Zip Codes

Modified on Wed, Apr 2 at 8:53 AM

Zip Codes

The Setup>Districts>Master District Params>Zip Codes screen allows you to add/delete Zip Codes.

HOW ZIP CODES GET ADDED:

1. Zip Codes can be added under Setup>Districts>Zip Codes.

2. Zip Codes can be added by staff members when registering/pre-registering a student under Registration>New Student or Registration>Pre Register.

3. Zip Codes can be added by parents in Open Registration when they are filling out open reg packages (see more detail under Cleaning Up Zip Codes):

4. Zip Codes can be added by staff members when editing a student's/parent's contact information under Student Data>Modify Student>Demographics>Contacts. The user must have the studentdata.modifystudent.demographics.contacts2.edit.zipFile securable location in order to do so.

CLEANING UP ZIP CODES

Q: As parents register their students in Open Registration throughout the school year, there may be times where parents change the city and or zip. When they do this, the zip code gets attached to the street even though it is not correct. Is there a way to prevent this?

A: You can mitigate this by enabling the option "Disable registration for packages with invalid zip code " on the Registration>Open Reg>Setup screen. That was put in to prevent staff from fully registering the student until the staff 'fixes' their zip code. 'Invalid zip code' refers to any combo of City + Zip that is NOT already added to the Setup>Districts>Zip Codes screen.

Q: What if I did not check that option beforehand and now I have numerous erroneous zip code data? (ex: wrong zip codes, zip codes attached to wrong streets etc) Can I do anything to clean it up?

A: It's best if you reassign the contacts first, so that no one is still assigned an 'invalid' zip code. The Student Data>Address Search screen is a good way to do that as it lets you search for City + Zip Code.

You can use this screen to search a 'bad' city/zip combination, and it would give you students who need to be corrected. Then, the invalid zip codes can be deleted. We recommend starting with the cities that are listed with typos (ex: City spelled wrong, or Zip Code is not 5 digits). Using the Address Search to identify them, and manually correcting them is the best way to handle that.

- Also, you can delete a 'bad' Zip Code from the Setup>Districts>Zip Codes screen. If a contact's address was assigned that bad combination, the system will just assign them to another city with that zip code once the bad zip code is deleted. This is super helpful for typos: for example if you have a valid zip code (08000) but it is attached to a misspelled city (Tes City). If this combination is deleted, then anyone with this combo would be switched to the correct city since there is already another zip code "08000 - Test City" in the system. You would need to do that verification prior to deleting any bad zip codes.

Q: Would it cause an issue if I deleted all the Zip Codes under Setup>Districts>Zip Codes, then reupload a file I have that has all Zip Codes in NJ plus the other states I may have in the system?

A: That screen is simply listing all the cities associated with the zip code that's assigned to the street. Once you clean up the zip code list, the 'Streets' list will also be cleaned up and you'll see that the incorrect cities are removed. After that, you should no longer see all the random zip codes appear after selecting the street.

- We would not recommend deleting the entire zip code list to re-import. If you also have many out of state zip codes, that might get lost too, so it would be better to use our recommendation of using the Student Data>Address Search screen to fix the zip codes. We would also not recommend re-importing addresses to clean up the data, as that could get messy.

Q: Would deleting a zip code from Setup>Districts>Zip Codes also delete the contact records attached to that zip code?

A: Deleting the zip code will not delete the contact or address record itself. However, the contact record is going to have a blank zip code if the system doesn't find a duplicate to assign it to.