Process Alberta Student Link Request

The Process Alberta Student Link Request screen is assessable via the List Alberta Student Link Requests screen.

The Process Alberta Student Link Request screen allows Schools, School Authorities, and Ministry staff to process Alberta Student Link Requests.

Secured By

PASIprep users must have the PASIprep Level 47 Permission - Manage Student Document Access Requests and meet the Processing a Request section of the student record access request data access rules. If the security requirements are not met, user will be denied access and will see an unexpected error instead, as defined in the PASIprep UI Guidelines.

Allows a School, School Authority, or Ministry user with access to:

  • Find matching Student Records,
  • Save their in-progress Alberta Student Link Requests while processing them,
  • Approve Alberta Student Link Requests,
  • Decline Alberta Student Link Requests.

Data Fields

The following information is available in this section of the screen:

Request Information - Data Fields

Confirmed Information - Data Fields

Field Description Field Format Data Access Rules (Optional)
Confirmed ASN Displays the ASN of the confirmed student. nnnn-nnnn-n student record access request data access rules
Preferred Name Displays the preferred name of the confirmed student. {Last Name}, {First Name} {Middle Name} student record access request data access rules
Legal Name Displays the legal name of the confirmed student. {Last Name}, {First Name} {Middle Name} student record access request data access rules
Birthdate Displays the birth date of the confirmed student. Date (yyyy-mm-dd) student record access request data access rules

Responsible For Student Record - Data Fields

Field Description Field Format Data Access Rules (Optional)
Last School Year Displays the last school year attended in Alberta of the confirmed student. String student record access request data access rules
Last Alberta School(s) Attended Displays a list of schools the confirmed student attended in Alberta in their last year of schooling. String student record access request data access rules
Last Grade Displays the last grade attended in Alberta of the confirmed student. String student record access request data access rules
Request Status

Displays the current Student Record Access Request Status. Options include:

String student record access request data access rules
Request Status Date Displays the effective date of the current Request Status. yyyy-mm-dd hh:mm AM/PM student record access request data access rules
Decline Reason Decline Reason (Student Record Access Request) String student record access request data access rules

Requestor Information - Data Fields

CANCEL

Cancels the “process alberta student link request” operation and returns the user to the previous screen.

SAVE

Selecting the SAVE action initiates the following user error validation rules:

If the validation is successful, changes to the Alberta Student Link Request will be saved.

  • when the Request Status changes to Approved display the Approve Alberta Student Link Request dialog along with any caution confirmations.
  • when the Request Status changes to Declined display the Decline Alberta Student Link Request dialog.
  • when the Request Status changes to Submitted (or the status was not changed), save the updated Alberta Student Link Request record.

Approve Alberta Student Link Request

This is a dialog used in PASIprep for approving a Alberta Student Link Request.

It is used by the following screens:

If the user is approving a Student Record Access Request record, the following Confirmation Dialog is displayed.

Responsible School Information - Data Fields

Field Description Field Format
School Name School Name Read Only. Is the ASL Requestor's Organization.
School Country School Country Drop down list
School State/Province School State/Province Drop down list
School CitySchool City Free form text field.

[Yes] Button

Clicking the [Yes] button calls the Submit Request for Record Access service and validates the request as per the validation rules below.

Note: that the checkboxes are not checked by default; they are required fields (i.e. must all be checked by user) before they can successfully confirm the operation.

  • Approve transfer of student's digital record? checkbox
  • Indicates the approver has reviewed the following student discrepancies? checkbox
  • Indicates the approver has reviewed the disclosure restrictions for the confirmed student? checkbox
  • Indicates the approver has reviewed the Responsible School Information? checkbox

If Responsible School Information box is checked then:

Check if the student’s current effective responsible school record matches the following data that was provided by the ASL Resquestor (School Name) or by the approver in the ‘Approve Alberta Student Link Request Dialog’:

  • School_Name - ASL Requestor
  • School City – ASL Approver
  • School Province – ASL Approver
  • School Country – ASL Approver

1. If all school fields that were provided in the ASL request match the fields provided in the responsible school record, update any Null values on the existing responsible school record as follows:

  • School Name – Organization as supplied by ASL Requestor
  • School City – as entered in the ‘Approve Alberta Student Link Request Dialog’
  • School Province - as entered in the ‘Approve Alberta Student Link Request Dialog’
  • School Country – as entered in the 'Approve Alberta Student Link Request Dialog’

2. Else, if the data from the ASL request does not match one or more of these 4 fields (excluding nulls), and the Province and Country is provided is out-of-Alberta, create a Responsible School Record with the following data:

  • Responsible School Reference ID - generated
  • Effective Date – ‘Effective Date’ matches the ASL Approval Date
  • Has New Responsible School - Code Type = ‘Yes’
  • Transition Reason – Code Type = ‘UpdatedbyASL’
  • School Code – NULL
  • School Name – Organization as supplied by ASL Requestor
  • School City - as entered in the 'Approve Alberta Student Link Request Dialog’
  • School Province - as entered in the 'Approve Alberta Student Link Request Dialog’
  • School Country – as entered in the 'Approve Alberta Student Link Request Dialog’

Call the Submit Responsible School service. If the validation rules on the Submit Responsible School service rejects the responsible school updates then the process ignores this update. These rejections are not reported back.

End Responsible School Processing


On successful approval, the Access Granted to Student Record Message is sent to the student belonging to the confirmed ASN that have an active connection and the dialog closes.

Validation Rules

[No] Button

Clicking [No] closes the dialog with no changes made.

Decline Alberta Student Link Request

This is a dialog used in PASIprep for declining a Alberta Student Link Request.

It is used by the following screens:

If the user is declining a Student Record Access Request record, the following Confirmation Dialog is displayed.

[Yes] Button

Clicking the [Yes] button calls the Submit Request for Record Access service and validates the request as per the validation rules below.

On a successful decline, the dialog closes.

Validation Rules

[No] Button

Clicking [No] closes the dialog with no changes made.