Current Student Maintenance - Contacts tab

Use the Contacts tab to maintain contact details for primary and additional contacts, particularly parents. You can add as many contacts to the student record as necessary.

Note: Emergency contacts and debtors are not necessarily contacts.

SC1 contact

The SC1 contact is the person or couple most important to the student, usually one or both of the student's natural parents. Synergetic uses the SC1 contact to create a family structure, which is displayed on the Siblings tab. All students who share the same SC1 contact are shown on the Siblings tab. See SES (Socioeconomic status) parent extraction settings in the System maintenance manual.

Note: Synergetic requires every student to have an SC1 contact. If a student does not have an SC1 contact you will receive the following error message upon closing the window.

If Primary is not selected, creating an SC contact who is:

a parent adds the SC contact and their partner to the @PC constituency
not a parent, adds the SC contact and their partner to the @SCOC (student contact other contact) constituency.

Note: If Primary is selected, only the primary contact is added to a constituency. That is, if the student's contact has a spouse, the spouse does not receive the @PC or @SCOC constituency.

Creating an emergency contact adds the contact to the @SCEC constituency. See Community Maintenance - Constits tab in the Community manual.

Swapping contacts

You can easily swap contacts. For example, if you have a student with SC1 and SC2 contacts, you can change the SC2 to SC1 and then the SC1 becomes SC2.

See Swapping contacts.

History

The history records display changes made to the student's contacts. History records are created when:

One or more flags are changed for an existing contact of the student. For example, a contact no longer wants to receive Mail.
A new contact is added for the student.

This applies to current students, past students and future students.

In the following example, a new emergency contact is added. Barbara Adamski is a member of the community database.

A corresponding history record is added.

This can be viewed on the Contacts sub-tab of the Maint tab. See Current Student Maintenance - Maint tab.

If this contact is subsequently changed, corresponding history records are added and can also be viewed on the Contacts sub-tab of the Maint tab.

Opening the Contacts tab

To open the Contacts tab:

Select Module > Students > Current Student Maintenance from the main menu.
The Set Current Student Search Criteria window is displayed.
Tip: You can also access the current student functions by clicking .
Search for the student. See Searching for existing students in the Current students manual.
Click the Contacts tab.
The Contacts tab of the Current Student Maintenance window is displayed.

Current Student Maintenance - Contacts tab key fields and buttons

Grid area fields

Also refer to the Contact Details area for details of how to maintain these fields.

Field	Description
Type	Type of contact. Typical values include: SC1, SC2 and so on SE1, SE2 and so on. Note: Normally the SC1 contact is a parent of the students, even if the child does not live with the parent; this is because the SC1 contact is used to determine family position and sibling discounts.
Contact Description	Description of the contact. Values include: Contact 1, Contact 2 and so on Emergency Contact 1, Emergency Contact 2 and so on. Note: If a contact has more than one type of relationship with the student, each relationship is shown as a separate entry.
Contact Name	Contact's name.
Lives With	Select if the student lives with the contact Note: In cases of shared custody, more than one contact can have the Lives With flag set. The first listed Lives With contact is used when extracting information from Synergetic for surveys that require a single address for a student (for example, DEST survey).
Parent	Select if the contact is a parent Note: The parent contact is the person who is functionally acting as the parent from your organisation's perspective, not necessarily the natural parent. For example, if both parents are deceased and the uncle has custody and is as involved as a natural parent would be, then the uncle should be selected as the parent. Selecting this flag adds the contact to the @PC (parent) constituency. They become a member of the @SCOC constituency if not selected.
Mail	Select if the contact wants to receive mail from your organisation regarding this student.
Reports	Select if the contact wants to receive reports for this student.
Primary	Select if addressing this person only and not their spouse. Note: Use to suppress communication with a partner if they are not relevant from your organisation's perspective for this student. For example, a de-facto partner or non-natural parents.
ID	Synergetic ID of the community member.

Fields

Field	Description
Ph BH	Phone number during business hours for the selected: contact spouse, if applicable.
Default Mob	Default mobile phone number for the selected: contact spouse, if applicable.
Fax BH	Facsimile number during business hours for the selected: contact spouse, if applicable.
Email	Email address for the selected: contact spouse, if applicable.
Mailing Address	Mailing address for both the contact and their spouse.
Ph AH	Phone number after business hours.
AH Alt	Alternative phone number after business hours.
Fax AH	Facsimile number after business hours.

Buttons

Button	Description
	Launch the Community Maintenance window for the selected contact. Tip: Click to refresh the information displayed after returning from Community Maintenance. For example, you can update the student's address by selecting the contact the student lives with and updating the address. See Community Maintenance - Home Address tab in the Community manual.
	Add a new contact for the student. See Adding new contacts (Current students).
	Delete the selected contact.
	Send an email. See Sending emails in the Introduction manual.
	Compose a letter. See Composing letters with Microsoft Word in the Introduction manual.
	Copy the address details of the selected record to the Windows clipboard. Go to the Microsoft Windows application you are using and paste the address details into the document you are editing.