Student Contact Profile
The Student Contact Profile is essentially a detailed record of people who are authorized to be contacted regarding the student or who have a direct role in the student’s care and support. It supports compliance, safety, and effective communication between school staff, guardians, and other relevant contacts..
What’s the purpose of having a Student Contact Profile?
Ensure accurate and prioritized communication in day-to-day and emergency situations.
Maintain legal and custody compliance by tracking custodial and mailing rights.
Support safety protocols for school pickup and emergencies.
Provide language support for non-English speaking contacts.
While capturing a Documents Delivery Record, the following fields are collected.
Student Contact Records
Field Name | Description | Data Flow | Source |
|---|---|---|---|
Prefix | Out | ||
First Name | Out | ||
Middle Name | Out | ||
Last Name | Out | ||
Suffix | Out | ||
Relationship | Out | ||
Primary Language | Out | ||
Address | Out | ||
Apt./Suite | Out | ||
City | Out | ||
State | Out | ||
Postal Code | Out | ||
Phone 1 | Out | ||
Phone 2 | Out | ||
Phone 3 | Out | ||
Email 1 | Out | ||
Email 2 | Out | ||
Is Custodial | Out | ||
Lives With | Out | ||
School Pickup | Out | ||
Is Emergency | Out | ||
Receives Mail | Out |
Steps to Search for a Student Profile
Navigate to the Students Module
From the top navigation bar, click the Search icon and select Students.
Use the Quick Search Tab
Confirm that the Quick Search tab is selected (this is the default tab view).
Select the Search Category
Click on the Search dropdown field next to the label “Search:” at the top of the screen.
This dropdown allows you to switch between different search categories such as Students, Student Guardians, Contact Logs, and more.
Select Students to perform a search specifically for student profiles.
Enter Search Criteria
In the Students - Quick Search Form, fill in one or more fields to narrow down your search:
ID: Enter the student’s unique identifier.
Last Name / First Name: You can use either full names or partial entries to search.
School: Type the name of the school or use the (ID) lookup to select from a list.
Birth Date: Enter a date range using the calendar icons or type manually (format: MM/DD/YYYY).
Case Manager: Enter the case manager’s name or use the lookup function.
Disability: Choose the applicable disability category from the dropdown.
Gender: Select the gender from the dropdown list.
Grade: Pick the appropriate grade level from the dropdown.
Include Inactive Student Profiles: Tick this checkbox if you want to include students who have been set as inactive in the results.
Click Search
Once you've entered the desired criteria, click the Search button at the bottom right of the form. The matching results will be displayed.
Advanced Search
Steps to Perform an Advanced Search
Navigate to the Advanced Search Tab
Click the Advanced Search tab located next to Quick Search.
Select the Search Category
Use the Search dropdown to choose the desired record type (e.g., Students).
Enter Search Formula
In the Student Selection Formula field, input a formula or click Quick Formula to use predefined logic (e.g., to filter by school, grade, or other custom rules).
Include Inactive Students (Optional)
If needed, check the Include Inactive Student Profiles box.
Click Search
Click the Search button to retrieve matching records based on the formula.
Search by Date Range
When searching with a date field (e.g., Birth Date):
To search within a date range, specify both a Start Date and an End Date.
If you leave the end date blank, the search will return records with dates on or after the start date.
If you leave the start date blank, the search will return records with dates on or before the end date.
This helps you find records within flexible date ranges based on your needs.
Use Lookup Fields
For fields with a lookup link (e.g., Case Manager):
Click the lookup link next to the field.
Select one or more IDs from the list.
The system will return records that match any of the selected IDs (e.g., students assigned to the selected case managers).
Additional Features
Add New Student Profile: Click this button to manually create and enter a new student profile into the system.
Customize Columns: You can customize which columns are displayed in the search results:
On the Search Results page, click Customize Columns.
On the Customize Columns page:
Select the fields you want to display.
If the field is not visible, use Filter by Section to locate it in another category.
Click Accept to apply your changes.
More: This option allows you to print a blank form or document template without any student data.