Student Contacts

This category captures any contacts linked to the student including their defined relationship and includes the following data views and resources:

Student Contact

This view captures the demographic record for each student contact as published in the Parent entity within the Parent interchange. It includes each student contact associated with a student in PowerSchool who was included for publishing in the preceding Student Demographic data. The layout includes School Name, Contact Name, Email, Last Published Date, and the Publishing ID.

Automatic Creation of Student Contact Records

The Ed-Fi process automatically creates contact records for students that do not already have at least one contact record defined within PowerSchool. This functionality is invoked each time a school or district uses the Ed-Fi dashboard to publish student contacts.

If a student does not already have at least one student contact and relationship, the Ed-Fi process leverages the existing mother and father fields defined in the Students table, parses the fields to create separate contact records for each, and populates the PowerSchool student contacts table with the new records. If the mother and father fields cannot be successfully parsed, no contact record is created. Instead, the district/school must manually create the needed contact records.

Only first and last names are parsed. The relationship is assumed to be mother if data is derived from the mother column, or father when derived from the father column. Once the new student contact records are created, the district/school can then update any field on the contact record to adjust the relationship or name information, or to add other related data as appropriate.

The mother/father field parsing routine uses the following business logic:

• A valid name may contain alphabetic characters, a comma, apostrophes, and hyphens. Any other characters or punctuation will cause the field to be unusable (skipped).
• If a comma is found, everything before the comma is assumed to be the last name (and possible generation suffix). Everything after the comma is considered the first name.
• If a comma is not found, then the field is not parsed.
• If the mother and father fields both contain the same information, the father field is bypassed in order to prevent the creation of two identical contact records.
• It is not an error if parsing fails on both the mother and father fields. This is only an indication that the software cannot automate the creation of contacts for a student, and the district/school must manually create the student contact record.

When a new Student Contact record is created, the following fields are populated:

• Contacts table: S_CONTACTS_S
  • Last Name
  • First Name
  • Gender
• Relationships table: S_CONTACT_RELATIONSHIP_C
  • Relationship
  • Primary Contact (flag is populated for mother if mother exists; if not, then father)

Parent

This entity represents a parent or guardian of a student, such as mother, father, or caretaker.

Primary PowerSchool Source Data

• [S_CONTACTS_S]

Selection Criteria

Records are published if the following criteria are met:

• The contact is associated with a student who qualifies for publishing (based on having a valid school enrollment in the year for the Term selected in the PowerSchool UI).
• Contact Unique ID must be populated.
• The contact must not be excluded from state reporting.
• Contact FirstName and LastName must be populated.

Entity Output

• A separate record is published for each parent or guardian associated with a student who qualifies for publishing.
• The Parent entity is not dependent on the prior publishing of other Ed-Fi entities.
• LEAs and Schools may upload (publish) data to the ODS in real time or on demand ("Run Now" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

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Student Associations

This view captures the associations of contacts to students as published in the StudentParentAssociation entity within the Parent interchange. The layout includes School Name, Student Contact Name, Email, Student Number, Student Name, and Last Publish Date.

StudentParentAssociation

This association relates students to their parents, guardians, or caretakers.

Primary PowerSchool Source Data

• [S_CONTACT_RELATIONSHIP_C]

Selection Criteria

Records are published if the following criteria are met:

• Both the Student and Student Contact were previously published in the Student and Parent entities.

Entity Output

• A separate StudentParentAssociation record is published for each unique Student/Student Contact combination included in the Student and Parent entities.
• The StudentParentAssociation entity is dependent on the prior publishing of the following entities: Student and Parent.
• LEAs and Schools may upload (publish) data to the ODS in real time or on demand ("Run Now" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

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Student Contact Unique ID Status

This view does not have a corresponding Ed-Fi entity, but captures the current status of Student Contact Unique IDs. Whenever student contact data are published to the state ODS, the Ed-Fi process checks for the presence of a Student Contact Unique ID, and automatically requests a new ID for any contact who is missing one.

For each student contact associated with a published student, the layout provides the School Name, Student Number, Student Contact Name, Student Contact ID, Status, Last Published Date, and the Publishing ID. The Student Contact Unique ID Status column displays one of the following: Unassigned, Still Requesting, or the Student Contact Unique ID for IDs that have been assigned.