P-12 My Contacts

TECHNICAL UPDATE 

Prior to 6/26/2026 there was a session timing issue that was causing much of the attempted updates to result in Update Unsuccessful errors. We have now resolved that issue, and we ask that if you previously tried and received an error to please try making your update again. 

ABOUT MY CONTACTS

My Contacts form has been added to the IDEx to collect contact information for key administrative positions directly from School Districts, BOCES, Public Schools, Charter Schools, Religious and Independent Schools and Regional Information Centers (RICs). It shows current administrative position information that is contained in the SEDREF database for the various educational locations.

In addition to updating their own administrative contact information, Districts, BOCES, Charter Schools, and Religious and Independent Schools can make updates for the following types of locations through My Contacts:

• Districts may update administrative contact information for their public schools, district-operated preschool programs and reportable programs.
• BOCES may update administrative contact information for their BOCES virtual locations (BOVLs), BOCES buildings, preschool programs and reportable programs.
• Charter Schools may update administrative contact information for their satellite sites.
• Religious and Independent Schools may update administrative contact information for their child school sites.

My Contacts can be used to update information at any time during the year allowing locations to update position information as staff turnover occurs. SEDREF information is utilized by all of NYSED for varied purposes, including, the Student Information Repository System (SIRS); the Basic Educational Data System (BEDS); the exam ordering system; communication with educational institutions; and a host of other SED applications. Therefore, it is important that this information be kept current. 

SPECIFIC INSTRUCTIONS

To view contacts:

• You will need to first sign into the IDEx application via the NYSED Business Portal.
• Once signed into the IDEx, in the top right-hand corner of the screen you will see a link to ‘My Contacts’. It is located next to the ‘Log Out’ link. Click ‘My Contacts’ and you will see a list of the current contacts listed for your institution.
• To view contacts for another location, type in “800000” in the “Search by Institution” field at the top of the page and choose a location from the drop-down list (only locations you have access to will display).
• Anyone who has entitlement to any of the forms within the IDEx will be able to access the My Contact form.

To add, update, or delete contacts:

• Districts, BOCES, and Charter Schools - only the CEO and Information Officer listed in SEDREF can edit the My Contacts form,
• Public schools - only CEO can edit the form and,
• Religious and Independent Schools - the CEO, CFO, and Information Officer can edit the form.
• RICs – the CEO can edit the form.

If you need to:

• ADD a new contact title that is not currently listed, please click ‘Add Contact’ link in the right corner of the blue menu bar and a new pop-up window will appear. Choose a title from the drop-down list and enter the contact information, then click ‘Create’. The new title will now appear in the list of contacts for your institution.
• UPDATE a contact that is already listed, click the pencil icon next to the title. A pop-up window will appear, update the information, and click ‘Save’. Please do not update a position with a new staff person until the new hire is assuming the role of the position. This is of particular importance for CEO’s as it impacts accounts.
• DELETE an entire contact, click the trash can icon next to the title. Please ensure the position is not required for your institution before deleting it. Positions that do not display a trash can icon cannot be deleted.

NOTES

The CEO and CFO contacts will be highlighted in blue when you update them, this is because it is in a pending status waiting for a NYSED staff member to make the necessary updates in SEDREF. Once the update has been made the blue highlighting will disappear.

Frequently Asked Questions

I don’t see the form listed in the IDEx.

• The My Contacts form is located in the top right hand corner of the screen to the left of the logout button. If you still cannot see the form, your CEO will need to entitle your account to any of the data collections listed in P-12 District and School access to IDEx forms.

 Who can make changes to the My Contacts form?

• For Districts, BOCES, and Charter Schools - only the CEO and Information Officer listed in SEDREF can edit the My Contacts form,
• For Public schools - only CEO can edit the form and,
• For Religious and Independent Schools - the CEO, CFO, and Information Officer can edit the form.
• For RICs – the CEO can edit the form.

I am the CEO but I’m not able to make edits.

• You need to be listed as the CEO both in SEDREF and in SED Delegated Account System (SEDDAS) to be able to edit the form. Please send an email to datasupport@nysed.gov to make any necessary updates in SEDREF and/or SEDDAS.

 What should I do if I am the Information Officer or CFO and do not have the ability to edit the form?

• You need to be listed as the Information Officer or CFO both in SEDREF and in SEDDAS to be able to edit the form. To correct your position title in SEDDAS, your CEO needs to:
  • Login to the NYSED Business Portal and access the SEDDAS application
  • Search for your staff account and view the account details
  • Click on the Update button
  • Change the account position title to the appropriate title like the one in SEDREF for the same position
• If your CEO is correctly listed in SEDREF but cannot login to the Business Portal please send an email to datasupport@nysed.gov. 

 Do all positions need to be filled in?

• No. Not all positions are applicable to all types of institutions.

Who can I contact if I have questions regarding the My Contacts form?

• Please click on the Help icon at the bottom right of the page to submit a ticket to datasupport with any questions.

 When will I be receiving the 2026 Summer SEDREF Update – report in IRSP?

• Per NYSED Weekly for 6/18/2026, starting 2026, the Summer SEDREF Update process has been replaced with My Contacts. School Districts, BOCES, Public Schools, Charter Schools, Religious and Independent Schools and Regional Information Centers (RICs) are able to update administrative contact information through the My Contacts form (within the NYSED Business Portal). This new approach enables updates throughout the year, please make timely changes when staffing updates occur.

How can I change other SEDREF information?

• To change institution telephone number, fax number or URL, or open/close a district operated reportable program, please send requests to datasupport@nysed.gov. Please make sure to include all necessary information to expedite the process (to open a new reportable program, please list the program name, physical and mailing address, institution phone and CEO name, phone and email.)

   

•  To open/close a public school, or change school name or address please reach out to schoolregistration@nysed.gov

   

• To open/close a Pre-School Program Operated by a Public School District, please reach out to the Office of Special Education (speced@nysed.gov).