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.

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.

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
Email	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