Main Menu

SIS 2000+ Student Editor

Sec. 11, Edit 'Contacts' Data

The Contacts information screen displays a list of the parents, relatives, guardians, friends, etc. that the school is directed to call in case of emergency, release from school, or for other reasons. The essential contact information is summarized for the contact name selected (highlighted in dark blue) in a list on the left side of the screen. More detailed information for each contact, such as home address, employer, and occupation can be viewed in the edit mode in the tabbed information sub-screens. Also, a contact name may be associated with more than one student, as in the case where two or more siblings are attending the same district and using the same contact information.

Fig. 93 - First-level edit mode

11.1 Add a new contact

11.1.1 Activate the first-level edit mode
Click on the Edit button at the bottom of the 'Contacts' screen. The screen will change from read-only mode to the first-level edit mode, signified when the Add, Edit and Remove buttons in the upper right of the screen turn from gray to blue (Fig. 93).

11.1.2 Open Student Contacts screen
Click on the blue-colored Add button in the upper right of the 'Contacts' screen.



This action will open a blank contact record titled 'Student Contacts' in the read-only mode (Fig. 94), showing three information sub-screens: 'Addresses', 'Phones', and 'General'.


Fig. 94

11.1.3 Activate the entry (edit) mode

• If the contact to be added has never been entered in the SIS 2000+ database, click on the New button in the 'Student Contacts' sub-screen. This action activates the entry mode of the 'Student Contacts' screen, signified when the gray fields turn to white. Continue with Step 11.1.4.
• If the contact to be added already exists in the SIS 2000+ database, import the data into the student's contact file without re-keying the data by performing a search and transfer procedure. Go to Step 11.2.2.
11.1.4 Enter Name and Address data
The default view of the new contact record in the entry mode is the 'Addresses' information sub-screen (Fig. 95). Besides holding address information, this is the only view where the contact's Name can be entered or edited in the upper banner area.


Fig. 95

Use the Tab key to move from field to field. Enter new contact data as follows:

• Last Name, First Name, Title -

At minimum, the First Name and Last Name of a new contact must be entered in order to save this new contact record.
• Home Address -
• Line 1 - House #, Street Prefix, Street Name, Street Type, Suffix.
• Line 2 - Suite (Unit) Type and Suite (Unit) #, if applicable.
• Work Address -
• Line 1 - House #, Street Prefix, Street Name, Street Type, Suffix
• Line 2 - Unit Type and Unit #, if applicable.
• Lives with Student -

If the contact lives in the same residence as the student, put a check in this field. The student's home address will automatically be copied into the Home Address fields of the contact.
Save the new contact record by clicking on the Save command button.

11.1.5 Enter 'Phones' data
Click on the 'Phones' sub-screen. More than one phone number can be entered for a contact. The phone numbers can be sorted in priority for calling sequence.


Fig. 96


• Add a phone number.

Click on the New command at the bottom of the 'Phones' sub-screen to activate the entry mode, signified when the phone fields turn from gray to white. (If the New button is inactivated, click on the Save command and then the Edit button at the bottom of the screen until the New button turns to blue). Enter phone data as follows:
• Phone Number - area code, then number.
• Extension - (if applicable).
• Description - type of phone number, such as Home Number, Pager, etc.
• Not listed - Check this box if the phone number is not listed in the phone directory.
• Msg - check this box if the phone number is for leaving messages only, i.e., not a direct phone to the contact.
Click on Save command to post the new phone number, or Undo to abort. Repeat the above process for additional/alternate phone numbers.
• Set the call sequence.

If a contact has more than one phone number, the call sequence can be ordered for the list of numbers to indicate which number has priority to call first, second, third, etc. The call sequence set here will appear on the main 'Contacts' information screen.
• Click on the phone number to move until its mover baris activated (Fig. 97).


