Section and Fields in the Contact Log form | PowerSchool Special Programs

First Contact

Only once a date is entered in this field will the options under Verbal and Written workflows become enabled. The date cannot be greater than the meeting date.

To finalize the document, you must select the mandatory fields for the ‘First Contact’ workflow.

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
First Contact Date	The date on which first contact was attempted with the Parent or Guardian of the student.	Yes.	Yes.	N.A.	N.A.	Use the date picker to set the date. Captured through the {FirstContactDate} field.
Mode of First Contact	Select the mode of first contact - Verbal or Written.	Yes.	Yes.	N.A.	N.A.	For ‘Verbal’, it is captured through the {FirstContactOptionCB+} field. For ‘Written’, it is captured through the {FirstContactOptionCB-} field.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

First Contact Date

The date on which first contact was attempted with the Parent or Guardian of the student.

Yes.

N.A.

Use the date picker to set the date.

Captured through the {FirstContactDate} field.

Mode of First Contact

Select the mode of first contact - Verbal or Written.

Yes.

N.A.

For ‘Verbal’, it is captured through the {FirstContactOptionCB+} field.

For ‘Written’, it is captured through the {FirstContactOptionCB-} field.

Validation Checks for the above fields:

The date cannot be greater than the meeting date.
If you have entered a date for this field, you must select either of the ‘first contact modes’.
- Both Verbal and written cannot be selected together.
Subsequently, you must select the applicable options either under Verbal or Written.

Verbal Contact

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Mode of Presentation	Choose between Phone or Personally Presented.	Yes.	Yes.	N.A.	N.A.	Based on either of the two checkboxes selected: Captured through the {PhoneVer1} field. Captured through the {PersPresntVer1} field.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Mode of Presentation

Choose between Phone or Personally Presented.

Yes.

N.A.

Based on either of the two checkboxes selected:

Captured through the {PhoneVer1} field.
Captured through the {PersPresntVer1} field.

Validation Checks for the above fields:

You can select only one of the two options.
However, neither can be selected if the ‘Verbal’ option was not selected.

Parent/Guardian Response

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Will attend meeting in person (proceed with meeting)	If you select this option, you must then choose between the following two sub-options. Agree to less than 14 days’ notice Request more than 14 days’ notice	Yes. Sub-fields are Editable.	Yes, but Conditional. Sub-fields are Mandatory.	N.A.	N.A.	Captured through the {MeetInPersonVer1} field. Sub-options are captured using the {MeetInPers:A+} and {MeetInPers:A-} fields, respectively.
Request alternate means of participation (follow up with written notice and proceed with meeting)	If you select this option, you must then choose between the following two sub-options. Agree to less than 14 days’ notice Request more than 14 days’ notice	Yes. Sub-fields are Editable.	Yes, but Conditional. Sub-fields are Mandatory.	N.A.	N.A.	Captured through the {ReqAltPartVer1} field. Sub-options are captured using the {AltPart:A+} and {AltPart:A-} fields, respectively.
Cannot attend, please reschedule (follow up with a written notice for a different date/time and proceed with the meeting)	If the Parent selects this option, you must proceed with a follow-up (2nd Contact) to suggest a new Date and Time for the meeting.	Yes. Sub-fields are Editable.	Yes, but Conditional. Sub-fields are Mandatory.	N.A.	N.A.	The selection of this option is captured through the {RescheduleVer1} field. The ‘Date’ and ‘Time’ values are captured through the {ResDateTimeVer1}{ResDateTimeVer1} fields, respectively.
Do not wish to attend (follow up with written notice and proceed with meeting)	The parent declined the connection attempt during the verbal attempt to connect.	Yes	Conditional	N.A.	N.A.	Captured through the {NoWishVer1} field.

Validation Checks for the above fields:

Only one of the above-listed options can be selected.
If you choose “Will attend meeting in person”, you must select one of the sub-options.
If you choose “Request alternate means of participation”, you must select one of the sub-options.
If you choose “Cannot attend, please reschedule”, you must provide a suggested ‘Date’ and ‘Time’.
- If this option is selected, then the 2nd Contact will be disabled.
- This NOC document must be finalized, and a new one must be created with the suggested Date and Time.
- Upon saving, the system shall create a draft NOC if there is no draft/review NOC document exists in the same school year folder.

Written Contact

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Mode of written communication	Choose between: Regular mail Certified Mail Personally Presented Fax E-mail Other	Yes	Yes	N.A.	N.A.	Based on the checkbox selected the value will be: Captured through the {RegMail1} field. Captured through the {CerMail1} field. Captured through the {PersPresWrtn1} field. Captured through the {Fax1} field. Captured through the {EmailWrtn1} field. Captured through the {OtherWrtn1} field.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Mode of written communication

Choose between:

Regular mail
Certified Mail
Personally Presented
Fax
E-mail
Other

Yes

N.A.

