Overview
Hiding Contact Data (DNR)
Using Restricted Contact Flag
Parent Access Restrictions (Secondary Stu Data)

Overview 

There are several ways to limit or restrict parent or student accounts. This article outlines the various methods to limit accounts or hide information on a per-student basis. These options affect all accounts tied to a student. There is no option currently available to hide information from one parent, but not the other.


Security

TablePermissionDescription
Secondary Student Data (SSD)Read

Update
View Secondary Student Data

Add or Remove Parent Access Restrictions
Student Demographics (STU)Read

Update
View Student Demographic Information

Update Records Release (STU.DNR)

Contacts (CON)Read

Update


Read and Update to CON.CD
View Contact Information

Update Contact Information - supplement with Field Level permissions

Add or Remove Restricted Code
Update Code Table Code (COD)Read
Insert
Update
Delete
View existing codes
Add new codes
Update existing codes
Delete codes
Portal Group PermissionsAdmin Only


Hiding Contact Data (DNR)

To prevent address and phone number information from being displayed to users of the Portal (including Teachers, Parents, and Students) a code can be added to the STU.DNR field in Aeries. The code needs to have a value of 1.00 in the Amount field in the Code Table. Multiple codes can be used for this purpose.


Update Code Table form


Then assign the student the Code in the Records Release field under Demographics and the contact information including address and phone numbers for the Student and Contact records does not display in the Portal.  The Contact tab in Data Confirmation is also hidden. Note: Contact names are still displayed.


Records release with Hide from Portal Code


Student Demographic page with Contact Information hidden


Using Restricted Contact Flag

Use the Update Code Table page to add a Contact Code (CON.CD) in the code table with a Value of 9.00 in the Amount field. This indicates to Aeries and the Portal that this Contact record is a restricted individual.


Update Code Table form


This code then gets assigned to individual Contact records that should be considered restricted.


Contact record with Restricted Code added


When a Student has a restricted Contact record in Aeries, the Parent and Student account registration process changes. After the person enters the VPC, ID, and TL, the system recognizes the Student being requested has a restricted contact record. The registration process halts the current registration and emails the Portal Confirmation Email Address (set in School Options) where the Student is currently (or most recently) enrolled. The Principal or designee needs to confirm the individual requesting an account. This involves contacting the Parent of the Student on file and asking if the email address is valid that requested access to the Student.


The Principal or designee can click on one of two links: Accept or Reject. After the correct link is clicked on, an email indicating the action is sent to the address of the person requesting access to that student.  If the Principal or designee accepts the account, the parent's account will have full access to the portal, based on the rights assigned to "Parents" in Portal Groups.


Unlike STU.DNR, the restricted contact flag does not hide any contact information.


Parent Access Restrictions (Secondary Stu Data)

A portal account can become restricted when certain SSD fields are populated. When this restriction is in place for the student, any parent or student account tied to that student takes on only the permissions given to the Restricted Portal Account group and no longer has the permissions of the Parent Portal Group. A banner message is also displayed.


This could be used, for example, to prevent students or parents from viewing their class schedule if they have not completed all steps of their registration, or if they owe fees.


The Parent portal account tied to the restricted Student record does not have access to the Data Confirmation process for that Student during the active window dates until the restricted code is removed.


When the SSD restriction is removed from the account associated with the Student, the Parent account uses the Parent Portal Group for permissions.


The Secondary Student Data fields that control this process and trigger the portal account to take on the restricted permissions are viewable from Student Data | Other | Secondary Student Data on the navigation menu.


Secondary Student Data form Access Restrictions area


The Parent Access Restrictions fields on the Secondary Student Data page include:


Code (SSD.RCD) – The restriction code that identifies why parental access is being restricted. These codes are set up in the Code table.


Buffer School Days (SSD.RDB) – The number of School Days after the first Parent is warned about the pending restriction that the restriction goes into effect. This allows time for the parents to resolve the issue before becoming restricted. This value defaults to the associated value in COD.N1 in the Code Table for the Code that is entered into the SSD.RCD field. It can be changed from its default value.


Date Warned (SSD.RDW) – The date the Parent was first warned of the pending restriction.


Start Date (SSD.RSD) – The date on which the restriction first goes into effect. On this date and afterward, the Parent only has permissions to the portal that are set up in the Restricted Portal Accounts group.


1st User Warned (SSD.RUW) – The first account name that was warned of the pending restriction.


SSD restriction codes are set up in the Code Table. To set up SSD restriction codes, click on School Info | Configurations | Update Code Table on the navigation menu. The following page displays. Select Table SSD and Field RCD.


Adding Restricted Code to Update Code Table form


Click on Add New Record to add a new restriction code. Enter a code and a description. The description is important as this is the restriction message that displays to the Parent in the portal. A value can be entered in the Amount field. This value populates the Buffer School Days field automatically when the code is assigned to a Student. Click the Save icon to save the new code.


New Restricted Code Description


Once SSD restriction codes have been setup, a Student can be tagged on the Secondary Student Data (SSD) page with a restriction code to prompt a restriction on a portal account. In the example below, the Student was given a Library fees owed restriction code. The Buffer School Days automatically populated with a value of 5 school days since that information was set up in the Code table.


Restricted code added to Secondary Student Data form


The first time an account associated with this Student logs into the portal they see the following message displayed.


Message to Parent showing restriction in place


After the first login, the Parent Access Restriction fields on the Secondary Student Data page is updated with values for the Date Warned, Start Date and 1st User Warned fields.


Parent restriction in Secondary Student Data form showing warning date and start date


Note: If the Buffer School Days field is left with a value of 0, the restriction applies immediately.


Once the portal account restriction takes place, the portal account only has the permissions that are set up in the Security area for the Restricted Portal Accounts group. If the SSD restriction is removed from a student, the portal account looks at the Parents Portal Group for permissions.


See security documentation for details on configuring security for the Restricted Portal Accounts group.