Contact Page
Use this page to add or change information for a student's guardians and other contacts.
eSchoolPlus links addresses for contacts and students based on the contact that lives with the student. When you update the address for a student's contact and the contact's Living With box is checked, the student's address is automatically updated. Conversely, if you change a student's address, you can choose to also update the contact's address. When you update the contact's address, the address of any other student living with the contact is also updated.
If your district uses Enrollment Online to allow parents to enroll their children, the contact information from their applications may need to be edited to ensure that the proper contact types are assigned.
Review a student's contact's information
Select Registration from main menu, select Entry & Reports submenu, select Student Demographic, and then select Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
To view the detail display for a contact, click on the contact's name.
Add a new contact for a student
Select Registration from main menu, select Entry & Reports submenu, select Student Demographic, and then select Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
Click Add at the top right of the page.
On the Search Criteria panel of the Duplicate Contact Search page, enter the contact's Last Name and optionally, the First Name and Zip Code on the Duplicate Contact Search page. Click the Expand icon to display the Search Criteria panel's fields.
Click Load on the page's title bar. If any matches are found, they display on the Search Results panel.
If the contact displays on the Search Results panel, follow the steps below:
Click the name to open the Contact page for this contact.
Update the information as it relates to the selected student. You must specify the contact type.
Most changes are typically on the Student/Contact Relationship panel.
Click Save.
If no suitable existing contact was found in step 5, follow these steps:
Click Add at the top right of the page.
Enter the information for the new contact.
Click Save.
When you add a contact, the system assigns the next sequential Priority number for the new contact. On the Contact List page, verify the Priority order for the contacts.
Change a student's contact's priority order
Select Registration from main menu, select Entry & Reports submenu, select Student Demographic, and then select Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
Change the Priority field for the desired contact. Note that each contact must have a unique priority and there should be no gaps between the priority numbers.
Click Save.
Change contact information (other than address)
Select Registration from main menu, select Entry & Reports submenu, select Student Demographic, and then select Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
Click the contact's name to display their Contact page.
On the Contact page, update the information on the Name, General, Email and Login or Phone panels. Refer to the next procedure to update address information.
Click Save.
A warning dialog displays that all contact information other than the Student Contact Relationship apply to all students linked to this contact. Click Yes to continue.
To return to the Contact List page, click the List icon on the page banner.
Change contact address information
eSchoolPlus links addresses for contacts and students based on the contact living with the student. When you update the address for a student's contact and the contact's Living With box is checked, the student's address is automatically updated. Conversely, if you change a student's address, you can choose to also update the contact's address. When you update the contact's address, the address of any other student living with the contact can also be updated. If other students live with this contact, they display in the Other Student Relationships panel of this contact's Contact page with a Living With status of Yes.
Select Registration from main menu, select Entry & Reports submenu, select Student Demographic, and then select Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
Click the contact's name to display their Contact page.
On the Contact page, update the address information. If the contact is linked to other students, the contact's record for other students will also be updated.
If your district uses Geo Code, click the Additional options icon and select Search Plan Areas to display the Plan Area Search dialog. You can use the Geo Code to ensure that addresses are entered correctly or to assign a plan area to a contact.
Click the row of the appropriate plan area and click OK to select it.
If no plan area displays or if none match the contact address, click Cancel or No Plan Area.
Click Save.
A warning dialog displays that all contact information other than the Student Contact Relationship apply to all students linked to this contact. Click Yes to continue.
If you changed the address, the Update Other Addresses dialog displays. In the Update column, check all students whose address should also be updated, and click OK to update the selected students' addresses.
To return to the Contact List page, click the List icon on the page banner.
Delete a student's contact
Select Registration from main menu, select Entry & Reports submenu, select Student Demographic, and then select Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
On Contact List page, check the row of any contact you wish to delete in the delete column.
The contact's information now displays in strikethrough text.
Click Save to delete all rows selected for deletion.
Each contact must have a unique Priority field number. These values must be sequential starting with 1 and cannot have any gaps between numbers. When you change a contact's priority or delete a contact, you must verify that the priority for the other contacts is correct and renumber the sequence if needed.
Unlock HAC user accounts
Select the menu path: Registration > Entry & Reports > Student Demographic > Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
On the Contact List Page, click on the appropriate contact name link.
Click the Additional options icon on the Email and Login panel, and select Unlock User Account - HAC.
