Enter or view student contact information

Enter or view contactClosed an adult you can contact regarding a student's academic or personal information information for each student.

It is best to enter the contact information (and when applicable, share the contact among students) when first entering a student's details. If that is not possible, you can always enter and share the contact at a later time.

To enter or view contact information for a student:

  1. Log on to the District, School, Staff (view privileges only) or Health view.
  2. Select Student > search for and select the student > Contacts. The student's Contacts page appears.
  3. Do one of the following:
    • To view information for an existing contact, select the contact, and then click Details on the side-tab.
    • To add a new contact, select Options > Add. The New Student Contact page appears.
  1. If adding a contact, in the Last Name field, type a contact name. If the contact name already exists in the system and there are fewer than 100 matches, a pick list with the matching name(s) appears. Select a name. If there are more than 100 matches for the name or you want to enter additional search criteria, click Search icon. One of the following pop-ups appears, depending on your district's settings:
    • In the Selection Type pop-up, indicate whether Aspen should display Related Contacts, All People or All Contacts. Make your selection, and then click OK.

    • Pop-up that lets you pick a selection type

    • The Optional Search Parameters pop-up appears if your district has enabled the Require enhanced contact search preference. Type a First name, Last name, Email (case sensitive) and/or Contact phone. Limit the search results to All People, All Contacts or Related Contacts, and then click Search. Select the contact, and then click OK.
    • Note: Depending on your district's settings, Aspen displays contacts within your organization only, or from across all organizations.

      Notes:

      • If you select a contact already entered for another student, the contact is shared.
      • The information shared for that contact automatically appears in the Shared Contact Information portion of the page. If you update or edit this shared contact information, the system updates the information for all students who share that contact.
  1. Click Associated Students icon to see the other students associated with this contact. Click Clear to stop sharing this contact with other students.
  2. Customize your preferences for the contact with the following fields:

  3. Reference table

    Description

    Emergency priority

    Enter a number to indicate the contact’s priority. 0 is considered the highest priority. In case of an emergency, the contact with an emergency priority of 0 will be contacted first, 1 will be contacted second, and so on.

    Relationship

    Click this drop-down to select the contact’s relation to the student.

    Contact lives with student

    Select this checkbox if the contact lives with the student.

    Receive grade mailing

    Select this checkbox if the contact is mailed the student’s grades.

    Note: When teachers run a Progress Report for a single student, they can email it to specific recipient(s) in the last step of the Progress Report wizard. A teacher could send this contact a Progress Report if they have a primary email address, and Receive email and this field are enabled.

    Receive conduct mailing

    Select this checkbox if the contact is mailed the student’s conduct incidents.

    Receive other mailing

    Select this checkbox if the contact is mailed some other notification regarding the student.

    Receive email

    Select this checkbox for the contact to receive email notifications about the student.

    Note: When teachers run a Progress Report for a single student, they can email it to specific recipient(s) in the last step of the Progress Report wizard. A teacher could send this contact a Progress Report if they have a primary email address, and Receive grade mailing and this field are enabled.

    Contact has family portal access (or Portal access)

    Select this checkbox for the contact to access this student's information in the Family portal. Portal access is usually reserved for the student's parents or guardians.

    Note: If your Student Contact table does not have this field, add it to the template and a field set.

    For this contact to receive email notifications, this checkbox and the Receive email checkbox (above) must be enabled, and the student must have an enrollment status of Active or Active No Primary.

    Example: A parent chooses to receive an email notification when their student receives a low grade or visits the health office.
  1. Click Save.
Note: In the Staff view, you can only view – not edit – contact information.

Important: Your system might have duplicate records for contacts. If so, you must identify the records that are duplicates, and use the Merge Contacts procedure to combine them.

For example, Leah Abraham, a parent of two children in the district, has two separate person records since she is a contact for her two children. Use Merge Contacts to create a single person record for her.