The Settings Tab allows you to enable/activate the Student Records Portal Application (SRP) and make specifications regarding data entry performed by the Primary Guardian for Online Enrollment and Student Updates. The SRP is setup at the Site level to give you the most flexibility in controlling the settings and enrollment documents required for each Site.
NOTE: Only the Primary Guardian for each Student will be able to Enroll/Update Students in the SRP when it is enabled/activated. However, you may designate a Legal Guardian as a Records Submitter, if necessary. To assign a person to a student as the Primary Guardian, they must be assigned Contact Sequence 1 AND have selected Parent Legal Guardian OR Has Custody AND Access to Records in the Student's Demographics Tab/Relations Tab. To view documentation on How to Add a Relation for a Student, click here. To view documentation on How to Set an Additional Records Submitter for SRP, click here.
NOTE: A Primary Guardian cannot change their Primary Guardian status through the SRP. For example, they cannot change their contact sequence from 1, or un-check Access to Records if it is checked. They can only update their demographic data.
NOTE: To set the maximum school year the Guardian can view the SRP, go to the Options Menu, LEA Setup, Settings Tab, Gradebook Tab. To view documentation on the Gradebook Tab, click here.
Click the Options Menu, verify the School Year AND Site in which you want to work is selected in the Site Drop Down List Box.
Then click Site Advanced Setup.
Click the Student Records Portal Tab.
Click the Settings Tab.
Input specifications are as follows:
Enabled: Check the Enabled Check Box if you want the SRP to display in the Guardians' Application Selector.
Limit Access: Check the Limit Access Check Box to ONLY allow Guardians with the SIAdministrator, SIUser, GradebookSIUser, Instructor, LRAdministrator and/or LRCashier Role(s) access to the SRP.
Enroll Student Begin Date: Enter the first date you want online enrollment to begin displaying in the SRP.
Enroll Student End Date: Enter the last date you want online enrollment to display in the SRP.
NOTE: In order for Online Enrollment to be activated in a School Year, the Students MUST be Rolled Up into the New Year. For example, if you want to begin Online Enrollment for the 2020-2021 School Year, and it is currently the 2019-2020 School Year, Online Enrollment cannot take place until you have rolled up Students to the 2020-2021 School Year. To view documentation on How to Rollup Students, click here.
NOTE: If you have overlapping dates entered in the Begin and End Dates for 2 School Years, online enrollment will be allowed for BOTH School Years. For example, if you have a Begin Date of 5/1/2019 and an End Date of 5/31/2020 entered in the 2019-2020 School Year AND a Begin Date of 4/1/2020 and an End Date of 5/31/2020 for the 2020-2021 School Year, the Guardian will see the Enrollment Link for the 2019-2020 School Year AND the Enrollment Link for the 2020-2021 School Year.
Update Student Begin Date: Enter the first date the Student Demographic and Relations information can be updated by the Guardians in the SRP.
Update Student End Date: Enter the last date Student Demographic and Relations information can be updated by the Guardians in the SRP.
NOTE: The Begin and End Dates must be within the selected School Year Date Range. For example, if you are working in the 2020-2021 School Year, and have a Begin Date of 08/1/2019 and an End Date of 5/31/2020, the Guardian will NOT see the Update Student Link although some of the dates within that Date Range are within the 2020 year. For example, if you want the Update Student Link to appear for the 2020-2021 School Year, verify you are working in the 2020-2021 School Year and enter the Begin Date as 8/1/2020 and the End Date as 5/1/2021. The Update Student Link will then display from 8/1/2020 until 5/1/2021 for the 2020-2021 School Year.
Contact: Use the Drop Down List Box to enter the Contact for the Student Records Portal.
NOTE: The Drop Down List Box is populated from the LEA Setup Tab/Contacts Tab. The person(s) listed have been assigned the Enrollment Contact Contact Type. To view documentation on How to Add a Contact, click here.
NOTE: Each time a submission is made through the SRP the Contact entered here will be sent an email to alert them of the submission.
NOTE: The Contact entered here is the person the Primary Guardian should contact in case of questions regarding their Student Updates/Online Enrollment.
Allow SSN Entry: Check the Allow SSN Entry if you want to allow Social Security Number entry in the Student Records Portal.
