Genesis Student Information System User Documentation

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STUDENT DATA BASIC SEARCHING AND EDITING

I. Introduction to Student Data in Genesis II. Searching for Students

A. The Student Data Student List Screen B. The Student Data Address List Screen

III. Viewing and Modifying Student Records IV. Navigating Among Students Records

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I. Introduction to Student Data in Genesis

Genesisisarobuststudentinformationsystemdesignedtocaptureandstoredataonastudentsentirecareerinaschooldistrict.Dataisorganizedintotabsorscreenswhichcaptureinformationofasimilarnature.Apartiallistofthecurrentsetofstudentrecordtabsincludesthefollowing(pleasebeawarethataccesstoallofthesetabsiscontrolledbyourSecurity/Rolesmechanismandeachuserseesonlythosetabstheyhavepermissiontosee):

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,accessesthetabsdescribedabove,navigateamongrecordsanddobasicediting.

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II. Searching for Students A. The Student Data Student List Screen

Thissearchbystudentdataelementsscreenallowsyoutosearchbybasicdemographicinformationsuchasname,gender,gradelevel,aswellasbyguidancecounselor,homeroom,specialedflag,status(activeorinactive)andnextyearassignments.

Student DataStudent List

Figure 1 The Student DataStudent List screen

TheStudent DataStudent List screenincludessearchcriteriaonbasicdemographicandschoolinformation.Thevarioussearchcriteriacanbecombinedformoreprecisesearches.Severalexamplesareshownbelow.Studentscanbeaddedtoanexistingstudentlistfromthisscreen,oranewstudentlistcanbecreatedhere.

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Example1:SearchbyStudentLastName

Searchingbystudentlastnamereturnsallstudentswhomatchthenameorpatternenteredinthelastnamefield.Youcouldalternatelysearchonastudentsfirstnamebyenteringapatterninthefirstnamefield.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

SearchbyStudentLastNameAsearchbystudentlastnamereturnsallthestudentswhoselastnamematchesthecriteria.Theasterisk(*)isawildcardcharacterthatwillmatcheverything.Searchingbythepatternda*matchesallstudentswhoselastnamebeginswiththelettersda(e.g.Dade,Daily,Darren).

Thecontrolsatthebottomofthescreenincludethefollowing: AddcheckedstudentstothislistAsonthescreen,thisallowsyoutoaddthecheckedstudents

toanexistingstudentlist. AddcheckedstudentstoanewlistAsonthescreen,thisallowsyoutocreateanewstudent

listandaddthecheckedstudentstoit.

ClickOKtoaddtocreateoraddtoastudentlist.

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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

PrintingtheListAprintericonappearswhenthereisatleastoneStudentlistedonthisscreen.ClickingtheprintericonwillproduceaStudentListreport.Anexampleisshownbelow.IncludedintheStudentListreportarethestudentsID,name,schoolcode,homeroom,grade,gender,statusandSpecialEdindicator.

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Figure 4 Sample Student List Report to return to Genesis, please click the browser back button

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Example3:SearchbyGuidanceCounselorandHomeroom

Searchcriteriacanbeaddedtogetherjustbyselectedvaluesinmorethanonefield.Student DataStudent ListSearchCriteria:Counselor=Anderson,MikeHomeroom=221

Figure 5 The Student DataStudent List screen illustrating search criteria being added together

SearchCriteriaareAdditiveWhenvaluesareselectedformorethanoneofthefields,thevaluesareaddedtogetherthestudentsmustmatchallthespecifiedcriteriatobeselected.IfyouselectthenameAnderson,MikefromthelistofGuidancecounselorsandthehomeroom221,thestudentsmustbothbeinHomeroom221andhaveAnderson,Mikeastheircounselortobeselected.

