Enrollment Management Report for Tracking Custody

Catherine Druhan

Hello All, this was our first year using the Enrollment Management side of BB and we are unsure how to track incoming students with custody agreements. This year we missed about 5 students who live with grandparents or stepparents. Do you have a question regarding custody on your inquiry form or application? Or is there a report to pull? Thank you!

Lindsey Bryant

@Catherine Druhan we haven't fully launched yet but we are also looking at this. Right now, the thought is the “Responsible Signer” flag under Manage Relationships may be used. However, that isn't always a 1:1 match. I think a new flag should be added to this section that specifically calls out “Legal Custody”.

We don't use BBEM for inquiries or Admissions. However, this question is specifically asked on our application and verified before enrolling them within our Admissions CRM (Slate).

Candi Roberts

@Catherine Druhan We ask for custody documents in the application checklist. We also ask in the application for each Parent/Guardian the Custodial Parent, Has Legal Custody, and Responsible for School Related Decisions questions. We learn more in the admissions process, and notes are added in enrollment management or the contact cards are updated as needed with corrections.

Jessi Walters

@Catherine Druhan hi there! I'm Jessi, the Product Manager for Core. The Contact card is primarily managed by my team, so I have some follow-up questions for you.

• What is your primary goal? Are you looking for a place - per student - where you can identify with whom the student lives? Or are you trying to group all families with a special custody agreement together in the system/report/list?
• Have you looked at the Household block in the application form?
  • There is a locked field there called “Resides” that will indicate whether the relationship entered is living with the candidate. Once the application is submitted and processed, this “Resides” flag on the relationship shows up in the Relationships tile on the Contact card and can be added on existing grandparent relationships, too.
  • At the top of the Household block, there is also a “Special family circumstances” open text field that offers the opportunity to collect that information.
• How did you track these special custody situations before using Enrollment Management?

I ask because that helps me understand the goal so I can offer the most effective help. We are also considering how we can make relationship/household/emergency contact/authorized pickup management better, so your feedback (and insight from any who contribute) will be helpful! Thank you!

Candi Roberts

@Jessi Walters
Related to that, we really need a separate pick up list from the emergency contacts list. We are using emergency contacts, but it is not the best as some people allowed to pick up a student wouldn't be a person the parent would want called in an emergency and vice versa. Just putting my two cents worth.

Also, another custody issue is giving the non-custodial parent appropriate access - such as grades and such - without seeing the student's contact information and address as some may have a protective order. It would be awesome to have a way to protect the student and other parent while still giving the access the court allows.

Deanna Thompson

@Candi Roberts These are both great ideas.

Lindsey Bryant

@Jessi Walters to follow up on your question of what the goal is. For us, we need to see the parent to student relationship. I would like to see a flag under “Manage Relationships” to help us keep this 1:1 ratio. Just because someone lives with their step-parent, it doesn't mean the step-mother has legal custody. This is also important to us to identify with a single data point because other systems need to know this granularity. Having a text field doesn't allow for us to easily identify as it relies on end users to be consistent on entering the text. One example I could give you is with Orah. Only relationships that have legal custody are allowed to approve passes without some additional documentation to handle exceptions.

I hope this helps!

Catherine Druhan

@Jessi Walters Hi, well BB syncs with REACH that we use to check students on and off campus (we are a residential school) REACH does not like that we have let's say a grandparent with a parent role in BB. It in turn bumps that grandparent out as an approved parent to check out their student. Then we also need to identify guardians with custody agreements for our own records. We need a way to flag those students when they are incoming and follow up with them as they are admitted. Like I said we missed about 5 families and REACH kept denying them access to their students.

Catherine Druhan

@Lindsey Bryant Yes I was wondering about responsible signer, but that does not identify if they are non-traditional, like a grandparent.

Brian Gray

@Catherine Druhan - We have one particularly complex situation. The best way that I could come up with is to give the same person two relationships to the student - one as Grandparent and one as Parent. That allows each of the external systems we sync with to see what they want to see.

I did not create two records for the grandparent - I created two relationship links for the same adult-student record pair.

I added a note to each relationship to indicate that the duplication is intentional.

Lindsey Bryant

@Catherine Druhan and @Brian Gray here are a couple of Ideas you can potentially go upvote:

• K12CO-I-319
• K12CO-I-1657
• K12CO-I-2665

Petra Hall

@Jessi Walters The suggestion for a “Legal Custody” flag would be useful for those situations where a couple are married, and both act as parents, but only one has legal custody.

Maybe also enforce the “Responsible Signer” so non-signatories aren't automatically sent forms. (Maybe add that as an option: include only responsible signers?)

Bryan Lorenzo

@Candi Roberts if you have not already done add your vote to the authorized pick up idea in the idea bank ?

Mary Stanton

@Candi Roberts Hi Candi - we are just now looking at needing to store a copy of custody agreements in the system. When you request these documents as part of the application checklist, where does this document then live? Is there a way to restrict who has access to view this document once a parent provides it? I'm assuming an Admissions Mgr can upload a document if the agreement comes about after a student is already enrolled - right? (Sorry I don't do much directly in EMS so not as familiar with it's intricacies.) Any insight on how these documents are handled would be appreciated!

Candi Roberts

@Mary Stanton it is accessible in Admissions as one of the checklist file uploads and it is also viewable in Core Files and Forms. I believe the setting for it to be available in Core was set by us. I also print it for the student's file. Sometimes, based on what is recorded, we make a profile notice for that student, particularly if there is an issue we need to remain cognizant of.

Candi Roberts

@Mary Stanton I just double-checked. We do select Share to Core Profile for that upload. So it's a choice you could choose to make or not.

Mary Stanton

@Candi Roberts Thanks for the info Candi! That all makes sense and I just looked and saw where the setting is for displaying in Core. I need to work now with our administrators as I know they want very limited view capability so will see if I can make it fit their restrictions.