Separating Parent/Guardian from Family to Create New Family

Users, such as school administrators, may need to separate a student's family to create two families for a variety of reasons, such as cases where the guardians of a family divorce. You must create a new family and make one parent the guardian of that new family. The student could either be moving to the address of the new family or staying at the same address. If the student is moving to the address of the new family, you must ensure this family is listed as Family 1 to indicate the student's primary place of residence. Family 2 indicates the guardian the student no longer resides with or the guardian the student lives with for less time. If a guardian has a new partner, that partner can be added to the appropriate family.

The student is attached to both families, and a new address can be added for the guardian who is moving, if necessary. If you are not adding a new address, you should remove the existing address from the new family.

Scroll past the video to access the step-by-step instructions.

Audio Transcript

Separating parents or guardians from a student's family record enables you to create two families and update mailing address information. This is helpful for a variety of reasons, such as when guardians of a family divorce. Let's begin the process by navigating to the Student Profile within the Student module. After verifying that we're in the correct student profile, we'll select the Family sub-tab within the Family tab group. Under the Family 1 Guardians heading, we'll click on the drop-down icon next to the guardian we're separating and select the Split from Family/Create New Family option. The Home Language field defaults in based on the home language that was selected for the original family. We can update this field now if it's no longer accurate for this specific guardian. Next, we can enter or verify this guardian's driver's license number if needed. Under the Students Assigned to Original Family heading, we can determine whether we'd like to assign the student to the new family by checking or unchecking the corresponding box. We can also determine whether we'd like this guardian and family to be the student's primary family by checking the Make 1st Family box. For this example, we'll leave this unchecked since the student will continue to live with the primary guardian that is not being removed. The Relationship field can be updated if this guardian's relationship with the student has changed. Scrolling over, we have the options to check or uncheck the boxes for Physical Placement, Legal Decisions, Allow Student Pickup, Emergency Contact, Receives Forms, and Allow Family Access. These boxes default based on the values attached to the guardian in the original family record. This guardian will still have access to the same options as before, so we'll leave all these options as they are. The Age, Default Entity, and Active options default and cannot be changed. After making our revisions, we can click Save & Update Address to update this guardian's address. We're taken to the Name Profile for this guardian. Let's select Add Address since this guardian will have a new permanent residence. We'll need to enter in all of the address details now. The Address Type field defaults to USB - US Street Based but can be updated if we're creating an address that is not US Street Based. We'll then need to enter the Street Number for the new address. This address has a Directional Code of East. Let's enter the new street name for the new address. We can then enter information into the Address Secondary Unit and Secondary Unit Number fields if necessary. Since this address has no secondary address information, we'll leave them blank. The Address Line 2 field can be used to include additional information for this address if applicable. Next, we need to identify the city, state, and ZIP code for this address. We have the option to specify the county and township this address is located in if we'd like. For our example, this address is located within Orbit Creek Township of Cook County. Latitude and longitude information can be entered if we'd like to keep track of the degree measurements of the address's distance from the equator and prime meridian. The GEOID indicates the location of an address through the use of a 12-digit ID number assigned by the United States Census Bureau. This value is a combination of numbers in a set order which includes the two-digit state number, three-digit county number, six-digit census tract number, and a one-digit block group number. If we'd like to keep track of this information as well, we can enter that in now. If this address already exists within our system, we'll see it display under the Search Results heading. For this example, we'll select Save New Address to continue. Since this guardian currently has two addresses attached, we need to identify the address details by checking the boxes that we'd like to enable. For this example, we'll check the Select box to include all the options. A warning message now displays stating that this guardian's old address is not flagged for use and will be removed. Since this is correct, we'll click Save again to confirm these changes. Under the Addresses heading, we'll see the new address we just created listed here. Because we want to see the changes we made to this student's family information, we'll navigate back to the Student Profile within the Student module. Back on the Family sub-tab of the Family tab group, we'll scroll down to see that there are now two separate families attached to this student's profile. After successfully separating guardians from a student's family record, you can ensure that each guardian's address is correct along with their access to the student's information.

