Profile Update forms

Candi Roberts · November 2023

I am working on creating a Profile Update form for my families to complete to verify or receive information on students, their siblings, parents, and grandparents. I have created a form and tested it out a few times with my test students, but I have some questions. I was on hold indefinitely with support and never got through so I am hoping someone here can help. Here are my questions:

Since I can also update siblings on one form, is there a simple way to assign a form to the oldest or youngest student in a family so parents don't have multiple forms? I realize they could decline the others or I could manually remove sibling forms, but that will take time.
Will grandparent information load to the siblings or only the user regarding student of that form?
It looks like if a student is part of two households, typically due to divorce, that the parent that fills out the form will see both households, even though they can only edit their own. What is the best way to ensure privacy? Some don't want their ex to know where they live. My only idea was to remove that parent from the form, but I was wondering if there are other options.

Thanks for your help!

Jennifer Huber · December 2023

@Candi Roberts
Following. We also have these same questions/concerns.

Mary Stanton · December 2023

@Candi Roberts Not sure if this the best approach but we handle the 2 household students by having 2 different versions of the Profile Update form:

• Single household families (majority of our population) – User Regarding is student
• Two household families – User Regarding is parent so each parent gets assigned their own form rather than by student; in this way, they do not see or have the ability to edit the other parent's information. NOTE however, in our setup a parent can still see the other parent's address and contact information by accessing their child's contact card so privacy could still be an issue but the separate form prevents them from directly updating the other parents information via the form.

We don't include GP info on this form but rather do a separate Profile Update type form just for GP info. In our case, the GP info will only be automatically added/loaded to the ‘user regarding student’ and I think that would be the case for you as well but not positive. We then manually update any siblings. Would love to know if someone has a better way to handle this!

As for assigning to oldest or youngest, I have not found an easy way to do this so would also like to learn if I’m missing something. If I have to assign a form by oldest or youngest, I pull a separate list with siblings and ages and use that to help me actually do the assigning as we don't want parents to have to figure out why they have multiple forms. If it is just a matter of one form per family and youngest versus oldest doesn’t really matter, I tend to just assign the form to the 1st child listed. This can get tricky when you have different families with the same last name though so you do need to be careful in the assigning.

Stacey Sandvoss · December 2023

@Candi Roberts

Following.

Lauren Marcus Eisenberg · January 29

@Mary Stanton This is brilliant! I've struggled with this conundrum. My imperfect solution has been to have one update form for intact families and a separate one - requiring two signatures - for two households. Thank you!!!?

Mary Stanton · January 30

@Lauren Marcus Eisenberg FYI, I use this same approach for other forms that are on a per family basis, not just the Profile Update; for example, we have Acknowledgement/Permission type forms for our family handbook which for 1 household families is assigned by student and asks for one parent signature with verbiage included that this form/signature covers all parents in the household and another version that is assigned by parent for 2 household families.

Glad the tip was helpful!

Profile Update forms

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