Managing Parents and Grandparents

Parents and Grandparents are common groups of accounts that are included in reports. Often, they are grouped into an Association A group to which the account, or person on the account, belongs. Ex: Staff, Parent, Alumni. for easy querying. 360° contains specialized functions to help manage and track parent and grandparent accounts in the system.

 

Grandparent accounts refer to an account with at least one grandchild that is a student. Grandparents are not linked directly to the students; a student is linked to a mother and father who in turn are linked to their mothers and fathers on the Demographic > People page via the mother and father fields.

 

Parent and grandparent associations may be created for specific grades as well, such as parents of first graders.

 

The following update reports are typically run before the new school year begins, as part of the New School Year Setup. They must be run in the order below to accurately update the data:

 

1.  Refresh Account Switches - will update the parent and former parent flags and dates on the Demographics > Account panel to indicate accounts as being parents or former parents.

See the Refresh Account Switches for instructions on running the report under the Query Builder > Update Reports > Public > School > Functions > B10.1 - Refresh Account Switches.

 

 

2. Create Parent Association - add parents to the parent Association A group to which the account, or person on the account, belongs. Ex: Staff, Parent, Alumni. by running the Create Parent Association report in the Query Builder > Update Reports > Public > School > Functions > B20 - Create Parent Association.

 

3. Update Parent Associations to Former - add former parents (accounts who had students in a previous school term but not in the current), to a former parent association by running the Update Parent Associations to Former report in the Query Builder > Update Reports > Public > School > Functions > B30.1 - Update Parent Associations to Former.

 

 

NOTE: If tracking parent associations each year per grade or division (ex:P1 for first grade parents, P2 for second grade parents, etc), they will need to be updated each year:   1. Remove the previous year's parent associations. This can be done by running the Delete Association update report.   2. Then assign the new parent associations by running the Create Parent Association report for each grade or division.   Note that the Update Parent Associations to Former report will not change the associations of parents that still have students in the current term.

4. Refresh Grandparent Associations - update accounts' grandparent and former grandparent associations by running the Refresh Grandparent Association update report in the Query Builder > Update Reports > Public > School > Functions > B40 - Refresh Grandparent Associations.

 

5. Refresh Association Parent Of - assign associations to accounts that are parents of another association. This can be used to designate an association of accounts that are grandparents of first graders, or to create a great-grandparent association for accounts that are parents of grandparents. Run the Refresh Association Parent Of in the Query Builder > Update Reports > Public > School > Functions > B50 - Refresh Association Parent Of.