If you use the Parent Portal and Parent App at your school, you can change your settings so all changes guardians make need to be approved by someone at your school.
Please note that:
- there is no way to approve changes in bulk, as you must check each change, and it is not possible to revert a change.
- parents will not see the notes in the Reason for Accept/Reject section, as this is for reference internally.
You will need the General Admin: Administer permission to get the notification that there is a pending change to be approved in your To Do list, and to approve or reject the change. If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.
Switching this on to enable control
You need to enable the feature - this is done by going to Students > Parents and guardians > Parent Portal settings
The below setting needs to be changed to No to ensure you have control over your school's data:
To change this setting, click on the small arrow at the end of the row of text to see a slide-over where you can change this.
Approving changes from the Data Quality Dashboard
When guardians make any changes, if your school does not automatically accept student record changes, you'll get a notification on your homepage.
Quickly confirm any changes by clicking the notification or going to School > Data > Data Quality Dashboard > Student Record Changes > Pending.
Click on the pending request you wish to action and approve or reject accordingly.
You can see a list of all resolved changes in Student record changes > Resolved.
Approving changes from a student profile
You can also approve changes made on the parent portal by going to the student profile of the student the guardian has updated details for.
Go to Change Requests from the left-hand menu. Click on the pending request you wish to action and approve or reject accordingly.
What do parents see during this process?
When a parent or guardian makes changes to a child's details, the changes will show as pending before they are confirmed. If they click into the change, they can cancel the change request, then put through another if needed.
Once the change is approved or rejected, the area that was updated will show the confirmed information, or they can add the information again.
How can parents know when a change is approved or rejected?
Parents will not see the notes in the Reason for Accept/Reject section, as this is for reference internally. They will not see anything detailing that a change was rejected or approved.
If you want to inform them of changes or rejections, you would need to send them a communication such as an email, SMS or in-app message.