Introduction
Managing enrolments for families where parents are separated, divorced or share custody requires extra care to ensure data privacy and prevent conflict. EnrolHQ is designed to support these situations, but the process relies on schools reviewing and managing data before parent access is turned on.
How Parent Data is Collected
In EnrolHQ, each enrolment begins with a Primary Carer – usually the parent who initiates the enquiry or application. This parent creates the account and can enter details about the other parent or guardian, including:
- Full name
- Residential address
- Mobile number
- Email address
- Relationship status with the other parent
- Who the student resides with
- Any known parenting arrangements or court orders
This ensures that the information shared is known and entered directly by the Primary Carer.
Importing Data
When schools first import family data into EnrolHQ, it often includes both parents’ details. This information may come from the SIS, a CRM or some other document.
Imports work well when:
- The data is accurate
- There are no access restrictions or legal concerns
- Both sets of contact details are known to each parent
However, issues arise when:
- The second parent has updated their contact information directly with the school and does not want the primary parent to know
- There are court orders, protection notices, or conflicts between parents
If this information is imported and shown to the Primary Carer, it may expose details the second parent didn’t consent to share – or worse, breach legal agreements.
Manual Review by School Admin Staff
To avoid these risks, EnrolHQ recommends a manual check of parent data by school admin staff before access is given to parents. Specifically:
- Email, mobile number and address fields for the second parent should be removed from the record if there is any uncertainty or a known legal order
- These contact fields can then be safely re-entered by the Primary Parent during their initial login
- Alternatively, schools can request both parents verify their information independently before details are visible to one another
This manual review ensures that:
- Parent 1 only sees what they’ve submitted or confirmed
- Parent 2’s privacy is protected
- Court orders and sensitive family circumstances are respected
Summary
EnrolHQ provides the structure to handle complex family setups, but the responsibility to manage sensitive data sits with the school during the import phase.
If your school needs help setting up procedures or templates for this manual review, our support team can guide you through best practices.