Clear aged pending parent consents

Parent consent requests that nobody acts on sit in the workflow indefinitely, holding up registrations nobody is chasing. The Parent Consent Report finds the ones that have been waiting longest, so you can decide which to nudge, which to complete, and which to abandon.

Before you start

You need to be able to run reports for your college. High School Counselors and High School Administrators can follow the same steps, and will see only their own school’s students.

If you are not sure what the report’s columns mean, read Understanding parent consent reports first. This article assumes it.

Steps

1. Go to Reports in your college workspace and choose Parent Consent Report.
2. Leave the date range empty to see every consent record. Set a range only if you already know the window you care about. An empty range is what surfaces the oldest requests, which are the ones this task is about.
3. Leave the high school filter set to all schools, or pick one if you are working through a single partner.
4. Run the report. It downloads as a CSV.

Work through the pending list

1. In the spreadsheet, filter Consent Status to Pending. These are the requests where the parent has not answered.
2. Sort by Date Launched, oldest first. The rows at the top have been waiting longest.
3. Work down the list and sort each row into one of two groups, using Term and Course to see what the consent was actually for:
   • Still relevant. The student is currently enrolled, or about to be, in the term or course the consent covers. These are worth a reminder to the parent.
   • No longer relevant. The consent is for a past term, or the student is not enrolling. These are cluttering the registration view and are candidates for removal.
4. For the still-relevant group, contact the parents using the Parent Contact column.

   Warning: sending reminders contacts parents directly. Check your list before you send. Rows for past terms, withdrawn students, or consents that have since been answered will produce contact a parent will read as a mistake, and there is no way to recall a message once it has gone.

5. For the no-longer-relevant group, send the list to the DualEnroll Help Desk and ask for a bulk rollback. Include the student names, the term, and the Date Launched values so the right records are matched.

What success looks like

You have a short list of parents genuinely worth contacting, and a separate list handed to the Help Desk for clearing. When you re-run the report after the rollback, the cleared rows are gone and your Pending count reflects only consents that are actually outstanding.

If this doesn’t work

• The Parent Consent Report is not in your Reports list. Which reports you see depends on the kind of account you sign in with, and this report is not available to every account type. Contact the Help Desk with your username and they can tell you whether your account should have it.
• Some rows have a blank Student Number. Consent records attached to a specific course do not carry the student number on this report. Identify the student from the name and email, and use the Course column to confirm the record.
• A row shows a Consent Status of Unknown. The record is in a state the report cannot classify. It is rare. Send the student and term to the Help Desk rather than treating it as pending or approved.
• Term and Course are blank on a row. Expected where the college asks for consent once rather than per term or per course. It is not a missing value.
• A row has a Date of Signature but its status is Declined. Expected. Declining is a response, so it carries the date the parent answered.
• The Consent Frequency column looks different from a report you saved earlier. That column previously held a term name and now holds a frequency. If you have a spreadsheet or import that reads it, see the warning in Understanding parent consent reports before you rely on the next export.

For what each column and status means, see Understanding parent consent reports. For what a parent sees when they are asked, see Complete the parent consent step

For anything else, contact the DualEnroll Help Desk with the report’s date range and an example student.