Division Standards for PowerSchool Data Entry: Addresses and Phone Numbers
The goal of this document is to provide standardized guidelines for student data entry in PowerSchool. It is crucial that as a division, student records information follow identical formatting to comply with partnered services such as PASI and Transportation Services, as well as for school-to-school transfer purposes. This document will focus solely on student contact information.
*Note: A school only accepts the registration of a student who lives within the transportation service area for that school (according to the Division map) – Exceptions must follow Admin. Procedure No. 305.
As a practice – If a student lives within an out-of-division boundary area in the transportation service area, that family must complete a Non-Resident Registration Form, which limits registration into the school based on: (1) Transportation service area; (2) Space; and (3) Program, as per Admin Procedure No. 305.
*All address and phone number information in PowerSchool (including student contacts) should follow these formatting guidelines:
Demographics Page:
- Home Address Section: this section is the “Physical” address information where the student lives (may or may not be the same as the “Mailing” address information).
- Street field – this field will include the following components:
- Unit number – place the apartment/unit/suite number before the Civic number followed by a hyphen (no spaces). Do not use words such as Apt or Unit and do not use the "#" symbol.
- Civic number – building or house number followed by one (1) space. Do not use the “#” symbol, nor the French equivalent “no.” as part of the number.
- Street name – the official name of the street as recognized by the province of Alberta entered using Title Case (first letter of each word is capitalized). If the street name is numeric there is only one space between the civic number and the street name (e.g., 421 5th St). The Street Name should not contain punctuation unless it is part of a proper name (e.g., St. John’s Ave).
- Street type – should be entered after the street name in the same format as found on google maps (this will be corrected once the address is Validated). Some sample street types are listed in Appendix A.
- Street direction – if applicable, the street direction should be entered after the street type in ALL CAPS and in an abbreviated format as outlined in Appendix B.
*Rural Address Info: Rural address information (including legal land descriptions) can be entered in the street field IF the civic street address information doesn’t exist or isn’t known. Abbreviations should be used as applicable (Township Road = TWP RD, Range Road = RGE RD, PO Box, etc.)
*Rural Route has two components, the RR identifier and the Station number (i.e., RR 2 STN Main, RR 1 Box 14, etc.)
*Legal Land Description is always formatted as per this example: SW 14 53 04 W5, which indicates the student lives on the SouthWest portion of Section 14, in Township 53, on Range Road 4, and all located west of the 5th meridian. - Apt/Suite field: DO NOT USE this field. Instead, add this number in front of the Civic number as mentioned above.
- City field: enter the provincially recognized name of the municipality and DO NOT include the province in this field. The City field should not contain punctuation unless it is part of a proper name (e.g., St. John’s).
- State field: should be the province chosen from the dropdown menu – Alberta (AB).
- Zip field: should be the seven (7) character Postal Code – two sets of 3 characters with a space in between, no hyphens (ie. T7X 2Y9).
- Validating Home Address: It is important to note that it is beneficial to validate as many Home address entries as you can.
A “Full Update” may alter the Street field slightly from what you entered, which is okay as long as the validated information is correct. Or using a “Partial Update” will only add the geocode information, while leaving the formatting of the address the way you entered it.
*NOTE: The validation of the street address will not include the Apt/Suite field. - Mailing Address Section: This section CANNOT be edited from the Demographics page. Please refer to the section below titled State/Province-AB Page.
- Validating Mailing Address: It is not necessary to validate the Mailing address, but if you choose to validate it is important to use the “Partial Update” option so that the formatting of the address does not change.
- Demographic Information Section:
- Home phone field: This field CANNOT be entered/edited from the Demographics page. See the section below titled State/Province-AB Page.
- Student Cell Number field: This field is ONLY FOR student cell phone numbers. Formatting for All phone numbers should be 3-digit area code, hyphen, 3 digits, hyphen, 4 digits (e.g., 780-555-1234). DO NOT add any other information into this field (no text).
- Student Personal Email Address: This field is for a non-ECSSD email address that belongs to the student (not parents).
- Area/Neighborhood: This field relates to ADDRESS INFORMATION and should only be used for listing the following information:
- Subdivision: if applicable since this information can be useful to locate a property.
- Legal Land Description: if the street fields already contain civic information, this field can be used to include legal land description (if it needs to be stored).
State/Province-AB Page:
- Addresses: This is where the “Mailing” address needs to be entered/edited (may or may not be different than the “Physical” address).
*Note: An entry can also be made in this section for “Physical” address, but the Primary address that syncs to PASI should be the “Mailing” address. - Address Type: set to either “Mailing” or “Physical” (Primary address should be the Mailing address).
- Address Format: usually set to “Canadian Mailing Address.”
- Street field: this field will include the following components:
- Unit number – place the apartment/unit/suite number before the Civic number followed by a hyphen (no spaces). Do not use words such as Apt or Unit and do not use the "#" symbol.
- Civic number – building or house number followed by one (1) space. Do not use the “#” symbol, nor the French equivalent “no.” as part of the number.
- Street name – the official name of the street as recognized by the province of Alberta entered using ALL CAPS.
If the street name is numeric there is only one space between the civic number and the street name (e.g., 421 5TH ST). The Street Name should not contain punctuation unless it is part of a proper name (e.g., ST. JOHN’S AVE). - Street type – should be entered after the street name, also in ALL CAPS and in an abbreviated format as outlined in Appendix A.
- Street direction – if applicable, the street direction should be entered after the street type in ALL CAPS and in an abbreviated format as outlined in Appendix B.
*Example of a properly entered Street field with all components listed above: 110-381 MAPLE DR NW
(Suite = 110 / Civic number = 381 / Street name = MAPLE / Street type = DR / Street direction = NW) - City field: enter the provincially recognized name of the municipality and DO NOT include the province in this field. The City field should not contain punctuation unless it is part of a proper name (e.g., St. John’s).
- Province field: should be the province chosen from the dropdown menu – Alberta.
- Postal Code field: should be seven (7) characters – two sets of 3 characters with a space in between, no hyphens (e.g., T7X 2Y9).
- Phone Numbers: The Home phone field on the demographics page will populate from the primary phone number entered in this section.
Formatting for ALL phone numbers should be 3-digit area code, hyphen, 3 digits, hyphen, 4 digits (i.e., 780-555-1234). This is not the format that PASI uses, however PowerSchool will automatically format it the way that PASI accepts.
*PASI requires that a “Primary” phone number MUST be entered (usually the Home phone).
See APPENDIX A - Common Mailing Address Abbreviations and Guidelines
See APPENDIX B - Street Directions Abbreviations