Contact Log

Tool Search: Contact Log

The Contact Log records all instances of communication by school personnel. This communication can be with the student, their guardians, or others, and could include letters or email, phone calls, and face-to-face meetings for example.

There are several areas within Student Information that include a Contact Log tool - Counseling, Health, PLP, Response to Intervention (RTI), Special Education, plus several states and districts that have a localized Contact Log for certain tools. In an effort to consolidate and streamline the process of managing communication between the school and students/guardians of students, the Contact Log in Student Information General is the main hub where all contact log records can be viewed and modified by school personnel who are granted proper tool rights. Outside of Student Information, a Contact Log is also located in Attendance Center and Census. 

All contact log records can be viewed by staff with the proper tool rights in the Student Information General Contact Log and in the Census People Contact Log. For example, contact log records entered in Health by the Health Office Staff with rights only to the Health Contact Log can be viewed by general office staff and administrators in Student Information General or Census.

Submit feedback for the new Contact Log by clicking the Feedback button in the bottom right hand corner. This takes you to the Campus Community Contact Log forum topic where you can add your suggestions for the Contact Log. 

Screenshot of Student Information General Contact Log. Student Information General Contact Log

Screenshot of Census People Contact Log.Census People Contact Log

Contact Log Fields in Ad hoc Query Wizard

Information from the Contact Log records can be included in an Ad hoc Query using the Student Data Type. Contact log fields are available in the following locations:

  • Student > Counselor > Contact Log
  • Student > Learner Planning > Contact Log (includes fields for RTI, PLP and Special Education)
  • Student > Health > Contact Log 

See the Contact Log Detail Descriptions for specific Ad hoc fields. 

Screenshot of Contact Log Ad Hoc Fields.Contact Log Ad hoc Fields 

Tool Rights for Contact Log

Tool Search: Tool Rights

General Tool Right Information

Full rights to Contact Log require the following: 

  • Rights (All checkbox marked) for the Contact Log tool for Student Information > General > Contact Log and Census > People > Contact Log.
  • RWAD rights to the module level Contact Log tool right for the appropriate module - Counseling, Health, PLP, RTI, Special Education, etc.
  • Access to Records Created by Other Userssubright for the appropriate module - Counseling, Health, PLP, RTI, Special Education, etc. This subright allows the user to view or edit contact log records another user created within a module (Counseling, Health, etc.).
    • R rights allow the ability to view records created by another user for the module.
    • W rights allow the ability to edit records created by another user for the module.
    • A rights do not add any function.
    • D rights allow the ability to delete records created by another user for the module.

Note the following: 

  • All rights to Student Information > General > Contact Log and Census > People > Contact Log do NOT allow access to add a contact log record. It only displays the Contact Log tool, but no existing records are visible. 
  • RWAD rights are NOT cumulative. A user who has no access subrights to Counseling, but does have RW rights to Health allows the viewing and editing of Health contact log records another user created. 
  • Assigning access subrights WITHOUT enabling rights to the parent Contact Log module tool right automatically assume R rights for that parent right. 

Assign Tool Rights to Contact Log

Procedures are provided using the new navigation.

1. Enable rights to Contact Log (Student Information > General > Contact Log) by marking the All checkbox. Screenshot of Contact Log Tool Rights for Student Information.Contact Log Tool Rights Student Information2. Enable rights to Contact Log (Census > People > Contact Log) by marking the All checkbox.

Screenshot of Contact Log Tool Rights for Census.Contact Log Tool Rights Census

3.  Assign appropriate RWAD rights to Contact Log modules as needed for the selected user(s). These tools are named as follows:

  • Counseling Contact Log (Student information  > Counseling > Counseling Contact Log)
  • Health Contact Log (Student information  > Health > Health Contact Log)
  • PLP Contact Log (Student information  > PLP > PLP Contact Log)
  • RTI Contact Log (Student information  > Response to Intervention > RTI Contact Log)
  • Special Education Contact Log (Student information  > Special Ed > Special Ed Contact Log)
  • Attendance Contact Log (Attendance Office > Student Attendance > Attendance Contact Log)

Screenshot of Counseling Contact Log Tool Rights. Counseling Contact Log Tool Rights

4. Assign RWAD rights to Access to Records Created by Other Users for each Contact Log module as needed for the selected user(s).

Screenshot of Tool Rights for Counseling Contact Log Access to Records Created by Others.Counseling Contact Log Access to Records Created by Others

Contact Log Tool Rights Examples

Example 1: Counselor with access and ability to manage all Contact Log Records

A counselor who is responsible for general counseling activities (academic planning, behavior records, team members for learning plans, health management) may have the following tool rights for Contact Log:

Click here to expand...

Assigned Tool RightsExample

Rights to Contact Log (Student Information > General > Contact Log) set to All.

