esd Interoperability Partners Calling System User Guide v

Overview eschooldata has partnered with several software platforms to provide integration between programs that districts are currently using. This guide will review the different platforms and their usage. Calling System Calling System is designed to be used with the district s preferred calling system. It allows users to extract a file of contact details for automated calls to students or staff (Contact tab), and to set up Attendance Rules and Attendance Rule Schedules for attendance calls (Attendance tab). Go to Interoperability > Partners > Calling System. Use of the Calling System requires the installation of the Attendance Auto Downloader. Contact your esd Support Representative for assistance. The material presented in this guide assumes the user has a basic familiarity with the esd System. For information on how to access and navigate the system, and select basic user preferences, please refer to the Getting Started User Guide. Calling System Contact Tab The default tab is Contact, which allows users to extract contact data by Type, either Students (default) or Staff. This extract can be run at the building or district level (see side note). For Student contacts, users can opt to Include non-custodial Parents, and can specify the phone type to use for the Attendance Phone when guardian phones have not been flagged as the Attendance Phone. (These options have no effect on Staff contacts.) Use the Search filter to narrow the search results. Click Search to display the results onscreen. Click Export To CSV or Export to Excel to export the results to a.csv file or to Excel. When running the extract at the district level, School Type is an additional filter option, which defines the output for the selected Type (Students/Staff). For Type: Student, the School Type is required in order to generate results. For Type: Staff, the School Type is NOT required. When School Type is not selected, then only district level staff will be returned. When one or more School Types are selected, then district level staff will be included along with staff in the selected school types. Click the underlined column headers to sort the search results ascending by that column. Click the same column header a second time to sort descending. For more specifics on the Search options and data output, see Calling System Extract Logic (on page 4). eschooldata, LLC Copyright 2002-2017 3

Below is an example of the export of the Calling System Contact results: The export is the same for both CSV and Excel, only the file format differs. Calling System Extract Logic Search Options on Page: School Type (District Level only): defines the output for the selected Type (Students/Staff). Students: the applicable School Type(s) must be selected to produce results. Staff: If School Type is NOT selected, then only district level staff will be returned; otherwise, district level staff will be included along with staff in the selected School Type(s). Type: Students: will pull Active students enrolled in the selected School (at district level: enrolled within the selected School Type), with their respective Primary and Secondary Contacts. Primary Contact: Guardian with the lowest Priority to Contact (excludes Guardians without Correspondence, Emergency Contacts and Household Members) Secondary Contact: Guardian with second-lowest Priority to Contact (excludes Guardians without Correspondence, Emergency Contacts and Household Members) Type: Staff: Will pull Active district level staff, plus Active staff in the selected School (at district level: in the selected School Type). Attendance Phone: Will insert the first guardian phone flagged for Attendance, based on both Guardian Priority and Phone Priority (see side note); if no Attendance phone exists, the value will be populated based on the Attendance Phone selection on the page (Mobile Phone or Home Phone). Mobile Phone: (default) Will insert the Primary Contact s Cell Phone into the Attendance Phone column Home Phone: Will insert the Primary Contact s Home Phone/Home Cell into the Attendance Phone column The system first searches for the Attendance flag in the Primary Contact s phones (in order of Phone Priority), then searches in the Secondary Contact s phones (in order of Phone Priority). Student Export Output Fields: Calling System File Headers Reference Code First Name Last Name Grade Email Language Gender Contact Type esd Fields Student Export Student ID Number Student FirstName Student LastName Student Current Grade Level Student Email Student Language (Household Language is sent when Translation required checkbox is flagged.) Student Gender This value defaults to Student eschooldata, LLC Copyright 2002-2017 4

