The User Info screen allows you to search for users and view user records. From the User Info screen, there are two ways to search for users: the Search Screen and the User List. Once a user is selected, you can view the user’s record, add or edit user information, or log in as the user.
In order to customize User Info and identify the tabs that display via SIS > Users > User Info and/or ERP > Human Resources > Employee, navigate from the Users menu to User Fields.
See Permissions, for information on viewing, adding, deleting, and editing SIS and ERP profile permissions.
You can view user's full social security numbers if you have the View Full SSN permission enabled via Users > Profiles > Users tab.
1. In the Users menu, click User Info.
2. From the Search module, select the Search Screen tab. This displays the Find a User module, which includes a search bar, the More Search Options feature, and options to Search All Schools, Include Parents, Include Inactive Users, and Only Show Most Recent Enrollment
If searching for users containing invalid profiles, select the Include Parents check box to include them in your search.
Select the Only Show Most Recent Enrollment check box for the most recent enrollment determined by start date, then end date, and finally by user_enrollment id. When this option is selected:
- A new user with no profiles assigned (enrolled) at all will show up as an “Invalid Profile."
- If a user has multiple profiles at one school, it will return the most recent enrollment at that school (there will be one record row for that user).
- If a user has profiles at multiple schools, it will return the most recent enrollment at each school (there will be one record row for that user at each school).
3. Enter user name, user ID number, or EIN in the User Search text box.
The search bar is not case sensitive, and full or partial entries can be in either a “first last” or “last, first” format. The comma is necessary in the “last, first” format. A full user name or ID number can also be entered into the search bar. Searching for “ab” will pull every user whose first or last name begins with “Ab“ into the search results. To pull last names that start with Ab add a comma: enter Ab, in the search box.
You can conduct searches using employee EINs with leading zeros.
If your district uses the UUID, the unique identifier utilized in Focus' Third Party Systems, and the field is enabled via Users > Profiles > User Fields, you can search for users using one or many UUIDs. Type the applicable UUID in the User text box.
4. Click More Search Options to search for groups of users with similar information in any number of user fields and/or user data.
a. The More Search Options feature displays as a pull-down where all applicable menu and menu options are displayed and can be used to conduct a search. Once a specific menu option is selected, additional search options can be entered or selected to conduct the search.
Type the name of a field in the Search text box to quickly find a menu or information by which you want to filter/search. For example, you can type in "code" to yield results in User Fields.
In the example shown, User Fields > W4 Information > W4 Status has been selected allowing you to choose a W4 Status from the pull-down.
b. Click the More Search Options pull-down to select as many search filters as needed. In the example shown, Name, Username & Profile has been selected.
c. To remove a filter, click the black minus sign (delete button).
5. To run parameters against a User Group, select the applicable group from the corresponding pull-down.
6. Select the Search All Schools check box to include users from all schools in your search.
7. Select the Include Parents check box to include users designated as parents.
8. Select the Include Inactive check box to include users who do not have an active user record at the selected school or all schools (if Search All Schools is selected).
9. Select the Only Show Most Recent Enrollment check box to use the most recent enrollment records when conducting a search with Include Inactive enabled.
10. Click Search.
1. Enter user name, user ID number, or EIN in the User Search text box.
2. Click More Search Options to search for groups of users with similar information in any number of user fields and/or user data.
a. The More Search Options feature displays as a pull-down where all applicable menu and menu options are displayed and can be used to conduct a search. Once a specific menu option is selected, additional search options can be entered or selected to conduct the search.
Type the name of a field in the Search text box to quickly find a menu or information by which you want to filter/search. For example, you can type in "code" to yield results in User Fields.
In the example shown, User Fields > W4 Information > W4 Status has been selected allowing you to choose a W4 Status from the pull-down.
b. Click the More Search Options pull-down to select as many search filters as needed. In the example shown, Name, Username & Profile has been selected.
c. To remove a filter, click the black minus sign (delete button).
3. To run the parameters against a User Group, select the applicable group from the corresponding pull-down.
4. Select the Search All Schools check box to include users from all schools in your search.
5. Select the Include Parents check box to include users designated as parents.
6. Select the Include Inactive check box to include users who do not have an active user record at the selected school or all schools (if Search All Schools is selected).
