Self Service

PATH: System Administration > Portal > Preferences > Self Service

The Portal Self Service option allows districts to display and allow updates to Census data on the Campus Portal. Information can be selected at a granular level allowing districts to choose what information can be viewed and what information can be updated. Districts are able to review all update requests submitted via the Portal prior to updating the database.


Image 1: Portal Self Service

Note the following:

  • Self Service options are District-wide.
  • As a default, no options will be selected on this tool. Users will have to determine which items to display and which items to allow for change requests.

Districts can choose to allow parents/guardians to request updates to Census information via the Portal. Submitted change requests are then reviewed by an authorized staff person using the Portal Request Processor , and each request can be approved or denied individually.

Like Portal Display Options , selected Self Service options determine what data can be requested for modification.The following options are available:

Student Data

The Student Data options include both student demographic data (race/ethnicity, Social Security number, etc.) and Non-Household Contact Information (i.e., emergency contacts outside of the household).

In this first image, all Self Service options are selected. The result (Image 3) is what will appear in the Portal.


Image 2: Self Service Options - Student Demographics

Image 3: Portal Self Service - Student Data Options

The following image notes the items that have been turned off in Self Service (Image 4) and will not display on the Portal (Image 5). Differences from Image 3 are noted in red boxes.


Image 4: Student Data Self Service Not Selected Options

Image 5: Portal - Student Demographics Options

Student Data Self Service Options

The following defines the available Student Data Self Service Options.

Options

 

Definition

Activate Student Information  area of the Portal

 

Student Information area will be visible on the portal when a parent/guardian or student selects a student name from the top of the Portal window.

Display Student Demographics

 

Displays student name, birth date and gender.

 

Include Race/Ethnicity

Displays student's race/ethnicity information.

 

Include Social Security Number

Displays student's Social Security number.

 

Allow Change Requests

Allows the parent/guardian to request changes to displayed demographic information.

If the option to display race/ethnicity is selected, but the Social Security number option is not selected, the parent/guardian is only able to request an update to the student's name, birth date, gender and race/ethnicity.

Display Non-Household Contacts

 

Displays contact information for those individuals who do not reside in the same household as the student.

 

Display only for Primary
household Contacts

Displays contact information for those individuals who reside in the primary household. Only those who have the guardian and portal flags for a student who live in the student's primary household can view and/or update the contact information. Guardians in secondary households and non-household guardians will not see this information.

 

Allow Change/Removal Requests

Allows the parent/guardian to request changes to existing household contact information or to remove existing non-household contacts.

 

Allow New Contact Requests

Allows the parent/guardian to request new additions to non-household contacts. 

Student Information Comments

 

HTML field (WYSIWYG editor) for district to provide information about student information on the Portal. Entered text will display for all Portal users.

Any modifications requested by parents/guardians will go through an approval process.  Designated staff will use the Portal Request Processor to approve or deny requests from parents/guardians. 

Household Data

The Household Data options include household phone number and household addresses.


Image 6: Portal Self Service - Household Data Options


Image 7: Portal - Household Information

The following image notes the items that have been turned off in Self Service (Image 8) and will not display on the Portal (Image 9).


Image 8: Self Service - Selected Household Information Options


Image 9: Portal - Selected Household Information

Household Data Self Service Options

The following defines the available Household Data Self Service Options.

 

Options

 

Descriptions

Activate Household area of the Portal

 

Household information will be displayed in the Family area of the portal.

Display Household Phone Number

 

Displays the household phone number on the portal.

 

Allow Change Requests

Allows the parent/guardian to submit change requests to the household phone number.

 

Auto-approve Changes

When selected, requests to change the household phone number will be automatically approved and updated, meaning district staff will not have to process changes to household phone numbers or receive a message that a request has been submitted.

ONLY Household phone numbers are auto-approved.

Display Household Address

 

Displays the household address as part of the household information on the portal.

 

Allow Change Requests

Allows the parent/guardian to submit change requests to the household address.

 

Household Comments

HTML field (WYSIWYG editor) for district to provide information about household information on the Portal. Entered text will display for all Portal users.

Family Data

Family data options include updating contact information and relationship data for all family members.


Image 10: Portal Self Service - Family Data Options


Image 11: Portal View - Family Data Options

The following image notes the items that have been turned off in Self Service (Image 12) and will not display on the Portal (Image 13). Since all Family data options are not turned on, there is no option on the portal to see family information.