Fig. 97


• Use the mouse to drag and drop the selected entry up or down in the list via the mover bar.
• Click on Save to record call sequence changes, or Undo to cancel.
11.1.6 Enter General data and Save
Click on the 'General' tab. Then click on the Edit command button to activate the edit mode, signified when the gray fields turn to white (Fig. 98). Enter data as follows:


Fig. 98 - Entry mode


• Employer -

Contact's employer.
• Occupation -

Contact's occupation.
• SS Number -

Social Security Number
• Public Law -

Not activated at this time.
• Primary Language -

The language spoken most often by contact. Select from the drop-down list.
• Educational Level -

Select Level from drop-down list.
• E-mail address -

Enter the contact's e-mail address, if applicable.
• User-Defined Information -

Click on this button to open a form containing additional Contact demographics data fields. The fields in this form are set up by the system administrator during the configuration of SIS 2000+ according to the needs of the district. See Sec. 10, "Edit 'Other' Data" for a sample of a 'User-Defined' Information form.

Click on the Save command button to save the data in the 'General' sub-screen. The view will revert to read-only, indicated when the white fields turn to gray (Fig. 99).


Fig. 99 - read-only mode

11.1.7 Save the new contact record by executing the Select command
This procedure must be completed before exit is allowed from a newly added contact procedure. The new contact record will not be saved without executing the Select command. This Select command need only be executed once for each new contact. Thereafter, changes can be made and saved in the edit mode without executing Select.
• After all desired data is entered in the various sub-screens (minimum Last Name and First Name in the 'Addresses' sub-screen), click on the Select command button at the bottom right of any of the sub-screens. This action will bring up the 'Contact Type and Relationship' screen (Fig. 100).
• Select the Type and the Relationship from the drop-down lists and click on OK to confirm, or Cancel to abort.
• After clicking "OK", this contact will be posted in the database and the view will revert to the main 'Contacts' information screen.


Fig. 100


• Type -

Refers to the type of contact, such as legal guardian, parent, friend, etc.
• Relationship -

Describes the relationship between the contact and the student, such as parent, family member, etc.

11.1.8 Enter data in Flags and Memo field
After executing the previous step, the view reverts to the main 'Contacts' information screen (Fig. 93). The new contact will appear selected (highlighted) in the summary list on the left. Fill in remaining data as follows:
• Flags -


Fig. 101

User-defined flags (Fig. 101) are logical On/Off check boxes, such as "Report Card", "Newsletter", and so forth, that refer to mailing lists generated by other applications in SIS 2000+. When a flag is checked "On" the current contact will be included in the mailing list defined. Each contact has it's own array of checked data that is displayed when the contact name is highlighted in the contact list in the upper left of the main 'Contacts' screen. The mailing list flags are defined and configured by the system administrator according to the needs of the district.

• Memo field -

Directly below the user-defined flags. This is a text field for additional comments about the selected contact.

Saving Flags and Memo data
After selecting and saving the Type/Relationship data in Step 11.1.7, the new contact record is posted to the database and considered "saved". However, if any data is subsequently entered or modified in the Flags or Memo fields on the main 'Contacts' screen, it must be saved using the blue-colored Save command button in the upper right of the screen (Fig. 102) (or Undo button to discard changes).


Fig. 102

(The Save command button at the bottom of the main screen will not save Flags or Memo data.)

11.2.1 Open Student Contacts screen
• Go to the 'Contacts' information screen.
• Click on the Edit button at the bottom.
• Click on the blue-colored Add button at the top right of the screen.



This will open a blank 'Student Contacts' record in the read-only mode (Fig. 80), showing three information sub-screens: 'Addresses', 'Phones', and 'General'.

11.2.2 Open Contact Find screen
• Click on the Find button at the bottom of the 'Student Contacts' screen to open the 'Contact Find' screen (Fig. 103)


Fig. 103


11.2.3 Initiate contact search
Enter the last name of the contact to find (or any portion of the last name or first name). Press ENTER or click on Find to initiate a search.

11.2.4 Select contact name
If there are any candidate contact names for the search string, a list box will appear (Fig. 104). Highlight the correct name and click on the Select button, or Cancel to abort. If there is only one contact name that matches the search string, the list box will be skipped and the contact's record will be opened directly.


Fig. 104

11.2.5 View data
The selected contact's records will now copied to the 'Student Contacts' screen (Fig. 105) with all pre-existing data filled in all the sub-screens.