7. Select the Only Show Most Recent Enrollment check box to use the most recent enrollment records when conducting a search with Include Inactive enabled.
8. Click the floppy disk save icon to save the search including all filters so you can easily run the search again.
Click the save icon before clicking Search to save your search criteria. If you click Search first, you will lose your search criteria.
a. In the pop-up window, enter the name of the search, then click OK to save.
b. Upon saving a search, you have the ability to save the parameters in order to create a user group, which will be accessible in a User Search and Users > User Groups. Click Yes in the "Would you like to create a user group from this saved search" pop-up window.
Saving the user search as a user group creates a dynamic user group including the predefined search criteria and can only be performed if you have permission to User Groups via Users > Profiles > Users.
If saved as a user group, you will see the new user group displayed in the User Group pull-down.
Saved searches can be applied to user groups when creating user groups via Users > User Groups. In order to apply a saved search, select the saved search from the Assigned Saved Search pull-down. Note: This pull-down can only be utilized if you are creating a Dynamic user group, which is set from the Assignment Type pull-down.
c. Once saved, the name of the saved search displays in the top right corner. Click the trash can icon to delete the saved search.
d. If you have applied changes to the search, click the floppy disk save icon to either save a new search or override the existing search parameters.
i. If saving new parameters, update the name of the search, then click Save Copy to save the search as a new search. Click Save & Overwrite to overwrite the original search parameters and overwrite the saved search.
All saved searches display in the More Search Options pull-down in Saved Searches.
1. In the User Search, click More Search Options.
2. Select Saved Searches, then select the applicable saved search, such as W4 Single & Teacher Profile.
3. Adjust or add any search parameters, as needed, then click Search.
1. Apply the applicable search paraemters and enter all Search criteria.
2. Click the floppy disk save icon to save the search.
3. In the pop-up window, enter the name of the search, then click OK.
4. Upon saving the search, click Yes in the "Would you like to create a user group from this saved search" pop-up window to create a user group.
5. In the User Search, select the applicable saved User Group from the corresponding pull-down.
6. Adjust or add any search parameters, as needed, then click Search.
Searches saved as dynamic user groups display in User Groups, as well.
Saved searches can be applied to user groups when creating user groups via User > User Groups. In order to use a saved search to create a user group, select the saved search from the Assigned Saved Search pull-down. Note: This pull-down can only be utilized if you are creating a Dynamic user group, which is set from the Assignment Type pull-down.
If the Default User Preferences and/or My Preferences setting, "Use Legacy Search," is enabled, you have the option to use the legacy search or to use the new search. The Legacy Search is available by default to users on v.11; if the district is on v.11, the New Search will not display.
The Legacy Search has been removed in version 12.0.57. The legacy search has been removed in all areas in Focus that have been replaced by the new search.
1. In the User Search, to use the original search screen, click Use Legacy Search.
The screen reverts to the legacy user search.
2. To use the new user search, click Use New Search.
1. Click the User name to open the user's record.
2. Clicking the user’s name navigates to the User Info screen. The user’s name is displayed in the top left corner of the screen. The name in the top left corner has a small red X next to it; this can be clicked in order to close the user and start a new user search.
For details about the Select Student/Staff quick search, see User Quick Search From Any Screen.
3. Click the Audit Trail tab to navigate to the Audit Trial screen via Users > Audit Trial. The Audit Trail displays changes made to the user's information, not the user's actions.
4. Click the User Files tab to navigate to the Uploaded Files screen via Users > Uploaded Files. The Uploaded Files screen displays files that have been uploaded for the user and the letters that have been generated for the user that have been designated to be a part of the user's cumulative folder.
5. If any user data is changed, the Save button will turn red and become active for clicking in order to save all changes. If no changes are made, the Save button will remain inactive (gray).
a. Click the Printer icon in order to print user info.
i. A print preview pop-up displays with the option to print all data available on the open tab. Click Print.
b. To log in as that specific user, click the button. Click the Log in as (username) icon to log in as that specific user. The button displays if you have permission to log in as the user selected.