Image 12: Portal Self Service - Family Data Options Not selected


Image 13: Portal View - No Family Data Options

Family Data Self Service Options

The following defines the available Family Data Self Service Options.

 

Options

 

Description

 

Activate Family area of the Portal

 

Family information will be displayed in the Family Members area of the Portal.

 

Display Household Member
Contact Information

 

Displays household member contact information.

 

 

Allow Change Requests

Allows the parent/guardian to submit change requests for household member contacts.

 

Display Household Member
Relationships

 

Displays relationships of members in the household.

 

 

Allow Change Requests

Allows the parent/guardian to submit change requests for family relationships.

 

Family Comments

 

HTML field (WYSIWYG editor) for district to provide information about family information on the Portal. Entered text will display for all Portal users.

When selecting these options, be aware that selecting the checkbox to display the area will not give the ability to submit a change request. The Allow Change Requests option would also need to be selected. A district could choose to display the household phone number, but not allow parents/guardians the ability to request a change to that phone number. 

Setting Portal Self Service Options

  1. Select the desired settings for each of the areas available for update options on the Portal.
  2. Click the Save icon when finished.  Self Service options will be saved. 

Portal Login Authorization

The following defines the privileges Portal users have with Self Service Options.

Student Privileges

Students are not able to request changes to their information unless they are emancipated and their own guardian.

Area of Portal

Privileges

Student Demographics

Students will be able to view their demographic data if the portal option to display or edit is selected.

Non-Household Contacts

Students will be able to view their non-household contacts effective on the date they log in and all information (both contact and relationship) associated with them if the portal option to display or edit is selected.

Household Information - Phone

Students will be able to view the phone numbers for primary or secondary households in which they are a member on the day they log in if the portal option to display or edit household phone is selected.

Household Information - Addresses

Students will be able to view all addresses (primary or secondary) for any primary or secondary households in which they are a member on the day they log in if the portal option to display or edit household addresses is turned on.

Family Data - Contact Information

Students will be able to view all household members, including their contact information, in primary or secondary households in which they are a member on the day they log in if the portal options to display or edit family contact information is selected.

Family Data - Relationships

Students will be able to view all household members, including their relationship information with other household members, in primary or secondary households in which they are a member on the day they log in if the portal option to display or edit family relationships is turned on.

Non-Student Privileges

Area of Portal

Privileges

Details

Student Information - Demographics

Student demographic data can be viewed or edited (based on portal options) by people who are both flagged as a guardian for that student and have portal rights.

Whether the guardian resides in a primary or secondary household with the student is ignored.

People with portal rights for a student who are not guardians cannot view or edit this information.

Student Information - Household Contacts

Non-household contacts can be viewed, edited or added (based on portal options) by people who are both flagged as a guardian for that student and have portal rights.

If the portal option to only allow Primary Household Guardians to view this information is selected, those parent/guardians residing in a secondary household with the student will not be able to view, edit or add contacts in any situation.

Household Phone

The household phone can be viewed or edited (based on portal options) for all primary and secondary households in which the person is a member on the date of the login.

If the person does not belong to a household, he/she will not see anything for household phone.

Edit functionality is available to any non-student member of the household.

Household Address(es)

Household addresses (primary and secondary) can be viewed or edited (based on portal options) for all primary and secondary households in which the person is a member on the date of the login.

Edit functionality is available to any non-student member of the household.

Family Contact Information

  • Household member contact information can be viewed for all household members in a primary and secondary household in which the person is a member on the date of login.
  • Household member contact information can only be edited by someone who is a guardian of at least one student in that household.
  • If the person is not a guardian of at least one student, he/she will only be able to edit his/her personal contact information.
  • If the person is not a member of the household, he/she will only see his/her own contact information.

If the person is not a guardian to anyone in the household, he/she can only update his/her own contact information.

Family Relationships

  • Household member relationship information can be viewed for all household members in primary and secondary households in which the person is a member on the date of login.
  • Household member relationship information can only be edited by someone who is a guardian of at least one student in that household.
  • If the person is not a member of a household, he/she will not see any relationships.

If the person is not a guardian to anyone in the household, he/she can only update his/her contact information.

Staff

Staff who have students in the district will be allowed to view and edit information, as defined in the above table. Staff who do not have students in the district should use My Data to request changes to demographic, household and contact information.

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