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Contact

Registration > Maintenance > Student Enrollment > Contact

This tab allows you to view and maintain a student's contact information.

The Contact tab is not available until you retrieve a student on the Student Enrollment page. For a new student, you must enter and save all required data on Demo1 before proceeding to this tab.

Update data:

Existing contacts are displayed in order by priority.

Field	Description
Priority	This field is displayed in the grid only. The number indicates the priority order of the contacts. Contacts are listed in the grid from highest (i.e., 1) to lowest priority. The priority order can be edited as needed. TWEDS Data Element: CONTACT-PRIORITY (E1427)

Click +Add to add a contact. The fields in the free-form area below the grid are enabled.

Name

Type the contact's first, middle, and last name. Select a generation code if applicable.

Name Edits

NOTE: The Name fields are disabled if you are entering a hospital contact (i.e., if Relation is set to Hospital). Type the hospital name in the Occupation field.

Relation

Select the contact's relationship to the student, such as a relative, doctor, neighbor, hospital, caseworker, guardian, or other medical facility/person.

NOTE: If you are entering a hospital contact, select Hospital and type the hospital name in the Occupation field. This ensures that the hospital name is displayed on Health > Maintenance > Student Health > Emergency.

Enrolling Person

Select if this contact is the person who enrolled the student. Only one contact can be an enrolling person.

DOB

Type the contact's date of birth in the MMDDYYYY format.

Address

Type the contact's complete address. Or, click Copy Student Address to copy the student's mailing address from the Demo1 tab.

The street number allows only alpha, numeric, space, hyphen, period, and #, and can be a single digit or character.

The street name allows only alpha, numeric, space, hyphen, period, #, /, and apostrophe, up to 60 characters.

The apartment number allows only alpha, numeric, space, hyphen, and #, up to 7 characters.

The city field allows only alpha, space, hyphen, and apostrophe, up to 17 characters.

E-mail

Type the contact's email address, up to 48 characters.

TWEDS Data Element: EMAIL-ADDRESS (E1243)

Multiple contacts cannot use the same email address.

Occupation

Type the contact's occupation, up to 25 characters.

Migrant

Select if the contact is for a migrant student.

Parent/Guardian

Select if the contact is the student’s parent or guardian. If selected, the Guardian Verified and Parent Military fields are enabled.

Parent Military

Select if the contact has military connections. If selected, Branch of Service and Rank are enabled. Branch of Service is required.

Branch of Service	Select the branch of service in which the contact serves.
Rank	Type the abbreviation of the military rank of the contact, up to five characters.

Guardian Verified

Select to confirm that this person has been verified as the parent/guardian for the student. You must enter the parent's email address in the Email field when using this option.

If selected, the contact's email address can immediately be matched to the email address entered by the parent when registering for a ASCENDER ParentPortal account. If the two addresses match, the contact can complete online registration, and update the student's data.

NOTE: This field can be used to bypass the normal email verification process for short-term situations where the normal email address verification process cannot be completed.

NOTE: An audit log record will be made to track users who verify parent/guardians.

This field is cleared when the Set Parent Portal IDs utility is run includes the student.

Emergency

Select if the contact should be notified in the event of an emergency.

Receive Mailouts

Select if the contact will receive student documents (i.e., report cards and interim progress reports (IPRs)). The field is required for a contact who is listed as Priority=1.

Language

Select the language in which the student's documents (i.e., report cards and interim progress reports (IPRs)) will be printed for this contact. If blank, the documents are printed in English.

Phone Preference

Select the contact's preferred phone number. If selected, you must enter the corresponding phone number. For example, if you select Cell, the Cell Ph Nbr field is required.

Home Ph Nbr
Business Ph Nbr
Cell Ph Nbr
Other Ph Nbr

Type the contact's home, business, cell, and other phone numbers, including area code, as applicable.

Transport Information

Right to Transport	Select if the contact is authorized to transport the student from school. Instructors and administrators will be able to view this information in TeacherPortal on the Student Information page.
Driver License	Type the contact's driver license number (up to 21 characters) and the two-character state that issued the driver license. The fields are optional; however, if you enter a driver license number, you must enter the state, and vice versa.
Vehicle	Enter the contact's vehicle make, model, predominant color of the vehicle, plate number, and the two-character state that issued the license plate. The fields are optional; however, if you enter the license plate number, you must enter the state, and vice versa. The make and model can be up to 15 characters. The plate number can be up to 8 characters.

6. Under Transport Information, select Right to Transport, if the contact is authorized to transport the student from school. Instructors and administrators will be able to view this information in txGradebook on the Student Information page.

● In the Driver License fields, type the contact's driver license number and the state issued. The fields are optional; however, if you enter the driver license number, you must enter the state issued, and vice versa.