Impersonate a HAC user
This link displays only if you have the security resource to impersonate in Home Access Center. This feature lets you open Home Access Center as if you were the contact.
Select Registration from main menu, select Entry & Reports submenu, select Student Demographic, and then select Contacts.
If the Student Search page displays, search for the appropriate student, then click the student's name link.
On the Contact List Page, click on the appropriate contact name link.
Click the Additional options icon on the Email and Login panel, and click Impersonate - HAC.
Fields
Student Information Bar
The bar, which displays on all student pages just below the Home icon and Menu button, includes options to view the student's alerts, attachments, and notes and to email the student's teachers and guardians.
Name Panel
Field | Description |
|---|---|
Contact Type | Indicates the type of contact record. Select: C - Emergency Contact: to indicate that this is a contact for emergencies. The contact information also displays on the Emergency page. |
Title | The contact person's title to print on letters or reports. |
First Name | The contact's first name. Character/30 |
Middle Name | The contact's middle name. Character/30 |
Last Name | The contact's last name. Character/30 |
Generation | Generation code for the contact, for example, JR for Junior. |
General Panel
Field | Description |
|---|---|
Salutation | Salutation to print on letters for the contact. Character/30 |
Home Language | The language spoken in the contact's home. |
Language of Correspondence | Language to use for correspondence with this contact. For attendance, behavior, and medical letters, letters can be sent in the language of correspondence if the Use Language For Mailing box is checked for the contact and the building has set up letters to print in multiple languages. All information included in the letter that is selected from the merge file will print in English. If your district uses alternate languages in Home Access Center (HAC), the guardian's language of correspondence serves as the default language in HAC. If this field is left blank or the language selected is not designated as a HAC alternate language, the system uses either the default language specified in the Home Access Center District Configuration page's Guardians tab or if a default is not specified, the English translation provided by PowerSchool. If your district uses Enrollment Online, the language of correspondence is set as the default language for guardians who are updating their children's enrollment forms. However, if a translation for this language is not available in Enrollment Online, then English is used. Parents also have the option of contacting the district to have the language of correspondence changed, or they can use the Enrollment Online application's Update Profile page to select another language. |
Use Language For Mailings | Selected if the contact's language of correspondence should be used for mailings sent to the contact. If the box is unchecked, mailings will be sent in the default language defined for each mailing. If mailings are not defined for the language, letters will be sent in the default language. For example, if a building only sends letters in English and Spanish and the default language is English, contacts whose language is Korean will be sent in English. |
Employer Name | The contact's employer. Character/255 |
Education Level | Highest level of education completed by the contact. |
Email and Login Panel
The Primary Email Address and Additional Email Addresses only display if your district enables multiple email addresses for contacts. Otherwise, only the Email Address field displays.
Field | Description |
|---|---|
Primary Email Address | The contact person's email address. If you allow contacts to use Home Access Center, an email address is required to register. Combinations of the following characters are accepted in an address:
|
Additional Email Addresses | Enter any additional email addresses for the contact. |
Use Email For Mailing | Selected if mailings should be sent to the contact's email address. The status of this flag is included in the mail merge data for Attendance, Discipline, and Medical Letters. When you merge letters in Microsoft Word, you can use this flag to select letters that should be sent to email addresses rather than printed. |
Login ID | The contact's login ID for HAC access. The minimum length is 4 characters. Character/50 |
Global ID | If the district supports single-sign on for parents, indicates the unique ID for this person in the external identity provider. Note that if you change the Login ID for a contact, the contact's Global ID will also be cleared. If the Login ID is being corrected and the existing Global ID is still correct, copy the Global ID so you can paste it back into the Global ID field after you change the Login ID. |
Password | The contact's password for HAC access. Enter a password if you are enabling the account or changing the password. Your district's configuration determines the length and complexity requirements of passwords. Character/255 The display of the Password field depends on your security resources. If you have access to the field and the contact already has a password, you will see a message indicating that. Note that you cannot view the current password. If the contact does not remember their current password, you can enter a new password for them. |
Password Last Changed | The date and time the password was last changed. |