You can log in as the parent if you have permission to Allow Login As Parent via Users > Profiles > Users tab.
i. Logging in as another user will navigate away from the User Info screen to the selected user’s portal page, as shown in the image. To navigate back to your own portal page, click the user pull-down, and select your name.
c. If a user's account is locked due to exceeded login attempts, it can be unlocked directly from the User Info screen. At the top-right of the user's record, a red lock icon displays if the user's account is locked. This icon only displays if the user's account is locked. Click the icon to unlock the user's account, which will allow them to sign into their Focus account again.
6. Along the left side of the screen, each of the user field categories are listed. These are set up and customized by the district in Users > User Fields > Categories tab. The categories may have custom icons or short names. These icons and short names are also set up by the district in Users > User Fields > Categories tab. If a category does not have a custom icon or short name, a system generated short name will be used. The system generated short name uses the first character of each word in the category's title.
A selected tab has been selected to open by default. You can see all other tabs available for this user along the left side panel.
7. Use the Filter fields… text box to quickly find a tab.
8. Click the Expand/Shrink gray arrow to close/ shrink the panel of tabs and create more space on the main screen. Once closed, you can click the gray arrow again to expand the panel.
9. If any additions or alterations are made on any of the tabs, be sure to click the Save button before navigating away from the screen to ensure data is saved.
a. As shown in the image, any changed data will turn blue to indiciate the fields that have been changed and not yet saved.
10. Click the formatting icons to change the layout of user info; options include one column, two columns, and three columns.
One column selection.
Two column selection.
Three column selection.
You can quickly select a user and view their record without conducting a search using the Select Student/Staff pull-down available at the top-left corner of every screen.
The pull-down displays as Select Student/Staff and can be used to search for Staff if you have permission to View and Edit User Info via Users > Profiles > Users tab. If you also have permission to View and Edit Student Info via Users > Profiles > Students tab, you can search for and view student records, as well.
1. Click the Select Student/Staff pull-down.
The Search Results tab is selected by default. To use the filters and results of your last user search, leave the tab selected. For example, if you conduct a User Info search where you searched for the teachers profile, the results of that specific search will display in the Select Student/Staff pull-down when Search Results is selected.
Here is the last user search conducted; as you can see, the results of the User Info search displays in the Select Student/Staff pull-down displayed above when Search Results is selected.
If a student or user search has not recently been conducted, the Search Results tab does not display.
2. Click the Search Results tab to remove the Search Results from your latest student/user search. Once, disabled, the tab turns gray.
3. To search for users/staff only, click the Staff tab.
If Search Results and Staff are both selected, the displayed students will pull from all the users assigned to the selected school (School pull-down in the header) OR from the Search Results of your latest user search.
a. Click Inactive Staff to display inactive users from which to choose, as well as active users.
Select the Match all check box to display users that are listed in the Search Results of your latest user search AND assigned to the selected school.
Selecting Students and Staff will show all students at the selected school and all staff. Selecting the Match All check box will show zero results because there are no students who are also staff members.
Selecting Search Results, Staff, and Students displays the results of your latest User search and Student search OR all users and students assigned to the selected school.
4a. Scroll through the listed users for the user you want, then click the user name to open the record in User Info.
4b. Start typing the first name, last name, or EIN in the Filter... text box, then click the user name to open the record in User Info.
Once the user record is in open in User Info, the pull-down reflects the selected user information along with additional features.
Hover over the user's photo to view additional user information. The information that displays is based on the options you have selected in Users > My Preferences > Columns in User Lists.
If users' birth dates have been included in your customized list, the age of the user displays next to their Birthdate, as shown in the image below.
To message the user via the Communication screen, click the blue envelope icon.
a. Click the arrow to open the pull-down and startover.
b. Click the red and white X to close the user and navigate to the main User Info screen where you can conduct a search or pick a new user from the Simple List.
c. Click Back to Search Results to return the latest search results screen.
d. Click the left and right arrow to navigate to the previous (left) and next (right) user in the list (as displayed in the Select Student/Staff pull-down.
The left arrow for Abernathy is inactive because she is the first person in the list. Upon clicking the right arrow to navigate to the next student, you can now click the left or right arrow to navigate back to Abernathy or go to the next user in the list.
