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Contact data requests: asking families to update their details

How to ask students and families to review their contact details from the portal, follow up who has answered, and approve the changes.

Available to group tutors (for their own students), the secretariat and the Head of Studies (for every student).

Contents

  1. Sending a request
  2. Following up the answers
  3. Approving the changes
  4. Returning an answer to the family
  5. Sending a reminder

Sending a request

Educational Community menu with the Students section open: Students and Data request

  1. Go to Educational Community → Students (1) → Data request (2) and click Request contact data. You can also open it from the ⚙ menu of the students list, a student’s form, the groups list or a group’s form.
  2. Choose who receives it:
    • Groups / studies / levels: pick the groups. Tutors can only pick their own groups.
    • Selected students: pick the students one by one.
  3. Leave Only students with incomplete data ticked to skip the students who already have every required detail.
  4. Leave Grant portal access to whoever lacks it ticked: the request is answered from the portal.
  5. Check the Recipients (preview): what is missing and who receives the email. A student marked Nobody reachable by email has nobody with an email on file: call the family by phone.
  6. Click Send and wait: the message Processing the requests… stays on screen until everything is sent. Do not close the window.

Contact data request assistant with the group chosen and the preview of who is asked and what is missing

Each student, or the family of a minor, receives an email with a link to the portal. A minor’s own portal account only consults, so the request goes to their family, who answer it.

Following up the answers

Follow-up list of the requests, with the states Pending answer, To review and Done

In Educational Community → Students → Data request:

Use the filters Pending answer, To review, Pending for more than a week and Possible duplicate, and group by Group.

Approving the changes

Request to review: the changes proposed by the family, with the Approve and Return to the family buttons

  1. Open a request in To review. The Changes list shows, for each person, the value on file and the proposed one.
  2. If the request shows the possible duplicate warning, check in Families whether the new family contact is the person shown in Possible duplicate of.
  3. Click Approve (1).

If a change adds a family contact, the Also linked to column lists the family’s other children it is linked to as well: approving does it.

To approve several at once, select them in the list and click Approve.

Returning an answer to the family

  1. Open the request and click Return to the family (2).
  2. Write what they have to correct and click Return.

The family receives an email with the reason and can send the details again from the portal.

Sending a reminder

Select the requests in Pending answer and click Send reminder. The Reminders column counts how many have been sent.

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