Family Maintenance Best Practices: Manipulating Student Database Records
This session offers best practices and advice on manipulating family/guardian records in the student database following family separations, marriages, and other changes. Learn how to add name records, avoid duplicates, and consider various scenarios to maintain accurate family information. Explore recommendations for adding guardians, separating/merging families, and more.
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Presentation Transcript
Wifi: Ed Tech Edtech2023 Family Maintenance Session 1 Liz Kelley Senior Consultant Customer Success
Family Maintenance This session will present some best practices and advice on how to manipulate family/ guardian records in the student database following family separations, marriages, etc. Adding Name Records Recommendations Adding Guardians and Families Separating Families Merging Families Example Scenarios Other Considerations and Name Maintenance Reports
Adding Name Records Avoid duplicate records Recommendations: Search partial names and possible legal names Verify birthdate Review name types associated with existing records (make sure they re not a student) Use Name Maintenance if needed Change history is now available here! If the only existing record for the person has a Student name type, create a new record. Add all information for new records right away Family Maintenance
Recommendations/Considerations Think of residences instead of families When matching names - Display Guardians Only option Be aware of family order after changes Ensure you didn t unintentionally change student addresses and phone numbers Verify sibling connections Should changes be applied to siblings as well? Consider which guardians should have access to which students in Family Access Sometimes actual families need to be stored as more than one family in Skyward for accuracy of contact information, relationship details, privacy, etc. If you have a combined database, changes may need to be made from HR for guardian/employees Should Emergency Contacts be updated too? Family Maintenance
Quick Demo Add a family Add a guardian Change family order Separate a family Remove a guardian completely Merge two families into one Family Maintenance
Example Scenarios There are typically multiple ways to account for any type of family/custody changes in Skyward. Family Maintenance
Situation 1 Parents divorce and the children are staying at the current address with the mother and the father is moving out to a new address. Changes: The father will be deleted from the current family and a new family will be created for him with a different Family ID. Head of Household: The mother will be the HOH of Family 1. The father will be HOH of Family 2. Result: The mother will be shown as the HOH for Family 1 and the father as HOH for Family 2. No changes would be made to the children s address or phone number. Family Maintenance
Situation 2 Parents divorce and the children move with the father to a new address while the mother remains at the current address. Changes: The father will be removed from the existing family and a new family will be added for him with a different Family ID. This new family will then be set as Family 1 on the students family tab. Head of Household: The father will be HOH of Family 1. The mother will be the HOH of Family 2. Result: The father will be shown as the HOH for Family 1 and the mother as HOH for Family 2. Any address changes to the father s record will affect the children s address. Family Maintenance
Situation 3 Parents divorce. Some children are staying at the current address with their mother and some are moving with their father. Changes: The father will be removed from the current family and added into a new family with a different Family ID number. Head of Household: The mother will be the HOH of Family 1 of the students who are staying with her. She will be HOH of Family 2 for the students who are moving with the father. The father will be HOH of Family 1 of the students who are staying with him. He will be HOH of Family 2 for the students who are moving with the mother. Result: The children will be connected to the same two families, but the family for the parent with which they reside will be set as their Family 1. Family Maintenance
Situation 4 Student becomes their own guardian. Changes: Student will be added to a new family with a different Family ID than the one with their parents and then moved up to Family 1. Head of Household: The student must be set as HOH of Family 1. Result: The student will be listed as Family 1. The parents will be listed as Family 2. Changes made to the parent s address will NOT affect the student s address. Family Maintenance
Situation 5 Student goes into Foster Care. Changes: The Foster Agency will be added as a new family to the students record and then moved up to Family 1. Head of Household: The Foster Care Agency will need to be set as the HOH for Family 1. Result: The student will be listed as Family 1. The parents will be listed as Family 2. Changes made to the parent s address will NOT affect the student address. Family Maintenance
Situation 6 Grandparents (or other relatives) take custody of the student. Changes: A new family will be added for the grandparents and connected to the student, then moved up to Family 1. Head of Household: One of the grandparents will need to be set as the HOH for Family 1. Result: The grandparents will be listed as Family 1. The parents will be listed as Family 2. Any changes made to the address of the grandparents will affect the student s address. Family Maintenance
Situation 7 Former student returning as a guardian for another student. Changes: The former student must first be made his/her own guardian (typically a new name record is created and then a new family ID). This new guardian record can be made HOH of Family 1 on the new student s tab as well as their own. Head of Household: The former student will need to be the HOH for Family 1 on the new student s tab and their own. Result: The new student s family screen will show the former student as HOH of Family 1. Note: If the returning student is made a guardian and a distinct name record is not created for them, the former student will be listed as a sibling of the new student since both will have the same Family ID for Family 1. Family Maintenance
Situation 8 Current student becomes the guardian of their sibling. Changes: Be sure that the custodial sibling is set as his/her own guardian first. Then add that family ID to the sibling s family tab and set it to be Family 1. Head of Household: The custodial sibling will need to be the HOH of the other sibling s Family 1. Result: The student s family tab will show the sibling as Family 1. Any previous guardians will be shown as Family 2+. Family Maintenance
Situation 9 Mother of one family marries the father of another family (a la Brady Bunch). OPTION 1: Changes: One of the families will be merged into the other. Head of Household: Each student involved will have the same Family 1. Result: Completing the situation this way will mean you cannot make the biological parent the HOH for only their respective children (one parent would be HOH for all, whether parent or step-parent). All siblings and step-siblings will be attached via a common family. OPTION 2: Changes: The students will keep their original families, but step-parents will be added as guardians to the existing families. Head of Household: The students that were originally with the mother will have the same Family 1 with the step-father added to the family. The students that were originally with the father will have the same Family 1 with the step-mother added to the family. Family Maintenance Result: Completing the situation this way will result in the step-siblings and siblings not being attached, but parents would be HOH for their own children.
Situation 10 Parents remarry after being divorced. Changes: The families will be combined so that all the students have the same Family 1. Head of Household: One of the parents will need to be the HOH for Family 1. Result: The students will all have the same Family 1 on their family tab. Family Maintenance
Considerations Following a Loss While it s important to keep accurate records, we also need to be sensitive to remaining family members Procedures may vary depending on the situation and wishes of the family. Get their input if/when appropriate. Guardians Option A: Keep them in the existing family but not HoH Option B: Remove them from the existing family but add them as a separate family so they re still associated with the student Option C: Remove them as a guardian for the student but add note elsewhere Add a note or unique relationship code Update/Remove contact details to avoid communication being sent to the person going forward (email, mailing address, phone number, etc.) Students If siblings exist, create a separate family for them This allows you to conceal them in FA/SA and remove some contact information Parents can also opt to not display a student in their family Family Maintenance
Family/Guardian Reports Use the Families browse with various views Duplicate Family Report - WS\FA\RE\DF Reveal families living at the same address and/or shared phone number and show students attached to each family to aid in the verification and clean-up process. Family Census Report - WS\FA\RE\FC Choose among 7 different format options to gather census data and family listing information, as well as create family labels -- a great option when only 1 label per family is desired. Family Notes Report - WS\FA\RE\FN View notes for a Range of families or Individual families, and generate for a specific note type, date entered, created by (specific person), as well as *protected notes*. Data Mining vs Skybuild Family Maintenance
Questions? Family Maintenance
