Verifying a Guardian and Providing Access Information

The Verify Guardian tool in PowerSchool provides a students Access ID & Password after the staff member has confirmed guardianship. The tool logs which staff member provided the information and to whom.

1. Log into the Administative side of PowerSchool.
2. Open a student record.
3. Click on Verify Guardian on the left side at the bottom of the Information menu.
4. There are three rounded boxes on the page.
   1. The top box provides the status of verification and instructions on what to do next.
   2. The middle box is where the staff member will supply information about the requestor.
   3. The bottom box is the log of failed and successful attempts to verify guardians.
5. If the adult has come to the school in person click the In-Person radio button.
   1. Type in the Driver’s License ID# or other State ID #.
   2. Click the Enter button.
   3. The student’s Access ID and Access Password will appear at the top of the screen and can be provided to the parent/guardian.
6. If the adult is calling in for information click the Phone radio button.
   1. Enter the Phone Number showing on your caller ID.
      1. If the phone number is not on file, the status at the top will change to failed in red.  Let the caller know that they will need to call in from a phone number that is on file.  If the caller asks for a list of phone numbers that we have on file, let them know that you are sorry but that list cannot be provided over the phone.  If they have questions about phone numbers, they will need to log into PowerSchool and check the current information.
   2. Click the Enter button.
   3. A list of guardian’s will appear on the screen with checkboxes.  Ask the caller’s name and check the appropriate box.
      1. If the caller’s name does not appear in the list, click the “The requesting adult’s name is not found in the list.”
      2. The status at the top will change to failed in red.  Let the caller know that they are not listed as a guardian on the account.  If the caller insists that they are a guardian, the matter should be escalated to student services.
   4. If the phone number and guardian match our records, two verification questions will appear on the screen.
      1. If Glenbard does not have a place of birth on record, the status at the top will change to failed.  We use birth place as a challenge question to ensure we are talking to a guardian before providing the access ID and access password.  If there is no birth place on record with Glenbard, we will need the parent to come in person to be re-issued the student’s access ID and access password. 
   5. Ask the caller for the student’s date of birth and place of birth.
   6. Enter the Date of Birth from the calendar widget.
   7. Select a Birth Place from the drop-down.
      1. The drop-down contains 1) the rigth answer, 2) 5 random birth places in our database, and 3) an option that states “Answer not in Drop-Down List”.
      2. Choose the answer provided by the caller or the “Answer not in Drop-Down List” option if appropriate.
   8. Click the Submit button.
   9. If either answer is incorrect, the status will change to failed in red at the top and we won’t be able to provide the access ID and password over the phone.  The caller will need to come in person with a photo ID to be re-issued the access ID and password.
   10. If the answers match our on file records, the Access ID and Access Password will appear at the top of the page and they may be provided to the caller.
7. If the adult is emailing the school click the Email radio button.
   1. Type in the email address that initiated the request for student access information.
   2. Click the Enter button.
   3. A list of guardians will appear on the screen with checkboxes.  Check the name that matches the name mentioned in the email.
   4. A blue link will appear at the top of the page.  With your FirstClass client running, click the link.  
   5. An email will generate with a message to the guardian providing the Access ID and Access Password.  Click the Send button in FirstClass.
   6. DO NOT under any circumstance copy the information from that message and reply to the original email from the guardian.  It is NOT secure and you have been warned.  If you do so, you are knowingly putting our students’ safety at risk.