Based on the checkbox selected the value will be:

Captured through the {RegMail1} field.
Captured through the {CerMail1} field.
Captured through the {PersPresWrtn1} field.
Captured through the {Fax1} field.
Captured through the {EmailWrtn1} field.
Captured through the {OtherWrtn1} field.

Validation Checks for the above fields:

You can select one or more options from the given list.
At least one option must be selected from the given list.
If you selected ‘Other’, you must add details in the textbox displayed.

Parent/Guardian Response

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Will attend meeting in person (follow up with second notice and proceed with meeting)	Parent or Guardian has agreed to attend the meeting.	Yes.	Conditional.	N.A.	N.A.	Captured through the {MeetInPersonWrtn1} field.
Request alternate means of participation (follow up with second notice and proceed with meeting)	The parent or Guardian wants to attend the meeting, but through a different method.	Yes.	Conditional.	N.A.	N.A.	Captured through the {ReqAltPartWrtn1} field.
Cannot attend, please reschedule (follow up with a second notice for a different date/time and proceed with the meeting)	If the Parent selects this option, you must proceed with a follow-up (2nd Contact) to suggest a new Date and Time for the meeting.	Yes. Sub-fields are Editable.	Yes, but Conditional. Sub-fields are Mandatory.	N.A.	N.A.	The selection of this option is captured through the {RescheduleWrtn1} field. Sub-fields ‘Date’ and ‘Time’ are captured through the {ResDateTime1}{ResDateTime1} fields respectively.
No response after seven days (follow up with second notice)
Do not wish to attend (No response after seven days (follow up with second notice))	The parent declined the connection attempt during the verbal attempt to connect.	Yes	Conditional	N.A.	N.A.	Captured through the {NoWishWrtn1} field.

Validation Checks for the above fields:

Only one of the above-listed options can be selected.
If you choose “Cannot attend, please reschedule”, you must provide a suggested ‘Date’ and ‘Time’.
- If this option is selected, then the 2nd Contact will be disabled.
- This NOC document must be finalized, and a new one must be created with the suggested Date and Time.
- Upon saving, the system shall create a draft NOC if there is no draft/review NOC document exists in the same school year folder.

Second Contact

Unless First Contact is completed, the Second Contact section will not be editable.

The date must be on or after the meeting date and after the first contact date.
Only once a date is entered in this field will the options under Verbal and Written workflows become enabled.

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Second Contact Date	The date on which the second contact was attempted with the Parent or Guardian of the student.	Yes.	Yes.	N.A.	N.A.	Use the date picker to set the date. Captured through the {SecContactDate} field.
Mode of Second Contact	Select the mode of the Second contact - Verbal or Written.	Yes	Yes	N.A.	N.A.	For ‘Verbal’, it is captured through the {SecondContactOptionCB+} field. For ‘Written’, it is captured through the {SecondContactOptionCB-} field.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Second Contact Date

The date on which the second contact was attempted with the Parent or Guardian of the student.

Yes.

N.A.

Use the date picker to set the date.

Captured through the {SecContactDate} field.

Mode of Second Contact

Select the mode of the Second contact - Verbal or Written.

Yes

N.A.

For ‘Verbal’, it is captured through the {SecondContactOptionCB+} field.

For ‘Written’, it is captured through the {SecondContactOptionCB-} field.

Validation Checks for the above fields:

The date cannot be greater than the meeting date.
The date must be on or after the meeting date and after the first contact date.
If you have entered a date for this field, you must select either of the ‘Second Contact modes’.
- Both Verbal and written cannot be selected together.
Subsequently, you must select the applicable options either under Verbal or Written.

Verbal Contact

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Mode of Presentation	Choose between Phone, Personally Presented, and Voice Mail.	Yes.	Yes.	N.A.	N.A.	Captured through the {PhoneVer2} field. Captured through the {PersPresntVer2} field. Captured through the {VMail} field.

Validation Checks for the above fields:

You can select only one of the three options.
However, neither can be selected if the ‘Verbal’ option was not selected.