Fig. 105

11.2.6 Select Type and Relationship data
Even though pre-existing data is assigned to this contact, the Type of contact and his or her Relationship to each student will most likely be different. These criteria must be selected before this contact can be assigned to the selected student.

• Click on the Select button at the bottom of the 'Student Contacts' screen. This action will bring up the 'Contact Type and Relationship' screen (Fig. 105).
• Select Type and Relationship from the drop-down lists.
• Click on OK to confirm selections, or Cancel to abort.
The above procedure must be completed before exit is allowed.

11.3.1 In main 'Contacts' screen (Fig. 93), select (highlight) a contact from the list in the upper left.

11.3.2 Click on the Edit command button at the bottom of the screen to activate the first-level edit mode.

11.3.3 Click on the Remove command button in the upper right..



10.3.4 In the message box that appears (Fig. 106) answer "Yes" to confirm the deletion, or "No" to cancel it.


Fig. 106

• The first-level edit mode

Click the Edit button at the bottom of the main screen. This command will enable editing of five types of fields directly from the main screen as follows:
• Contact Priority -

If there is more than one contact for a student, the calling priority can be set using the mover bar . Click on the contact name to be moved until the mover bar is activated Fig. 107). Use the mouse to drag and drop the selected contact name up or down on the list.


Fig. 107

Click on the blue-colored Save button in the upper right corner of the screen in order for the change to take effect, or Undo to discard all changes since the last save.

• Type -

Refers to the type of contact, such as legal guardian, parent, friend, etc. This data is normally set when adding a new contact, but "Type" may be edited in this view after a contact has been added by using the shortcut field directly above the Mail flags. Change the Type by making a new selection from the drop-down list. Click on the blue-colored Save button in the upper right corner of the screen in order for the change to take effect in the contact list on the left, or the blue-colored Undo button to discard all changes since the last save.
• Relationship -

The relationship of the contact person to this student, such as mother, father, etc. This data is normally set when adding a new contact, but "Relationship" may be edited in this view after a contact has been added by using the shortcut field directly above the Mail flags. Change the Relationship by making a new selection from the drop-down list. Click on the Save button in the upper right corner of the screen in order for the change to take effect, or Undo to discard all changes since the last save.
• Flags -

User-defined flags (markers) such as "Mail 1", "Mail 2, etc. These boxes can be checked in this view to include a contact on specific mailing lists. Each contact name has it's own data which is displayed when the contact name is highlighted in the contact list on the left.
• Memo -

Additional comments about the selected contact.
To save any modified data in the first-level edit mode, click on the blue-colored Save command button in the upper right of the screen, or the blue-colored Undo button to cancel changes.
• The second-level edit mode
• Activate the first-level edit mode.
• Select (highlight) a contact name to edit from the list on the left.
• Click on the blue-colored Edit button in upper right of the main screen.



This Edit button is only activated when the first level edit mode is open. This command will give read-only access to the three information sub-screens of the selected contact: 'Addresses', 'Phones', and 'General.'

• The third-level edit mode
• While in the second-level edit mode; click on one of the three information sub-screens available.
• Click on the Edit button at the bottom of a selected sub-screen.



• Data in the 'General' sub-screen and the 'Addresses' sub-screen can be directly edited in this mode.
• To edit the 'Phones' data, activate the fourth-level edit mode.
• The fourth-level edit mode

This final level is only for editing or deleting contact phone numbers.

Edit a phone number:
• From the third-level edit mode; select the 'Phones' sub-screen.
• Select the phone number to edit from the list by clicking on it until it is highlighted in gray.
• Click the blue-colored Edit button to the right hand side of the screen.



• The selected phone number will appear in the editable fields directly above the list. Make changes.
• Click on the Save command button at the bottom of the screen or the blue-colored Save button on the right-hand side to record changes, or Undo to cancel.

Delete a phone number:

• From the third-level edit mode; select the 'Phones' sub-screen.
• Select the phone number to delete by highlighting it.
• Click the blue-colored Delete button at the right-hand side of the screen.



• In the dialog box that appears, answer "Yes" to confirm the deletion or "No" to cancel it.
• Exit the edit modes

Remember to Save modified data, or Undo to discard changes. Click Done to exit the various edit modes.