Screenshot of rights to Contact Log Tool Rights.

RWAD rights Counseling Contact Log and Access to Records Created by Other Users (Student Information > Counseling > Counseling Contact Log)

Screenshot of Counseling Contact Log Tool Rights..

RWAD rights to Health Contact Log and Access to Records Created by Other Users (Student Information > Health > Health Contact Log)

Screenshot of Health Contact Log Tool Rights.

RWAD rights to PLP Contact Log and Access to Records Created by Other Users (Student Information > PLP > PLP Contact Log)

Screenshot of PLP Contact Log Tool Rights.

RWAD rights to RTI Contact Log and Access to Records Created by Other Users (Student Information > Response to Intervention > RTI Contact Log)

Screenshot of RTI Contact Log Tool Rights.

RWAD rights to Special Ed Contact Log and Access to Records Created by Other Users (Student Information > Special Ed > Special Ed Contact Log)

Screenshot of Special Ed Contact Log Tool Rights.

This counselor is able to view every contact log record for the student, whether entered by that person or someone else. They are also able to modify existing contact log records entered by other staff and add new records for any contact log module, and delete contact log records. Any Contact Log module can be used to enter new records.

Screenshot of Counseling Contact Log records for a counselor with access to all rights.

Counselor with access to all Contact Logs


Example 2. Health Office Staff with access to Health Contact Logs Only

A counselor who is responsible for managing student interaction with the health office may have the following rights to Contact Log:

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Assigned Tool RightsExample

Rights to Contact Log (Student Information > General > Contact Log) set to All.

Screenshot of rights to Contact Log set to all.

RWAD rights to Health Contact Log (Student Information > Health > Health Contact Log)

Screenshot of rights to Health Contact Log.

No rights to Access to Records Created by Other Users 

Screenshot of no rights to Access to Recrods Created by Other Users.

This staff person has the ability to record only Health related Contact Log records and see previous contact logs entered by that staff person only. They can navigate to Student Information > General > Contact Log or to Student Information > Health > Health Contact Log to enter new records.

Screenshot of an example of Health Office Staff with Access to Health Contact Logs.Health Office Staff with Access to Health Contact Logs

Example 3. Special Education Team Member with access to other Learning Plan, Counseling and RTI 

A team member who is responsible for managing learner plans, working with the student's counselor to assist with plan changes, and assisting with behavior management may have the following rights to Contact Log:

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Assigned Tool RightsExample

Rights to Contact Log (Student Information > General > Contact Log) set to All.

Screenshot of rights to Contact Log set to all.

RW rights to Counseling Contact Log (Student Information > Counseling > Counseling Contact Log and RW rights to Access to Records Created by Other Users for Counseling

Screenshot of Counseling Contact Log sample rights.

No access to Health Contact Log

Screenshot of no access to Health Contact log in tool rights.

RWAD rights to PLP Contact Log (Student Information > PLP > PLP Contact Log) and RW rights to Access to Records Created by Other Users for PLP

Screenshot of sample rights for PLP Contact Log.

R rights to RTI Contact Log Student Information > Response to Intervention > RTI Contact Log) and R right to Access Records Created by Other Users for RTI

Screenshot of sample rights to RTI Contact Log.

RWAD rights to Special Education Contact Log (Student Information > Special Ed > Special Ed Contact Log) and RW rights to Access to Records Created by Other Users for Special Education

Screenshot of sample rights to Special Education Contact Log.

This staff person has the ability to record PLP and Special Ed Contact Log records. They can modify Contact Log records for PLP, Special Education and Counseling, but only read contact log records for RTI. They can record new Contact Log records by navigating to Student Information > General, PLP, RTI, or Special Education.

Screenshot of sample showing Contact Log view for a staff member with access to PLP, Special Education, Counseling, and RTI logs. Special Education Team Member with Access to PLP, Special Education, Counseling and RTI Logs

Enter a New Contact Log Record

See the table following these procedures for descriptions of these fields, Ad hoc locations and Database information.

  1. Click the New button. The Contact Log Detail side panel displays.
  2. Select the area of contact from the Module dropdown list. When entering a Contact Log record from a location other than the General Contact Log tool, the Module field is already populated with the area of product.
  3. Verify the ContactDate/Time field of the contact is correct. This field auto-populates with the current date and time. When entering a record from a contact that previously happened, modify this field accordingly.
  4. Select the appropriate Contact Type from the dropdown list.
  5. Use the Contacted fields to select and/or enter who was contacted.
  6. Enter the Details of the contact.
  7. Click the Save button to save the record. Or, to enter another record for the same student, click the Save & New button to save the record and enter another new record. 

