NSW - Identifying and Maintaining Students with Custody Orders

This help article relates to Hero schools located in New South Wales only.

Our team has discovered that the methods used to record custody restrictions in ERN can vary significantly from school to school and even administrator to administrator.  Most fundamental information is stored in a document rather than a field setting, so is unable to be interpreted by the student sync process.

As Hero enables caregiver access automatically on most primary caregivers,  we have developed a method to ensure that Hero access can be maintained by the administrator if a custody order exists.  Only the administrator knows the accurate details relating to the custody arrangement.

It is also possible for a Custody Order to exist against a person(s) who is not registered as a contact on the student.  These also need to be made known to the school and are referred to as a Legal Dossier.  If a Legal Dossier exists and no other court order is present on any contacts in Hero the term 'Legal Dossier Exists' will be added to the Custody Alert Information field.

CAREGIVER RELATIONSHIP FIELDS

The caregiver record has several relationship fields that help a staff member identify important custody considerations.  These relationship fields can be viewed by clicking EDIT on the Contact card which sits under the student's Contact tab.

1.  The Lives with Student slider is set for Residential Caregivers.  This also triggers a House icon on the contact card.

2.  If a custody order is identified on a caregiver in ERN, the appropriate Custody Order slider is set based on the type of order.  The Custody Alert icon will show on the contact card.

3.  Both Custody Order sliders will also populate the Custody Alert Information field on the student's Wellbeing tab.  Information in this field will display in the Student Profile at the top of the screen which is visible to all staff.  It will also activate the Alert icon on the student.

4.  The sync is not able to identify which caregivers have a custody restriction, therefore if a Custody Order exists on any caregiver, the Hero access will not be updated for any of that student's caregivers. i.e.  If it was set before the custody order was entered, it will remain set,  if it was not set prior to the custody order, it will remain unset.  Note:  The Hero access field will become editable so that the administrator can determine the correct settings.

5.  The sync will identify that an existing custody order exists on a student and will NOT overwrite the Hero access slider set by the administrator.

6.  Some caregivers without custody, do have rights to a student's assessment report.  This field is obtained from ERN and updated in Hero.   An Assessment Report icon will show on the contact card if this slider is on.

HOW DO I KNOW WHICH CAREGIVERS ARE IN MY CONTROL?

It is important that the administrator knows which students have Custody Orders so they can set the appropriate Hero access on the caregivers.   

This can be done by identifying the icon in the Current Students auto group from where you can go straight to the student.

OR

You can create a report in List Builder and select the Access Arrangements field.

OR

You can ask the Hero Customer Support team to create autogroups for those students with Custody Orders.

NB:  To keep the Hero access correctly maintained, if a Custody Order is added to a student in ERN, you will need to check and update the Hero access after the next sync.