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Genesis Student Information System User Documentation Basic Searching and Editing Page 1 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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Student Data - Basic Searching and Editing

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  • Genesis Student Information System User Documentation

    BasicSearchingandEditing Page1

    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.