1. Click the Primary Info tab to review, edit, and enter the user's name, username, e-mail address, password, etc.
2. Click the user's photo to add, delete, or edit the photo. See Editing the User Photo for details.
3. Click the badge icon to print an ID badge for the user.
Only users with the profile permissions to Print ID Badges will be able to view and click on the badge icon.
See Printing an ID Badge for a Single User from User Info for more information.
4. Review and edit the First Name, Middle Name, Last Name, Name Suffix, Username, E-mail Address, Password, etc. by clicking the applicable field and changing or entering text.
5. Select the Force Password Change check box to ensure the user changes their automated password sent from Focus in an email to a personal password. This applies when a user forgets their password and is sent a new automated password from Focus.
6. Select a user from the Attach to Users pull-down to link the user to the selected user. In the example displayed, Nora is being linked to Fridda's profile.
If your district uses the UUID, the unique identifier utilized in Focus' Third Party Systems, and the field is enabled via Users > Profiles > User Fields, you can view and edit the UUID field here.
7. Click Save to apply changes.
1. Click the Contacts tab.
To enter new contact information, use the top row.
2. Select the Type of contact information, such as Home Phone, Main Phone, Mobile Phone, or SMS/MMS Number.
3. Enter the phone number in the Contact Info text box.
4. Select the Publish status as Not Restricted or Restricted.
5. Enter the Sort Order to determine the order in which contact information should display.
6. Select the Callout, Blocked, SMS, and/or Unsubscribe check boxes to determine how and when the contact number should be available.
The Callout, Blocked, SMS, and Unsubscribe options display when enabled via Users > Profiles > Permission Type: User Fields > Contacts section under Form Records.
7. When all information has been entered, click Save.
You can also press the Enter/Return key to continue adding contact information. The lines will turn yellow when committed. Click Save to save all lines of data. All lines will turn blue when saved.
8. Click any of the fields to make any necessary edits, then click Save to apply changes.
9. Click the delete button (red minus sign) to delete the contact information.
10. Click View to review contact information in an expanded display.
a. View and edit contact information, as needed, then click Save.
b. Click Return to Contacts to view all contact information entries.
All district sites come equipped with User Info; however, the tabs displayed here are all customizable, and, therefore, will vary for all districts. However, there are a few standard tabs that are built into the software and uneditable, such as Permissions and Teacher Schedule. Other tabs, such as W4, are built in but can be customized; therefore, the title of the tab may vary. For information on how to set up and customize the tabs, see the article titled, User Fields.
SIS Tabs
Utilize the General tab by including the user’s E-mail Address, Florida Education Identifier, Phone Number, and more. The fields shown on this tab are important to complete as they tie into other fields in the software for reporting purposes, etc.
Note that only the following fields are built into the software; the rest of the fields shown were customized by the district: E-mail Address; Experience Length (Years); Florida Education Identifier; Florida Educators Certificate Number; Phone Number; Social Security Number; and Staff Number Identifier, Local.
The Permissions tab is a standard tab meaning the fields cannot be edited. All users have this tab displayed on the User Info page. Use this tab to assign profiles and permissions to specific users. If profiles are set up via Users > Profiles, but the user has not been assigned a profile from this tab, the user will not have access to anything set up.
If the same information is being entered for SIS and ERP Profiles, such as Start Date and the assigned Schools, you can set the SIS and ERP Profiles on the same line.
1. To set up a new permission, use the top blank row. Select the SIS Profiles from the pull-down. Select as many profiles as desired.
2. Select the ERP Profiles from the pull-down. Select as many profiles as desired.
While you can select SIS and ERP Profiles together for the same record, it may be more beneficial to create two separate records in case the two permissions have different start and/or end dates.
3. Select the Schools the user should have access to using the pull-down. Select as many schools as needed here.
4. Enter the Start Date. This is the date you need the user to begin using the selected profile(s) for the selected school(s).
5. The End Date is optional. If the user should have access to the selected profile(s) for the selected school(s) for a specific period of time, you can enter an Enter Date.
The End Date field should be complete when a user becomes inactive and no longer has access to the system. Otherwise, the user will still have access to the selected profile(s) and school(s).
6. If needed, you can enter a Comment for the permissions given.
7. When all fields have been completed, press Enter to commit the line of data. When the line has been committed, it will turn yellow and a delete button (red minus sign) along with a View button will appear.
