This step sheet explains how to add and maintain student contact information for Ohio State Reporting in PowerSchool. Core PowerSchool Contacts is now the only method used for the Ohio (FF) Student Contact Record and (FG) Student Contact Address Record.
Important reporting notes:
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The FF/FG report uses contact information from Core PowerSchool Contacts.
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Ohio reporting values are maintained on each student-contact relationship. Review and complete the applicable options for each student association: Reportable Relationship, Start Date, End Date, Has Custody, Is Legal Guardian, Lives With, School Pickup, Emergency Contact, Receives Mail, and Is Primary Contact.
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For addresses, Home is reported to the state as Physical.
Contact Selection for the Extract
PowerSchool can pull a contact for Ohio FF/FG reporting in one of two ways: by contact order or by the Is Primary Contact option. If Is Primary Contact is selected on the student-contact relationship, that contact can be pulled even when the contact is not listed first.
For a contact to be included in the extract, the contact must meet these requirements:
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The contact must be associated with the student in Core PowerSchool Contacts.
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The student-contact relationship must include the applicable Ohio reporting values: Reportable Relationship, Start Date, End Date, Has Custody, Is Legal Guardian, Lives With, School Pickup, Emergency Contact, Receives Mail, and, when needed, Is Primary Contact.
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The contact must either be first in the student's ordered contact list or have Is Primary Contact selected for the student-contact relationship.
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When the FG Student Contact Address Record is reported, the contact must have a reportable address.
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The reportable address should be first in the contact's ordered address list. For addresses, Home is reported to the state as Physical.
If no contact is marked as Is Primary Contact, review the contact order and move the reportable contact to the top of the student’s contact list.
To associate an existing contact with a student:
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From the Start Page, click Contacts.
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Search for the contact by last name and/or other identifying information to determine whether the contact already exists.
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Click Search.
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Review the search results for a match.
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Select the contact that matches the student's contact information.
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Click Add Students.
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Search for the student by student number or last name.
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Check the box next to the appropriate student.
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Select the appropriate relationship.
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Click Submit.
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From the Contact Details page, click the pencil icon in the Actions column for the student association.
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In the EMIS Reportable Options section, select the reportable relationship that indicates the contact's relationship to the student.
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Enter start and/or end dates, if applicable.
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Check any applicable contact options, such as Has Custody, Is Legal Guardian, Lives With, School Pickup, Emergency Contact, and Receives Mail.
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Enter comments, if needed.
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Click Submit.
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Review the contact's phone, email, and address information for accuracy.
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If needed, use the arrow buttons in the Order column to move the reportable contact and address to the top of the list.
To create a new contact and associate with a student or students:
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Before creating a new contact, search Contacts to confirm the contact does not already exist.
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From the Start Page, click New Contact Entry.
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Enter the contact's demographic information.
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Add phone number, email address, and address information as needed for reporting and communication.
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Click Add Students to associate the contact with one or more students.
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Search for the student or students and check the box next to each student to associate with the contact.
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Select the appropriate relationship.
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If the contact should be able to access the student's data, check Data Access.
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Click Submit.
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Click the pencil icon in the Actions column for each student association.
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In the EMIS Reportable Options section, select the reportable relationship that indicates the contact's relationship to the student.
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Enter start and/or end dates, if applicable.
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Check any applicable contact options, such as Has Custody, Is Legal Guardian, Lives With, School Pickup, Emergency Contact, and Receives Mail.
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For addresses, select the appropriate address type. Home is reported to the state as Physical.
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Use the arrow buttons in the Order column to place the reportable contact and reportable address first when needed.
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Click Submit to save the contact.