How do I add a Contact to a Student?

District and school admins can add student contact information such as parent/guardian name, address, phone numbers, etc.  Additionally, you can add contacts other than parents and guardians, such as emergency contacts, and indicate custodial status, relationship, and access options.  To learn more about custodial status, relationship types, and access options, click here.

There are two ways to add contact information:

1. Importing contacts from a file
• This is typically the best way to add hundreds of contacts for hundreds of students when you first start using TeacherEase or when you get a larger number of new contacts to add.
2. Adding a single contact
• This is the most common way of adding student contacts to TeacherEase.

Importing contacts from a file

If there is a lot of contact information to add, importing a properly formatted CSV file may be the fastest method. See How do I import contacts? for more information and a downloadable template.

Adding a single contact to a student

To add a contact as district or school admin:

1. Go to Admin Main > Students - Single View > Contacts/Family
2. Add Contact
• Select Find an existing contact
• Type the name of the person to be added in the search box
• If the person to be added appears in the list below the search box, select the contact
• If the contact you are adding does not already exist at your school/district, select Create a new contact
3. Enter contact Relationship, Contact First Name, Last Name, Custodial Status, address, and additional contact information, as well as options regarding the nature of the contact’s relationship and access to the student
4. Add

To add a contact to a student on the Email Addresses page:

1. Go to Admin Main > Communications > Email Addresses
2. Click create parent in the right hand column next to the student to be updated
3. Enter contact Relationship, Contact First Name, Last Name, Custodial Status, Address, and additional contact information, as well as options regarding the nature of the contact’s relationship and access to the student
4. Save

Managing Custodial Status, Relationships, and Contact Access to Student

There are two ways in SchoolInsight to describe the nature of the relationship that a student has with a contact and, subsequently, sibling relationships and access options that a contact may have to the student:

• The Relationship data field describes how a student knows the contact.  Examples of relationships are Mother, Father, Brother, Sister, Neighbor, Aunt, Uncle, Grandmother, etc.   
• The Custodial Status data field describes the nature of the legal relationship between a contact and a student, if there is a legal relationship, as well as the the type of access that a person may have to student information.  Additionally, custodial status determines family/sibling relationships and can be used to indicate whether the contact lives with the student and whether or not the contact can be involved in disciplinary discussions. 

Custodial Status Access Options
	Custodial Parent/Guardian	Non Custodial Parent/Guardian	Emergency Contact	None
Prevent Contact with Student		X		X
Web/Records Access	X	X		X
Receives Mail	X	X		X
Receives Email	X	X		X
Can Pick Up	X	X	X	X
Lives With	X	X		X
Disciplinary Contact	X	X		X
Primary Care Provider	X	X		X

 

Contact Access Options

There are eight contact access options that can be selected, some of which act as permissions, some of which act as a note for reference. All these options can be added to custom report filters and data fields.

Prevent Contact with Student

Contact name and information is displayed in a prominent red font on the Contacts/Family tab when the Prevent Contact with Student box is checked.  Additionally, the contact is listed under the Prevent Contact header in the Family section of the Contacts/Family tab.

Web Records Access

Contacts with the Web/Records option have access to all available student information on the Student/Parent portal.

Can Pickup

The words Can Pickup is displayed next to the names of the contacts with this box checked when viewing contacts.

Receives Mail

The Receives Mail option indicates which contacts can be selected for creating mailing labels and printable letters.

Receives Email

The Receives Email option indicates which contacts can be selected when creating emails and which contacts will be included in emails when generating reports that have the Email output option.

Lives With

The words Lives With are displayed next to the name of the contact when this option is selected.  

Disciplinary Contact

Disciplinary contacts can be notified if a discipline incident is created for the student.

Primary Care Provider

The phrase Primary Care Provider is displayed next to the name of the contact when this box is checked.

A sample contacts/family tab in Students - Single View displaying various custodial status and relationships to a student.