Last Login Date | If the guardian has a Home Access Center (HAC) account, this field displays the last date they logged in. If the guardian is locked out of HAC, a message will display indicating the date and time the account was locked. To manually unlock the guardian's account, click the Additional options icon on the title bar of this panel, and select Unlock User Account - HAC. If the lockout period has expired before you manually unlock the guardian's account, a message will display indicating the account lockout period has expired. The guardian can now log in. |
Change Password on Next Login | Selected if you want to require the guardian's Home Access Center password to be changed the next time the guardian logs into HAC. Your district can mass update this field if you want to force password changes each year. The display of this field depends on your security resources. |
Onboard Token Used Date | Indicates the last date that the contact's Onboard Token was used to login to Unified Classroom. |
Student/Contact Relationship Panel
Contact Relationship Section
Field | Description |
|---|---|
Relationship | Select the contact's relationship to the student. |
Living With | Selected if the student lives with the contact person. If you update the address for either the student or the contact with this checkbox selected, the updated address will reflect for the student and the contact. If you select the Living With checkbox for an existing student’s contact, the student’s address will overwrite the contact’s existing address with the student’s address. In Home Access Center, guardian contacts living with students can update telephone numbers and email addresses for themselves and students. Guardians who do not live with students can only update their own numbers and addresses. |
Legal Guardian | Selected if this contact is the student's legal guardian. |
Custodial Guardian | Selected if this contact is the student's custodial guardian. |
Access Section
Field | Description |
|---|---|
Notes | Additional notes, if needed. Character/255 |
HAC Access | Selected if the contact can use Home Access Center (HAC). An email address is required on the Email and Login panel for the contact to register for a HAC account. |
Update in Enrollment | Selected if the contact can submit an Enrollment update form to update demographic and contact information. |
Print Flags Section
Determines what reports or letters are sent to the contact. To select or unselect all print flags, click the Select box.
Phone Panel
Field | Description |
|---|---|
Phone Priority | Enter an integer value to assign a priority to this phone. Integer |
Phone Type | Indicates the type of phone number, such as cell phone, home phone, or work phone. |
Phone Number | The contact's phone number. Character/10
Do not enter 1 to indicate that 1 should be dialed first. |
Ext. | The phone number's extension, if applicable. Character/5 |
Listing Status | Indicates if the number is Listed or Unlisted. |
Addresses Panel
Mailing Addresses Section
The fields that display are based on whether your District Definition page has Simple Address Format checked and whether your Registration District Configuration page requires a street prefix/suffix.
For the mailing address, if there is a PO Box without a street address, enter the PO Box information in the Street field, for example, PO Box 1234. If the address does include a street name and number, enter the PO Box information in the apartment Complex field.
Field | Description |
|---|---|
Apt | The apartment number. Character/10 |
Complex | The apartment or housing complex name. Character/255 |
House Number (unlabeled) | The house number. Character/10 |
Street Prefix (unlabeled) | The street's prefix, such as East or West. Only displays if your district uses complex address formats and requires a street prefix/suffix. |
Street (unlabeled) | If your district uses complex address formats, the street name excluding the prefix or suffix. Character/50 If your district uses simple address formats, the full street name, including any prefix, suffix, and street type, for example, West Broad Street. Character/255 |
Street Type (unlabeled) | The type of street, such as ST, DR, or AVE. Only displays if your district uses the complex address format. |
Street Suffix (unlabeled) | The street suffix, such as Northeast or Southwest. Only displays if your district uses the complex address format and requires a street prefix/suffix. |
City (unlabeled) | The contact's city. Character/255 |
State (unlabeled) | The contact's state. |
Zip Code (unlabeled) | The contact's five or nine-digit zip code. Character/9
|
Development | Name of the development associated with the address. Character/255 |
Delivery Point | The two digits used for the address's delivery point. Typically, this is the last two digits of the value entered in the House Number field. You only need to enter a delivery point if your district prints a delivery point barcode on mailings. Character/2 |
Transportation Section
Field | Description |
|---|---|
Transport to school | Selected if the student is transported to school from this address. |
Transport from school | Selected if the student is transported from school to this address. |
Geo Code Information Section
This section only displays if your district uses Geo Code.
Field | Description |
|---|---|
Plan Area Number | The Plan Area Number of the student's address. This field is display only. |
Home Building Type | Displays the Building of Residence Type for the selected Plan Area, for example, Secondary Language Building or Primary Building of Residence. |
Other Student Relationships
This is a display-only panel that identifies all students for whom this contact is listed as a contact. For each student, the panel displays the type of contact, the student's building, and the relationship to the student. Also noted is if the contact is a legal guardian or custodial guardian, if the contact has HAC access for the student, and if the student lives with this contact.