Overview
This runbook guides school staff on the steps to take when a mistake is discovered in a student's name and/or email. This can happen either immediately after adding the student to the School Information System or at a later date.
Detailed Explanation
Initial Notes:
- Onboarding a student into our SIS triggers an established and mostly automated process that creates accounts in multiple systems.
- Updating a student's data in the SIS will not update the student's data on the other systems.
- Updating the student's data in all systems can be done, but the steps are not supported by our automation and must be handled manually by multiple teams. This carries risk and should be exceptional.
Suggested approach for new students:
- Create a ticket so we offboard the student account with issues.
- Onboard a new student account with the correct details.
Suggested approach for existing students:
- Consider if losing the existing data (i.e., starting fresh as a new student) is acceptable, and follow the process for new students.
- Consider if a new "email alias" (i.e., your Google account will still be linked to your old email, but you can send and receive emails using a different address) is acceptable, and create a ticket and request an alias.
- If you must keep the existing data, create a ticket to explain:
- Why the two considetions above are not acceptable.
- What is the error you need corrected.
- Our Support Team will review the case and start internal escalations to discuss the next steps.
Summary
- If a mistake in a student's name and/or email is noticed immediately after onboarding, it's best to delete the account and reonboard the student.
- For mistakes noticed later, a case-by-case approach is recommended to balance data integrity with the need for accurate information.
FAQ
- Q: What if I just noticed a typo in a student's email/name right after adding them?
- The best approach is to offboard the student account and then reonboard the student with the correct details. This ensures accuracy and avoids potential manual errors.
- Q: What if the student has already started working and noticed a typo?
- In such cases, we need to review the situation on a case-by-case basis. This is because offboarding would result in orphaning their existing data.
- Q: Can we just edit the name/email on the existing SIS account?
- While technically possible, manually updating details in the SIS will not update the details in other systems.
- Q: How can I ensure data integrity during this process?
- Offboarding and Reonboarding will keep data integrity only for new students without any data within other systems. For students that already have data, a case-by-case analysis is essential.
- Q: What if this is a legal name change, not a typo?
- The same process applies.
- Q: Can we keep the old email working?
- Yes, we can add your previous address as an alias that will catch stray messages and send them to your account. Ensure you create a ticket that explains this requirement.
Manuel da Silva
Comments