Guardian Access: Enabling and Disabling Years Available on Guardian Dashboard

What's Included in this article?

• Guardian Access
• Impacts of Disabling Guardian Access Across All Years
• Impacts of Disabling Guardian Access in a Specific Year

Guardian Access

Located on the Settings > Date & Time page, the Guardian Access checkboxes allow admins to turn on and off guardian access to a school year on the Guardian Dashboard. Guardian access controls which years display to families for viewing, for applying, and/or enrolling.

• Permission needed: Setting: Date & Time

Impacts of Disabling Guardian Access Across All Years

Disabling all school years in your site could be confusing for families who may wonder if they encountered a technical or user error. To ensure admins are aware when all school years are disabled, an alert modal will now appear before all years can be disabled. The warning modal requires you to confirm that you would like to take this action, but will not block you from saving your changes.

The site will also display a banner reminder at the top of the admin view to ensure that your staff is aware that families cannot access your site.

Families will see a placeholder/splash page (rather than a blank white screen) when all school years are disabled for Guardian Access.

The content of the message displayed on the splash page can be customized using the Platform Content tool found under Settings > Content/Letters > Manage System/Platform Content and then search using the content keys below:

• general.pageNotAvailable
• general.pageNotAvailable.contact
• Permission needed: Setting: Content & Letters

Impacts of Disabling Guardian Access in a Specific Year

The Guardian Access checkbox also controls if certain functionality will work in a specific school year:

Flags
Guardian Access must be enabled for the year you want flags to recalculate when changes are made to students, applications, and/or registrations.

• For example, if a student's application is updated in 2024, and the 2024 school year is NOT enabled for guardian access, any flags that might be associated with that student will not be recalculated.

Imports/Exports
When using the import and export functionality available in Sync Service, the guardian access checkbox needs to be selected for each school year you want to import to/export from.

• For example, if an import is run in the 2024 school year, it will ONLY import if the 2024 school year is enabled for guardian access.

Rollover
When rolling over the platform to a new school year, guardian access must be enabled in the latest school year of the platform in order to rollover to the new school year.

• For example, if the platform has 2022, 2023 and 2024 school years and the customer is ready to rollover to the 2025 school year, the platform will NOT rollover over if guardian access is not enabled for 2024 (in addition to the standard rollover procedure of being in the newest school year available in the platform).