{"id":6716,"date":"2021-08-26T12:02:08","date_gmt":"2021-08-26T19:02:08","guid":{"rendered":"https:\/\/blog.quickschools.com\/?p=6716"},"modified":"2023-10-02T00:04:09","modified_gmt":"2023-10-02T07:04:09","slug":"tracking-proof-of-vaccination","status":"publish","type":"post","link":"https:\/\/blog.quickschools.com\/2021\/08\/26\/tracking-proof-of-vaccination\/","title":{"rendered":"Tracking Proof of Vaccination"},"content":{"rendered":"
<\/div>\n

With classes resuming, schools may be required to track Covid-19 proof of vaccinations from students and parents. One of the ways to do this in QuickSchools<\/a> is via the Online Forms<\/a> app. Here we discuss one sample implementation for collecting a Covid-19 Proof of Vaccination via the Parent Portal<\/a>. This process can easily be extended to students<\/a> and teachers<\/a> too.<\/p>\n\n\n\n

Setting up the Online Form Packet<\/strong><\/h2>\n\n\n\n

Here we have a simple Online Form Packet with a single custom Online Form with Custom Fields<\/a> (which incidentally has better Cross-Browser Compatibility<\/a>): <\/p>\n\n\n

\n
\"Configure
Configure the Online Form Packet<\/figcaption><\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

Here\u2019s how we configured the Online Form with just a few simple fields. We also added a \u201cSection Break\u201d at the bottom, to add instructions about uploading their Proof of Vaccination:<\/p>\n\n\n

\n
\"Configure<\/a>
Configure the Online Form to collect vaccination details<\/figcaption><\/figure>\n<\/div>\n\n\n

By clicking the \u201cConfigure\u201d link, we also mapped the Name field to the Student Name, so that when accessed from the Student or Parent Portal, the student name field will be automatically filled:<\/p>\n\n\n\n\n\n\n

\n
\"Map
Map custom fields to system fields so fields can auto-populate<\/figcaption><\/figure>\n<\/div>\n\n\n

In order to the mapping to take affect, we also have to enable \u201cOne Form Per Child<\/strong><\/a>\u201d. We also took the liberty of enabling a Reminder via the \u201cForm Status Checker for Parents<\/strong><\/a>\u201d. You could also force parents to fill in the form via the Form Status Checker:<\/p>\n\n\n\n

Before saving the <\/p>\n\n\n

\n
\"Enable
Enable One Form Per Child and Form Status Checker for Parents<\/figcaption><\/figure>\n<\/div>\n\n\n

Finally, be sure to allow applicants to \u201cUpload Supporting Files<\/strong>\u201d. This will allow students and parents to upload their Proof of Vaccination: <\/p>\n\n\n\n


You can also configure the Online Form Packet to receive an email notification whenever a form is submitted. But depending on the size of your school, you may opt to leave this option disabled, and simply review the submissions online on a regular basis.<\/p>\n\n\n

\n
\"Enable
Enable Email Notifications when an Online Form is submitted<\/figcaption><\/figure>\n<\/div>\n\n\n

Submitting Forms via the Parent Portal<\/strong><\/h2>\n\n\n\n

So once the Form Packet has been enabled for Parents, they\u2019ll see the following screen after logging into the Parent Portal:<\/p>\n\n\n

\n
\"Parents
Parents accessing Online Forms from the Parent Portal<\/figcaption><\/figure>\n<\/div>\n\n\n

With \u201cOne Form Per Child (OFPC)<\/strong>\u201d enabled, the parent will see the name of each student under his\/her care, in the Online Forms section to the right. Clicking on a student will open up the Online Form for that student:<\/p>\n\n\n

\n
\"Parents
Parents can enter details and upload files before submitting the Online Form<\/figcaption><\/figure>\n<\/div>\n\n\n

Any fields that you\u2019ve mapped in the Online Form will be automatically filled. It helps to display the students name on the form, so that users know which student the form is for, especially if you\u2019re the parent of multiple students.<\/p>\n\n\n\n

Reviewing Online Form Submissions<\/strong><\/h2>\n\n\n\n

From the Online Forms screen for administrators, you can easily check if there are any new submissions today:<\/p>\n\n\n

\n
\"Administrators
Administrators can easily view recent Online Form submissions<\/figcaption><\/figure>\n<\/div>\n\n\n

Clicking on \u201cView Submissions<\/strong>\u201d will allow you to review all submissions:<\/p>\n\n\n

\n
\"Administrators
Administrators can review Online Form submissions from students and parents<\/figcaption><\/figure>\n<\/div>\n\n\n

Depending on how you configured the Online Forms app, users can also view Online Form submissions from the student record, under the \u201cOnline Forms\u201d tab:<\/p>\n\n\n

\n
\"Online
Online Form submissions can also be viewed\/accessed from the Student record<\/figcaption><\/figure>\n<\/div>\n\n\n

Summary Reports<\/strong><\/h2>\n\n\n\n

There are several Summary Reports related to the Online Forms<\/a>. For example, if you wanted to find students who have not submitted a form for a particular form packet, you can look for \u201cMissing Online Form<\/strong>\u201d, and you should find this report:<\/p>\n\n\n

\n
\"Summary
Summary Reports included with the Online Forms app<\/figcaption><\/figure>\n<\/div>\n\n\n

This report shows a list of students without online form submissions for a selected Online Form Packet:<\/p>\n\n\n

\n
\"Summary
Summary Report shows students who have not submitted the Covid-19 Proof of Vaccination Form<\/figcaption><\/figure>\n<\/div>\n\n\n

Custom Reports<\/strong><\/h2>\n\n\n\n

You can also use the Report Creator<\/a> to create a custom report based on the custom fields in your Online Forms. Here\u2019s an example from this scenario:<\/p>\n\n\n

\n
\"Build
Build custom reports via the Report Creator<\/figcaption><\/figure>\n<\/div>\n\n\n

Summary \/ Conclusion<\/strong><\/h2>\n\n\n\n

There are actually several other ways to track students\u2019 Proof of Vaccination. You could simply track it as a custom field on the student record, or upload the Proof of Vaccination directly to the Documents tabs. But this method using the Online Forms will engage the parents, and reduce your involvement as administrators to manage the process.<\/p>\n\n\n\n

If you\u2019re interested in our Online Forms module, keep a look out for our Online Forms Webinar<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"

Use the Online Forms app in QuickSchools to easily collect Covid-19 Proof of Vaccination from parents via the Parent Portal. The module can also be used to collect details from Students and Teachers too. Check out a sample implementation here.<\/p>\n","protected":false},"author":5617131,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_coblocks_attr":"","_coblocks_dimensions":"","_coblocks_responsive_height":"","_coblocks_accordion_ie_support":"","_crdt_document":"","_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"Use the Online Forms app in QuickSchools to easily collect Covid-19 Proof of Vaccination from parents via the Parent Portal. 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