Calling System File Headers Home Phone Work Phone Mobile Phone Home Phone Alt Work Phone Alt Mobile Phone Alt Primary Phone Additional Phone Attendance Phone Parent Names Home Address Home City Home State Home Zip Email Address Email Address alt Terminate Institution esd Fields Student Export Primary Contact s Home Phone/Home Cell. If Primary Contact does not have a home phone listed, then Household Phone is exported as Default Value. Primary Contact s Work Phone or Work Cell Primary Contact s Mobile Phone or Work Cell Secondary Contact s Home Phone/Home Cell. If Secondary Contact does not have a home phone listed, this field is left blank. Secondary Contact s Work Phone or Work Cell Secondary Contact s Mobile Phone or Work Cell Primary Contact s Home Phone/Home Cell. If Primary Contact does not have a home phone listed, then Household Phone is exported as Default Value. Secondary Contact s Home Phone/Home Cell. If Secondary Contact does not have a home phone listed, this field is left blank. First Attendance phone found, based on both Guardian Priority and Phone Priority. If no guardian attendance phone exists, column will be populated based on user selection, either the Home Phone/Home Cell or Cell Phone. Combination of Primary Contact and Secondary Contact, separated by Ampersand (&) Student s Home Address (Street Number and Street Name) Student s Home Address City Student s Home Address State Student s Home Address Zip Code Primary Contact s email address. If more than one email exists, the first email is selected Secondary Contact s email address. If more than one email exists, the first email is selected Not a required field -This field can be left blank School Name eschooldata, LLC Copyright 2002-2017 5

Calling System File Headers SMSPhone SMSPhone2 Student Cell esd Fields Student Export Bus Number (AM) Bus Number (PM) Home Room of the Student Home Room Teacher Name (Advisor Field) Counselor Name of the Student if exists If a group called Sports exists and the student is assigned to that group, then the word Sports is sent out in this field. This is specifically used by districts to make a call based on the group in case of a weatherrelated situation. Primary Contact s first SMS phone found, based on Phone Priority Secondary Contact s first SMS phone found, based on Phone Priority Student Cell The Phone Types flagged as SMS are: Cell Phone Home Cell Work Cell Staff Export Output Fields: Calling System Field Headers ReferenceCode FirstName LastName Gender HomePhone WorkPhone MobilePhone EmailAddress HomeAddress HomeCity HomeState HomeZip ContactType Institution esd Fields Staff Export Staff ID Number Staff FirstName Staff LastName Staff Gender Staff s Home Phone/Home Cell Staff s Work Phone or Work Cell Staff s Mobile Phone or Work Cell Staff s email address Staff s Home Address (Street Number and Street Name) Staff s Home Address City Staff s Home Address State Staff s Home Address Zip Code This value defaults to Faculty for Staff Type: Teacher, and defaults to Staff for all other Staff Types School Name eschooldata, LLC Copyright 2002-2017 6

Calling System Attendance Tab Click Attendance to change to the Calling System Attendance tab. Click Search to display all results, or enter a search term in the Search field, then click Search to narrow the results. Users can Edit, Delete, Export to Excel, or add a New Schedule to the existing rules. Click New to create a New Attendance Rule. Searches at the district level return Rules for ALL buildings. Searches at the building level return Rules for the selected building. New Attendance Rule In the New Attendance Rule window, enter information in all required fields (marked by a red asterisk *), then click Save. Calling System Attendance Rules set up for a Summer School building will include all students enrolled in Summer School classes while Summer School is in session (i.e. not closed out). The Exclude Verified checkbox allows users to exclude ALL student attendance statuses flagged as Verified, so guardians are not called. eschooldata, LLC Copyright 2002-2017 7

New Attendance Rule Schedule In the New Attendance Rule Schedule window, enter the Schedule Name, then select the Schedule Type: Recurring (default) or One Time. Check Enabled to activate the Rule Schedule. For a One Time Schedule, under One Time Occurrence, select the Date and Time for the Rule to run and click Save. For a Recurring Schedule, select the Frequency: Daily (default), Weekly, or Monthly, then specify the rate of recurrence (the options will change based on the Frequency selected). Next, select the Daily Frequency option: once (default) or every x hours (specify the number of hours between runs), and select the Time or Start/End Times. Last, select the Duration of the Schedule (Start Date, and desired End Date option). When finished, click Save. The Attendance Auto Downloader checks for an Attendance Rule Schedule once every hour, at minute 45 of each hour. An updated version checks for an Attendance Rule Schedule four times every hour, at minutes 0, 15, 30 and 45 of each hour. Districts that need the more frequent version should contact their esd Support Representative. Under Duration, both the Start Date and End Date fields default to the current date. When the default option No End Date is selected, the Date in the End Date field is ignored. eschooldata, LLC Copyright 2002-2017 8