Filename: /automated/guardians.csv

Inclusion criteria: Guardians of students in SchooLinks

Minimum Upload Frequency: Nightly

This is for when districts wish to pre-populate their guardian accounts. When guardians are onboarded in this manner, they will need to have access to the email that they onboard with. If they do not, they will not be able to claim their SchooLinks account.

As a matter of policy, SchooLinks is NOT able to make updates to guardian email addresses because this is a security concern. All Guardian email changes MUST be made through the district and if the district wishes to do account creation in this way. Districts will need to have a designated contact who will replace email addresses in the source system so they can be updated in SchooLinks.

If districts do not have confidence in the quality of their guardian email address data, then we recommend that they are not to use guardian rostering and follow the process of having guardians use claim codes associated with the student accounts. This will also lighten the support load that the district will need to shoulder when supporting guardian email changes in a SIS or other source system.

Note that a district may only use either sync or roster at any given time, to simplify the process of creating and accessing guardian accounts. If a district wishes to change between guardian account methods, they should reach out to their Customer Service Manager.

Important Notes:

• Guardians will need to be passed MULTIPLE TIMES if they have access to multiple students

• Multiple guardians can have access to the same student (so the student identifier is expected to be repeated)

• Once a student rolls over into an alumni account, the guardian account will also remain a member but the two accounts will no longer be connected

• If a Guardian email passed in the data file matches an email of a staff account, the guardian account will fail to create by default. We do have the option to enable a Guardian/Staff switch across all guardian and staff accounts at the district. This will instead give the staff account guardian permissions and activate a mode selector in SchooLinks to allow the user to change which type of account they are viewing. To request this feature be enabled, please reach out to your Customer Success representative:

  

• Then we still create guardian accounts, but do not deactivate the guardians that were not included in the csv.

  • Instead, we generate a report so that the district knows which guardians would be deactivated if they were to change their guardian_creation_type to Sync
  • This process ensures that guardians who created their accounts using the claim method do not get deactivated accidentally

• The data processor behaves differently depending on which Guardian Creation Type is defined in the District’s settings

  • If the guardian_creation_type is Not Set or Claim
  • If the guardian_creation_type is Sync
    • Then we still create guardian accounts and we deactivate any guardians not included in the csv

Download fillable template here: