Parent Management

Overview

The Parent Management module allows school administrators to maintain a comprehensive database of families. Accurate parent data is the backbone of school communication, financial billing, and statutory LURITS compliance.

Navigation Path

My School > Parents > Parents

Purpose of Feature

• LURITS Compliance: Captures valid ID numbers required for Department of Education submissions.

• Financial Accountability: Identifies the person responsible for school fee payments.

• Communication: Stores contact details for automated SMS and Email correspondence.

Step-by-Step Instructions

1. Loading a New Parent

1. Click the Load a Parent button.

2. Family Selection: * If this is a New Family, do not select an existing family code.

   • If adding a parent to an Existing Family, select the correct family code.

3. Enter the parent's information. Fields marked with a red asterisk (*) are compulsory.

4. ID Number Validation:

   • If the ID is incomplete or invalid, a warning appears: "The parent ID number is invalid. LURITS will reject the learners of this parent."

   • Click No to fix it immediately (highly recommended).

   • Click Yes only if you intend to correct it later.

5. Click the Add button at the bottom to save.

2. Editing Parent Information

Use this function to update contact details, fix spelling errors, or manage "recomposed" families (e.g., merging families after marriage).

1. Search for the parent using the Search block (type family code or surname) or use the dropdown filters.

2. Select "Parents of current learners" or "All parents."

3. Click Search.

4. Select the parent by clicking the radio button (circle) next to their name.

5. Click Edit (or use the notepad and pencil icon).

6. Modify the details and click Save.

3. Deleting a Parent/Guardian

Rule: Every learner must have at least one parent/guardian linked to their profile at all times.

1. Search for the parent and select them from the list.

2. Click the Delete button on the bottom (or the dustbin icon on the left hand side of the Parent).

3. Select a Reason for deletion from the dropdown menu.

4. Review the confirmation message: "Are you sure you want to make these changes and delete the parent?"

5. Click Yes.

Frequently Asked Questions (FAQ)

Why won't the system let me delete a parent? The system prevents deletion if there is an outstanding school fee balance linked to that parent. You must first transfer the "Accountable Person" status to another parent before the record can be removed.

What happens if I delete the primary "Accountable Person"? The system will automatically assign the second parent linked to that family as the new accountable person to ensure billing continuity.

Will a deleted parent still receive school notifications? No. Once a parent is removed, all automated SMS and Email links are severed.

What do the asterisks next to parent names mean?

• (*): Identifies the Accountable Person (responsible for the bill).

• ()**: Identifies the Accountable Person with banking details loaded.

Restrictions & Reasons

1. ID Number Integrity

• Restriction: Invalid ID numbers trigger a hard warning.

• Reason: LURITS (the National Learner Tracking System) will reject the entire learner record if the linked parent's ID is missing or incorrect.

2. Financial Safeguards

• Restriction: You cannot delete a parent who is the sole accountable person on a family with a balance.

• Reason: This protects the school’s audit trail and prevents "orphaned" debt that cannot be legally attributed to a person.

3. Minimum Linkage

• Restriction: You cannot delete the final parent linked to a learner.

• Reason: Every learner must have a legal guardian on record for emergency contact and legal liability.