Contacts

Contacts Order

The order that the contacts are listed in has no bearing on a contact's access to student information or ability to pick up a student. The order in which the contacts are listed on the page is also the order in which the data is printed on a report. Use the up and down arrows in the order column to indicate the order in which the contacts should appear. Contacts that are delivered from the New Student Registration form are ordered by the parent on the Priority page. The priority is the order in which the contacts should be contacted by the school. The priority/order indicated by the parent should be honored.

Contact Notes

You have the opportunity to add a note to individual contacts. Click the edit icon to open the contact and add a note.

Contact Start Date/End Date

You can enter a start date and/or end date for contacts. This can be helpful if a contact is only authorized for a specific range of dates. When a contact has an end date, they will be inactive after the end date. They will no longer appear in the list of contacts. You can click Show All above the contacts to see inactive contacts.

Data Access

If a contact has a check in the Data Access column, that entry has a web account access (Parent Portal). Do not delete these entries. If you open the contact by clicking the edit icon, you can see the Parent Portal settings on the Data Access tab.

Mother/Father Fields (Demographics Page)

The mother and father fields on the Demographics page pull data from Contact Management. You will still maintain contact data on the Contact Management page. Any changes made in Contact Management to the first contacts with the relationships mother or father will show on the Demographics page as well. These fields do not take into account the Custody field, so it is best practice to view contacts on the Contact Management page only. 

Contact matching on PowerSchool Enrollment records, consolidating duplicate contacts, and properly maintaining Parent Portal accounts are all crucial to Contacts working properly. 

» More Info on Parent Portal

You can search for contacts from the start page using the Contact search filter, by selecting Contact Search from the main menu, or by using the Quick Search box.

Add Contact Associations

Use this procedure to associate new contacts with a student.

1. Navigate to the Contact Management page.

2. Click Add.

3. Search for and select the contact or contacts you want to associate with the student. If you do not see the contact listed, click New Contact to create a new contact record.

4. Designate the Relationship.

5. Select Data Access for this contact to access the student's data in Parent Portal. This option is only available if the contact already has a Web Access Account.

6. Click Submit.

Adding a New Contact

On the student's Contact Management page ...

1. Click Add

2. Search for and select the contact or contacts you want to associate with the student.
   Be careful not to create a duplicate contact if they already exist in the system.
   
   If you do not see the contact listed, click New Contact to create a new contact record.

3. Enter the Demographic information.

4. Enter the following information as needed:
   Additional student's information
   Phone Number information
   Email Address information
   Address information
   Web Account Access information
   Tip! If you do this after you enter the email address, you can select the email address from the menu when you create the Parent Portal account.

5. Click Submit.

❔ Do I need to add a phone number, email, etc for all contacts?
Yes! This will aid in contact consolidation. If a contact doesn't have any contact details, it will be difficult to determine if they match.

Editing a Contact

Contacts associated with a student are listed on the Contact Management page but they are their own entity. To edit a contact's phone numbers, email, address, associated students, etc click the contact's name. This will take you to the Contact Details page. To edit custody, lives with, school pickup, notes, etc click on the edit icon. This information is unique for each student the contact is associated with.

Edit Relationship Details

Each contact/student connection can have multiple relationship details records. This can be used to maintain a history of a contacts relationship to a student. The active relationship detail will display on the Contact Management page. To view all relationship details, including Notes, click the edit icon for the contact → All tab. When adding an additional contact detail the previous entry will automatically be end dated.

The Data Access tab in the Relationship Details tab contains options for Web Account Access (Parent Portal).

To clean up your school's duplicate contacts, start with the Level Data reports. Work through each one of the reports to consolidate your contacts. You should consolidate contacts using Level Data reports to ensure that any contacts from other schools are included in the consolidation. If your student has siblings with the same parent or shared emergency contacts, this will capture all of those instances. You will not have access to these instances outside of Level Data reports.

1. On the start page, select Level Data Apps → Data Validation → Contacts Reports tab

2. Click on the List button for the report you want to work on.
   » Suggested Workflow Of Reports

3. Click on Consolidate Contacts for the contact you want to work on.

4. Note the Master column and verify the correct contact is selected as the master record for the consolidation.
   ❔ Which record should I select as the Master?
   It's good practice to select the record that has the correct name as the master record; if not, you will need to manually correct the name if it is misspelled, not in proper case, missing information, etc. If you are consolidating multiple Parent Portal accounts, a Data Access record only needs to be selected as the master record. If a contact is selected as the master, it may not be excluded from the merge.

5. Note the Exclude column. Select the checkbox next to any contact that you want to exclude from the merge.
   If a contact is excluded from the merge, it may not be selected as the master.

6. Select Consolidate All Data to consolidate all contact information into the master record.
   All core data that can be consolidated from the secondary contacts will be merged.

7. Click Review

8. Verify the information for the consolidated contact is correct.
   If not, edit the information as needed.
   At this stage, you may safely use the browser back button to return to any prior step of the process.
   If a warning message appears indicating Student Detail Conflicts Have Been Encountered, you will need to resolve them to proceed. Overlapping dates are not permitted between relationship detail records, including when two records have no dates. To resolve the error, edit or remove the relationship detail records or adjust their dates. To edit a relationship detail record, click the edit icon of the student, click the All tab, remove the extra instance, and then click OK. To remove a relationship detail record, click the delete icon of the student and then click Delete again.

9. Ensure that there are not duplicate emails in the Email Addresses section.
   A contact can not be consolidated if the same email address is entered more than once.

10. Click Submit Consolidation.

11. Do one of the following:
    ○ Click Ok to proceed once you verify that the records listed in the pop-up window should be consolidated.
        Important! This action is not reversible.
    ○ Click Cancel if you do not want to proceed.

Suggested Consolidation Workflow

1. Contacts with Matching Name & Email Address

2. Contacts with Matching Email Address

3. Contacts with Matching Email Address and Web Access Account Email

4. Contacts with Matching Name & Phone Number

5. Contacts with Matching Name & Address (Street & Unit)

6. Contacts with Matching Name & Address (Street Only)

SC Contacts Fields

Information that was previously located on the SC Contacts page are now located on the Contact Management page and the Immunization page.