(FF, FG) Student Contact Record

Contents

Introduction

The report will export a report which contains either the (FF) Student Contact Record and/or the (FG) Student Contact Address Record for OH EMIS reporting. Field values are extracted from Start Page > Student Selection > Ohio State Information - Contacts> Edit Contact, unless otherwise noted.

Selection Criteria

Selection criteria determine which database records are used in the report. For the Student Contact (FF), student contact records are selected and if the Student Contact Address record was also selected corresponding contact address records will also be selected based on the parameters selected.

School Selection

The report selects which school records to use based on the following criteria:

The school must be associated with a student included in the report.

Student Selection

The report selects which student contact records to use based on the following criteria:

The student must be enrolled during the enrollment period selected for the report: Student (S) reporting [In the future, E-Transcript (E) and Student Record Exchange (X)].
The student is not excluded from state reporting (State/Province-OH>Home Tab> State_ExcludeEnrollment).
The student must have at least one associated contact record.

Report Input

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

The report input is done in Incident Management with the codes and subcodes used in IM.

Field		Description
Record Type*		Choose the record type(s) to include in the report.
Schools for which to run?*		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. Select schools to include in the report 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.
Report Start Date*		Enter the start date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY
Report End Date*		Enter the end date for scanning school enrollments. Format: [M]M/[D]D/[YY]YY
Current Selection 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.
Reporting Period*		Select the reporting period for which you are creating the extract.
Fiscal Year*		Enter the fiscal year for the report.
Contact to Include*		Select all student contacts or just one student contact. If one student contact is to be included the contact will have the lowest contact sequence number (1 being the lowest).
Contact Address to Include*		Select the addressee type(s) to include in the report.
Scheduling
Run Now		Select this option to execute the report in the order it is received in the report queue.
Schedule (available Version 7.1.1.)		Enter the start date and start time for the report. Select Run Once and Submit to run the report at the specified date and time. Select Repeat to set future dates (Daily, Weekly, Monthly, Yearly) and Submit.

