Audio Transcript

You can attach families to students in your organization by ensuring you’re in Administrative Access, heading to the Student module, and clicking on the Student Profile feature. This enables you to determine the relationship your students have with different guardians. A student may have multiple families in the system if necessary. After ensuring that we’re in the correct Student Profile, we’ll scroll down to the Family tab group and select the Family sub-tab. We’ll notice that no families exist for this student, so we’ll click Add Family. Under the Student Family Details heading, we’ll enter the first and last name of the guardian we’re adding. As we enter in this information, the search results will look in our system to see if any matching names already exist. For this example, no matching records display. If we need to add an existing family to a student, it is important to locate one of the guardians of the existing family in the search results and choose the Add as Guardian option next to their name. We can enter additional information into any of the rest of the fields on this screen. For our example, we’ll only specify the Gender field as we’ll be filling out some of the other fields on the next screen. It’s important to note that any information we add here will pull into the next screen. Let’s click Add New Name & Guardian to continue. Under the Name Details heading, we can enter a title for this guardian if they have a title associated with their name. If applicable, we could check the Name is One Name box. When checked, this means that this guardian has a name that is one word. Since this is not the case, we’ll leave it unchecked. The Last Name and First Name fields default based on what we previously entered. We could change these if needed. The Middle Name and Name Suffix fields can be entered if this guardian has a middle name or a name suffix such as Jr. or Sr. We could check the box for Specify Separate Legal Name if this guardian has a separate legal name. Next, we can enter the birth date for this guardian if we’d like to note when this guardian was born within the system. The Gender field defaults since we specified this on the previous screen. We have the option to check the Use Freeform Employer box or enter information into the Place Of Employment and Occupation fields. These fields are used to help us keep track of what the guardian does and where they work. Because this guardian name is new, no address is attached yet. Let’s click on Add Address. We’re brought to the Add Address process where we can start to enter address information about where they live. For this example, we’ll enter the Street Number, Street Name, City, and ZIP Code fields. Let’s save this new address. Because this is the first address being attached, all the Address Types details default as checked and cannot be modified. Let’s save. Under the Phone Numbers heading, we’ll enter this guardian’s phone number and specify the phone type. We’ll also enter their email address and the email type for this guardian. Let’s click Next. We’ll double check the Guardian Name field is correct. This field defaults and cannot be modified. We will also double check the Username. This field can only be modified if the Username Generation Type field is set to Optional or Required and Editable in the System Configuration of the Family module. This username defaults based on the username structure set up in the System Configuration of the Family module. The Driver’s License Number for this guardian can be entered if needed. Because this is the first family being added to this student, the Family Primary Guardian (Rank 1) box defaults as checked and cannot be modified. This means that this guardian will be the primary guardian for this family. We’ll check the box for Send Family Access Email so this guardian can receive an email through Family Access. It’s important to note that this field only displays if we entered an email address for this guardian and if the box for Family Access is checked under the Guardian Details For heading further down on this screen. We can then select the correct home language, so we know what the primary language is that this student and guardian speak at home. The Receives Forms box defaults as checked and indicates that this guardian will be getting forms. The Student’s First Family box defaults as checked and cannot be modified for this example. This is because this is the first guardian being attached to this student. Let’s specify the relationship between this guardian and student. The Allow Student Pickup box can be left checked for our example, so we know that this guardian is allowed to pick up this student from school. We can check the Emergency Contact box to specify that this guardian will be an emergency contact for this student. Since this is the initial emergency contact added for this student, the Primary Emergency Contact (Rank 1) box defaults as checked and cannot be modified. They will be the emergency contact for this student. Checking the Physical Placement box indicates that this student lives with this guardian. With the Legal Decisions box checked, this means that the guardian is able to make legal decisions regarding this student. We’ll leave them both checked for our example. The Family Access box can be left as checked. We should verify that this box is checked for any guardian who should be able to access student information through Family Access. Let’s click Save. We’ll get a warning stating that by having the Family Access box checked, this guardian will become a Family Access user and will receive an email. Since this is what we’d like to enable, we’ll click Save again to complete this process. By attaching families to students, you can be sure that you can determine how guardians are related to students at your organization.