Parish Support

Some parishes have events or provide gives for graduating high school seniors. Some options for tracking these students effectively are  outlined here.

There are 3 ways parishes track students in ChMS

1. Family Tags
2. Work Title
3. PRM notes

Family Tags 

• Create family tags for Graduation 2024, and Graduation 2025, etc. and  put the family with the child graduating in the appropriate tag. This won’t indicate the child’s name, just the family name.
• This is the only method that currently provides the family contact details (address/email/phone)
• The families in the Family Tag can be downloaded from Family Tag Maintenance into Excel. This download has the Family (parents) contact details. It does not include the child’s name.
  
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• Or downloaded from the Family Tag Listing Report in the report library
  
  
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Work Title 

• This is preferred by most Parishes. (As of 1/19/24 no reporting method exists to include family contact details)
• Record the student info for their School in Work Company, and their Graduation Year in Work Title. Using Grad Year is better than entering a grade level which would require updating each time they promote to the next grade.
• Be consistent in the text in Work Title so the info is easy to find in reports or Explorer tools.

• You can find and report on the Student Grad years in a couple of ways.
  1. Use member Explorer,
     • add the columns for Work Title, Work Company. Then Filter Work Title for contains “Grad” (just type in Grad in the filter box).
     • The Work Title can be sorted Ascending or Descending.
     • This list can be downloaded by checking the box next to the Last Name column.
     • The Member Explorer download will only show the columns that you’ve made visible in the Explorer tool. [As of 1/19/24 the Member or Family address is not visible or downloadable from Member Explorer.]
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1. Use the Occupation Report in the Report Library under Members, 
   • CTRL+click to select the “Grad Years” in the Select Occupation box.
   • This report could be much better to include the Family Name and contact info. I’ll request an update to this report.

PRM Notes  

• Add a PRM note to the child’s record.
• Choose a note type that’s seldom used to find easily in reports (like FAX) and put the Grad year in the note.
  
  
  1. Use the PRM Notes Report or PRM notes for Family to identify the Students– neither reports include contact address/email
  2. Enter Note Date From and Entry Date From should be about 20 years prior to current date to capture all potential notes.
  3. (As of 1/19/24, request submitted to update report with contact details)
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Created pyoung@gbdioc.org 1/19/24