Pressing Enter does not save the data. To save the committed line, click Save at the top of the screen.
8. Click Save. Once saved, the line will turn blue.
9. To view one specific permissions record, click View.
a. Once selected, click Return to Permissions to navigate back to the original Permissions tab.
You may also have access to delete a permissions record via the delete button (red minus sign); however, doing so is not recommended. Instead, you should utilize the End Date field as a way to end the permission originally given. If a permissions record is deleted, it could interfere with audit trails and approval flow permissions, as well as various other fields.
Click Mass Update to update all the fields in the selected column.
1. To set up a new permission, use the top blank row. Skip SIS Profiles and select the ERP Profiles from the pull-down. Select as many profiles as desired.
While you can select SIS and ERP Profiles together for the same record, it may be more beneficial to create two separate records in case the two permissions have different start and/or end dates.
2. Select the Schools the user should have access to using the pull-down. Select as many schools as needed here.
3. Enter the Start Date. This is the date you need the user to begin using the selected profile(s) for the selected school(s).
4. The End Date is optional. If the user should receive access to the selected profile(s) at the selected school(s) for a specific period of time, you can enter an Enter Date.
The End Date field should be complete when a user becomes inactive and no longer has access to the system. Otherwise, the user will still have access to the selected profile(s) and school(s).
5. If needed, you can enter a Comment for the permissions given.
6.When all fields have been completed, press Enter to commit the line of data. When the line has been committed, it will turn yellow and a delete button (red minus sign) along with a View button will appear.
Pressing Enter does not save the data. To save the committed line, click the Save button at the top of the screen.
7. Click Save.
Once saved, the line will turn blue.
8. To view one specific permissions record, click View.
a. Once selected, click Return to Permissions to navigate back to the original Permissions tab.
You may also have access to delete a permissions record via the delete button (red minus sign); however, doing so is not recommended. Instead, you should utilize the End Date field as a way to end the permission originally given. If a permissions record is deleted, it could interfere with audit trails and approval flow permissions, as well as various other fields.
Click Mass Update to update all the fields in the selected column.
1. To set up a new permission, use the top blank row. Select the SIS Profiles from the pull-down. Select as many profiles as desired.
2. Skip the ERP Profiles pull-down and continue to Schools. Select the Schools the user should have access to using the pull-down. Select as many schools as needed here.
While you can select SIS and ERP Profiles together for the same record, it may be more beneficial to create two separate records in case the two permissions have different start and/or end dates.
3. Enter the Start Date. This is the date you need the user to begin using the selected profile(s) for the selected school(s).
4. The End Date is optional. If the user should receive access to the selected profile(s) for the selected school(s) for a specific period of time, you can enter an Enter Date.
The End Date field should be complete when a user becomes inactive and no longer has access to the system. Otherwise, the user will still have access to the selected profile(s) and school(s).
5. If needed, you can enter a Comment for the permissions given.
6. When all fields have been completed, press Enter to commit the line of data. When the line has been committed, it will turn yellow and a delete button (red minus sign) along with a View button will appear.
Pressing Enter does not save the data. To save the committed line, click the Save button at the top of the screen.
7. Click Save.
a. Once saved, the line turns blue.
8. To view one specific permissions record, click View.
a. Once selected, click Return to Permissions to navigate back to the original Permissions tab.
You may also have access to delete a permissions record via the delete button (red minus sign); however, doing so is not recommended. Instead, you should utilize the End Date field as a way to end the permission originally given. If a permissions record is deleted, it could interfere with audit trails and approval flow permissions, as well as various other fields.
Click Mass Update to update all the fields in the selected column.
Utilize the Certifications tab by including the user’s certifications, Homeroom Number, and more. The fields shown on this tab are important to complete as they tie into other fields in the software for reporting purposes, etc.
The Certifications tab also houses ELL specifics that pertain to certifications.
Note that only the following fields are built into the software; the rest of the fields shown were customized by the district: Certification and Homeroom Number.
