From the Process Internet Submissions window | Select appropriate FERPA Permissions submission row | click the Process button
This window opens from the Process Internet Submissions window under the following conditions:
· If the form type of the submission (SUBMISSION_V.FORM_TYPE_CDE) is FERPA Permissions (one of the Form Builder 2.0 submission types) and you click the Process button for a submission that has an ID Number specified
· If the ID Number column for the submission is not NULL
This window, which may contain 3 tabs (FERPA Permissions, Relationships, Custom Data), allows you to view and insert data submitted online about FERPA permissions for the selected student. You may or may not have access to all tabs on this window.
When the window is opened:
· The FERPA Permissions tab is selected, and the Submitted FERPA Permissions information is displayed in the left pane.
· A
sunburst icon () is displayed
to the right of the "FERPA Permissions" tab label until
the submitted permissions data on the tab is saved to the database.
· The Custom Data tab is not displayed unless custom tables are associated with the submission. If the Custom Data tab is displayed, a sunburst icon is displayed beside the tab label until the stored procedure has been successfully run.
Submitted FERPA Permissions Pane (FERPA Permissions Tab)
If the data in the Submitted FERPA Permissions pane has not already been saved to the database, an icon is displayed on the same line as and to the right of the "ID" label in the submitted parent information. The icon displayed is dependent upon the current status of the data.
· The
Search icon ()
is displayed if an ID Number has not been specified for the parent
for whom the permissions have been submitted. Clicking this icon starts
a Duplicate Name Search using the submitted name and address information.
If one or more matches are found, the Duplicate
Name Search window opens and allows you to view the matches and
select one if desired. If no matches are found or if none of the found
matches are correct and you choose to create a new ID Number, the
Review Internet Submissions
window opens and displays the Name
and Address
tabs. You can then create a new ID Number using the submitted name
and address information.
· The
Lookup & Compare icon
() is displayed if an ID
Number has been identified for the parent but was not created as a
new ID Number from the submitted information. This icon allows you
to compare the submitted data with the currently defined values in
the database for the parent ID.
· The
Verified Data icon ()
is displayed if you have created a new ID Number from the submitted
information or if you have compared the submitted data with the currently
defined values in the database for the parent ID.
· A
Relationship icon ()
is displayed if an ID Number is available for the parent and a Relationship
Code value was submitted and if no row exists in the Relation Table
for the selected student ID Number and specified parent ID Number
and the submitted relationship code. Clicking the Relationship icon
selects the Relationship tab
and creates a new relationship for the student using the submitted
relationship code and the generated/created parent ID Number.
· The submitted data may include the following:
§ Name
§ Relationship
§ E-mail Address
§ Address Code
§ Address Lines 1, 2, and 3
§ City, State, and Zip Code
§ Country
§ Start Date
§ End Date
§ Permissions
§ Note
· The Add FERPA Record button is not available until an ID Number has been identified or generated for the parent. When you click this button, data validation occurs to determine if this is an exact match of an existing row.
§ If so, the following message is displayed: "A row already exists for this student and parent with the same start and end dates. Do you wish to replace the existing information with the submitted information?" If you select No, the data in the record remains as it was. If you select Yes, the record is updated with the submitted data.
§ If not, another check is done to see if the submitted start and end dates overlap any existing rows for the same ID Numbers. If there is an overlap, an appropriate message is displayed.
§ If there are no overlapping dates and ID Numbers between the submitted data and existing data, a new record with the submitted information is inserted into the FERPA_PERMISSION and FERPA_PERMISSION_DETAIL tables.
If existing FERPA Permissions exist for the selected Student ID Number, that information is displayed in these two panes (for more information, see FERPA Permissions window).
A sunburst icon () is
displayed to the left of any newly created permissions row. There is no
functionality associated with this icon.
The following tabs may also be available to collect internet submission data and allow you to view the existing and/or submitted data:
The mapping information will only be used after a parent has been assigned an ID Number through the selection of an ID Number via the Duplicate Name Search window or the generation of a new ID Number.
The following table details population of database columns and mapping of submission data for the Existing FERPA Permissions pane.
Column Label |
Database Table Name |
Database Column Name |
Available for Mapping? |
Mapping Table Name |
Mapping Column Name |
Parent ID Num |
FERPA_PERMISSION |
PARENT_ID_NUM |
N |
|
|
Name |
|
|
N |
|
|
Start Date |
FERPA_PERMISSION |
START_DTE |
Y |
FERPA_PERMISSION |
START_DTE |
End Date |
FERPA_PERMISSION |
END_DTE |
Y |
FERPA_PERMISSION |
END_DTE |
Relationship |
|
|
N |
|
|
Note |
FERPA_PERMISSION |
NOTE |
Y |
FERPA_PERMISSION |
NOTE |
The following table details population of database columns and mapping of submission data for the FERPA Details group box.
Column Label |
Database Table Name |
Database Column Name |
Available for Mapping? |
Mapping Table Name |
Mapping Column Name |
Granted? |
FERPA_PERMISSION_DETAIL |
FERPA_GRANTED |
Y |
FERPA_PERMISSION_DETAIL |
FERPA_GRANTED |
FERPA_C |
FERPA_PERMISSION_DETAIL |
FERPA_CATEGORY_CDE |
Y |
FERPA_PERMISSION_DETAIL |
FERPA_CATEGORY_CDE |
The NameMaster, AddressMaster, and alternatecontactmethod tables can be updated with the submitted data via the Review Internet Submission window:
Column Label |
Database Table Name |
Database Column Name |
Available for Mapping? |
Mapping Table Name |
Mapping Column Name |
First Name |
Name_Master |
FIRST_NAME |
Y |
FERPA_PERMISSION |
FIRST_NAME |
Middle Name |
Name_Master |
MIDDLE_NAME |
Y |
FERPA_PERMISSION |
MIDDLE_NAME |
Last Name |
Name_Master |
LAST_NAME |
Y |
FERPA_PERMISSION |
LAST_NAME |
AlternateContactMethod |
AlternateContact |
Y |
FERPA_PERMISSION |
alternatecontact |
|
Suffix |
Name_Master |
SUFFIX |
Y |
FERPA_PERMISSION |
SUFFIX |
Address Code |
Address_Master |
ADDR_CDE |
Y |
FERPA_PERMISSION |
ADDR_CDE |
Address Line 1 |
Address_Master |
ADDR_LINE_1 |
Y |
FERPA_PERMISSION |
ADDR_LINE_1 |
Address Line 2 |
Address_Master |
ADDR_LINE_2 |
Y |
FERPA_PERMISSION |
ADDR_LINE_2 |
Address Line 3 |
Address_Master |
ADDR_LINE_3 |
Y |
FERPA_PERMISSION |
ADDR_LINE_3 |
City |
Address_Master |
CITY |
Y |
FERPA_PERMISSION |
CITY |
State |
Address_Master |
STATE |
Y |
FERPA_PERMISSION |
STATE |
ZIP |
Address_Master |
ZIP |
Y |
FERPA_PERMISSION |
ZIP |
Country |
Address_Master |
COUNTRY |
Y |
FERPA_PERMISSION |
COUNTRY |
The following options are available from this window:
Advanced Search (only available if you click on or select the ID Number column) |
Previous Name (only available if you click on or select the ID Number column) |