Student Data - Basic Searching and Editing

Genesis Student Information System
User Documentation
STUDENT DATA BASIC SEARCHING AND EDITING

I.
II.
III.
IV.
Introduction to Student Data in Genesis

Searching for Students
A.
The Student Data Student List Screen
B.
The Student Data Address List Screen
Viewing and Modifying Student Records
Navigating Among Students Records
BasicSearchingandEditing
Page1

I.
User Documentation
Introduction to Student Data in Genesis
Genesisisarobuststudentinformationsystemdesignedtocaptureandstoredataonastudentsentire
careerinaschooldistrict.Dataisorganizedintotabsorscreenswhichcaptureinformationofasimilar
nature.Apartiallistofthecurrentsetofstudentrecordtabsincludesthefollowing(pleasebeaware
thataccesstoallofthesetabsiscontrolledbyourSecurity/Rolesmechanismandeachuserseesonly
thosetabstheyhavepermissiontosee):
AthleticsInformationforcoachesastudentsparticipationonTeamsplusmedicalforms.
AttendanceThestudentsattendancecalendarforthecurrentschoolyear.
AwardsAwardsthestudenthaswonandwhichwillbeincludedontheirtranscript.
BasicSkillsBasicskillsprogramsaswellasNJStatetestssuchasASK,GEPA,HSPA
BusBusAssignments
ClassAttendanceThestudentsclassattendancecalendarsfortheschoolyear.
ConductCodeofconductinfractions.
CurrentYearScheduleThestudentsscheduleforthecurrentschoolyear.
DemographicAlldemographicinformation,allcurrentyearregistrationinformation,addresses,
familycode,custodyinformation,childcareinformation.
FinesAnyfinesowedbythisstudent.
GPAThestudentsGPAinformation.
GradesThestudentscurrentyeargrades,academichistoryandcontrolofwhatappearson
theirtranscript.
HonorRollsAnyhonorrollsinwhichthisstudenthasearnedinclusion.
LettersAllletterssenttothestudentsparentsorguardians.
MedicalAllmedicalinformation(healthrecord,nursevisits,medications,screenings,etc.)
NextYearRequestsCourserequestsfornextyearscheduling
NextYearScheduleThestudentsscheduleforthenextschoolyear(onceproduced).
NJSmartAnalysisandstatusofthestudentsNJSmartrelateddata.Linkstorelevanttabs.
NotesNotesscreenforguidancecounselor.
PassesPassesgeneratedforthisstudent.
ReportCardAPDFofthestudentscurrentreportcard(generatedwhenthetabisentered).
SpecialEdAllspecialedrelateddataforthisstudent.Evaluations,Programs,Classifications.
SportsEligSportseligibilitycalculationforthisstudent.
StateTestsDataforStateTestPrelabels(e.g.ASK,HSPA)
TrackingTrackingrecordsforthestudentsregistration,specialedandotherinformation.
TranscriptAPDFofthestudentscurrenttranscript(generatedwhenthetabisentered).
UserFlagsLocalschoolordistrictyes/nodatafields.
UserTextLocalschoolordistricttextdatafields.
VehiclesVehicleandparkingpermitinformationforthestudent
Theremainderofthisdocumentdescribeshowtosearchforstudentrecords,openthem,accessesthe
tabsdescribedabove,navigateamongrecordsanddobasicediting.
Page2

II.
User Documentation
Searching for Students

A.
The Student Data Student List Screen
Thissearchbystudentdataelementsscreenallowsyoutosearchbybasicdemographicinformation
suchasname,gender,gradelevel,aswellasbyguidancecounselor,homeroom,specialedflag,status
(activeorinactive)andnextyearassignments.
Student DataStudent List
Figure 1 The Student DataStudent List screen
TheStudent DataStudent List screenincludessearchcriteriaonbasicdemographicandschool