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Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Note: For documentation of XML report output from the state department of education, refer to http://www.ode.state.oh.us.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length	Begin/ End Position
FF
N/A	Filler	Filler	N/A	Numeric	8	1–8
FF010	Sort Type	The sort type equals FF for the Student Contact Record Report.	N/A	Alpha-numeric	2	9–10
N/A	Filler	Filler	N/A	Alpha-numeric	1	11
FF020	Fiscal Year	The fiscal year defaults to the current school year.	N/A	Alpha-numeric	4	12–15
FF030	Reporting Period	This is the reporting period selected on the Ohio Student Contacts Report page, Start Page > Reports > Reports (State Reports) > (FF) Student Contact Record.	N/A	Alpha-numeric	1	16
FF040	LEA IRN	This field contains the district number. This field value is extracted from the Edit District page, Start Page > District Setup > District Information.	[Prefs]DistrictNumber CST_SUBDISTRICTS.Subdistrict_number	Alpha-numeric	6	17–22
FF050	EMIS Student ID Number	This field contains the EMIS student ID number assigned by the district to this student. This field value is extracted from the Student Number field on the General Demographics page, Start Page > Student Selection > General Demographics and prepended with the EMIS Prefix ID, if entered, else zeroes are added to create a 9-digit number.	[Students]Student_Number	Alpha-numeric	9	23–31
FF060	Contact Sequence Order Number	This field contains the call sequence number for the contact.	[S_OH_CONTACT_RELATIONSHIP_S]Contact_Sequence
FF070	Contact Relationship Code	This field contains the value defining the student/contact relationship.	[S_OH_CONTACT_RELATIONSHIP_S]Relationship_Code	Numeric	8	32–39
FF080	Legal Guardianship Flag	This field contains the value defining the student contact relationship regarding legal guardianship.	[S_OH_CONTACT_RELATIONSHIP_S]Legal_Guardianship	Alpha-numeric	1	40
FF090	Custodial Flag	This field contains the value defining the student/ contact relationship regarding custody.	[S_OH_CONTACT_RELATIONSHIP_S]Custodial_Flag	Alpha-numeric	1	41
FF100	Prefix Name	This field contains the contact’s name prefix.	[S_OH_CONTACTS_S]Prefix_Name	Alpha-numeric	23	42–64
FF110	First Name	This field contains the contact’s first name.	[S_OH_CONTACTS_S]First_Name	Alpha-numeric	3	65–67
FF120	Middle Name	This field contains the contact’s middle name.	[S_OH_CONTACTS_S]Middle_Name	Alpha-numeric	18	68–85
FF130	Last Name	This field contains the contact’s last name.	[S_OH_CONTACTS_S]Last_Name	Alpha-numeric	30	86–115
FF140	Suffix Name	This field contains the contact’s name suffix.	[S_OH_CONTACTS_S]Suffix_Name	Alpha-numeric	30	116–145
FF150	Telephone Number	This field contains the contact’s telephone number.	[S_OH_CONTACTS_S]Phone_Cell [S_OH_CONTACTS_S]Phone_Home [S_OH_CONTACTS_S]Phone_Other [S_OH_CONTACTS_S]Phone_Work	Alpha-numeric	30	146–175
FF160	Telephone Extension	This field contains the contact’s telephone number extension.	[S_OH_CONTACTS_S]Phone_Cell_Ext [S_OH_CONTACTS_S]Phone_Home_Ext [S_OH_CONTACTS_S]Phone_Other_Ext [S_OH_CONTACTS_S]Phone_Work_Ext	Alpha-numeric	30	176–205
FF170	Email Address	This field contains the contact’s email address.	[S_OH_CONTACTS_S]Email_Home [S_OH_CONTACTS_S]Email_Other [S_OH_CONTACTS_S]Email_Personal [S_OH_CONTACTS_S]Email_Work	Alpha-numeric	33	206–238
FF180	Type of Email Address	This field contains the email address type.	[S_OH_CONTACTS_S]Email_Home [S_OH_CONTACTS_S]Email_Other [S_OH_CONTACTS_S]Email_Personal [S_OH_CONTACTS_S]Email_Work	Alpha-numeric	3	239–241
FF190	Type of Telephone Number	This field contains the telephone number type..	[S_OH_CONTACTS_S]Phone_Cell [S_OH_CONTACTS_S]Phone_Home [S_OH_CONTACTS_S]Phone_Other [S_OH_CONTACTS_S]Phone_Work	Alpha-numeric	1	242
FG
N/A	Filler	Filler	N/A	Numeric	8	1–8
FG010	Sort Type	The sort type equals FF for the Student Contact Record Report.	N/A	Alpha-numeric	2	9–10
N/A	Filler	Filler	N/A	Alpha-numeric	1	11
FG020	Fiscal Year	The fiscal year defaults to the current school year.	N/A	Alpha-numeric	4	12–15
FG030	Reporting Period	This is the reporting period selected on the Ohio Student Contacts Report page, Start Page > Reports > Reports (State Reports) > (FF) Student Contact Record.	N/A	Alpha-numeric	1	16
FG040	LEA IRN	This field contains the district number. This field value is extracted from the Edit District page, Start Page > District Setup > District Information.	[Prefs]DistrictNumber CST_SUBDISTRICTS.Subdistrict_number	Alpha-numeric	6	17–22
FG050	EMIS Student ID Number	This field contains the EMIS student ID number assigned by the district to this student. This field value is extracted from the Student Number field on the General Demographics page, Start Page > Student Selection > General Demographics and prepended with the EMIS Prefix ID, if entered, else zeroes are added to create a 9-digit number.	[Students]Student_Number	Alpha-numeric	9	23–31
FG060	Contact Sequence Order Number	This field contains the call sequence number for the contact.	[S_OH_CONTACT_RELATIONSHIP_S]Contact_Sequence	Numeric	2	32-33
FG070	Address Type	This field contains the value defining the student/contact relationship.	[S_OH_CONTACTS_RELATIONSHIP_S] Mailing/Other/Physical_Address_Line_1/Address_Line_2	Alpha-numeric	4	34-37
FG080	Address Line 1	This field contains the contact’s address line 1. This field value is extracted	[S_OH_CONTACT_RELATIONSHIP_S] Mailing/Other/Physical_Address_Line 1	Alpha-numeric	60	38-97
FG090	Address Line 2	This field contains the contact’s address line 2.	[S_OH_CONTACT_RELATIONSHIP_S] Mailing/Other/Physical_Address_Line 2	Alpha-numeric	60	98-157
FG100	City	This field contains the contact’s address city.	[S_OH_CONTACTS_S]Mailing_City [S_OH_CONTACTS_S]Other_City [S_OH_CONTACTS_S]Physical_City	Alpha-numeric	30	158-187
FG110	County Code	This field contains the contact’s address county code.	[S_OH_CONTACTS_S]Mailing_County_Code [S_OH_CONTACTS_S]Other_County_Code [S_OH_CONTACTS_S]Physical_County_Code	Alpha-numeric	2	188-189
FG120	State Province Code	This field contains the contact’s address state code.	[S_OH_CONTACTS_S]Mailing_StateProvince_Code [S_OH_CONTACTS_S]Other_StateProvince_Code [S_OH_CONTACTS_S]Physical_StateProvince_Code	Alpha-numeric	2	190-191
FG130	Postal Code	This field contains the contact’s address zip code.	[S_OH_CONTACTS_S]Mailing_Postal_Code [S_OH_CONTACTS_S]Other_Postal_Code [S_OH_CONTACTS_S]Physical_Postal_Code	Alpha-numeric	11	192-202
FG140	Country Code	This field contains the contact’s address country code.	[S_OH_CONTACTS_S]Mailing_Country_Code [S_OH_CONTACTS_S]Other_Country_Code [S_OH_CONTACTS_S]Physical_Country_Code	Alpha-numeric	2	203-204
FG150	Effective Start Date	This field contains the contact’s address effective start date.	[S_OH_CONTACTS_RELATIONSHIP_S] Mailing/Other/Physical_Address_Line_1/ Address_Line_2_Start Date	Numeric	8	205-212

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