Separating parents or guardians from a student's family record enables you to create two families and update mailing address information. This is helpful for a variety of reasons, such as when guardians of a family divorce. Let's begin the process by navigating to the Student Profile within the Student module. After verifying that we're in the correct student profile, we'll select the Family sub-tab within the Family tab group. Under the Family 1 Guardians heading, we'll click on the drop-down icon next to the guardian we're separating and select the Split from Family/Create New Family option. The Home Language field defaults in based on the home language that was selected for the original family. We can update this field now if it's no longer accurate for this specific guardian. Next, we can enter or verify this guardian's driver's license number if needed. Under the Students Assigned to Original Family heading, we can determine whether we'd like to assign the student to the new family by checking or unchecking the corresponding box. We can also determine whether we'd like this guardian and family to be the student's primary family by checking the Make 1st Family box. For this example, we'll leave this unchecked since the student will continue to live with the primary guardian that is not being removed. The Relationship field can be updated if this guardian's relationship with the student has changed. Scrolling over, we have the options to check or uncheck the boxes for Physical Placement, Legal Decisions, Allow Student Pickup, Emergency Contact, Receives Forms, and Allow Family Access. These boxes default based on the values attached to the guardian in the original family record. This guardian will still have access to the same options as before, so we'll leave all these options as they are. The Age, Default Entity, and Active options default and cannot be changed. After making our revisions, we can click Save & Update Address to update this guardian's address. We're taken to the Name Profile for this guardian. Let's select Add Address since this guardian will have a new permanent residence. We'll need to enter in all of the address details now. The Address Type field defaults to USB - US Street Based but can be updated if we're creating an address that is not US Street Based. We'll then need to enter the Street Number for the new address. This address has a Directional Code of East. Let's enter the new street name for the new address. We can then enter information into the Address Secondary Unit and Secondary Unit Number fields if necessary. Since this address has no secondary address information, we'll leave them blank. The Address Line 2 field can be used to include additional information for this address if applicable. Next, we need to identify the city, state, and ZIP code for this address. We have the option to specify the county and township this address is located in if we'd like. For our example, this address is located within Orbit Creek Township of Cook County. Latitude and longitude information can be entered if we'd like to keep track of the degree measurements of the address's distance from the equator and prime meridian. The GEOID indicates the location of an address through the use of a 12-digit ID number assigned by the United States Census Bureau. This value is a combination of numbers in a set order which includes the two-digit state number, three-digit county number, six-digit census tract number, and a one-digit block group number. If we'd like to keep track of this information as well, we can enter that in now. If this address already exists within our system, we'll see it display under the Search Results heading. For this example, we'll select Save New Address to continue. Since this guardian currently has two addresses attached, we need to identify the address details by checking the boxes that we'd like to enable. For this example, we'll check the Select box to include all the options. A warning message now displays stating that this guardian's old address is not flagged for use and will be removed. Since this is correct, we'll click Save again to confirm these changes. Under the Addresses heading, we'll see the new address we just created listed here. Because we want to see the changes we made to this student's family information, we'll navigate back to the Student Profile within the Student module. Back on the Family sub-tab of the Family tab group, we'll scroll down to see that there are now two separate families attached to this student's profile. After successfully separating guardians from a student's family record, you can ensure that each guardian's address is correct along with their access to the student's information.



  1. Select Menu > Administrative Access > Student.
  2. Select Student Profile under Features.

    You see the Student Profile for the first student listed alphabetically in the entity or for the last student whose profile you had open.

  3. Verify you are in the correct Entity and school year by checking the information at the top left of the screen.
  4. Begin entering the student's name in the Student search field near the top left of the screen.
  5. Select the student from the drop-down list.

    You see the Student Profile for the student you selected.

  6. Select the Family tab group at the left of the screen.
  7. Select the Family sub-tab.

    You see family, guardian, and sibling information associated with the student.

  8. Under the Family Guardians heading, click the drop-down icon to the left of the guardian you wish to split from the family.

    You see the Record Options drop-down menu.

  9. Select Split from Family/Create New Family from the menu.
    You see the Split from Family/Create New Family screen, which displays the guardian to be associated with the new family, as well as the guardian's Physical and Mailing Addresses near the top of the screen.

    In the image below, Nathan Asher is being split into a separate student family.

  10. Complete the appropriate fields.

    You must complete required fields before you can save your work. Fields marked as Optional in the documentation are not required to complete.

    1. Under the Family Guardian Details heading, verify the Home Language or enter the correct language.

      This field defaults to the home language of the original family, but can be modified if necessary.

    2. Optional: Verify the Guardian Driver's License Number or enter the correct number.

      This field defaults to the driver's license number of the guardian being split from the family, but can be modified if necessary.

    3. Optional: Under the Students Assigned to Original Family heading, verify the Assign Student to New Family box for each student is checked or unchecked.

      If siblings are attached to this family, their names appear in the Students Assigned to Original Family area. If no siblings are attached to this family, only the student whose family you are splitting appears.

      All boxes default to checked, but can be unchecked if necessary. When checked, this indicates the student or students should be assigned to the new family. You should uncheck the boxes for any students that should not be assigned to the new family.

      You can use the box at the top of the Assign Student to New Family column to check or uncheck all students.

    4. Optional: Verify the box for Make 1st Family is checked or unchecked for each student listed who will have this new family as their primary family.

      The first family is considered the primary family. Generally, this is who the student lives with for the majority of the time. Leaving the boxes unchecked indicates the student or students will remain residing at the original family's address.

      You can use the box at the top of the Make 1st Family column to check or uncheck all students.