information.
Thevarioussearchcriteriacanbecombinedformoreprecisesearches.Severalexamplesareshown
below.
Studentscanbeaddedtoanexistingstudentlistfromthisscreen,oranewstudentlistcanbecreated
here.
Page3
User Documentation
Example1:SearchbyStudentLastName
Searchingbystudentlastnamereturnsallstudentswhomatchthenameorpatternenteredinthelast
namefield.Youcouldalternatelysearchonastudentsfirstnamebyenteringapatterninthefirst
namefield.Youcouldevensearchonbothastudentsfirstandlastnames.
Student DataStudent ListSearchCriteria:Lastname=Da*
Figure 2 The Student DataStudent List screen returns one line for each student who matches all the selected search criteria
SearchbyStudentLastName
Asearchbystudentlastnamereturnsallthestudentswhoselastnamematchesthecriteria.Theasterisk
(*)isawildcardcharacterthatwillmatcheverything.Searchingbythepatternda*matchesall
studentswhoselastnamebeginswiththelettersda(e.g.Dade,Daily,Darren).
Thecontrolsatthebottomofthescreenincludethefollowing:
AddcheckedstudentstothislistAsonthescreen,thisallowsyoutoaddthecheckedstudents
toanexistingstudentlist.
AddcheckedstudentstoanewlistAsonthescreen,thisallowsyoutocreateanewstudent
listandaddthecheckedstudentstoit.
ClickOKtoaddtocreateoraddtoastudentlist.
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User Documentation
Example2:SearchbyGradeLevelandGender
SearchingbyGradeLevelandGenderreturnsalladdressstudentswhomatchtheselectedgradelevel
(e.g.Grade=10)andgender(e.g.Gender=F).
Student DataStudent ListSearchCriteria:Grade=12,Gender=Female
Figure 3 A search by grade level and gender returns all students in the selected school who match the criteria in this case, 10th grade
girls
PrintingtheList
AprintericonappearswhenthereisatleastoneStudentlistedonthisscreen.Clickingtheprintericon
willproduceaStudentListreport.Anexampleisshownbelow.
IncludedintheStudentListreportarethestudentsID,name,schoolcode,homeroom,grade,gender,
statusandSpecialEdindicator.
Page5
User Documentation
Figure 4 Sample Student List Report to return to Genesis, please click the browser back button
Page6
User Documentation
Example3:SearchbyGuidanceCounselorandHomeroom
Searchcriteriacanbeaddedtogetherjustbyselectedvaluesinmorethanonefield.
Student DataStudent ListSearchCriteria:Counselor=Anderson,MikeHomeroom=221
Figure 5 The Student DataStudent List screen illustrating search criteria being added together
SearchCriteriaareAdditive
Whenvaluesareselectedformorethanoneofthefields,thevaluesareaddedtogetherthestudents
mustmatchallthespecifiedcriteriatobeselected.IfyouselectthenameAnderson,Mikefromthe
listofGuidancecounselorsandthehomeroom221,thestudentsmustbothbeinHomeroom221and
haveAnderson,Mikeastheircounselortobeselected.
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User Documentation
Example4:SearchbyStudentList
Onceyouhavecreatedatleastonestudentlist,astudentlistdropdownappearsandyoucansearch
forstudentsonaselectedstudentlist.
Student DataStudent ListSearchCriteria:StudentList=Band
Figure 6 The Student DataStudent List screen showing the location of the Student List drop down
SearchbyStudentListclearsallotherfields
Searchingbystudentlistisdifferentfromallothersearchesonthisscreen.Whenyouselectastudent
list,alltheothersearchfieldsareclearedsettoblanks.Onlythestudentsonthelistarelocated;all
othersearchcriteriawereclearedoutwhenthelistnamewasselected.
Page8
User Documentation
Example5:SearchbyNextYearAssignments
AfterschedulinghasbegunandstudentsareassignedtheirNextSchoolandNextGradeoreven
NextCounselor,itbecomespossibletosearchforstudentsbyoneormoreoftheirnextyear
assignments
Student DataStudent ListSearchCriteria:NextGrade=12
Figure 7 The Student DataStudent List screen after a search for next years seniors (12th graders)
SearchforNextYearAssignments
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User Documentation
B.
The Student Data Address List Screen
Thissearchbyaddressorcontactscreenallowsyoutosearchbyaddressandcontactinformationas
wellasbyFamilyCode.
Student DataAddress List
Figure 8 The Student DataAddress List screen
TheStudent DataAddress List screenincludessearchcriteriaonaddressandcontactfields,aswellasby