1. To add a Certification for the user, select the Subject Area, and Level from the provided pull-downs. Enter the Certification Number in the provided text box. Select the Type from the corresponding pull-down. Enter the Issue Date and Expiration Date in the provided text boxes. Then, select the Scope from the provided pull-down.
a. Subject Area: The FLDOE defined Core Academic Subject or Endorsement Codes.
b. Level: The teacher’s certified Level. For levels 0-9 and A, B, C, D, H & K, all Grade Levels of the students scheduled into the teacher’s class must match the Level indicated in order for the Teacher to be In-Field for that Section.
c. Type: The FLDOE defined certification Type.
d. Issue Date: The certification was awarded on this date. There needs to be a date populated in this Field in order for the logic to work as expected.
e. Expiration Date: Date the certification was expired. The expiration date Is taken into account when computing the Teacher’s I/o & HQ Licensure Status with Focus’ automated feature.
f. The Scope field is used to indicate the Type of Certification, Licensure, or Qualification Status applicable to the teacher’s position in the class being reported. The Scope field, if populated on a Teacher’s Cert, can drastically change the automation output for Data Element 108150 for Certification / Licensure / Qualification Status.
| IF SCOPE IS |
& TCHR MISSING CERT Element 108150 will be |
& TCHR HAS CERT Element 108150 will be |
|---|---|---|
| [A] Adjunct |
[O] Out-of-Field Board Approved |
[A] Instructional Staff Member holding an Adjunct Teaching Certificate |
| [E] Exam |
[O] Out-of-Field Board Approved |
[S] Certificated Instructional Staff member Teaching In-Field – Teacher Demonstrated Subject Area Expertise |
| [G] Grandfathered |
[O] Out-of-Field Board Approved |
[H] Certificated Instructional Staff in Core Subject Qualified for HOUSSE |
| [H] HOUSSE |
[O] Out-of-Field Board Approved |
[H] Certificated Instructional Staff in Core Subject Qualified for HOUSSE |
| [S] Substitute w/ RG Cert |
[B] Substitute |
[I] Instructional Staff Member Certified/ Licensed in the Field being Taught |
| [O] Board Approved |
[O] Out-of-Field Board Approved |
[O] Out-of-Field Board Approved |
| [P] Pending |
[O] Out-of-Field Board Approved |
[I] Instructional Staff Member Certified/ Licensed in the Field being Taught |
| [L] State License |
[O] Out-of-Field Board Approved |
[I] Instructional Staff Member Certified/ Licensed in the Field being Taught |
| [V] Virtual Teacher |
[I] Instructional Staff Member Certified/ Licensed in the Field being Taught |
[I] Instructional Staff Member Certified/ Licensed in the Field being Taught |
| [Z] Substitute 6077 |
[B] Substitute |
[B] Substitute |
| [N] |
[O] Out-of-Field Board Approved |
[N] Non-Certified Instructional Staff Member possessing expert skill or knowledge of particular subject or talent appointed by the School Board |
| [X] |
[O] Out-of-Field Board Approved |
[V] Prekindergarten instructor qualified to teach Voluntary Prekindergarten Classes |
|
IF SCOPE IS |
& TCHR MISSING CERT Element 131037 will be |
& TCHR HAS CERT Element 131037 will be |
| [A], [E], [G], [H], [O], [P], [L] or [N] |
Course Level Based: [Z] Course not HQ Core (if Course Catalog is Null/ No) [C] Elementary Not Certified [D] Middle/ High School Not Certified [G] Other |
Course Level Based: [Y] Highly Qualified (If Course Catalog is Yes) [Z] Course not HQ Core (If Course Catalog is Null/No) [G] Other |
| [S], [V] or [Z] |
[G] Other |
Course Level Based: [Y] Highly Qualified (If Course Catalog is Yes) [Z] Course not HQ Core (If Course Catalog is Null/No) [G] Other |
| [X] |
[Z] Course not HQ Core |
Course Level Based: [Y] Highly Qualified (If Course Catalog is Yes) [Z] Course not HQ Core (If Course Catalog is Null/No) [G] Other |
2. If adding a new certification, use the top blank row to begin making selections.
3. When finished, press Enter to commit the line. The line of data will turn yellow and the delete button will display (red minus sign) when committed. Note: Pressing Enter does not save the data.
4. Click Save to save the data. The line will turn blue once saved.
The Licenses tab contains information related to any professional licenses held by the user. Users can easily keep track of professional qualifications, expiration dates, and any necessary renewal processes. This can be particularly important for industries where maintaining active licenses is required for legal compliance or professional standards.
