School-Day Student School Data Verification Process

Trigger: Parent inquiry about student's school assignment not reflecting recent changes

Step 1: Ticket Intake & Validation

• Verify ticket details:
  • ✅ Parent identifies student ID
  • ✅ Specifies previous & expected new school
  • ❌ If missing info: Reply immediately:

"To assist you, please provide your child's full name, student ID, and the name of the school they should be attending."

Step 2: Internal Escalation to Data Owner

• Action: Contact Peter Chaba via Teams with templated message:

`@Peter Chaba - Data verification needed [Ticket #XXX]:

• Student: [Name/ID]
• Parent claim: Transferred to [School Name]
• Urgency: [High/Medium] | Parent waiting since [Date]`
• Log in ticket: (Optional)

"Internal: Escalated to Peter Chaba (Data Controller) via Teams. Awaiting data verification."

Step 3: Data Verification by Peter

Peter's options:

"Verified: Student [ID] is correctly assigned to [School Name]. Data will auto-update per board schedule."
| ? Incorrect School | Peter:

1. Updates data in system
2. Confirms: "Updated: Student [ID] reassigned to [School Name]. Sync completes within [Timeframe]."

Step 4: Response to Parent

Use standardized replies:

If school is correct:

"Thank you for contacting us. We confirm [Student Name] is enrolled at [School Name] for the upcoming school year. The system will automatically reflect this information closer to the start of term, please raise a new ticket if the change is not being reflected"

If school was incorrect (now fixed):

"Thank you for notifying us. We've updated [Student Name]'s records to reflect their enrollment at [School Name]. This change will be visible in our system in the coming days. If you need further support before the school year begins, don't hesitate to contact us."