School Forms

Kari Skolik

When assigning a school form to Parents of students, it selects everyone with the parent relationship and not the Parent Access, List as parent, or Responsible Signer. A specific instance is where we have a mother that has custody of the child but the father's rights to view student records have not been eliminated (he gets summer and some weekend visits). He has to have Parent Access because he is her father and his rights have not been removed. Shouldn't the Responsible signer pertain to all forms? Are other schools just removing any parent relationship that isn't the primary custodial parent? Doesn't the other parent still have rights to their child's information? Am I possibly missing something in the setup? Are other schools running into this issue?

Kari Skolik

Actually, let me amend the above. You can remove Parent Access and then they won't appear as parent, but they also can no longer see any other information about their child.

Shannon Krise

@Kari Skolik Unfortunately I don't have a great answer here because this is year is the first year that we have faced this situation. The only thing I was able to come up with, is to start a list of exceptions so that I could manually remove one of the parents on the “User Regarding” screen when assigning forms.

Shirley Wagar

@Kari Skolik We have a few families like this, and I've found the easiest solution is to simply remove the non-custodial parent from the list of recipients once the form is created. It's an easy process as there are only a few of us who manage forms, and we're all aware of these “special cases”. We're mindful to always remove the non-custodial parent before activating a form.

Jamie Cross

@Kari Skolik

Unfortunately, you have to manually remove the parents you do not want from each form if you still want to have those “non-custodial" (i.e. parent access but not a responsible signer) assigned with parent access.

I have an advanced list that I created that will pull any relationships with parent access but not marked as a responsible signer and our Dean of Student's Office has access to run that list so they know which parents need to be removed anytime they are assigning parents to forms.

Fun bonus: if you go through the trouble to remove these parents manually from the forms and then assign any of those forms to a student checklist step, the “non-custodial” parents can see that checklist step, click the link to the form from said step and sign it. The student checklist only applies the default “they have parent access so let it go” logic and has no regard for what you may have manually setup the form with

The idea bank has a few different ideas asking for a fix to these issues.

https://blackbaudk12.ideas.aha.io/ideas/K12CO-I-3848

https://blackbaudk12.ideas.aha.io/ideas/K12OB-I-2781

https://blackbaudk12.ideas.aha.io/ideas/K12CO-I-2767

Kari Skolik

@Jamie Cross Thank you. That's good to know about the student checklists. We have over 1300 students so to manually go through all non-custodial parents is not super easy for us. We were thinking about maintaining an exceptions list but I like your idea about creating an advanced list.