Change Requests Set Up

The Change Requests feature allows the district and schools to determine what student information can be changed by users in Focus and whether the change needs approval before being updated in the system. In Setup > System Preferences, the district can set up a disclaimer to display when parents access the Child Info screen. In Users > Profiles, the district or schools set the disclaimer to display for the parent profile(s), select the information each profile has the permission to view and edit, and select whether those changes require approval by the school.

Setting the Disclaimer

1. To set up the disclaimer to be displayed upon accessing the Child Info screen, select System Preferences from the Setup menu. Note: Using a disclaimer is optional not required.

See System Preferences for more information.

2. Click the Default School Preferences tab. Then, select the General tab.

3. Locate the Disclaimer for editing Student Info preference. In the provided text box, enter the disclaimer that will display when parents access Child Info. The field supports markdown formatting; click the Markdown Editor link for advanced settings.

4. Click the Save button to apply the entered disclaimer.

Setting Menu and Student Field Permissions for Parent Profiles

1. From the Users menu, click Profiles.

See Profiles for more information.

2. From the Permission Type pull-down, select Menu.

3. From the Role pull-down, select Parent.

4. From the Profiles pull-down, select the applicable parent profile(s).

5. When all selections have been made, click the Submit button.

6. Scroll down to the My Child section of the screen. Under Child Info, select the View check box next to Show Disclaimer. When this check box is selected, the disclaimer that was set up in System Preferences will display when the parent acesses the Child Info screen.

7. To allow parents (the selected profiles) to edit address and contact information, select the Edit check box next to the appropriate permissions, such as Edit Addresses, Edit Primary Residence, and Edit Contacts.

8. Select the Require Approval check boxes to require an administrator to approve the Change Requests before the change is made in the system.

If Edit is selected and Require Approval is not selected, parents will be able to make changes without needing approval. If needed, changes can be tracked and review via the users' Audit Trail.

9. In order to set Change Requests permission, select the View check box to allow parents to view their pending change requests via Change Requests. Here, you also have the option to give parents permission to Cancel Change Requests.

10. Click the Save button to apply changes.

11. View, Edit, and Require Approval permissions can be set on each student field. In order to customize permissions, from the Permission Type pull-down, select Student Fields.

12. From the Role pull-down, select Parent.

13. From the Profiles pull-down, select the applicable parent profile(s).

14. When all selections have been made, click Submit.

15. Each student field has a View, Edit, and Require Approval check box:

View: Select this check box to allow parents to view this field.

Edit: Select this check box to allow parents to edit the information in this field.

Require Approval: Select this check box to require an administrator to approve the change request before the change is made in the system. If Edit is selected and Require Approval is not selected, parents will be able to make changes without needing approval.

16. Click the Save button to apply changes.

Setting Permissions for Administrators to Approve and Deny Change Requests

1. From the Users menu, select Profiles.

For more information see Profiles.

2. From the Permission Type pull-down, select Menu.

3. From the Role pull-down, select Admin.

4. From the Profiles pull-down, select the applicable profile(s).

5. When all selections have been made, click Submit.

6. Scroll down to locate the Change Requests permissions in the Students section of the screen.

7. Select the View check box next to Change Requests to allow users to view the Change Requests screen.

8. Select the Edit check box next to Approve/Deny Change Requests to allow the selected profiles to approve and deny requests.

9. Select the View check box next to Cancel Change Requests to allow the selected profiles to view cancelled change requests.

10. Select the View check box next to View all Change Requests to allow the selected profiles to view change requests submitted for all schools in the district.

11. Click the Save button to apply changes.