Screenshot of Contact Log Detail.Contact Log Detail

Contact(s) List Logic

The Contacts(s) dropdown list includes 6 different "types" of people and shows them in the following order:

  1. the student themselves
  2. people with current relationships to the student ("Guardian" will appear if the guardian checkbox has been marked)
  3. people currently in the student's household
  4. active teachers for course/sections a student is currently taking
  5. any current Team Members for the student
  6. people who have been contacted previously for this student who exist as users in Campus

Contact Log Detail Descriptions

Data ElementDescriptionDatabase and Ad hoc Field Locations
ModuleLists the area where the contact was entered in the product, or the general topic of the contact.
Options are:
  • Attendance
  • Counseling
  • Health
  • PLP
  • Response to Intervention
  • Special Education
ContactLog.module
Ad hoc Location
  • Attendance - Student > Attendance > Contact Log > Contacted > contactLogContactedID 
  • Counseling - Student > Counselor > Contact Log > counselingContactLog.module
  • Health - Student > Health > Contact Log > healthContactLog.module
  • PLP, RTI, Special Education - Student > Learner Planning > Contact Log > plansContactLog.module
Contact Date/TimeReports the date (mm/dd/yyyy) and time (HH:MM) the record was entered.  ContactLog.dateTimeStamp
Ad hoc Location
  • Counseling - Student > Counselor > Contact Log > counselingContactLog.dateTimeStamp
  • Health - Student > Health > Contact Log > healthContactLog.dateTimeStamp
  • PLP, RTI, Special Education - Student > Learner Planning > Contact Log > plansContactLog.dateTimeStamp
Contact TypeIndicates how the individual was contacted. The list of options varies depending on what module is selected for the record.
Additional options can be added in the Attribute/Dictionary.
ContactLog.contactType
Ad hoc Location
  • Counseling - Student > Counselor > Contact Log > counselingContactLog.contactType
  • Health - Student > Health > Contact Log > healthContactLog.contactType
  • PLP, RTI, Special Education - Student > Learner Planning > Contact Log > plansContactLog.contactType
Contacted Indicates the person or people intended for the contact. There are two fields where information can be entered. Select contacts who have been entered in Campus from the Contact(s) field. The Other Contacts field can be used to enter anyone who is not entered into Infinite Campus.ContactLog.contactMode
Ad hoc Location
  • Counseling - Student > Counselor > Contact Log > counselingContactLog.contactMode
  • Health - Student > Health > Contact Log > healthContactLog.contactMode
  • PLP, RTI, Special Education - Student > Learner Planning > Contact Log > plansContactLog.contactMode
Contacted ByRecords the staff person who entered the record.ContactLog.contactByID
Ad hoc Location
  • Counseling - Student > Counselor > Contact Log > counselingContactLog.contactByID
  • Health - Student > Health > Contact Log > healthContactLog.contactByID
  • PLP, RTI, Special Education - Student > Learner Planning > Contact Log > plansContactLog.contactByID
DetailsProvides a text entry field for recording a detailed description of the contact.ContactLog.text
Ad hoc Location
  • Counseling - Student > Counselor > Contact Log > counselingContactLog.text
  • Health - Student > Health > Contact Log > healthContactLog.text
  • PLP, RTI, Special Education - Student > Learner Planning > Contact Log > plansContactLog.text

Filter Contact Log Records

The Contact Log organizes records by Module (the type of contact log record), Contacted By (who made the contact), Contacted (who was contacted), Contact Type, the date and time the record was saved, and the Details (reason) for the contact.

Contact Log records are sorted first by the Date and Time of the record, with the most recent record displaying first. To display contact log records for only one module, select that module by using the filter option located in the Column Menu which is indicated by 3 dots to the right of each column. 

In the example below, the Column Menu is open for the Module column showing the options available.

Screenshot of Filter Options from Column Menu in the Contact Log. Filter Options from Column Menu

Print Contact Log Records

Default options are set to include every contact in each module, for all dates, contact types, entered by all staff, and contact made to all individuals, and sorted by date. These can be modified by removing the All option and adding specific values to the fields.

  1. Click the Print button in the lower left corner. A Contact Log Print panel opens to the right.
  2. Choose desired Module for which to print records.
  3. Enter the Start Date and End Date to return records within that range only. Or, leave these fields without a selected date to print all records.
  4. Select the desired Contact Type.
  5. Select the desired Contacted By option.
  6. Select the desired Contacted option(s).
  7. Choose the appropriate Sorting option - Date ascending, Date descending, or Contacted By.
  8. Click the Generate button. The report prints in PDF or CSV format for the selected student. 

In the example below, Counseling Contact Logs entered between October 1 and December 2 in ascending Date order are included.

Screenshot of Contact Log Print.Contact Log Print

Screenshot of the Contact Log Report. Contact Log Report