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Student Contacts

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

Student Contacts

This view captures a detailed list of Student Contact data successfully published to the NDE in the parent resource within the Student Contacts category. It includes each contact associated with a student in PowerSchool who was included for publishing in the student resource. The layout includes School Name, Student Contact Name, Unique Person ID, Last Publish Date, and the Publishing ID.

Each contact must first have an assigned Unique Person Identifier (Unique ID) in order for the contact record to be published. At this time, a Unique ID is automatically assigned to each contact. In turn, the publishing of the related studentParentAssociation resource is dependent on the successful publishing of the contact record; as needed, use the Publishing Errors data view to identify and resolve any issues.

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 resource 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).
  • The contactUnique ID must be populated.
  • The contact must not be excluded from state reporting.
  • Contact FirstName and LastName must be populated.

Resource Output

  • A separate record is published for each parent or guardian associated with a student who qualifies for publishing.
  • The parent resource is not dependent on the prior publishing of other Ed-Fi resources.
  • 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.

Data Element

Description

Data Type

Stored in [Table]Field

Req'd

parentUniqueId

A unique alphanumeric code assigned to a parent.

Integer

[CST_PubUniqueIdParent]UniqueId

Derived from:

[S_Contacts_S]ID

R

personalTitlePrefix

A prefix used to denote the title, degree, position, or seniority of the person.

String

[S_Contacts_S]Prefix

O

firstName

A name given to an individual at birth, baptism, during another naming ceremony, or through legal change.

String

[S_Contacts_S]First_Name

R

middleName

A secondary name given to an individual at birth, baptism, or during another naming ceremony.

String

[S_Contacts_S]Middle_Name

O

lastSurname

The name borne in common by members of a family.

String

[S_Contacts_S]Last_Name

R

generationCodeSuffix

An appendage, if any, used to denote an individual's generation in his family, for example, Jr., Sr., III.

String

[S_Contacts_S]Suffix

O

sexType

A person's gender: Female or Male.

String

[S_Contacts_S]Gender

Default: 'Female'

R

addresses (1 –many)

R

/addressType

The type of address listed for an individual or organization, for example, Physical Address, Mailing Address, Home Address.

String

'Physical' or 'Mailing' based on source fields

R

/streetNumberName

The street number and street name or post office box number of an address.

String

[S_Contacts_S]Home_Address_1

[S_Contacts_S]Mailing_Address_1

R

/apartmentRoomSuiteNumber

The apartment, room, or suite number of an address.String

[S_Contacts_S]Home_Address_2

[S_Contacts_S]Mailing_Address_2

O

/buildingSiteNumber

The number of the building on the site, if more than one building shares the same address.String

[S_Contacts_S]Home_Address_3

[S_Contacts_S]Mailing_Address_3

O

/city

The name of the city in which an address is located.

String

[S_Contacts_S]Home_City

[S_Contacts_S]Mailing_City

R

/stateAbbreviationType

The abbreviation for the state (within the United States) or outlying area in which an address is located.

String

[S_Contacts_S]Home_State

[S_Contacts_S]Mailing_State

R

/postalCode

The five- or nine-digit zip code portion of an address.

String

[S_Contacts_S]Home_Postal_Code

[S_Contacts_S]Mailing_Postal_Code

R

/nameOfCounty

The name of the county, parish, borough, or comparable unit (within a state) in which an address is located.

String

[S_Contacts_S]Home_County

[S_Contacts_S]Mailing_County

O

electronicMail (1-many)

R

/electronicMailAddressType

The type of email listed for an individual or organization, for example, Home/Personal, Work.

String

'Home/Personal' or 'Work' based on the source field

R

/electronicMailAddress

The electronic mail (e-mail) address listed for an individual or organization.

String

[S_Contacts_S]Personal_Email

[S_Contacts_S]Work_Email

R

telephone (1-many)

At least one phone number is required (Home, Work, or Cell).

R

/telephoneNumberType

The type of communication number listed for an individual.

String

'Home', 'Work', or 'Mobile' based on the source field

R

/telephoneNumber

The 10-digit telephone number, including the area code, for the person.

Note: Only the first 24 characters are published.

String

[S_Contacts_S]Home_Phone

[S_Contacts_S]Work_Phone

[S_Contacts_S]Cell_Phone

R

Student Associations

This view provides a detailed list of students' contacts and their relationship to the student successfully published to the NDE. Records are published if both the student and the contact have been published in the preceding Student Demographic and Student Contact categories. A separate Student Contact Association record is published for each unique Student/Contact combination.

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 resources.
  • The student must have an active school enrollment.

Resource Output

  • A separate studentParentAssociation record is published for each unique student/student contact combination included in the student and parent resources.
  • The studentParentAssociation resource is dependent on the prior publishing of the following resources: 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.

Data Element

Description

Data Type

Stored in [Table]Field

Req'd

parentReference

A reference to the associated parent resource.

R

/parentUniqueId

The parent associated with the student.

String

[CST_PubUniqueIdParent]UniqueID

Derived from:

[S_Contacts_S]ID

R

studentReference

A reference to the associated student resource.

R

/studentUniqueID

The student associated with parent.

String

StudentUniqueID downloaded from State

Derived from:

[S_Contact_Relationship_C]Students_DCID

R

relationType

The nature of an individual's relationship with a student, for example, Father, Mother, Step-Father, Step-Mother, Foster Father, Foster Mother, Guardian, etc.

String

[S_Contact_Relationship_C]Relationship

R

primaryContactStatusAn indicator of whether the person is a primary parental contact for the student.Boolean[S_Contact_Relationship_C]Primary_ContactO
livesWithAn indicator of whether the student lives with the associated parent.Boolean[S_Contact_Relationship_C]Lives_WithR
emergencyContactStatusAn indicator of whether the person is a designated emergency contact for the student.Boolean[S_Contact_Relationship_C]Emergency_ContactR
contactPriorityThe numeric order of the preferred sequence or priority of contact.Number[S_Contact_Relationship_C]Contact_OrderO
contactRestrictionsRestrictions for student contact with the individual (e.g., the student may not be picked up by the individual).String[S_Contact_Relationship_C]NotesO
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