used to add comments or instructions about the data change areas. Parents will see these comments on the various tabs.

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At the bottom of the General tab area, the following options display.

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If the Allow Parents to Print a New Emergency Card option is enabled, after the parent clicks the Save button on the Final Data Confirmation tab in the Parent Portal, they will have the option to Print a New Emergency Card.

Emails will be generated for all emails linked to the student ID when any of the data is changed by the parent. The options Do NOT Email Parents on Data Confirmation? or Do NOT Email Students on Data Confirmation? can be selected to prevent emails from being sent to parents or students.

When the Do NOT Email Parents on Data Confirmation option is selected, it skips the majority of emails that are sent when data is changed by parents during the data confirmation process. If this option is selected, the parent who is completing the data confirmation will still receive the final data confirmation email.

If the Allow parents to skip steps option is enabled, parents will be allowed to finish the final confirmation without completing all sections. When this option is deselected, the parent is forced to complete each step of the process before the final confirmation can occur.

The Customizable Content area on the General tab has an Emergency Card Custom Text Header option that will allow the district to add a custom header which will print on the emergency card for the parent.

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An Emergency Card Custom Text box is available. This custom text will display to the parent on the emergency card when it is printed.

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There is a Page Break Before Emergency Card Custom Text option. If this option is enabled, the emergency card custom text will print on the second page.

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A Final Data Confirmation box is available. The custom text will display to the parent after the all the areas are confirmed.

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After any changes have been made under the General tab, click the mouse on the Save button at the bottom of the page. A message will display in red confirming that the options were saved.

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FAMILY INFORMATION

The Family Information tab displays Military Survey Options and Residence Survey Options for the parent to respond to regarding their residence and military status. The Parent Portal Group needs to be given Read and Update rights to the Parent Response to Survey security permission to be able to view and respond to the Military and Residence Survey questions.

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In Portal options Parent Data Changing area, the Family Information tab has an option to disable the Military Survey or the Residence Survey. If either of the options is selected, that survey will not display to the parent in the data confirmation process.

In Portal Options Parent Data Changing area, the Family Information tab displays default text for both the Military Survey questions and the Residence Survey questions. Districts are able to define and translate the Residence and Military Survey Question text, Type text and Description text.

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When a parent accesses the data confirmation area of the portal, the Family Information will display as Step 1 to complete.

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If none of the listed Residence Status codes apply to the parent they can select the None of the Above option to complete the survey.

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The information on the Residence Survey will be stored in the Parent Response to Survey (PRS) table. This information will be displayed on the Residence Survey Audit page in Aeries for the district to review and confirm or reject this information. After a new PRS record is confirmed on the Residence Survey Audit page a Special Programs (PGM) record will be created for the student and a message with a link will display on the Residence Survey Audit page that will allow the user to click and navigate over to the newly created PGM record.

Note: In order to use the Residence Survey Audit page the PGM table must be ID Based! If the PGM table is not ID Based the following message will display on the page.

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For District staff to access the Residence Survey Audit page a user will need Read and Update permissions to both the Parent Response to Survey (PRS) table in security and the Special Programs (PGM) table.

Click the mouse on the Residence Survey Audit node under Student Info | Other on the Navigation Tree. The following page will display. The Residence Survey Audit page can be used to view Pending, Confirmed or Rejected records. A Pending record is one that has not been Confirmed or Rejected. A Confirmed record is one that the school has confirmed and which now has an associated Special programs (PGM) record created for it. A Rejected record is one that the school has chosen not to confirm.

The Residence Survey Audit page defaults to displaying Pending records.

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The Residence Survey Audit page has a Date Range Filter Option that can be used to display records for certain time periods. If the date range fields are left blank the page will display all records.

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There is also a Filter option to display Pending, Confirmed or Rejected records. Once a selection is made the page will filter to display only the records with the status of the selected option.

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The records on the Residence Survey Audit page have an icon in the Student Name column. Clicking on this icon will navigate the user to the Student Demographics page for the student.

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At the top of the Residence Survey Audit page there is an Eligibility and Participation dates option. This options is important when Confirming a record. When a record is confirmed a Special Programs (PGM) record will be created for the student. The Date option selected will be used for the new Special Programs (PGM) record. Before Confirming a record, an Eligibility and Participation date option should be selected. The page will default to the Date Submitted option.

When selecting Date Submitted option and confirming the record, the new PGM record will be created with the date noted in the Date Submitted column. This date will populate both the Special Programs Eligibility Start Date (PGM.ESD) and the Special Programs Participation Start Date (PGM.PSD) for the record.

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When selecting the First Day of School option and confirming the record, the new PGM record will be created with the calendar date of the first day of school. This date will populate both the Special Programs Eligibility Start Date (PGM.ESD) and the Special Programs Participation Start Date (PGM.PSD) for the record.

