Add contact details

Use the Student Contact window to enter the details of a student's contacts. Select preferred methods of contact and the type of information which can be forwarded to contacts.

The Student Contact window is displayed when working in the Pupil Manager module and can be accessed when:

• Adding a new student record.
• Adding contact details to an existing student record.
• Editing a student contact.
• Linking student contact records.

To add contact details, follow the steps below:

1. Once you have accessed the Student Contact window, select the Contact Details tab:

   

2. Check the AutoComplete box in the top right of the window for fields to capitalise automatically as you complete them. Uncheck the >AutoComplete box to override automatic capitalisation.

3. Complete the Core Contact Information section:

   Field	Explanation
   Contact Type	Select the Contact Type which best describes the student contact. Only select joint contacts for contacts who reside at the same address. Click the add icon to add a new contact type, if required. Additional contacts can be set up once a student record has been created. Your selection in Contact Type may change where the Address Details are displayed in the window (for 1st person only contacts address details are added in this tab and for contacts with a 2nd person an Address Details tab is displayed).
   Academic Reports	This checkbox is not in use.
   Contact Only	Check the box if the student contact is to receive no correspondence. Use this to list a student contact for information only. Contacts marked as Contact Only are identified by the red envelope icon in contact records.
   Private Contact	Check the box if the student contact is not be linked automatically to the student's siblings. An additional tab (Linked Pupils) is displayed once you save this contact. Use the Linked Pupils tab to link selected students to this contact, if required. Private Contacts are useful for blended families where the student contact is only linked to selected siblings or other students. Contacts marked as a Private Contact are identified by the lock icon in contact records.
   Mail Options	Check the boxes to select the type of correspondence that the student contact receives: All Merges (ALL). To receive all correspondence. This is not being used. Billing (BIL). To receive student invoices. This is not being used. Correspondence (COR). To receive all general school correspondence, such as weekly newsletters. Reports (RPT). To receive the student's academic reports. Mail options are identified by the abbreviations shown above in the Merge column of contact records.
   Contact can be shared with other Parents	Check the box if the student contact is happy for their details to be shared with other parents. It is sometimes useful for student contacts to be shared among form groups so that parents can contact each other. List Shared Contacts in a SSRS report, if required. Contact the Help Desk if you need help writing an SSRS report.

4. Select a Contact Location from the drop-down list and check the Student Home box if this is the same as the student's home address.
   • Student Home must be checked if you want use the Send to Home selection when writing to student contacts.
   • Use the Future Address checkbox to set the address as a future address and add a Move-in Date if required.
5. Complete the 1st Person Contact and 2nd Person Contact sections, as required. The 2nd Person Contact section is only displayed for selected joint Contact Types.
   • Enter male contact details in the 1st Person Contact section when adding joint contacts. This ensures that the Family tab operates as expected in a student record.
   • Use the Parental Responsibility drop-down to override the default setting of parental responsibility over the student, as required. Defaults are set in Control Panel > Global List of 'ContactType'. The selection made here is pulled into the ISC Census.
   • Check the Deceased box if a contact has died. All contact and address details for contacts marked deceased are removed. The contact is listed as deceased in student records.
   • Check the HM Forces box if a contact is a member of the Royal Navy, British Army or Royal Air Force. The selection made here is pulled into the ISC Census.
   • Check the PTFA box to indicate that the contact is a member of the 'Parent, Teachers and Friends Association'. List contacts marked PTFA in a SSRS report, if required. Contact the Help Desk if you need help writing a SSRS report.
6. Complete the Contact Address section (this section is only displayed in the Contact Details tab when a 2nd Person Contact is not listed). You cannot add multiple addresses here. Either:
   • Enter the contact's address details manually.
     or
   • Enter a postcode in the appropriate field and select the Find Address button. Select the correct address, this saves time.
7. Enter Contact Telephone Information. Also use this section to enter a fax number and second email address, if required.
8. Enter Contact Salutations for written correspondence, as required. Salutations are configured in the Management Options tab.
9. Enter Emergency Contact Information for the student. Use the text box to enter the emergency contact's name, telephone number and address.
10. Either:
    • Select the Address Details tab. This tab is only available if a 2nd Person Contact is listed for the student.
      or
    • Select the Custom Groups tab to add student contacts to Custom Contact Groups. Custom Contact Groups are used to group together student contacts and can be selected for mail merges.
      or
    • Click Save Contact. The new contact is listed in the student record.
11. Either:
    • Complete the Linked Pupils tab to link other students to your new student contact. or
    • Finish adding the record, if you are adding a student. See Stage 5: Finish Adding a Pupil for more information.
      or
    • Return to the Contacts tab if you are amending a student record.

If you are adding a new student, additional contacts can be set up once a student record has been created.