parental access to update student information throughout the school year

kristilakey
Journeyman

parental access to update student information throughout the school year

Our district utilizes PowerSchool for our student demographic information.  I am having a hard time getting them to implement a way for parents to conveniently update information in their students demographics without having to come to the school.  I am sure there has to be a way.  Do any other schools have figured this out.  Is there any help or suggestions out there.  

 

Desperate for answers. 

 

Kristi Lakey, secretary at HMS

21 Replies
LynneM2
Specialist

We use PowerSchool Enrollment for student information updates. We create the form, Enrollment embeds a link to that form in the Parent Portal. We send a notification email to the parents that this link is now activated for them to update their student contact information. 

kristilakey
Journeyman

thanks, we use PS enrollment for new students.  We also have a form Returning student, but this is not active.  Our IT department continues to tell us to us this is not activated for returning student updates.   Where is the form located that you utilize?  Did you create this or did our IT department do this for you.  We have been fighting this battle for over a year.  

 

Or is this a plug-in?

 

 

thank you for your response, it is pointing us in a good direction 🙂

LynneM2
Specialist

The form we use is within the Enrollment platform. If I remember correctly, we use the Information Update in place of the Returning Students.  Our Information Update form has the same contact information layout as our new student form.  The student information is pre-populated and cannot be edited, the parent just updates the emergency contacts. The address can be updated if needed and the associated residency documents are required for upload if the address is changed.  The email we send out references their parent portal account, but if they don't have a parent portal account, they can still update via the Enrollment link with a 'snapcode', but we strongly encourage the parent portal account.

I hope this helps. We have been using this for 3 years and are still working through some issues, but it gets better every year. 

kristilakey
Journeyman

this makes perfect sense, IT started to implement this at the end of the year and we had it almost working then they dropped it.   I appreciate your input so much.  This is going to help a lot. 

 

I appreciate this, have a great day. 

 

Kristi

 

kristilakey
Journeyman

Lynn, is there anyway you can take a snap shot of the actual LINK in the for the UPDATE INFORMATION and also a copy of the actual CONTACT form you use to update.  

kristi.lakey@ksd.org 

 

I need to show proof this is doable in Power School.  Thanks so much for your help.

 

Kristi Lakey

Highlands Middle School 

Secretary

 

MichaelT14
Apprentice

I would love to see the contact form you use as well.  Is there a place on this site where you can go to download and import templates that other districts have created?

 

Mike mtiesworth@frankfort.k12.mi.us

nicolebond
PowerSchool Mentor
PowerSchool Mentor

I exported the file, but the file type is not supported on this forum. I emailed it to you.

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

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nicolebond
PowerSchool Mentor
PowerSchool Mentor

This is the one that came with the ECollect platform:

 

nicolebond_2-1693245402704.png

 

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

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nicolebond
PowerSchool Mentor
PowerSchool Mentor

I exported the form, but the file type is not supported on this forum. I emailed it to you.

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

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nicolebond
PowerSchool Mentor
PowerSchool Mentor

I created mine, but you can copy one the forms your use for Enrollment and modify it. Make sure you change the name.  My plan is to publish it at the beginning of the new year when I want students to update information.

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

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MichaelT14
Apprentice

I am trying to do the same thing, but I want the Ecollect form to populate or allow for updates to the Contacts section of PowerSchool.  When I try to insert a PowerSchool Field into the form, it only allows the student table fields.  I think contacts are in a different table?

wallaces
Hobbyist

There is a 'Contact' element you can add to your forms in eCollect. Works great for parents /guardians to update their information. I use it with our yearly checkin for parents to update their information, coupled with approval on the form to keep blended families from removing someone they shouldn't.

vvu
Journeyman

Hi, are you able to take a screenshot of your form with the Contacts element embedded so we can see what this looks like exactly? Thank you!

nicolebond
PowerSchool Mentor
PowerSchool Mentor

Right click on the contacts field you are trying to map.  This click on "Inspect." On the right hand side of the screen, you can see the name of the field. 

nicolebond_1-1693245071693.png

 

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

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MichaelT14
Apprentice

I use that system too.  The problem is that I cannot find a form template that feeds into the contacts fields.  There are three contact templates in the Ecollect Essentials, but none of them actually feed into the contacts list.  I tried to create a field that feeds into the contacts, but I don't see one to choose from that would work.  The contact fields that are available are for the old way PS use to do contacts.

 

I assume this is because contacts are not located in the students table?

nicolebond
PowerSchool Mentor
PowerSchool Mentor

You will have to map the fields on your form to the correct fields in PS SIS.

nicolebond_0-1693244719234.png

Click on the blue arrow for the name of the PS SIS field that your are trying to map the field in the form to.

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

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LynneM2
Specialist

Were you able to get this working?  I don't know that I can send you our link, but I can suggest you reach out to your Enrollment project manager for assistance.

wallaces
Hobbyist

Do you have E-Collect?

nicolebond
PowerSchool Mentor
PowerSchool Mentor

yes

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

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nicolebond
PowerSchool Mentor
PowerSchool Mentor

My school district is able to update student information through our ECollect Forms. 

Nicole Bond
Director of Attendance and Enrollment
Haywood County Schools
Brownsville, TN

Please remember to give Kudos and/or select Accept As Solution on the helpful posts to thank the author and to help others find the solution. Thanks!

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