Audio Transcript

Attaching families to students allows you to record the relationships between students and their family members. This tells the system which guardians have access to your students' information. First, we'll head to the Student Profile feature in the Student module. After verifying that we're in the correct Student Profile, we'll select the Family sub-tab under the Family tab group. For our example, we'll be adding a second family to this student. Let's select Add Family. Let's enter the last name and first name of this guardian into the corresponding fields. We'll notice that as we enter information into these fields, the Search Results area will update to see if this guardian already exists in our system. If this guardian has a middle name or a name suffix, such as Jr., we can enter that information now. We can enter birth date information for this guardian now if we'd like. If we wanted to select the gender of this guardian at this time, we could do so now. Their phone number can be entered now as well. Since this guardian is not yet a part of our system, we can select Add New Name & Guardian to enter further details. Under the Name Details heading, we can determine if this guardian's name has a title associated with it. We could check the Name is One Name box if this guardian only has one name. Since this isn't the case for our example, 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. We have the option to enter the Middle Name and Name Suffix fields here if needed. If this guardian has a separate legal name, we can check the corresponding box and then fill out the fields that display. Because this guardian does not have a separate legal name, we'll leave it unchecked. Under the Personal Details heading, we'll notice that the Birth Date and Gender fields have already been filled out. This is because we have already entered that information on the previous screen. We can choose to update either of these fields now if needed. We have the option to check the Use Freeform Employer box. By doing so, the Place of Employment field will become a freeform field. Leaving it unchecked will allow us to select a place of employment for this guardian if we know where they work. This guardian is an Office Admin, so we can select that for the Occupation field. Under the Addresses heading, we can add an address to note where this guardian lives. The Address Type defaults to USB – US Street Based and can be left as is since their address is in the United States. For our example, we'll enter the Street Number, Street Name, City, and ZIP Code fields as their address does not have a directional code or any secondary address information. We'll leave the State field as is since this is correct for this guardian. Let's also specify the County along with the specific Township that this address is located in. Latitude and longitude information could be entered if needed. These fields allow us to further indicate the specific degree measurements of this address in relation to the equator and prime meridian. The GEOID field indicates the location of an address through the use of a 12-digit ID number assigned by the United States Census Bureau that is a combination of values in a set order of the two-digit state number, three-digit county number, six-digit census tract number, and a one-digit block group number. We'll leave this blank for our example and click Save New Address. On this screen, we'll verify that the Address Types boxes are checked. Since this is the first address being attached for this specific family, all the boxes default and cannot be modified. Under the Phone Numbers heading, we'll see the phone number is already filled out based on what we entered at the beginning of this process. We can choose to update it now if we'd like. This phone number does not have an extension associated with it, so we'll leave that field blank. Let's note that this phone type is a cell phone and then scroll down. We'll enter the email address and the email type for this guardian. We'll leave the Primary box unchecked since this guardian only has one email address. If they had more than one email address on file, we could use this box to indicate which email should be used as the primary contact. Let's click Next. We'll verify the guardian's name is correct. This field defaults and cannot be modified. The Username field defaults based on the username structure set up in the System Configuration of the Family module. It's important to note that this field is only editable if the Auto Generate Security User Type setting of the Family module is set to Optional or Required and Editable. We'll leave it as is for our example. The driver's license number for this guardian can be entered if we'd like to keep that information on file. The Family Primary Guardian (Rank 1) box defaults as checked and cannot be modified for our example since this is the first guardian in this family that is being attached to this student. Let's check the Send Family Access Email box so this guardian can receive Family Access emails. This field only displays if there is more than one student in the family, an email address exists for the guardian, and at least one of the boxes for Family Access is checked under one of the Guardianship Details For headings. This guardian's home language is English, so we can indicate that in the corresponding field. The Receives Forms box can be checked since we want this guardian to receive forms. Because this is the second family we're adding to this student, the Student's First Family box defaults as unchecked but can be modified if necessary. This indicates the family the student will usually reside with. For this example, we'll leave it unchecked since this student will primarily be living with their mother. Next, we can specify the relationship between this guardian and our student. The Student Pickup box can remain checked since this guardian will have the ability to pick up this student from school. This guardian will not be an emergency contact for this student, so we can leave it unchecked. The Primary Emergency Contact (Rank 1) box defaults as unchecked and cannot be modified since this guardian is not an emergency contact. The Custodial Guardian boxes can remain checked for our example. This indicates the guardian has custodial rights for this student. We'll leave the Family Access box checked to indicate that the guardian can use the Family Access portal. Once everything looks correct, we'll save. We get a warning stating that the Family Access box is checked. If we choose to keep it checked, this guardian will be created as a Family Access user and will be notified via email. Because we want to enable this option, we'll leave it checked and click Save. We can scroll down to see that we've successfully added this guardian as a second family. With the process of attaching families to students complete, you can accurately record relationships between students and their family members.