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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 students management dialog is displayed by clicking on the Students tab. This gives users access to the District’s School list, i.e., Attending School, Grades, student’s First and Last Name and Student ID and Card ID. These are all filters that can be used to narrow down a student search.

If you select one or more Schools and click the Find button, a list of the enrolled Students that match the search criteria will be shown in the Search Results table. 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 student records will be highlighted and the students’ 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 icon) followed by Student ID, Last Name, First Name, Address and School. You can click the search button to disclose the actual residence of each Student on the map.

Users can also access an expandable comprehensive set of search filters that are hidden by default. These allow searching based on certain parameters for improved 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 located on the left of the Find button. A new area containing the filters is displayed above it.
  • Click the icon again 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 dialog

If you click a Student’s ID within the Student Search Results table 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 hourglass 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:

  1. Student personal data including Name, ID, Gender Ethnicity, Birth Date, District and Attending, Zoned, Enrolled or Summer School (if applicable).
  2. Program information.
  3. Special Needs options.
  4. Residence Address Information.
  5. Transportation Status.

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

Residence Address Information 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 tool. Clicking these tools, automatically copies the Student’s  residence Information to the corresponding fields in the Transportation dialog (see the Transportation tab within the Student dialog).
  • Phone.
  • Distance to Attending School from the Student’s residence.
  • Transportation Mode and Exception Reasons.
  • Contact information including Emergency Phone and E-mail.

Transportation Status allows selecting a time frame when an eligible Student requires 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, different from the available Special Needs Fields located within the Main dialog, by clicking 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 also Edit or Delete existing District Fields by clicking the corresponding icons 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 which gives access to the existing Student Contact record (upper section) and the Student Address details (lower section).

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

Similarly, in the Address section you can 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).

Again, 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 are displayed (e & f) allowing the input of Contact and Address details.

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