How do I use a form to provision student/guardian accounts?

⚠️ Be sure the form is protected in some way

Since this will create accounts in the system, it is best for a staff member or application admin to sign the form so that people cannot provision accounts without approval.

1. Navigate to the form template you'd like to provision accounts or go to the module that will be using the template

For instance, if this will be used for WBL, go to the WBL module to create the template there. If it will be used for General Forms, create it from there.

2. When creating or editing the template, you will want to enable "Student/Guardian User Account Provisioning"

3. Click on the action button next to the template and click Builder

⚠️ If a student and guardian are generated from the same form submission, the student will be linked to the guardian

4. Build the form with required information about students and/or guardians

The required fields can be found by going into the system and starting to create a student/guardian and taking not of which fields have asterisks beside them. Examples of required fields for both guardians and students is first name, last name, username. The following is a list of all fields allowed by the system, what the name of the field must be, and any best practices associated with the field:

Students

• First Name

  • Field Name - student-first-name

  • Best Practice - text field set to required

• Middle Name

  • Field Name - student-middle-name

  • Best Practice - text field

• Last Name

  • Field Name - student-last-name

  • Best Practice - text field set to required

• Username

  • Field Name - student-username

  • Best Practice - text field set to required, you could also omit this field altogether and just have an email box. If an email is present, it will be copied into username if a username is not specified

• Email

  • Field Name - student-email

  • Best Practice - text field set to required. If username is empty, the email will also be used for the username

• Graduation Year

  • Field Name - student-graduation-year

  • Best Practice - text field set to required, data type set to integer

• Disable On

  • Field Name - student-disable-on

  • Best Practice - text field, data type set to date

• SIS Student Number

  • Field Name - student-sis-student-num

  • Best Practice - text field

• State Student Number

  • Field Name - student-state-student-num

  • Best Practice - text field

• Ethnicity

  • Field Name - student-ethnicity

  • Best Practice - drop-down field, drop-down type set to "Ethnicity"

• Hispanic

  • Field Name - student-is-hispanic

  • Best Practice - checkbox field

• Date of Birth

  • Field Name - student-dob

  • Best Practice - text field, data type set to date

• Gender

  • Field Name - student-gender

  • Best Practice - drop-down field, drop-down type set to "Gender"

• Program/Class

  • Field Name - student-program

  • Best Practice - drop-down field, drop-down type set to "Classes/Programs"

• School

  • Field Name - student-school

  • Best Practice - drop-down field, drop-down type set to "Schools"

• Sending School

  • Field Name - student-sending-school

  • Best Practice - drop-down field, drop-down type set to "Sending Schools"

• Special Education

  • Field Name - student-is-special-education

  • Best Practice - checkbox field

• IEP

  • Field Name - student-has-iep

  • Best Practice - checkbox field

• Gifted

  • Field Name - student-is-gifted

  • Best Practice - checkbox field

• Economically Disadvantaged

  • Field Name - student-is-economically-disadvantaged

  • Best Practice - checkbox field

• English Learner

  • Field Name - student-is-english-learner

  • Best Practice - checkbox field

Guardians

• First Name

  • Field Name - guardian-first-name

  • Best Practice - text field set to required

• Last Name

  • Field Name - guardian-last-name

  • Best Practice - text field set to required

• Username

  • Field Name - guardian-username

  • Best Practice - text field set to required, you could also omit this field altogether and just have an email box. If an email is present, it will be copied into username if a username is not specified

• Email

  • Field Name - guardian-email

  • Best Practice - text field set to required. If username is empty, the email will also be used for the username