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Example4:SearchbyStudentList

Onceyouhavecreatedatleastonestudentlist,astudentlistdropdownappearsandyoucansearchforstudentsonaselectedstudentlist.Student DataStudent ListSearchCriteria:StudentList=Band

Figure 6 The Student DataStudent List screen showing the location of the Student List drop down

SearchbyStudentListclearsallotherfieldsSearchingbystudentlistisdifferentfromallothersearchesonthisscreen.Whenyouselectastudentlist,alltheothersearchfieldsareclearedsettoblanks.Onlythestudentsonthelistarelocated;allothersearchcriteriawereclearedoutwhenthelistnamewasselected.

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Example5:SearchbyNextYearAssignments

AfterschedulinghasbegunandstudentsareassignedtheirNextSchoolandNextGradeorevenNextCounselor,itbecomespossibletosearchforstudentsbyoneormoreoftheirnextyearassignmentsStudent 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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B. The Student Data Address List Screen ThissearchbyaddressorcontactscreenallowsyoutosearchbyaddressandcontactinformationaswellasbyFamilyCode.

Student DataAddress List

Figure 8 The Student DataAddress List screen

TheStudent DataAddress List screenincludessearchcriteriaonaddressandcontactfields,aswellasbyFamilyCode.Asearchonastudentsnamewillreturnalladdressandcontactsasseparaterecords.AsearchonaFamilyCodereturnsalladdressandcontactsforallstudentswhosharethatcode.AsearchonaStreetNamewillreturnalladdressandcontactinformationforallstudentswithanaddressonthatstreet.AsontheStudent DataStudent List screen,studentscanbeaddedtoastudentlistfromthisscreen.InadditionanewAddcheckedstudenttofamilycodecontrolallowsyoutomassassignselectedstudentsthesameFamilyCode.Ifthiscontrolismissing,youdonothavepermissiontouseit.Asalways,criteriacanbecombinedformoreprecisesearches.

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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

SearchbyStudentNameAsearchbystudentnamereturnsalltheaddressandcontactinformationforthatstudent.Eachcontactoneachaddressisreturnedasaseparatelineinthelist.Theaddresstypeisidentified,asisthestreetaddress,phoneandemailforthecontact.

Thecontrolsatthebottomofthescreenincludethefollowing: AddcheckedstudentstothislistAsonthescreen,thisallowsyoutoaddthecheckedstudents

toanexistingstudentlist. AddcheckedstudentstoanewlistAsonthescreen,thisallowsyoutocreateanewstudent

listandaddthecheckedstudentstoit. AddcheckedstudentstofamilycodeAssignthesameFamilyCodetoallthecheckedstudents.

NotethatalthoughthelistdisplaysContactsthestudentlistandfamilycodecontrolsatthebottomoperateonStudents.

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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

SearchbyFamilyCodeAsearchbyfamilycodereturnsalltheaddressandcontactinformationforallstudentswhosharethesamecode. NumberofContactsvs.NumberofStudentsintheListAttheverybottomleftofthescreenthereisacountofthenumberofContactsandnumberofStudentsappearinginthelist.Thistextappearsbeneaththestudentlistcontrols. PrintingtheListAprintericonappearswhenthereisatleastoneContactlistedonthisscreen.ClickingtheprintericonwillproduceanAddressandContactreport.AnexampleisshowninFigure8below.

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Example3:SearchbyPhoneNumberSearchingbyPhoneNumberreturnsallcontactswhichsharethatphonenumber.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)

SearchbyPhoneNumberAsearchbyPhoneNumberreturnscontactinformationforallstudentswhohaveaContactwiththatsamephonenumber.OnlythoseContactsthatmatchthephonenumbersearchareshown.Thephonenumbermustmatchthespecifiednumberexactly.PermissiontoAssignFamilyCodesInFigure4above,theuserdoesnothavepermissiontoassignFamilyCodes.Asaresult,theFamilyCodeassignmentcontrol,atthebottomrightofthescreen,hasbeensuppressed.TheusercanstillcreateandaddstudentstoStudentLists.

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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

SearchbyStreetNameAsearchbystreetnamereturnscontactinformationforallstudentswhohaveaContactwiththatsamephonenumber.OnlythoseContactsthatmatchthephonenumbersearchareshown. PleasenotethatthestreetnamemustbeanexactmatchORmustusethewildcardcharactertomatchthestreetname.ForexampleKatyLnwillnotmatchanaddressofKatyLane.AgoodwaytosearchisbyusingthewildcardcharactertomatchthestreettypeKatyL*willmatchbothKatyLaneandKatyLn.

