SIMS 7 - Extracting Contacts from SIMS

Background Story

Some of our Technical Integrators use the APIs behind our SIMS 7 'Manage Contacts' Screen to extract contacts including parents and related parental information.

It has been brought to our attention that the list of 'associated students' in maintain contacts contains both:

1. The linked students
2. Where the link to a student is deleted (via the manage student interface) then the list will contain the linked 'applicant' from the applicant record.

We are looking at changes to the SIMS to make this clearer.  Parental links deleted through the contacts screen delete both the student and applicant parental links.  However the deletion of a link to a parent is unusual unless it is a genuine entry error.

We have had an issue from a school where this was done and both parents were still linked to the student in the extract because of the applicant record's parental link.

Is this a valid data extract?

There is nothing 'wrong' with this method of extraction and in the general case where parents separate then it would be normal for both parental records to remain.

Technical Integrators are asked to note the behaviour of the APIs behind the screen.  Alternative APIs are available if this is not the desired behaviour.  Contact ESS-PartnerSupport@parentpay.com for further advice.

Associated Potential GDPR Issue

A school then used the data to email Stu Dent's parents and it was sent to both including the deleted parent. The content of the email / attachments was unsuitable to be received by the deleted parent.  

Possible Lessons for all TIs and ESS are that we need to remind schools that SIMS or TI Products can help with emails to parents.  However, every email needs to be checked against every recipient to ensure that all those receiving the email are entitled to see the email.  Indeed, if there are multiple recipients then all should be BCC'd rather than be included in the 'To' or 'CC' for any email even if the content is suitable for all parents. (SIMS Creates separate emails to each recipient.).

Additionally, any linked documents need to be checked to ensure that they are suitable for all recipients to receive.  These are often less obvious than the content of the initial email.