FamilyCode.
Asearchonastudentsnamewillreturnalladdressandcontactsasseparaterecords.
AsearchonaFamilyCodereturnsalladdressandcontactsforallstudentswhosharethatcode.
AsearchonaStreetNamewillreturnalladdressandcontactinformationforallstudentswithanaddress
onthatstreet.
AsontheStudent DataStudent List screen,studentscanbeaddedtoastudentlistfromthisscreen.In

additionanewAddcheckedstudenttofamilycodecontrolallowsyoutomassassignselected
studentsthesameFamilyCode.Ifthiscontrolismissing,youdonothavepermissiontouseit.
Asalways,criteriacanbecombinedformoreprecisesearches.
Page10
User Documentation
Example1:SearchbyStudentName
Searchingbystudentnamereturnsalladdressandcontactinformationforthestudent.
Student DataAddress ListSearchCriteria:Lastname=Dai*
Figure 9 The Student DataAddress List screen returns all Address and Contact Information for a Student when the criteria is a
student (or students) name
SearchbyStudentName
Asearchbystudentnamereturnsalltheaddressandcontactinformationforthatstudent.Eachcontact
oneachaddressisreturnedasaseparatelineinthelist.Theaddresstypeisidentified,asisthestreet
address,phoneandemailforthecontact.
Thecontrolsatthebottomofthescreenincludethefollowing:
AddcheckedstudentstothislistAsonthescreen,thisallowsyoutoaddthecheckedstudents
toanexistingstudentlist.
AddcheckedstudentstoanewlistAsonthescreen,thisallowsyoutocreateanewstudent
listandaddthecheckedstudentstoit.
AddcheckedstudentstofamilycodeAssignthesameFamilyCodetoallthecheckedstudents.
NotethatalthoughthelistdisplaysContactsthestudentlistandfamilycodecontrolsatthebottom
operateonStudents.
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User Documentation
Example2:SearchbyFamilyCode
SearchingbyFamilyCodereturnsalladdressandcontactinformationforstudentsintheFamily.
Student DataAddress ListSearchCriteria:FamilyCode=1721
Figure 10 A search by Family Code returns all address and contact information for all students designated by the same Family Code
SearchbyFamilyCode
Asearchbyfamilycodereturnsalltheaddressandcontactinformationforallstudentswhosharethe
samecode.
NumberofContactsvs.NumberofStudentsintheList
AttheverybottomleftofthescreenthereisacountofthenumberofContactsandnumberofStudents
appearinginthelist.Thistextappearsbeneaththestudentlistcontrols.
PrintingtheList
AprintericonappearswhenthereisatleastoneContactlistedonthisscreen.Clickingtheprintericon
willproduceanAddressandContactreport.AnexampleisshowninFigure8below.
Page12
User Documentation
Example3:SearchbyPhoneNumber
SearchingbyPhoneNumberreturnsallcontactswhichsharethatphonenumber.
Student DataAddress ListSearchCriteria:PhoneNumber=7325551212
Figure 11 A search by Phone Number returns Contacts which share that same phone number (note the absent Family Code assignment
control)
SearchbyPhoneNumber
AsearchbyPhoneNumberreturnscontactinformationforallstudentswhohaveaContactwiththat
samephonenumber.OnlythoseContactsthatmatchthephonenumbersearchareshown.
Thephonenumbermustmatchthespecifiednumberexactly.
PermissiontoAssignFamilyCodes
InFigure4above,theuserdoesnothavepermissiontoassignFamilyCodes.Asaresult,theFamilyCode
assignmentcontrol,atthebottomrightofthescreen,hasbeensuppressed.Theusercanstillcreateand
addstudentstoStudentLists.
Page13
User Documentation
Example4:SearchbyStreetName
SearchingbystreetnamereturnsallContactsonallAddresseswhicharelocatedonthatstreet.
Student DataAddress ListSearchCriteria:StreetName=Katy*
Figure 12 A search by Street Name returns all Contacts for Addresses which share that street name
SearchbyStreetName
AsearchbystreetnamereturnscontactinformationforallstudentswhohaveaContactwiththatsame
phonenumber.OnlythoseContactsthatmatchthephonenumbersearchareshown.
PleasenotethatthestreetnamemustbeanexactmatchORmustusethewildcardcharactertomatch
thestreetname.ForexampleKatyLnwillnotmatchanaddressofKatyLane.Agoodwaytosearch
isbyusingthewildcardcharactertomatchthestreettypeKatyL*willmatchbothKatyLaneand
KatyLn.
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User Documentation
Example5:SearchbyAddressType
SearchingbyAddressType(e.g.MothersWork)returnsallContactsforallAddressesofthespecified
type.SearchingbyContactType(e.g.Email)returnsallmatchingContacts.
