Contact Log

The Contact Log is auto created when the user creates the Notice of Conference (NOC). The user is able to see the linked Contact Log and NOC document on the student’s documents tab. The user must click on the linked Contact Log that appears under the NOC to create the actual document. If the Contact Log is not created by clicking the link, the user cannot finalize the associated NOC document.

Completing the Contact Log

When the user opens the Contact Log document the following fields are pre-populated and are not editable. All values are pulled from the Student Information profile.

• Student Name

• Student ID

• Date of Birth

• Age (calculated using the Meeting Date value)

• Grade

• School/Site

STEP 1 — Select the Meeting Date

1. In the Meeting Date field, use the date picker to enter the scheduled meeting date.

2. This date drives validation for both First and Second Contact dates fields.

Validation Rules:

• Contact dates cannot be later than the meeting date.

• Second Contact date must be on or after the First Contact date. SEUARHELP-Section and Fields in…

STEP 2 — Complete First Contact (Required)

The Contact Log cannot be finalized unless all required First Contact fields are completed.

2.1 Enter First Contact Date

• Enter the date on which the first attempt was made to contact the parent/guardian.

• Once this date is entered, the Verbal and Written options become enabled.

Validation Rule: The date cannot be greater than the Meeting Date.

2.2 Select Mode of First Contact

The user must select one mode: Verbal or Written

Validation Rules:

• Verbal and Written cannot both be selected.

• One mode is mandatory once a First Contact date is entered.

STEP 3 — First Contact is Verbal

3.1 Select Mode of Presentation

Select one method: Phone or Personally Presented.

3.2 Record Parent/Guardian Response

Choose one of the following outcomes:

1. Will attend the meeting in person

   • Select one sub-option:

     • Agree to less than 14 days’ notice

     • Request more than 14 days’ notice

2. Request alternate means of participation

   • Select one sub-option:

     • Agree to less than 14 days’ notice

     • Request more than 14 days’ notice

3. Cannot attend, please reschedule

   • Select a Date and Time.

   • Selecting this option disables Second Contact.

   • The current NOC must be finalized, and a new NOC must be created with the updated date/time.

4. Do not wish to attend

   • Follow up with a written notice and proceed with the meeting.

STEP 4 — First Contact is Written

4.1 Select Mode(s) of Written Communication

Choose at least one or more of the options.

Validation Rules:

• At least one method must be selected.

• If Other is selected, the user must enter additional details in the provided text box.

4.2 Record Parent/Guardian Response (Select ONE)

Choose one:

1. Will attend the meeting in person

2. Request alternate means of participation

3. Cannot attend, please reschedule

   • Requires a suggested Date and Time

4. No response after seven days

5. Do not wish to attend

If “Cannot attend, please reschedule” is selected:

• The Second Contact is disabled as it is not applicable.

• The user shall finalize the NOC and proceed with creating a new NOC document which will then also create a linked Contact Log.

STEP 5 — Complete Second Contact (Conditional)

The Second Contact section becomes editable only after First Contact is fully completed.

5.1 Enter Second Contact Date

• Enter the date of the second contact attempt.

Validation Rules:

• Date must be on or after the First Contact date

• Date must be on or after the Meeting Date

• Date cannot be later than the Meeting Date.

5.2 Select Mode of Second Contact

Select one mode: Verbal or Written

Validation Rule: The user must then complete the corresponding workflow.

STEP 6 — Second Contact is Verbal

6.1 Select Mode of Presentation

Choose only one of the methods.

Validation Rule: Only one option may be selected.

6.2 Record Parent/Guardian Response (Select ONE)

Options include:

• Will attend the meeting in person

• Request alternate means of participation

• Cannot attend, please reschedule (requires Date/Time and third notice)

• No response, and the parent was not present for the meeting

• Do not wish to attend

STEP 7 — Second Contact is Written

7.1 Select Mode(s) of Written Communication

Same options and rules as First Contact Written mode:

• At least one method is required

• “Other” requires text to be entered.

7.2 Record Parent/Guardian Response (Select ONE)

See 6.2 above for details.

STEP 8 — Save and System Behavior

When the Contact Log is saved:

• If rescheduling is selected, the current NOC must be finalized, and a new NOC must be created.

• Second Contact remains locked if rescheduling occurs during First Contact.

Once the Contact Log has been completed, it is imperative that the document be finalized so that the document cannot be modified and it completes the process.