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In order for e-government services to function properly, it is essential that the data of students and legal guardians entered into school administration system Sokrates is complete, accurate, and corresponds with the Central Register of Residents (ZMR).

To ensure data quality, the following criteria must be applied in Sokrates:

Correct address type

Each student must have a valid "Own" or "Own Authorized" record at the address type field.

Important: Make sure that there are no duplicate "own" records!

Specify address type

The fields marked in red must always be filled in correctly, in addition to salutation, first name(s) and last name.

Enter address

1. Data maintenance of legal guardians:

For electronic access to e-government services offered by the school administration to legal guardians each legal guardian must be registered as a separate person in the school administration. It is also necessary to enter the date of birth, zip code, city and municipality of the legal guardian. Therefore, please note the following when maintaining the data of the legal guardians:

  1. Legal guardians must be recorded separately, this means that "Thomas and Michaela Mustermann" or "Family Thomas Mustermann" in the name fields must be avoided.
  2. Note point 2 with regard to the spelling of names, which applies to students and legal guardians.

The correct address type must also be selected when registering addresses of the legal guardians:

For instance: Example for address type Mother

The Sokrates flag legal guardian regulates the master data comparison for the start of the school year and is mandatory in order to transfer the data to the school administration register and subsequently to the education portal.

2. Exact spelling of names in accordance with the Central Register of Residents (ZMR)

When registering the names of students or legal guardians, all first names and surnames must be entered in exactly the same spelling as on the registration certificate (ZMR extract).

Important: No abbreviations, no omitting or changing names or parts of names!

You be provided with a tool (Eco-Admin for edu.digicard issuance - instructions here), which will only identify those persons not found in the ZMR. Only these records will then need to be processed in the school administration system according to:

  1. In the case of multiple first names, all names listed in the ZMR are to be used and spelled excactly as recoreded in ZMR:
    "Karl-Heinz" does not correspond to "Karl Heinz" and does not correspond to "Karl" or "Heinz",
    "Jennifer Samantha Musterfrau" does not correspond to "Samantha Jennifer Musterfrau" and does not correspond to "Jennifer Musterfrau" or "Samantha Musterfrau".
  2. Diacritical marks must be entered exactly as they are used in the ZMR extract. Table for diacritical marks:
    https://wiki.dnb.de/pages/viewpage.action?pageId=89655885 https://it-at-m.github.io/KiwiDemo/#/
  3. In the case of ZMR entries based on foreign identity documents in which the first name and surname are not exactly specified, both names are entered by the registration authority in the ZMR in the first name field and in the surname field. This must be taken into account when maintaining the data and must also be entered twice in the school administration. The FME is working on a function that will make this duplication of names in the ZMR correctly legible again when used on offical documents (e.g. certificates).

3. Automated data correction reporting from the education portal

Persons who log in to the education portal using ID Austria, but could not be assigned to the school or their children, can trigger an automated e-mail to the school in the education portal. The email is sent to the email address registered at schulen.online of the corresponding school. The email contains the verified ZMR spelling of the names and the date of birth, which only have to be corrected in Sokrates.

Important: this function is only intended to correct the spelling of personal data that has already been registered in Sokrates or to add the date of birth. Under no circumstances may new persons be created as legal guardians without further verification. The check as to whether someone is a legal guardian and to create a new one is the responsibility of the school, as it has been up to now.

Sample of email service from the education portal for changing a person's master data in student management:

Example of email with data correction request