Student Contacts

Contents

Report Description

The Student Contacts report was developed in 2022 to collect parent information for provision to the Connecticut State Department of Education (CSDE) external CT-SEDS IEP and 504 applications.

This report can be run at the school or district level.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Student Selection

The report selects records from the [Students] table based on the following criteria:

The student must not be excluded from state reporting.
The student must have an active school enrollment record for the current school year.
The school in which the student is enrolled must not be excluded from state reporting.

Contact Selection

The report selects records from the [Person] table based on the following criteria:

The contact must be mapped to a valid parent type code
The contact must have custody of the student
The contact must have a relationship type
- If using custom field mapping and any contact field is used, the contact must have a relationship type

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Select Schools	If run at the district level, choose one of the following: Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. All Schools – Run the report for the entire district. If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.
Select Students	Indicate which students to include in the report by selecting one of the following options: The selected [number] students only – Run the report for students in the current selection. All students – Run the report for all students in the current school or district that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running report.
Include “Can receive Parent Portal notifications”	Boolean field. Default selected. Indicates whether to Include this field in the output file.

Report Output

Each of the fields displayed in the output of the report are described below. For more information about the report output from the state Department of Education.

See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	Parent Name	This is the parent or guardian's name. This could be anyone associated with the student, not providing "core" IEP services.	[Person]FirstName [Person]LastName	Alpha-numeric	128
2	Parent Type	This is the type of guardianship, or relationship to the student, e.g., mother, father, foster parent. This must be a code for the type, found in the Parent Type Codes list (See Parent Type Codes).	[StudentContactAssoc]CurrRelTypeCodeSetID	Alpha-numeric	5
3	Student Code	This is the student code (SASID) that is assigned to a student enrolled in school. This code needs to be consistent at all times. If this student unique identifier (student ID) changes, the system will not recognize the student as already existing.	[Students]State_StudentNumber	Numeric	10
4	Email	This is the contact email address for contacting the parent. The latest email entered is selected for reporting.	[EmailAddress]EmailAddress	Alpha-numeric	64
5	Address	This is the parent's address. Format this how you would like it to appear on documents. Address Line1 will be shown in first line and then the Address Line2 in second line.	[PersonAddress]Street [PersonAddress]LineTwo	Alpha-numeric	64
6	City	This is the city in which the parent resides.	[PersonAddress]City	Alpha-numeric	64
7	State	This is the state in which the parent resides.	[PersonAddress]StateCodeSetID	Alpha-numeric	2
8	ZIP Code	This is the zip code of the location where the parent resides.	[PersonAddress]PostalCode	Alpha-numeric	10
9	Home Phone	This is the primary contact phone number where the parent contact can be reached. ***This number or the Cell Phone number will serve to access the Parent Portal. Home Phone will be returned based on “Type = Home”. If there is only 1 phone number of Type=Home and “Preferred” flag checked, then that is returned. If there are multiple phones with “Type=Home” and all of them has “Preferred” flag checked, the most recently entered Home phone number is returned. If there are multiple phones with “Type=Home” and none of them has Preferred flag Checked, then the most recently entered Home phone number is returned. If there are multiple phones with Type=Home” and few are preferred and few are not, then the latest Preferred Home Phone number is returned.	[PersonPhoneNumberAssoc]PhoneNumberAsEntered	Alpha-numeric	32
10	Work Phone	This is the contact work phone number where the parent contact can be reached.	[PersonPhoneNumberAssoc]PhoneNumberAsEntered	Alpha-numeric	32
11	Mobile/Cell Phone	This is the contact cell phone number where the parent can be reached. ***This number or the Home Phone number will serve to access the Parent Portal. Mobile/Cell Phone will be returned based on “Type = Mobile" or "Type = Cell". If there is only 1 phone number of Type=Mobile or Cell and “Preferred” flag checked, then that is returned. If there are multiple phones with “Type=Mobile or Cell ” and all of them has “Preferred” flag checked, the most recently entered Mobile/Cell phone number is returned. If there are multiple phones with “Type=Mobile or Cell” and none of them has Preferred flag Checked, then the most recently entered Mobile/Cell phone number is returned. If there are multiple phones with Type=Mobile or Cell” and few are preferred and few are not, then the latest Preferred Mobile/Cell Phone number is returned.	[PersonPhoneNumberAssoc]PhoneNumberAsEntered	Alpha-numeric	32
12	Language	Not currently collected. Note: The parent's native language, as a valid code in the Languages list. This is the PSIS Language List.	N/A Note: Not currently collected	Alpha-numeric	2
13	Student Lives Here	If the “Lives With” flag is checked for a particular student’s contact, then Y is returned. Note: If this column is included in a Parent import file, the import will set it in the parent’s record. When this column is included and has a ‘Y’ in the field will be marked as true in the parent record. If this column is included and is empty or has anything besides ‘Y’ or '1', the import assumes 'no', and the field will be marked as false in the parent record.	[StudentContactDetail]LivesWithFlag	Alpha-numeric	1
14	Can Receive Parent Portal Notifications	Not currently collected. Note: If this column is included in a Parent import file, the import will set it in the parent’s record. When this column is included and has a ‘Y’ or a '1', the field will be marked as true in the parent record. If this column is included and is empty or has anything besides ‘Y’ or '1', the import assumes 'no', and the field will be marked as false in the parent record.	N/A Note: Not currently collected	Alpha-numeric	1