1. Click the Licenses tab.
a. License Type: This field indicates the type of license or certification that the user holds. For example, it could be a teaching license, a medical license, a driver's license, a software certification, or any other type of professional credential.
b. License Number: This field displays the unique identification number associated with the user's license. This number is typically assigned by the issuing authority and serves as a way to uniquely identify the license.
c. License Date Acquired: This field shows the date when the user obtained or acquired the license. It indicates the date on which the user fulfilled all the requirements necessary to obtain the license, such as passing an exam, completing a training program, or meeting certain experience criteria.
d. License Date Expires: This field displays the expiration date of the user's license or certification. Most professional licenses and certifications are valid for a limited period of time and require renewal to remain active. The expiration date indicates the deadline by which the user needs to renew their license to continue practicing or using their credential.
2. Click View to open and view information for the selected license only.
a. Click Return to Licenses to go back to the main screen.
3. If adding a new license, use the top blank row to begin making selections.
4. When finished, press Enter to commit the line. The line of data will turn yellow and the delete button will display (red minus sign) when committed. Note: Pressing Enter does not save the data.
5. Click Save to save the data. The line will turn blue once saved.
The Teacher Schedule tab only displays for Teacher profiles or users tagged to a course.
1. Click the Teacher Schedule tab.
If viewing an inactive teacher's information, select the user from the User List. When you open their User Info screen you will notice the Teacher Schedule does not appear because the teacher is inactive. To review the Teacher Schedule tab, select the user's active year from the year pull-down in the header.
Although none of the information displayed here can be edited, it is a great tool for gaining teacher profile information as all classes are listed, which includes Classes this teacher is teaching, Classes this teacher is co-teaching, and Inclusion Classes.
2. To view the teacher's classes in a planner format, click the Weekly Planner slider.
The Weekly Planner will not display correctly unless start and end times are defined in Periods setup.
3. You can click any of the courses shown via the Weekly Planner to open a new tab/window (depending on your browser settings) of the Courses & Sections screen for that specific course.
4. If more than one marking period apply to the teacher, i.e., if the teacher is scheduled to teach classes in several different marking periods, you can select a different one from the Marking Period pull-down.
5. If the teacher has been scheduled to teacher specific classes, as shown in the first section: Classes this teacher is teaching, you can click the Course link(s) to open the course.
a. Clicking the Course link will open a new tab/window (depending on your browser settings) of the Courses & Sections screen for the specific course.
If students have been linked to users via Student > Student Info > Addresses & Contacts > Linked Users, the students display on the Attached Students tab.
Once students have been linked to applicable users (usually parents), upon viewing the Attached Students tab, you will see the attached students’ Student ID, Last Name, First Name, an Enabled indicator, Enrolled School, and Enrolled Gradelevel.
Click the Student ID link to open Student Info for the corresponding student.
ERP Tabs
If your district is utilizing the Charter/Contracted Emp Info tab via ERP (Finance), the information will display here. Depending on permissions, you may also have the ability to edit the information displayed here. For more information specifically on this tab, see the article titled, Charter/Contracted Emp Info.
Utilize the Letter Log by tracking meetings and other correspondents by logging them here. You can log the Date, the person who conducted the meeting/contact (Contact Made By), Notes about the meeting, and supporting Files that need to be attached.
1. If you need to upload a file, hover over No Files to make the Scan, Upload, and the expansion arrow display.
a. To scan a document, click the Scan button, which will open Dynamsoft for downloading. Once downloaded, you can begin scanning documents directly into Focus from your scanner.
b. To upload a document, click the Upload button to browse your computer for files.
c. Click on the expansion arrow to drag and drop files directly into the pop-up box or click the Choose a file or drag it here button to browse and attach a file.
d. Once a file has been attached, you have the option to view the file, download the file, and delete the file, in that order. See the image for the icons.
2. To log a new entry, use the top blank row.
a. When all information has been entered, press Enter to add the line.
b. When finished, click Save or none of the data will be saved.
Click the Employee Summary tab to review the user's employee information, such as Full Name, Contact Info, Active Positions, Salary, etc.
