Guardian Data Synchronization

Schools who send guardian data to Mass Notify will find the following logic is used to determine if a contact should be passed to the system and associated to a given student:





1. Don’t pass the contact unless the relationship they are assigned is considered “Is Parent” – you can modify which relationships are marked as this at Maintenance>Census>Relationship

Schools have pretty consistently asked that only contacts considered to be parents, be included in the contacts that get sent

2. Don’t pass the contact unless their “Receives Mail” checkbox is checked


The "Parent Portal" checkbox is checked


By including this as a restriction, it allows schools to individually choose to EXCLUDE a parent on an as needed basis – it also follows the logic that if a contact is not marked to “Receive Mail” or "Parent Portal", they then also shouldn’t “Receive Calls”

Illustrating how either Receives Mail or Parent Portal or Both can be checked

3. In situations where the “Custody Alert” flag is checked


A custody type is specified, DO NOT send contact information for the person if the Custody Type specified for the contact is “No Rights”

When any other custody type has been specified (or if the field is blank), contact information will pass (e.g. just the Custody Alert Flag is checked --or-- the Custody Alert Flag is Checked and the Custody is 50/50).

It has proven VERY important to schools, that in situations where the custody type is “No Rights”, that no data for that contact be sent to Mass Notify even in situations where the contact is set to “Receive Mail”, and the relationship they have to the student is considered a “Parent”

4. In situations where the “Restricted View” flag is enabled, DO NOT send information for the contact to Mass Notify.

In circumstances where there may not be custody issues that would be applicable to document for a given contact, yet a desire to have them set to “Receive Mail” and they are considered a parent, this was created as an “all else fails” option that can be used to omit contacts from making their way to Mass Notify as needed.