When selecting the Custom Dates option and confirming the record, the new PGM record will be created with the custom dates defined. The date in the first date box will populate the Special Programs Eligibility Start Date (PGM.ESD). The date in the second date box will populate the Special Programs Participation Start Date (PGM.PSD) for the record.

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Note: When using the Custom Date option if either field is blank the one supplied value will be used for both the Eligibility Start Date and the Participation Start Date fields. If neither date is specified, the program will use the Date Submitted value for both Eligibility Start Date and Participation Start Date fields.

After a record on the Residence Survey Audit is confirmed a message will display with a link to the newly created Special Programs (PGM) record.

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Clicking on the link will navigate to the Special Programs (PGM) page where the record can be viewed or modified.

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Note: After the new Special Programs (PGM) record with PGM code 191 for Homeless Program record is created it will need to be modified to add values for the Runaway and Unaccompanied Youth fields.

The information on the Military Survey will also be stored in the Parent Response to Survey (PRS) table. This information will be displayed on the Military Survey Audit page in Aeries for the district to review and confirm or reject this information. After a new PRS record is confirmed on the Military Survey Audit page a Special Programs (PGM) record will be created for the student and a message with a link will display on the Military Survey Audit page that will allow the user to click and navigate over to the newly created PGM record.

For District staff to access the Military Survey Audit page a user will need Read and Update permissions to both the Parent Response to Survey (PRS) table in security and the Special Programs (PGM) table.

Click the mouse on the Military Survey Audit node under Student Info | Other on the Navigation Tree. The following page will display. The Military Survey Audit page can be used to view Pending, Confirmed or Rejected records. A Pending record is one that has not been Confirmed or Rejected. A Confirmed record is one that the school has confirmed and which now has an associated Special programs (PGM) record created for it. A Rejected record is one that the school has chosen not to confirm.

The Military Survey Audit page defaults to displaying Pending records.

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The Military Survey Audit page has a Date Range Filter Option that can be used to display records for certain time periods. If the date range fields are left blank the page will display all records.

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There is also a Filter option to display Pending, Confirmed or Rejected records. Once a selection is made the page will filter to display only the records with the status of the selected option.

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The records on the Military Survey Audit page have an icon in the Student Name column. Clicking on this icon will navigate the user to the Student Demographics page for the student.

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At the top of the Military Survey Audit page there is an Eligibility and Participation dates option. This options is important when Confirming a record. When a record is confirmed a Special Programs (PGM) record will be created for the student. The Date option selected will be used for the new Special Programs (PGM) record. Before Confirming a record, an Eligibility and Participation date option should be selected. The page will default to the Date Submitted option.

When selecting Date Submitted option and confirming the record, the new PGM record will be created with the date noted in the Date Submitted column. This date will populate both the Special Programs Eligibility Start Date (PGM.ESD) and the Special Programs Participation Start Date (PGM.PSD) for the record.

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When selecting the First Day of School option and confirming the record, the new PGM record will be created with the calendar date of the first day of school. This date will populate both the Special Programs Eligibility Start Date (PGM.ESD) and the Special Programs Participation Start Date (PGM.PSD) for the record.

When selecting the Custom Dates option and confirming the record, the new PGM record will be created with the custom dates defined. The date in the first date box will populate the Special Programs Eligibility Start Date (PGM.ESD). The date in the second date box will populate the Special Programs Participation Start Date (PGM.PSD) for the record.

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Note: When using the Custom Date option if either field is blank the one supplied value will be used for both the Eligibility Start Date and the Participation Start Date fields. If neither date is specified, the program will use the Date Submitted value for both Eligibility Start Date and Participation Start Date fields.

After a record on the Military Survey Audit is confirmed a message will display with a link to the newly created Special Programs (PGM) record.

Clicking on the link will navigate to the Special Programs (PGM) page where the record with a code of 192 – Armed Forces Family Member can be viewed or modified.

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MEDICAL HISTORY AND CONDITIONS

The Medical History and Conditions tab displays all codes that are currently populated in the Code Table for table MHS and field CD.

NOTE: The Medical History (MHS) table MUST be ID-Based in order for parents to be able to see the tab and update the data through data confirmation in Parent Portal.

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To enable a code for parents to view and select, click the mouse on the check box to the left of the code under the Enable? column.

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If codes have been enabled the parents will see them as available conditions to select in the Medical Information area in Parent Portal as shown below.

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If no codes are selected, the Medical tab will not display for parents.

After any changes have been made to the Medical History and Conditions area, click the mouse on the Save button at the bottom of the page. A message will display in red confirming that the options were saved.

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AUTHORIZATIONS AND PROHIBITIONS

The Authorizations and Prohibitions tab displays all codes that are currently populated in the Code Table for table AUT and field CD.

NOTE: The Authorization (AUT) table MUST be ID-Based in order for parents to be able to see the tab and update the data through data confirmation in Parent Portal.