Parent/Guardian Response

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Will attend meeting in person (proceed with meeting)	Parent or Guardian has agreed to attend the meeting.	Yes.	Yes, but Conditional.	N.A.	N.A.	Captured through the {MeetInPersonVer2} field.
Request alternate means of participation (proceed with meeting through alternate means)	The parent or Guardian wants to attend the meeting, but through a different method.	Yes.	Yes, but Conditional.	N.A.	N.A.	Captured through the {ReqAltPartVer2} field.
Cannot attend, please reschedule (proceed with third notice for a different date/time)	If the Parent selects this option, they must also provide a suggested ‘Date’ and ‘Time’ for the alternate meeting schedule.	Yes. Sub-fields are Editable.	Yes, but Conditional. Sub-fields are Mandatory.	N.A.	N.A.	The selection of this option is captured through the {RescheduleVer2} field. Sub-fields ‘Date’ and ‘Time’ are captured through the {ResDateTimeVer} and {ResDateTimeVer} fields, respectively.
No response, and the parent is not present for the meeting (proceed with the meeting)	Neither parent declined the meeting, nor was either present.	Yes	Conditional	N.A.	N.A.	Captured through the {NoRespVer} field.
Do not wish to attend (proceed with meeting)	The parent declined the connection attempt during the verbal attempt to connect.	Yes	Conditional	N.A.	N.A.	Captured through the {NoWishVer2} field.

Validation Checks for the above fields:

Only one of the above-listed options can be selected.
If you choose “Cannot attend, please reschedule”, you must provide a suggested ‘Date’ and ‘Time’.
- If this option is selected, then the 2nd Contact will be disabled.
- This NOC document must be finalized, and a new one must be created with the suggested Date and Time.
- Upon saving, the system shall create a draft NOC if there is no draft/review NOC document exists in the same school year folder.

Written Contact

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Mode of written communication	Choose between: Regular mail Certified Mail Personally Presented Fax E-mail Other	Yes	Yes	N.A.	N.A.	Based on the checkbox selected the: Captured through the {RegMail2} field. Captured through the {CerMail2} field. Captured through the {PersPresWrtn2} field. Captured through the {Fax2} field. Captured through the {EmailWrtn2} field. Captured through the {OtherWrtn2} field.

Field name

Description

Is the field editable?

Is the field mandatory?

Data flow (From Profile)

Data flow (To Profile)

Data Source and Field Name

Mode of written communication

Choose between:

Regular mail
Certified Mail
Personally Presented
Fax
E-mail
Other

Yes

N.A.

Based on the checkbox selected the:

Captured through the {RegMail2} field.
Captured through the {CerMail2} field.
Captured through the {PersPresWrtn2} field.
Captured through the {Fax2} field.
Captured through the {EmailWrtn2} field.
Captured through the {OtherWrtn2} field.

Validation Checks for the above field:

You can select one or more options from the given list.
At least one option must be selected from the given list.
If you selected ‘Other’, you must add details in the textbox displayed.

Parent/Guardian Response

Field name	Description	Is the field editable?	Is the field mandatory?	Data flow (From Profile)	Data flow (To Profile)	Data Source and Field Name
Will attend meeting in person (proceed with meeting)	Parent or Guardian has agreed to attend the meeting.	Yes.	Conditional.	N.A.	N.A.	Captured through the {MeetInPersonWrtn1} field.
Request alternate means of participation (proceed with meeting through alternate means)	The parent or Guardian wants to attend the meeting, but through a different method.	Yes.	Conditional.	N.A.	N.A.	Captured through the {ReqAltPartWrtn1} field.
Cannot attend, please reschedule (proceed with third notice for a different date/time)	If the Parent selects this option, then they must also respond with a suggested ‘Date’ and ‘Time’ for the alternate schedule for the meeting.	Yes. Sub-fields are Editable.	Yes, but Conditional. Sub-fields are Mandatory.	N.A.	N.A.	The selection of this option is captured through the {RescheduleWrtn2} field. Sub-fields ‘Date’ and ‘Time’ are captured through the {ResDateTime2} and {ResDateTime2} fields, respectively.
No response, and the parent is not present for the meeting (proceed with the meeting)	Neither of the parents has declined the meeting, nor was either of them present at the meeting.	Yes	Conditional	N.A.	N.A.	Captured through the {NoResp2} field.
Do not wish to attend (proceed with meeting)	The parent has declined the connect to the meeting during the verbal attempt to connect.	Yes	Conditional	N.A.	N.A.	Captured through the {NoWishWrtn2} field.

Validation Checks for the above fields:

Only one of the above-listed options can be selected.
If you choose “Cannot attend, please reschedule”, you must provide a suggested ‘Date’ and ‘Time’.
- If this option is selected, then the 2nd Contact will be disabled.
- This NOC document must be finalized, and a new one must be created with the suggested Date and Time.
- Upon saving, the system shall create a draft NOC if there is no draft/review NOC document exists in the same school year folder.