□ The number can be up to 21 characters. □ The state is two characters. ● In the Vehicle fields, type the contact's vehicle make, model, and select the predominant color of the vehicle. Then, type the plate number and the state issued. The fields are optional; however, if you enter the license plate number, you must enter the state issued, and vice versa.

□ The make and model can be up to 15 characters. □ The plate number can be up to eight characters. □ The state can be up to two characters. Notes:

● If you enter a plate or driver license number, you must enter the state.

● The vehicle color choices are aligned with the Texas Department of Motor Vehicle color choices.

7. Click Save.

Note: On the Student Enrollment page, is not necessary to click Save on each tab. You can make changes on multiple tabs and then click Save once.

8. To edit a contact record, click spyglass icon. The data is displayed in the fields in the free-form area below the grid.

Update the data as needed, and then click Save to save the changes. The changes are displayed in the grid.

9. To delete a contact record, click trashcan icon. The row is shaded red to indicate that it will be deleted when the record is saved.

● You can select multiple rows to be deleted at the same time.

● Click Save. A message is displayed asking you to confirm that you want to delete the row.

● Click Yes to continue. The selected rows are deleted. Otherwise, click No.

Note: You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).

Click Save.

Other functions and features:

Comments

View or add comments.

Hist Directory

Retrieve a student enrolled in a prior school year.

From all Registration > Maintenance > Student Enrollment tabs, you can click Hist Directory to open the Historical Directory, which is used to search students who were enrolled in a prior school year and select a student for re-enrollment.

Enter data in one or more of the following fields, or leave all fields blank.

Last Name	Type all or part of the student's last name to retrieve students whose last name begins with the letters you have typed.
First Name	Type all or part of the student's first name to retrieve students whose first name begins with the letters you have typed.
Stu ID	Type all or part of the student's ID to retrieve students whose ID begins with the characters you typed.
Texas Unique Stu ID	Type all or part of the student's Texas Unique Student ID to retrieve students whose ID begins with the characters you typed. If the student does not have a Unique ID, click TSDS Unique ID button to connect to the TSDS Unique ID Web Service and obtain an ID. Your LEA must have the appropriate credentials through Texas Education Agency Login (TEAL) before this functionality can be used. Review the Assign a TSDS Unique ID guide for additional information.
SSN	Type all or part of the student's social security number to retrieve students whose SSN begins with the characters you typed.

All except the SSN field are autosuggestion fields. As you begin typing, a drop-down list displays students whose data begins with the numbers or characters you have typed. From the drop-down list you can select the student.

Click Search. The students who meet the criteria entered are displayed. The records are sorted ascending by last name and first name, and then descending by year.

If there are multiple pages, page through the list.

Click to go to the first page of the report or list.
Click to go back one page.
Click to go forward one page.
Click to go to the last page.
Click to select the page number you want to view in the report or list.
The list can be re-sorted.

You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.

A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.

The list include enrollment records from the current year and previous years.

• A blue link indicates a student who is not currently enrolled and can be re-enrolled.

• A black link indicates a student who is currently enrolled; these students cannot be re-enrolled.

• You can only click a row for the most recent year the student was enrolled; records for earlier school years are not hyperlinked.

When you locate the student you want to re-enroll, click either the student ID or school year.

• If the student's latest enrollment is in the current school year, a message indicates that the student is currently enrolled. Click OK.

• If the student was last enrolled in a previous school year, a warning message prompts you to confirm that you want to re-enroll the student in the current year. Click Yes, and the Student Enrollment page opens allowing you re-enroll that student.

Click Cancel to return to the previous page without selecting a student.

Bus Info

View or update the student's bus information.

Eligible	Indicate the student's eligibility to ride the school bus.
Seat	Type the school bus seat assigned to the student, up to three characters.

The following fields are user-defined:

Route

Type the code indicating the student's bus route, up to three characters.

Run

Type the one-character run number of the student's bus route. Typically, each bus route consists of several runs.

Pickup Stop

Type the code identifying the bus stop where the student is picked up for school, up to six characters.

Dropoff Stop

Type the code identifying the bus stop where the student is dropped off from school, up to six characters. Leave blank unless you maintain both pickup and dropoff stop information.

Pickup Assgnd

Type a one-character code indicating if the student’s pickup bus stop is assigned.

Dropoff Assgnd

Type the one-character code indicating if the student’s drop-off bus stop is assigned.

Pickup Route

Type the code identifying the student's bus route when he is picked up for school, up to six characters. Leave blank unless the Pickup Route is different from Route and you maintain both pickup and drop-off route fields.

Dropoff Route

Type the code identifying the student's bus route when he is dropped off from school, up to six characters. Leave blank unless the Dropoff Route is different from Route and you maintain both pickup and drop-off route fields.

Special Education

These fields display information from the Special Education application if applicable. The data can be updated on Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information under Related Services.

Transportation	The field indicates if the student is eligible for special education transportation.
Special Seating	The field is selected if the school provides the student any special chairs or seating equipment.
Wheelchair	The field is selected if the student uses a wheelchair.