Demographics Input Casing: Use the Drop Down List Box to enter how you want the Demographic information to be entered and submitted. For example, if you select As Typed, and the Guardian types all of the demographic information in lower case, the submission will display on their screen in all lower case. Whenever you Post the submission to the database, the Student's record will display in lower case as the Guardian typed it.
Uppercase--If you select Uppercase, the system will enter, submit and post the demographic information in all uppercase no matter how the Guardian types it.
As Typed--If you select As Typed, the system will allow the demographic information to be entered, submitted and posted as the Guardian types it.
Title--If you select Title, the system will enter, submit and post the demographic information by capitalizing the first word, the last word and all major words in between no matter how the Guardian types it.
Address Input Casing: Use the Drop Down List Box to enter how you want the Address information to be entered and submitted, For example, if you select Uppercase, and the Guardian types all of the address information in lower case, the submission will display on their screen in all uppercase. Whenever you Post the submission to the database, the Student's record will display in uppercase.
Uppercase--If you select Uppercase, the system will enter, submit and post the address information in all uppercase no matter how the Guardian types it.
As Typed--If you select As Typed, the system will allow the address information to be entered, submitted and posted as the Guardian types it.
Title--If you select Title, the system will enter, submit and post the address information by capitalizing the first word, the last word and all major words in between no matter how the Guardian types it.
Email Input Casing: Use the Drop Down List Box to enter how you want the Email information to be entered and submitted, For example, if you select Uppercase, and the Guardian types all of the email information in lower case, the submission will display on their screen in all uppercase. Whenever you Post the submission to the database, the Student's record will display in uppercase.
Uppercase--If you select Uppercase, the system will enter, submit and post the email information in all uppercase no matter how the Guardian types it.
As Typed--If you select As Typed, the system will allow the email information to be entered, submitted and posted as the Guardian types it.
Title--If you select Title, the system will enter, submit and post the email information by capitalizing the first word, the last word and all major words in between no matter how the Guardian types it.
Address Limit: The system defaults the Address Limit to 2. The Address Limit determines the number of addresses the Guardian is able to enter in the Student Records Portal for themselves, the Student and the Relations. You may change this number, if necessary. The maximum number of Addresses is 10.
Phone Limit: The system defaults the Phone Limit to 3. The Phone Limit determines the number of phone numbers the Guardian is able to enter in the Student Records Portal for themselves, the Student and the Relations. You may change this number, if necessary. The maximum number of Phone Numbers is 10.
Email Limit:The system defaults the Email Limit to 2. The Email Limit determines the number of emails the Guardian is able to enter in the Student Records Portal for themselves, the Student and the Relations. You may change this number, if necessary. The maximum number of Emails is 10.
USPS Web Tools API User ID: Enter your USPS API User ID to allow the system to use the USPS website to validate addresses whenever they are entered by the Guardian.
NOTE: If an address is not recognized by the USPS website, the Guardian will be notified and asked if they want to continue. Therefore, if an address is not recognized, the Guardian can continue entering the address as they wish.
NOTE: If this field is left blank, the system will not validate the addresses.
Student Demographic Instructions: Enter the Instructions that will display for the Guardian when he/she is entering the Student Demographic information. The maximum number of characters for the instructions is 1000.
Relation List Instructions: Enter the Instructions that will display for the Guardian when he/she is entering the Student's Relation information. The maximum number of characters for the instructions is 1000.
Relation Demographic Instructions: Enter the Instructions that will display for the Guardian when he/she is entering the Student's Relation Demographic information. The maximum number of characters for the instructions is 1000.
NOTE: Whenever a Guardian is using the Copy Relations from Student List option in SRP, the list is limited to the Students who have the same Primary Guardian as the Student being edited.
Address Instructions: Enter the Instructions that will display for the Guardian when he/she is entering the Address information. The maximum number of characters for the instructions is 1000.
Phone Instructions: Enter the Instructions that will display for the Guardian when he/she is entering the Phone information. The maximum number of characters for the instructions is 1000.
Email Instructions: Enter the Instructions that will display for the Guardian when he/she is entering the Email information. The maximum number of characters for the instructions is 1000.
Click
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To view Example Settings for the Student Records Portal, click here.