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To enable a code to be viewed and selected by a parent, click the mouse on the Allow and/or Deny check box.

The Allow or Deny text can be customized to Yes/No or any other text.

The Allow box will provide an Allow/Accept option for the parent to select for the authorization code. The Deny box will provide a Deny/Decline option for the parent to select for the authorization code. If Require a Response is checked, the parent will be required to respond to the question before the final data confirmation can be completed. The Require a Response option will only be honored if both Allow and Deny are selected for the Authorization.

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The Authorization Type code can also be changed to any existing Authorization Type code.

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For the parents to be able to view the Authorization and Prohibition codes, a valid activation date needs to be populated in the Display AUT Values Effective On or After This Date field. This date can be changed throughout the school year.

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The Additional Notes To Display To Parent area is used to insert a comment or instruction for the parent to refer to when completing their responses.

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After any changes have been made click the mouse on the Save button at the bottom of the page. A message will display in red confirming that the options were saved.

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If no codes are selected, the Autorization and Prohibitions tab will not display for parents.

DATA CONFIRMATION

The Data Confirmation tab is used to define a trigger date that prompts the parents to complete the Data Confirmation Process. In order for the parents to be prompted to complete the Data Confirmation Process a valid date needs to be set in this field. The dates entered should correspond with the start date entered on the General tab in the Parent Data Change Window.

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When a valid date is set the parents will see the following message in yellow on their home screen.

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PORTAL LOCKOUT

The Data Confirmation tab also provides Districts with an option to lockout parent accounts from all areas of the portal if the parent has not completed the data confirmation process by a certain date. When a lockout date is applied, the parent will only be able to view the data confirmation steps in the portal and will be forced to complete the data confirmation steps before being able to once again view the portal navigation menu and be able navigate to other areas of the portal.

A lockout date can be applied on a school by school basis. The lockout date can be added on the Data Confirmation tab under the Parent Data Confirmation Lockout Dates column.

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Note: The Lockout date has to occur within the date range of the Parent Data Change Window Start and End date on the General tab in order for lockout to occur. If the data confirmation window has closed for the school the lockout date will no longer apply.

When lockout is in effect and a parent who has not completed the data confirmation process logs into the portal, they will only see the data confirmation steps to complete. The Change Student, Options and Logout will be available on the Navigation menu, but all other areas of the portal will be hidden from the navigation menu until the data confirmation process is completed.

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When the parent completes the data confirmation process or when the data confirmation window closes, the parent will again be able to view the other areas of the portal they have access to on the navigation menu.

DOCUMENTS

The Documents tab allows Districts the ability to upload documents for parents to view, download, print and confirm that it has been read and understood by the parent.

Add a Document

To add a document to the Documents area, click the mouse on Add New Record.

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A File Upload area will display. Click the mouse on the Select Files button.

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Next, navigate to the location of the file you wish to upload. Highlight the file and then click the

mouse on the Open button.

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After your file has been uploaded, the File Name will be populated with the name of your document. Type a title in the Title field.

To display the document during the parent data confirmation process, select the Show in Parent Data Conf? option for the document.


NOTE: The Show in AIR option is used for the Aeries AIR Online Enrollment system and should only be selected when using a document for the Aeries AIR Online Enrollment process.

To require that a parent confirms they received the document, check the box under Require Conf? column.

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The Confirmation Text drop down allows you to attach a message that will display to parents. This field is optional but recommended. The values from this field come from the Code Table and are stored in table DCS and field CT.

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The Confirmation Group drop down allows you to attach a Group code to the document. The Group code is used to organize similar documents into common groups. This field is optional but recommended. The values from this field come from the Code Table and are stored in table DCS and field FG.

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Once the appropriate information has been filled in, click your mouse on the Save icon.

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After the document has been saved, you can then assign which schools and grade levels you want to have access to the document. Click the mouse on the school house icon to select schools.

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The following screen will display showing all schools contained in the LOC table as well as the schools corresponding grade levels.

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Clicking the mouse on the green checkmark will select all grade levels for the school.

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Clicking the mouse on the red x will deselect all grade levels for the school.

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Additionally you can also click the mouse on each grade level to select individually.

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Once you have made your selections, click the mouse on the OK button. The page will now display what schools and grades the document is associated with.

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To edit the File Name, Title, Require Conf?, Confirmation Text or Group after a document has been uploaded, click the mouse on the Edit icon.

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Delete a Document

To delete an uploaded document, click the mouse on the Edit icon.

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Then click the mouse on the Delete icon.

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The following confirmation message will display. Click the mouse on the OK button to continue.

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The following message will display if a document has already been viewed or signed by a parent online. The document cannot be deleted; instead, the document's visibility to schools and grades will be removed. Click the mouse on the OK button to continue.

