How to Access Student UD Areas in Parent Lounge

The following table contains some examples of how schools may use UD Areas:

UD Area

Potential Fields

Privacy

Photo Permission (Y/N).

Website Permission (Y/N).

Newsletter Permission (Y/N).

Contact Parent First (Y/N).

Mode of Transport

Type (table referenced).

Bus Route (table referenced).

Bus Pass Number (text).

Multiple Trips (Y/N).

Drivers Licence (Y/N).

Licence No (text).

Licence Type (table referenced).

Licence Date (date).

An authorisation letter to drive to school (attachment).

Number Plate (text).

Learning Support

Special Education (Y/N).

Type of Assistance (table referenced).

Teacher Aid (Y/N).

Exam Aid (Y/N).

For further information refer to the Student UD Areas tab page.

Use this checklist to create Student UD Areas that can be updated in Parent Lounge by parents.

Item	Process	Details	Task
1	Create Student UD Area	Use program Student Admin > Student Records > Setup Information > Student Records Setup on the UD Areas tab. Select 'Add UD Area'. Type in a 'Description'. Select 'Parent Lounge Access'. Ensure either 'View Only' or 'View & Edit' is selected in the 'Parent Lounge Access' field to ensure the Student UD Area is visible in Parent Lounge. Add any 'Fields' Select 'Mandatory' or 'Visible' from the dropdown list in the 'Parent Lounge' column for the field to be visible in Parent Lounge. Click Save.	Complete
2	Parent Lounge Maintenance	Using top menu Parent Lounge > Student Details > General Details, parents are able to enter and update Student UD Areas made available to them in the Student Admin > Student Records > Setup Information > Student Records Setup on the UD Areas tab. Updates that parents have submitted through Parent Lounge must be reviewed and accepted before they are accepted into TASS.web using program Student Admin > Parent Records > Parent Information > Updates from Parent Lounge. Parent Lounge will display an icon to indicate an update is pending until the address has been reviewed and accepted in TASS.web.	Complete
	A scheduled email reminder for Student UD Areas can also be created.
3	View in Staff Kiosk	Go to System Admin > Users > Portal Security Permissions. Click 'Edit' for 'Teacher Kiosk'. Select the role who is responsible for scheduling email reminders. Scroll down do Student UD Area. Tick checkbox for how it is to be accessed.	Complete
4	Save the Report	Use program Staff Kiosk > Listings > Student Details (List/Emails). Find the Student UD Area in 'Additional Fields'. Go 'Save this Report as' and type in the name of the report. Click 'Go'. To create a recurring scheduled email a report needs to be displayed in Staff Kiosk > Listings > My Saved Lists. To save a report to 'My Saved Lists', 'Save this Report as' must be filled out and saved.	Complete
5	Schedule the Report	Go to Staff Kiosk > Listings > My Saved Lists. Find the report. Go to the hamburger menu and select 'Maintain Schedule'. Click '+Create Schedule'. Fill in the Schedule Template. Click '+Submit New'. The email being sent will use the 'Schedule Listing' template found in System Admin > Utilities > Email Settings on the System Email Templates tab.	Complete
	Send an email to parents asking them to update the Student UD Area in Parent Lounge
6	Create Email Template	Go to System Admin > Utilities > Email Settings. Click on the 'Email Templates' tab. Use this program to create an email template to send to parents in regards to a specific Student UD Area.	Complete
7	Prepare the Parent Email List	Go to Student Admin > Student Records > Listings/Merges/Reports > Labels/Letter Merges. Use this program to create a parent email list related to the relevant Student UD Area. Choose 'Parent/Student Mode Search' from the 'Search Mode' dropdown list. Select the relevant 'UD Area'. Click 'Go'. This limits the 'filters' that will become available to determine the students and their parents to be included when creating the email list.	Complete
8	Send the Email	Go to 'Print' tab. Select 'Use Communication Rules'. Select 'TASS.web Correspondence' from the dropdown list. Click 'Generate Emails'. Review student list and make any changes required. Click 'Next'. Select the 'Email Template' for the Student UD area you created earlier. Add any comments in the 'Communication Log Comment' field. Select a 'Communication Log Category' from the dropdown list. Click 'Send'. This will send an email to parents asking them to update the relevant Student UD Area in Parent Lounge.	Complete