Record and track student, staff, and contact addresses

Aspen’s multiple-address format lets you store several addresses for a student, staff member or contact. The format lets your district:

• Track both parents' physical addresses if, for example, a student lives with his mother on certain days and with his father the rest of the week.
• Record a student's future address as soon as the parent notifies the district, rather than waiting until the move occurs.
• Document a student's work address or a staff member’s summer address.

Notes: Aspen also features the grid address format, which records one physical address for a person. The multiple-address format only appears on default templates. It does not appear on customized templates (when the Custom field is enabled in the District [Root Organization] view, Tools > Templates > Details). Additional XML is required to add this format to customized templates. Run the Activate Future Person Address procedure to update any future addresses. A person can only have one active physical address and one active mailing address at a time. Aspen assumes the most recently added or edited address is the active one, if the start dates overlap.

Example: Anna's active physical address is 290 Main Street. Then an office clerk enters 31 Maple Street as Anna's new physical address, with a Start date from last month. Since the active dates overlap, Aspen assumes 31 Maple Street is now Anna's active physical address.

To enter or edit a student, staff or contact address:

1. Log on to the appropriate view, and navigate to the page for the student, staff member or contact information:
   • In the District (Root Organization) view, select:
     • District > People > Details
     • District > Contacts > Details
     • District > Contacts > By Student > Details
   • In the District (Root Organization), Intermediate Organization or School view, select:
     • Student > Details
     • Student > Contact > Details
   • In the District (Root Organization), Intermediate Organization, School or Personnel view, select:
   • Staff > Details
2. The Address Type section appears.

3. 

2. At the Address Type section, click Add. The Person Address pop-up appears.

   

3. Use this table to enter information in the fields:

   Field	Description
   Address Type	Click the drop-down, and select one of the following: Mailing Other Physical Secondary Physical Note: These options are from the Address Type reference table. Your district can add other address types as needed, such as Drop off, Pick up or Transportation. You can also edit the Other or Secondary Physical reference codes. Do not edit the Mailing or Physical reference codes.
   Comment	Type an optional comment.
   Start date	Enter the date this address becomes effective. You can enter today's date, or a future or past date. Notes: If you enter a future date, Aspen activates the address when the Activate Future Person Address procedure is run. If you enter past date (for example, the student moved three weeks ago but just notified the district), Aspen will make this the new active address, and sets the old address to not active with today's date as the End date.
   End date	Enter a date that this address becomes inactive.
   Address line 1	Type line 1 of the address.
   Address line 2	Type line 2 of the address.
   City, State Zip	Type the city, state and zip code.
   The active address for this type is being shared. Would you like to share this address when it becomes active as well?	Appears when a future Start date is entered for a shared physical address. Select this checkbox for Aspen to apply the future address to all people who share the current address. Do not select this checkbox if the future address only applies to this person and will not be shared.
   Is mailing address identical?	Appears for the Physical address type. Enable this field if the physical and mailing addresses are the same.

4. Click OK.
5. Click Save.
6. To edit a person's address, click its link under the AddrType column. Then complete steps 3 – 5.

Run the Activate Future Person Address procedure

Run this procedure to activate future addresses. The procedure:

• Looks for and activates addresses that have a start date of today.
• Deactivates the current address and assigns an end date of today minus 1.
• Affects Physical, Mailing, Secondary Physical and Other address types.

Note: It is recommended that you run this procedure as a nightly scheduled job.

Add the Multiple-Address Format to customized templates

If you want the multiple-address format to appear on a customized template, enter the XML as shown in the example below. For assistance, contact Aspen Technical Support.

Note: You cannot use the multiple-address format on the same template as the grid address format. Aspen displays an error message if you combine both formats on one template.

In the XML, set the relationship according to the template you are updating.

For this relationship:	Enter this relationship OID:
Student	relStdPsnOid.relPsnPadOid
Staff	relStfPsnOid.relPsnPadOid
Contact	relCntPsnOid.relPsnPadOid
Person	relPsnPadOid

Example: The XML below modifies the person template, which is indicated by the relationship in bold.

<row>

<block>

<line border="none">

<cell border="none" cell-span="1" line-span="1">

<embedded-list id="addresses" warn-on-delete="true"

warn-on-delete-resource-key="message.delete.address.warning"

relationship="relStdPsnOid.relPsnPadOid" detail-context="person.address.popup"

action="multiplePersonAddressChildDetail.do"

detail-class="com.follett.fsc.core.k12.web.address.MultiplePersonAddressChildDetail"

custom-fields="../common/multipleAddressCustomFields.jsp"

custom-headers="../common/multipleAddressCustomHeaders.jsp"

custom-fields-location="last" custom-field-count="2">

<field id="padAddressType" sort="true"/>

<field id="relPadAdrOid.adrAddress01" />

<field id="relPadAdrOid.adrAddress02" />

<field id="relPadAdrOid.adrAddress03" />

<field id="padActiveInd" sort="true"/>

<field id="padStartDate" sort="true" />

<field id="padEndDate" />

<field id="padComment"/>

</embedded-list>

</cell>

</line>

</block>

</row>