CMPS Students 01

First Steps in Student Management

Overview

The Students Management tool allows users to add new Students to the database and edit or delete existing student records.

The tool is displayed by clicking on the Students tab. This gives users access to the District’s School list (Attending School window), Grades and Student’s name and ID, which are filters that can be used to narrow down Student search.

If you select one or more Schools and click on the Find button, a list of the enrolled Students that match the search criteria will be shown within the Search Results window. In addition, the resulting Students will be  graphically displayed on the map.

You can select one or more Students by selecting the boxes next to them. The selected students’ records will be highlighted and the student’s location shown on the Map in the same color. A window with details of the last selected Student will also appear on the map.

The first column of the list also shows a search button (displayed as a magnifier) followed by Student ID, Last Name, First Name, Address and attending School. You can click search button to disclose the actual residence of each Student on the map.

Users can also access a comprehensive set of Search filters that are hidden by default. These allow searching based on certain parameters for more effectiveness. Some of them are:

  • Special or General Education
  • Eligibility for Transportation
  • Riding with Siblings
  • Medical
  • Especial Needs
  • Safety Devices
  • Other District Field’s specifications

To access the Filters:

  • Click the expand icon. A new area containing these filters is displayed above it.
  • Click the collapse icon to hide the search filters if preferred.
    Within the last group of search filters, you will find a drop-down menu named District Field. We will review this topic later in the District Fields section.

Understanding the Student Menu

If you click on a Student’s ID within the Student Search Results list displayed after a search, the Student’s record dialog pops-up.

The Main tab displays the Student Entry Date and Last Update at the top. In addition, an hourglasss button can be clicked to disclose a Record Change History Report.

Next to it, Locked and Inactive status can be selected.

Other sections contain different kinds of information, such as:

  • Student Name, personal data, and ID, District and Attending, Zoned, Enrolled or Summer School (if applicable).
  • Program information.
  • Special Needs options.
  • Residence Address.
  • Transportation status.

Residence Address and Transportation Status are hidden by default and need to be extended.

Residence Address holds:

  • Student’s Address and coordinates. To know more about coordinates go to the Geocoding section included in School Management.
  • Copy as Pick Up/Drop Off. Clicking these tools, automatically copies the Student’s  residence Information to the corresponding fields in the Transportation dialog.
  • Phone.
  • Distance between Student’s Address and Attending School.
  • Transportation Mode and Exception Reasons.
  • Emergency Phone and E-mail.

Transportation Status allows selecting a time frame when the Student requires (if eligible) transportation (AM, PM, Both, etc) as well as the number of days.
Transportation Status also allows Notes and the selection of other specific characteristics.


Understanding the District Fields Menu

Next to the Main tab you’ll find the District Fields tab. This dialog allows customers to create personalized Fields, which are different from the available Special Needs Fields located within the Main menu, by clicking on the Add New tab in the upper left corner of the window (a).

Users can assign existing District Fields to New Students if required.

Users can always edit or remove existing District Fields by clicking the Edit or Delete icons respectively. These are located in the right column (b).

After clicking Add New (a) District Fields requests two kinds of information: A descriptive Item name (c) and a Value (d) for that Item. Most Values are Yes or No (Y/N).

For example, a Student may (Y) or may not (N) have Bleeding Problems.

Other District Fields might need more specific Values.


Understanding the Contacts Menu

Next to the District Fields tab you’ll find the Contacts tab.

Within this dialog, you can access the existing Student Contact record on the upper sector and the Student Address details below.

You can Add New Contact or Delete Contact by clicking the corresponding labels (a) and edit the record by clicking the Edit button (b) located on the right of the table.

You can also Add New Address, Delete Address, copy an address as a Pick Up or Drop Off location, or copy any address to the Stop Locator (c).

Additionally, records can be Edited by clicking the corresponding Edit button (d).

After clicking the Add New Contact or the Add New Address labels (a and c in the previous figure), new dialogs display (e & f) allowing the input of Contact and Address details.


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