The Request Management feature allows district staff to review service requests submitted through the Service Request Form for individual participants.
Service requests can take various forms. These include a request for the identification of a student potentially experiencing homelessness, a service needed by a currently identified student, or a service for a needy student regardless of homelessness status. The method for responding to each request type will vary, as described below.
Approved requests will appear in the Requests section of a participant's record.
To access the Request Management table, go to the People tab in the left-hand navigation menu. You must be connected at the District level to access this section of the system. To learn more about Switching Access, please see this article.
Select Request Management from the menu options.
The URL where school district staff can submit requests is at the top of the Request Management page. This URL can be placed on an internal district website or wherever staff will know where to access it to request services for a student. This Service Request Form is only available for districts using their Single Sign-on (SSO) process to access Student SupportTracker.
Clicking the paper icon to the right of the link will copy the URL to your clipboard.
The table on the Request Management page lists students who have had a district staff member submit a service request on their behalf.
Records marked PENDING need your review. Those marked LINKED have already been reviewed.
To review a PENDING record, click the 🔗 icon under the Actions heading.
The Pending Request form will open for your review.
If your program cannot help with the request, click the red Decline Request button. Note that Student SupportTracker will not communicate with the requester, so you may need to inform them of the declined request via a different method, such as email, phone call, etc..
If the request is one your program can assist with, click the Link to Participant 🔗 button to add the request to a participant’s record.
This request must be attached/linked to a participant’s record. The participant may already be in the system or may have to be added, either through a SIS data import process (if applicable) or manually.
Use the Link to Participant screen to search for the participant in the list of participants.
Below the search box, a list of matching participants will appear based on name or Participant ID (Student ID). If any of the found matches are the correct participant, click the Link 🔗 button to connect the request record to the participant record. The window will close, and the student will have a green LINKED indicator next to their name in the Request Management list.
If the correct student is not present, enter part of the participant's name or ID number. As you type into the Search box, a list of matching participants will appear.
If a correct match is not found after entering the name or ID, the participant needs to be added to the system.
Various conditions must be considered when adding the participant to the system.
If the request is to identify a student potentially experiencing homelessness, OR if it is a service request and SST is used only for homeless student support, follow these steps.
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If your program utilizes a data transfer process between your SIS and SST, the best method is to immediately update the homelessness flag in your district's SIS. This ensures the student's record is imported into SST. After the next import, the participant should appear in the matched list, allowing for matching and necessary referrals to be sent. This method helps prevent manual entry errors and duplicate records.
- If your program does NOT utilize a data transfer process between your SIS and SST, or it is an emergency request and providing an immediate referral to a partner for services cannot wait until the next data transfer, click the No match, create participant button. Enter the required information to add the participant. If your district uses data transfer, some demographic information may be overwritten during the next import based on your SIS settings.
- Referrals can be sent from the new participant’s record as needed.
Follow these steps if the request is a service request, and Student SupportTracker is used as a student support system, regardless of housing/homelessness status.
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- Referrals can be sent immediately from the newly added participant’s record as needed.