The Student Bus Information report (SRG1300) provides a list of the bus transportation information entered for each student.

The button does not appear until you retrieve a student on the Student Enrollment page.

View medical alert.

Documents

View or attach supporting documentation.

Document Attachments

The Document Attachments feature allows you to upload and view documents by application, school year, folder, and document type. This feature is not available in all districts.

If you are logged on as a user assigned to a Document Attachments-enabled role, the Documents button is displayed on various pages in the ASCENDER Student system. If a document is attached, the Documents button displays a note icon.

If you have full access, you can upload and download files. If you have read-only access, you can download existing files, but you cannot upload files.

If you are logged on with a role that does not have security access to Document Attachments, the Documents button is not displayed on any pages.

Document Attachment-enabled pages:

Application	Menu
Attendance	Maintenance > Student > Student Inquiry (read-only access) Maintenance > Student > Student Posting > By Individual
Discipline	Maintenance > Student > Inquiry (read-only access) Maintenance > Student > Maintenance > Maintenance
Grade Reporting	Maintenance > Student > Individual Maint
Health	Maintenance > Student Health
Registration	Maintenance > Student Enrollment
Test Scores	Maintenance > Individual Maintenance

Document types by folder and application:

File Extention	Folder	Document Type
Attendance	Attendance	Notes
Attendance	Attendance	Other
Discipline	Incidents	Other
Grade Reporting	Grade Reporting	IPR
Grade Reporting	Grade Reporting	Report Card
Grade Reporting	Grade Reporting	Transcript
Health	Student Health	Acanthosis
Health	Student Health	Food and Allergy
Health	Student Health	Hearing
Health	Student Health	Immunization
Health	Student Health	Other
Health	Student Health	Physical Exam
Health	Student Health	Spinal
Health	Student Health	TB
Health	Student Health	Vision
Registration	Demographic	Birth Certificate
Registration	Demographic	Chemical Abuse Participation
Registration	Demographic	Directory Form
Registration	Demographic	Employment Survey
Registration	Demographic	Entry/Withdrawal
Registration	Demographic	McKinney-Vento
Registration	Demographic	Other
Registration	Demographic	Proof of Residence
Registration	Demographic	SSN Card
Registration	Bilingual/ESL	Other
Registration	Local Programs	Other
Registration	PRS	Other
Registration	Special Education	Other
Test Scores	Test Scores	College Assessments
Test Scores	Test Scores	Other
Test Scores	Test Scores	State Assessments

List of permissible file types:

Maximum file size: 10MB

File Extention	Folder
.doc	application/msword
.docx	application/vnd.openxmlformats-officedocument.wordprocessingml.document
.gif	image/gif
.jpeg	image/jpeg
.jpg	image/jpeg
.pdf	application/pdf
.png	image/png
.pps	application/vnd.ms-powerpoint
.ppt	application/vnd.ms-powerpoint
.pptx	application/vnd.openxmlformats-officedocument.presentationalml.presentation
.tif	image/tiff
.tiff	image/tiff
.txt	text/plain
.xls	application/vnd.ms-excel
.xlsx	application/vnd.openxmlformats-officedocument.spreadsheetml.sheet

Upload or view documents:

❏ Under Document List:

Application	The application you are currently logged on to is displayed (e.g., Test Scores).
Folder	In some applications, you must select the folder for which you want to view or attach a document: • Different types of documents must be uploaded to specific folders. • Changing the folder will change the document type options in the Select Type field. Some applications only have one folder, so no selection is necessary.
Select School Year	Select the school year for which you want to view documents. Student documents are stored by year.

Existing documents are displayed according to specified criteria.

❏ Under Document Upload:

Select File to Upload	Click Choose File. Locate and select the document on your computer or network. The file name is displayed next to Choose File. Note: Files cannot be larger than 10MB or empty.
School Year	Select the school year for which you want to view documents. Student documents are stored by year.
Select Type	Select the type of document you are uploading. The list varies according to your selection in the Folder field.
Description	Type an optional description of the document. Note: The description cannot be longer than 255 characters.

Upload File	Click to upload the file for the student. The document is listed in the Document List section. The date-time stamp and user ID display the date and time the document was uploaded, and the user ID of the user who uploaded the document.

Any changes made in the Document Options window are saved when you close the window.

Type	Click the link in the Type column to download the file to your PC to view it.
Choose File	Click again to add another document, and repeat the steps for uploading a document.
	Click to delete the document from the student’s record. You are prompted to confirm that you want to delete the document.

NOTES Deleted documents are not actually deleted from the Document Attachments server. You can retrieve deleted files using the Document Attachments File Recovery utility in District Administration.

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Update data:

Other functions and features:

Document Attachments

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Table of Contents

Contact

Update data:

Other functions and features:

Document Attachments

Page Tools

Americans with Disabilities Act (ADA) and Web Accessibility