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Upload a Newer Version of Document

To upload a newer version of an already uploaded document, click the mouse on the Upload Icon.

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This will display the upload function which will prompt you to browse to select the newer version of the document.

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If multiple documents have been uploaded, click the mouse on the Sort icon to change the sort order. This function will let you rearrange existing documents by moving them in an up and down order.

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After any changes have been made click the mouse on the Save button at the bottom of the page. A message will display in red confirming that the options were saved.

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TRANSLATIONS

Translations can be entered for custom text areas of the data confirmation process. Once custom text translations are entered they will display to the portal when a parent logs in with one of the corresponding languages. The default language is English. If no translations have been set up for other languages the English text that has been entered will display to the portal as the default text. The current areas that translations can be added for the Parent Data Changing tabs include:

General Tab

• General Parent Data Change Comment

• Student Data Change Comment

• Contact Data Change Comment

• Medical History Data Change Comment

• Authorizations Data Change Comment

• Documents Comment

• Data Confirmation Comment

• Emergency Card Custom Text Header

• Emergency Card Custom Text

• Final Data Confirmation Custom Text

Family Information Tab

• Military Survey Question Text

• Military Yes/No Text

• Military Survey Responses Text

• Residence Survey Question Text

• Residence Type Text

• Residence Description Text

Authorizations and ProhibitionsTab

• Allow Text

• Deny Text

• Additional Notes to display to parent Text

In addition, any Medical History or Authorization codes that are setup and translated in the Code Table will display translated to the parent in the data confirmation process.

To set up translations for the data confirmation process custom text, select a school from the list on the left side of the Portal Options page. On the Parent Data Changing area select a tab to translate text for. Next use the language selector at the top of the Portal Options page to select a language to translate.

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Note: Numeric field information will apply to all languages and cannot be translated.

Enter the translated text into the text boxes. After the text has been entered click the mouse on the Save button at the bottom of the page. The translated text will now display in the data confirmation area when the corresponding language is selected by the parent when logging into the portal.

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PARENT ADMIN ACCOUNT VIEW

PWA accounts with the ADM field = 1 have the ability to always see the Parent Data Confirmation page regardless of the Parent Data Change Windows in Portal Options. Also these accounts will disable emailing of any other account linked to the student upon data change.

This will allow for safe testing of the system prior to launch to the public.

To set the PWA account as a Parent Admin, the ADM field can be populated with a "1" with a SQL query.

PARENT VIEW INFORMATION – Family Information

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.

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PARENT VIEW INFORMATION – Student Demographics

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 the AeriesNet_Security.pdf document for more information.

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Address Fields

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.

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The following is an example of the email that will be sent for address changes:

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Note: If a parent attempts to make an address change, the address field text will display in red to bring attention to the text.

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Student Data Changes

Emails will 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.

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Student Records Release STU.DNR and Hide Student Contact Info option on Portal Options

Students with the Records Release (STU.DNR) field populated with a restricted code, will have information hidden on the Student Demographics and Contacts tab.

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The STU.DNR restricted code needs to have a value of 1.00 in the Amount field in the Code Table.

Also the Parent Data Confirmation page will honor the Hide Student Contact Info option on Portal Options, Miscellaneous tab for whether or not to display address, phone and email information.

PARENT VIEW INFORMATION – Contacts

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 the AeriesNet_Security.pdf for more information.

The Contacts tab will honor the Hide Student Contact Info option on Portal Options, Miscellaneous tab for whether or not to display address, phone and email information.

PARENT VIEW INFORMATION – Medical Information

The students existing Medical History (MHS) records will display at the top of the page. Parents can select additional available 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.


Only the codes selected on the Portal Options Medical History and Conditions tab will display to parents.

PARENT VIEW INFORMATION – 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.

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After the parent clicks on the Finish and Submit button, the following email will be generated to the logged in email address.

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The Final Data Confirmation page will now display any customizable text and an option to Print New Emergency Card. Both of these options can but turned off in Portal Options if desired.

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The following is an example of the Emergency Card that will print.

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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.

Reports

The Print Information Confirmation Status report will generate a listing of students and their data confirmation status. The report can be found at the school level under View All Reports.

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The following form will display with report options. Select options and then click the mouse on the Run Report button.

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Include All Students This option will include all students on the report.

Only Students Without All Data Confirmed This option will only include students who have not had all data confirmed.

Only Students With All Data Confirmed This option will only include students who have had all data confirmed.

By Student Name This option will sort the report information by student name.

By Student Grade – This option will sort the report by grade level.

By Counselor/Teacher – This option will sort the report by Counselor in a Secondary school or by Teacher in an Elementary school.

NOTE: The Print Information Confirmation Status Report will only show data for tables that the Parent Portal group has been given permission to confirm data for. In addition, the ICL table will not add records for tables that are hidden from the parent.

The following is an example of the report that will display.

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