    5. Optional: In the Relationship column, verify the Relationship for each student listed or enter the correct relationship.

      This defaults based on the relationship of the guardian you are splitting from the family, but can be modified if necessary.

    6. Optional: Verify the box for Physical Placement for each student is checked or unchecked.

      This box defaults based on the values attached to the guardian in the original family record, but can be modified if necessary. You can use the box at the top of the Physical Placement column to check or uncheck all options.

    7. Optional: Verify the box for Legal Decisions for each student is checked or unchecked.

      This box defaults based on the values attached to the guardian in the original family record, but can be modified if necessary. You can use the box at the top of the Legal Decisions column to check or uncheck all options.

    8. Optional: Verify the box for Allow Student Pickup for each student is checked or unchecked.

      This box defaults based on the values attached to the guardian in the original family record, but can be modified if necessary. You can use the box at the top of the Allow Student Pickup column to check or uncheck all options.

    9. Optional: Verify the box for Emergency Contact for each student is checked or unchecked.

      This box defaults based on the value attached to the guardian in the original family record, but can be modified if necessary. You can use the box at the top of the Emergency Contact column to check or uncheck all options.

    10. Optional: Verify the box for Receives Forms for each student is checked or unchecked.

      This box defaults based on the value attached to the guardian in the original family record, but can be modified if necessary. You can use the box at the top of the Receives Forms column to check or uncheck all options.

      This field is used for report filtering in modules such as Attendance, Discipline, and Grading. If this box is unchecked for a family, a report may not be generated for that student's family, even if the student meets the other ranges of the report. Typically, this box should remain checked unless the family should not receive reports such as attendance letters and report cards.

    11. Optional: Verify the box for Allow Family Access for each student is checked or unchecked.

      This box defaults based on the value attached to the guardian in the original family record, but can be modified if necessary. You can use the box at the top of the Allow Family Access column to check or uncheck all options.

      You should check this box if a guardian is allowed Family Access. The guardian will be able to see their own information in Family Access, but cannot view information about other guardians.

    12. Verify the Age column for each student is correct.

      This defaults based on the student's birth date entered in the Student Profile and cannot be modified.

    13. Verify the Default Entity column for each student is correct.

      This defaults based on the student's entry or withdrawal information entered in the Student Profile and cannot be modified.

    14. Verify the Active column for each student is correct.

      This defaults based on the student's entry or withdrawal information entered in the Student Profile and cannot be modified. If the current entry withdrawal record has an end date or withdrawal date past the current date, then the box would default to checked.

  11. Click Save & Update Address near the top left of the screen.

    You would only click Save if you wish to update the address at a later time.

    You see the Addresses sub-tab of the Name Profile.

  12. Click Add Address near the top right of the screen.

    You see the Add Address screen.

    In the image below a new address is being added to Nathan Asher.

  13. Complete the appropriate fields.

    You must complete required fields before you can save your work. Fields marked as Optional in the documentation are not required to complete.

    1. Under the Address Details heading, choose the Address Type from the drop-down list.

      The fields you see below may change based on the Address Type you select.

      For additional information regarding the options you can select, you can review the Addresses topic.

      Under the Search Results heading, the list displays addresses that match your selection.

    2. Use the additional address fields to search for the address.

      The fields you see may change based on the Address Type code you selected.

    3. Choose one of the options to continue attaching families to students.
      Save New Address This option is located near the top left of the screen. You should choose this option if you do not find a matching address under the Search Results heading. This option adds a new address to the system.
      Select Address This option is located under the Search Results heading to the left of the address. You should choose this option if you see the address you wish to use for the guardian.

      You see the address types to configure for the address.

    4. Check the box or boxes for the Address Types to indicate how the address will be used.

      The address types include:

      If this address is not valid for one or more of these purposes, you will need to add another address and then check the appropriate boxes in that record.

      If you check the box for all options, the previous address will be deleted from the guardian. Any box you do not check for this address will default to checked on the previous address.

      You can use the Select checkbox if you wish to check or uncheck all options.

    5. Click Next near the top left of the screen.

      You see a message indicating whether overrides are required for this address.

  14. Choose one of the options near the top left of the screen to save your work.
    OptionDescription
    Save & Add AnotherSaves the address and the Add Address screen refreshes so you can add another.
    SaveSaves the address and you return to the Addresses sub-tab of the Name Profile, which displays the address you added.

    When you return to the student's Family sub-tab on the Student Profile, the student now has an additional family. If there was only one family before, the guardian you separated from the original family appears under the Family 2 Guardians heading. If you added an address for this guardian, it appears under the Family 2 Information heading for Family 2.

    If the guardian you separated from the original family is now part of the new Family 1, then the original family is now Family 2. If you added an address for the new Family 1, it appears in the Family 1 area.

    The student primarily resides at the address for whoever is listed as Family 1.