Future Student Maintenance - Contacts tab

Use the Contacts tab to maintain contact details for primary and alternative contacts, particularly parents.

You can keep track of as many contacts for the student as you like. By default, Synergetic has three and we recommend that your organisation does not exceed nine.

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 and shuffling contacts.

Opening the Contacts tab

To open the Contacts tab:

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

Future Student Maintenance - Contacts tab 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 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 (Future 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.