Utilize the Personnel Evaluation tab by including the user’s evaluations, which include the Fiscal Year the evaluation took place, the Final Evaluation (Mid Year or Full Year), Evaluation Rating, etc.
Utilize the State Reporting tab by including the user’s Qualified Paraprofessional information, Performance Pay, and Reading Endorsement Competencies, etc. The fields shown on this tab are important to complete as they tie into other fields in the software for reporting purposes, etc.
This tab will only display for districts utilizing the ERP system, as this information pulls from and ties directly into the Human Resources/Payroll module.
Utilize the W4 Information tab by including the user’s W4 Status, Allowances, exemptions, etc. The fields shown on this tab are important to complete as they tie into other fields in the software.
IRS Lockout date range: When within the entered IRS Lockout date range, employees will not have access to enter W4 Information until after the IRS Lock End date.
Users with the profile permission "Allow Editing User Photo" for User Info can edit the user's photo directly in the User Info screen.
1. Click the Primary Info tab.
1. Hover over the photo. A pencil icon displays.
2. Click the pencil icon.
The user's existing photo is displayed in the pop-up window. The existing photo must be deleted before a new photo can be added.
3. To delete the existing photo, click the red X beneath the photo.
4. In the confirmation message, click Yes.
5. To upload a file from your computer, drag the file into the provided area or click Choose a file and select a file from your computer.
The new photo is displayed in the window.
6. To use your computer's camera to take a photo, click Take Photo.
Your camera is activated.
7. Click Take Photo.
8. Click and drag the blue photo borders to crop the photo. Click and drag the photo itself to readjust the photo within the borders.
9. Enter the Height and Width at the bottom-right of the screen to adjust the photo dimensions.
10. Click Retake Photo to retake the photo, or click Upload to upload the photo.
The new photo is displayed in the window.
11. To download a user photo to your computer, click the download icon beneath the photo.
12. Click the red X at the top-left corner of the window when finished.
Deleting a user from SIS breaks any SSS events created by or tied to that user.
When the permission Allow Deleting Users is enabled via Users > Profiles > Users tab, a trash can icon displays on the corresponding screens, which allows you to delete users. Note: The trash can icon only displays when there is no data in the following tables:
- students_join_users: Parents logged via SIS > Students > Student Info > Addresses & Contacts tab > Linked Users section.
- course_periods: Teacher logged via SIS > Scheduling > Courses & Sections > Subject > Course > Section.
- gl_request: Users who submitted a form via ERP > Forms.
- gl_ap_request: Users who submitted a PO request via ERP > Purchasing/Accounts Payable > Purchase/Request Orders or Internal Purchase Requests/Orders.
- user_enrollment: SIS > Users > User Info > Permissions tab and/or ERP > Human Resources > Employee > Permissions tab.
1. In the Users menu, click User Info.
2. Conduct your user search. See Navigating & Searching for more information.
3. Click the delete button (trash can icon) to delete the user.
4. From the pop-up window, click Yes to delete the user.
The user is deleted and Focus navigates back to the Search Screen.
"CS" and "S" are acceptable characters used in the front of social security numbers.
Begin typing the name or number of the desired field in the Filter text box located at the top of each pull-down for a quick search.
a. Select the Exact check box to display results that have an exact match only and hide partial matches to the entered text. For example, "focus hi" as a partial match yields multiple results, but "focus hi" as an exact match, only yields one result.
ClickCheck all to select all check boxes displayed. Click Clear to clear all selections made/check boxes selected. In the example shown, all Schools have been selected for the selected SIS and ERP Profiles.
Some of the tabs offer the Export section. To export data to an Excel spreadsheet, click on the Excel icon in the Export section.
The export icon may differ depending on the screen; for example, the User List displays a floppy disk icon, which can be clicked to export data.
To print data, click on the Printer icon in the Export section.
Click Filters to further breakdown data.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for more filtering options.
For more information see Filters.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image shown, results have been sorted by clicking on Expiration Date once; therefore, the listed dates start with the most current.
Click Messages to open Communication, which allows you to generate a message or batch message to users.
Fields with a question mark icon have a description. Hover the mouse over the icon to view the description. Fields with a link icon have a link to a website. Click the icon to open the website in a new tab or window. Field descriptions and links are set up in Users > User Fields.