Student DataAddress ListSearchCriteria:AddressType=LegalResidence,ContactType=Home
Figure 13 A search by Address Type returns all Contacts for Addresses of the specified type
SearchbyAddressType
AsearchbyAddressTypereturnsallContactsforallAddresseswhichmatchtheselectedtype.
Additionally,youcanspecifytheContactTypeyouwant.Forexample,searchingfortheHomeContact
ontheLegalResidenceAddressTypeshouldreturn1contactperstudent.
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User Documentation
Example6:PrinttheListofContacts
ThelistofreturnedContactscanbeprintedviathePrinterIconthatappearsoncealistisdisplayed.
Student DataAddress ListSearchCriteria:LastName=Dal*
Figure 14 The usual Printer Icon appears when a list of Contacts appears
PrinterIconReport
AsamplereportisshowninFigure8below.
Page16
User Documentation
Student DataAddress ListReport
Figure 15 The Address and Contact Search Results Printer Icon Report
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User Documentation
III. Viewing and Modifying Student Records
Afteryouhavedoneasuccessfulsearch,alistofstudentrecordsappearsinthecentersectionofthe
Student DataStudent Listscreen.Youcaneditonerecordatatime.Toopenarecordtoviewand/or
updateit,youcanclickoneitherthestudentshighlightedidnumberortheEditiconbuttonatright.
Student DataStudent List
Figure 16 The Student DataStudent List screen
OpeningaStudentRecord
Toopenastudentsrecord,clickoneitherthestudentshighlightedidnumber,atleft,ortheEditicon
buttonatright.Bothgotoyourdesignatedinitialstudentrecordentryscreen(seebelow).
CreatingStudentLists
Toplacesomeorallofthelistedstudentrecords,checkthecheckboxcorrespondingtoeachrecordyou
wishtosaveandthenusethestudentlistcontrolsatthebottomofthescreen:
ToaddtherecordstoanexistingStudentList,clicktheradiobuttonforaddcheckedstudentsto
thislistcontrolandusetheassociateddropdowntoselectthestudentlisttoaddthemto.
Tocreateanewstudentlistwiththecheckedstudents,clicktheradiobuttonforaddchecked
studentstoanewlistcontrolandenterthenameofthelistyouwanttocreate.
Inbothcases,clickOKtoaddtoorcreateastudentlist.
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A.
User Documentation
DefaultStudentRecordEntryScreen
Student DataStudentDemographicsRequired
Figure 17 The screen displayed when you initially open a students record is set in your user profile. The Student
DataStudentDemographicsRequired screen, shown here, is the default.
DefaultStudentRecordEntryScreen
Thescreendisplayedwhenyouinitiallyopenastudentsrecordissetinyouruserprofile.Tohavethis
settingchanged,contactyourGenesissystemadministrator.TheStudent
DataStudentDemographicsRequiredscreenisthedefault.
StudentRecordTabs
Thereare363rdleveltabsineachStudentsrecord(thatis,belowthelink)andmanyofthesehave
additional4thand5thleveltabs.Youonlyseethetabsthatyouhavepermissiontosee:alltabsthatyou
donothavepermissiontoseearehidden.Theyarenotgrayedout:theyareinvisible.Beingabletosee
acertaintabdoesnotimplythatyouhaveupdatepermissionforit:youmayonlybeabletoseeandnot
updateatab(e.g.theStudent DataStudentDemographicsRequired screen).
Eachtabrepresentsadifferentsectionofthestudentsrecord.
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User Documentation
IV.
Navigating Among Student Records
Everystudentrecordscreenhasasetofnavigationcontrolsatfarrightimmediatelybelowthe2ndlevel
oftabs.Therearenextstudent,previousstudentandanystudentinthelistcontrols.
Student DataStudent DemographicsAddresses
Figure 18 You can navigate among student records via the navigation controls at far right just below the 2nd level of tabs.
There are next, previous and any controls that select among the student records returned in the most recent search
on the Student DataStudent List screen.
StudentListNavigationControls
Everystudentrecordscreenhasasetofnavigationcontrolsatfarrightimmediatelybelowthe2ndlevel
oftabs.Therearenextstudent,previousstudentandanystudentinthelistcontrols.Usingthese
controlsmovesyoutotheselectedstudentsrecordonthesamescreen.Youcanselectastudent
recordscreen(e.g.Student DataStudentUser Text)andthenmovefromstudenttostudentwhile
remainingonthesamescreen.
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