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Example5:SearchbyAddressType SearchingbyAddressType(e.g.MothersWork)returnsallContactsforallAddressesofthespecifiedtype.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

SearchbyAddressTypeAsearchbyAddressTypereturnsallContactsforallAddresseswhichmatchtheselectedtype.Additionally,youcanspecifytheContactTypeyouwant.Forexample,searchingfortheHomeContactontheLegalResidenceAddressTypeshouldreturn1contactperstudent.

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Example6:PrinttheListofContacts ThelistofreturnedContactscanbeprintedviathePrinterIconthatappearsoncealistisdisplayed.Student DataAddress ListSearchCriteria:LastName=Dal*

Figure 14 The usual Printer Icon appears when a list of Contacts appears

PrinterIconReportAsamplereportisshowninFigure8below.

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Student DataAddress ListReport

Figure 15 The Address and Contact Search Results Printer Icon Report

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III. Viewing and Modifying Student Records Afteryouhavedoneasuccessfulsearch,alistofstudentrecordsappearsinthecentersectionoftheStudent DataStudent Listscreen.Youcaneditonerecordatatime.Toopenarecordtoviewand/orupdateit,youcanclickoneitherthestudentshighlightedidnumberortheEditiconbuttonatright.

Student DataStudent List

Figure 16 The Student DataStudent List screen

OpeningaStudentRecordToopenastudentsrecord,clickoneitherthestudentshighlightedidnumber,atleft,ortheEditiconbuttonatright.Bothgotoyourdesignatedinitialstudentrecordentryscreen(seebelow).

CreatingStudentListsToplacesomeorallofthelistedstudentrecords,checkthecheckboxcorrespondingtoeachrecordyouwishtosaveandthenusethestudentlistcontrolsatthebottomofthescreen:

ToaddtherecordstoanexistingStudentList,clicktheradiobuttonforaddcheckedstudentstothislistcontrolandusetheassociateddropdowntoselectthestudentlisttoaddthemto.

Tocreateanewstudentlistwiththecheckedstudents,clicktheradiobuttonforaddcheckedstudentstoanewlistcontrolandenterthenameofthelistyouwanttocreate.

Inbothcases,clickOKtoaddtoorcreateastudentlist.

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A. DefaultStudentRecordEntryScreenStudent 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.

DefaultStudentRecordEntryScreenThescreendisplayedwhenyouinitiallyopenastudentsrecordissetinyouruserprofile.Tohavethissettingchanged,contactyourGenesissystemadministrator.TheStudent DataStudentDemographicsRequiredscreenisthedefault.StudentRecordTabsThereare363rdleveltabsineachStudentsrecord(thatis,belowthelink)andmanyofthesehaveadditional4thand5thleveltabs.Youonlyseethetabsthatyouhavepermissiontosee:alltabsthatyoudonothavepermissiontoseearehidden.Theyarenotgrayedout:theyareinvisible.Beingabletoseeacertaintabdoesnotimplythatyouhaveupdatepermissionforit:youmayonlybeabletoseeandnotupdateatab(e.g.theStudent DataStudentDemographicsRequired screen).Eachtabrepresentsadifferentsectionofthestudentsrecord.

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IV. Navigating Among Student Records Everystudentrecordscreenhasasetofnavigationcontrolsatfarrightimmediatelybelowthe2ndleveloftabs.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.

StudentListNavigationControlsEverystudentrecordscreenhasasetofnavigationcontrolsatfarrightimmediatelybelowthe2ndleveloftabs.Therearenextstudent,previousstudentandanystudentinthelistcontrols.Usingthesecontrolsmovesyoutotheselectedstudentsrecordonthesamescreen.Youcanselectastudentrecordscreen(e.g.Student DataStudentUser Text)andthenmovefromstudenttostudentwhileremainingonthesamescreen.