STR - Addresses & Comm. Rules Tab
Overview
The ‘Addresses & Comm. Rules’ tab of the Student Record allows you to view parent contact information and set the Communication Rules for the student.
This tab can be accessed by navigating to TASS.web Student Admin > Student Records > Student Information > Students, searching for a student, then clicking ‘View’ or ‘Edit’.
Communication Rules provide a ‘student-centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements. Refer to the ‘How to handle split family arrangements’, ‘Setting up Parent Addresses in TASS.web’ and 'Setting Up Communication Rules’ articles for further details.
By default, all address blocks for the original (or Main) parent record of this student will be displayed. The original (or Main) parent record for this student is the one that is set up in the 'Parent Code' field on the 'General' tab.
If the 'Multi Parenting Arrangements' flag on the 'General' tab of the Student Record is set to 'Yes' for the selected Student, then it is possible to add multiple parent records. To add a second or third parent record, click the 'Add Parent' button. This documentation refers to these as additional parent records.
Address and Communication Rules
The section header contains information about ‘Multi Parenting Arrangements’ as defined for the student on the General tab of their Student Record.
Click the ‘Edit Communication Rules’ icon at the top to modify a student's Communication Rules, then click ‘Save’ when complete.
For each Parent Record and Address Block, you can then define the precise Communication Rules for:
Tag (Relationship Tag) | When the Staff View rule is selected for the first time, the program displays the 'Add Parent / Child Relationship' screen. From here, you can select a 'Relationship Tag' to indicate the relationship between this student and the parent or guardian (e.g., Biological, Step, Guardian, Agent, etc.). Click the 'Edit' link to update the 'Relationship Tag'. |
Call Order | The 'Call Order' is a visual prompt that displays after the parent(s)/caregiver(s) names in the following places:
If parent(s)/caregiver(s) have a preference on the order in which contacts should be called in certain situations, enter the sequential Call Order for each parent/caregiver. Examples Valid Call Order entries include: 1, 2, 3, 4 / 1, 1, 2, 2 / 1, 2, 3, 3 Duplicate values are permitted when more than one contact must be called in a given situation. For example, a split family may have both Mother and Father appear as ‘Call Order 1’, indicating that they should both be called regarding the situation. Communication Rules do not apply to Call Order, as those rules apply only to Email, SMS, and Notification communications. |
Excl Addr Coll (Exclude Address Collection) | Use the ‘Excl Addr Coll’ Communication Rule checkbox to indicate when the Address Block should be excluded from the ‘Address Collection (Aus)’ data export, such as for international address blocks. Refer to the ‘Address Collection Checklist’ article for more information. |
Staff View (Staff Kiosk View) | Use the ‘Staff View’ Communication Rule checkbox to indicate the Address Blocks that are:
Important! If the Student Record has the 'Multi Parenting Arrangements' field set to 'Yes' on the 'General' tab, then you must select this rule for at least one 'Mother' or 'Father'. If the 'Parent/Caregiver 1' and/or 'Parent/Caregiver 2' Address Blocks contain accurate data, it is recommended to display these addresses to teachers rather than the 'Correspondence' Address Blocks. This will allow the teachers to view individualised parent phone numbers, emails, etc. In v01.059.10.200, this option was renamed from 'TK View' to 'Staff View'. The Communication Rules used in the following Staff Kiosk program areas are user-definable in TASS web Student Admin > Teacher Records > Setup Information > Staff Kiosk Setup on the ‘General’ tab:
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Lives With (Student Lives With) | Use the 'Lives With' Communication Rule checkbox to indicate the parent(s)/caregiver(s) with whom a student lives, in a 'Multi-Parenting Arrangement'. Any Address Block that has this rule and the 'Staff View' Communication Rule ticked, will display in Staff Kiosk Student Search > Student Profile > Parent / Address Details with a 'Student Lives with' indicator. If a student lives at two addresses (in a 'Multi-Parenting Arrangement), you can tick this rule for more than one address. The ‘Lives With’ rule should only be applied to street/residential addresses. Apply this rule to at least one address to complete data extraction for the Address Collection (Aus) Government Return for students with Multi-Parenting Arrangements (e.g. Simple Split Family and Complex Split Family situations). |
Emer Cont (Emergency Contact) | Use the 'Emer Cont' Communication Rule checkbox to indicate the parent(s)/caregiver(s) who are an Emergency Contact for the student. Important! You must select at least one Address Block as an 'Emergency Contact'. Any Address Block that has this rule and the 'Staff View' Communication Rule ticked will display in:
This Communication Rule is also available as a selectable option in:
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Staff Corr (Staff Kiosk Correspondence) | Use the 'Staff Corr' Communication Rule to specify the parent(s)/caregiver(s) who will receive correspondence for this student when it is generated in these programs:
For most parent records, it is recommended that you select the same Address Block(s) for the ‘Staff Corr’ rule as you have done for the ‘Staff View’ rule. An example where this might differ is a parent whom the school does not want automated communications (from the Staff Kiosk) sent to, but the teachers still need to view the parent's details. In v01.059.10.200, this option was renamed from 'TK Corr' to 'Staff Corr'. The Communication Rules used in the following Staff Kiosk program areas are user-definable in TASS web Student Admin > Teacher Records > Setup Information > Staff Kiosk Setup on the ‘General’ tab:
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TASS Corr (TASS.web Correspondence) | Use the 'TASS Corr' Communication Rule checkbox to specify the parent(s)/caregiver(s) who will receive correspondence for this student when it is generated in these programs:
This rule is also used in various other TASS.web programs that allow a runtime choice of parent addresses. This rule also determines the parent address that will be displayed in the student picker for this program (and other student programs). |
Acad Rpts (Academic Reports) | Use the 'Acad Rpts' Communication Rule checkbox to indicate the parent(s)/caregiver(s) who are to receive Academic Reports for this student that are generated in the following programs:
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Attend (Attendance) | Use the ‘Attend’ Communication Rule checkbox to define:
The Communication Rule used for ‘Send SMS on Save’ in Staff Kiosk Rollcall > Custom Rolls is determined by the 'Comm Type for Custom Roll Save & Send SMS' field in TASS.web Student Admin > Teacher Records > Setup Information > Staff Kiosk Setup on the ‘General’ tab. |
From this section, click the ‘Parent Code’ to open the Parent Record.
Use the 'mailto' icon to send an email to the parent(s)/caregiver(s) linked to the Communication Rule through your preferred external email software.
Address Details
The ‘Address Details’ section displays the address and contact details for the Address Block that is selected in the ‘Address and Communication Rules’ section above.
These contact details are read-only and can only be modified from the Parent Record in TASS.web Student Admin > Parent Records > Parent Informatoin > Parents on the ‘Address’ tab.
See the ‘Parents’ article for more information.