1. In the Students menu, click Add a Student.

2. Enter a combination of the student’s First Name, Last Name, Gender, and Birthdate or Birth Year. You can enter the full student’s name or enter a few letters of the first and last name. You can limit the search even further by utilizing the following additional fields: Middle Name, Suffix, Student ID, local student ID, Social Security number, Username, Password, and Profile.

You can switch between Birthdate and Birth Year. When Birthdate is selected, click Birth Year to make it an active filter and vice versa.

You can also search by Local ID, if the field is enabled by the district via Students > Student Fields. Note: The name of the local ID will vary for each district because it is customizable.

3. Click Search.

Focus will search the district database for students matching the entered criteria. The student matches are displayed at the bottom of the screen in Exact Matches and Partial Matches sections.

The student matches include the student's Photo, Relevance, Name and alert icons (if applicable), Username, Birthdate, Local ID, School, Enrollment Date, Enrollment Code, Drop Date, Drop Code, Grade Level, and Address.

The Relevance column displays for Partial Matches, which is based on weighted fields. Note: The Relevance column displays for Partial Matches only. If you search for students by Birth Year as opposed to Birthdate, only Exact Matches will display. 

The weighted system is as follows:

5 points for an exact match on SSN, Local ID, Birthdate, Gender, Profile ID, and Student ID

3 points for an exact match on any other field

2 points for a partial match at the beginning of the string

1 point for a partial match mid-string

The Partial Matches section displays students based on matching first names and last names, and exact birthdate or birth year matches. The Exact Matches section displays students based on exact SSN, Local ID, or Student ID matches.

4. Click the View button next to the student to view the student’s record. This will navigate to the Student Info screen in a new tab or window.

5. Review the matching students’ information to determine if the student you need to add already exists in the database or if he/she is a brand new student to the district.

• If the student is a brand new student in the district (no matches exist in the system), please see Adding a New Student.
• If the student is currently enrolled in another school, you must contact the student’s school to withdraw the student. After the student is withdrawn from their current school, follow the procedure Transferring an Inactive Student.
• If the student completed the Online Application and exists in the Applicant school, please see Enrolling a Student from the Applicants School.
• If the student is currently enrolled in another school in the district and you have permissions to withdraw students from other schools, please see Transferring an Active Student.

1. If the student you are adding is not found in the database, click the green Enroll as New Student button. Note: This button will only become active once a search has been conducted. It is also important that the additional fields are completed before continuing.

2. Begin by entering the student’s primary residence (Physical Address).

On the right side of the screen, the Primary Residence option is automatically selected, as are the Bus Pickup and Bus Dropoff options. Click the slider to disable them, if needed.

a. Complete the Mailing Address (if different than physical address) section to define a separate physical and mailing address. If this does not apply, click the slider to disable.

3. When you’ve completed typing in the address, Focus will validate the address (if address validation is enabled for your district). If the address is not in the address catalog or not zoned for the school, you must select an Override Reason at the top of the screen, and click Override.

4. If you have entered a valid address, the Zoned Schools section will populate with the student’s zoned schools.

5. Add a valid Phone Number, which is located between the Mailing Address and Zoned Schools section.

6. Add the Student’s contacts in the Contacts at this Address and Other Contacts sections. Click on either of the contact boxes to add a contact.

a. A New Contact pop-up will display. From here, you can enter all contact information starting with full name, relationship to the student (from the pull-down), Email, and Notes.

b. You can also set different Options for the contact. In the image shown, the contact has been flagged as having Custody of the student, is to be contacted in case of Emergency, and will be the one who is likely to Pick Up the student from school. You also have the choice of other, and alerting other users of the contact using the New Contact Flag indicator. If another contact has the same options set, you can use the Priority number to make one contact 1^st priority and another 2^nd priority.

c. Scroll down to the Phone & Contact Details section of the window, where you will enter the contact’s phone numbers and other contact details.

i. In the blank row, select a Contact Type. Options include Alternate Phone, Cell Phone, Home Phone, Other, Work Phone, or Workplace. When Other is selected, you can type in your own type in the Contact Type field. In the Phone Number/Value field, enter the phone number.

ii. Set a Detail Priority by clicking the plus and minus signs to set a number. In the example shown, Cell Phone has been set to priority 1 meaning that will be the first method of contact.

iii. When Alternate Phone, Cell Phone, Home Phone, or Work Phone is selected, the phone number Options become available for selection. These are set up in Students > Address Fields > Contact Detail Flags tab. Select Unlisted if the phone number is unlisted. Select Blocked if the phone number is blocked. Select Callout if the phone number can be called.

iv. Press Enter to add the row. The newly added row will turn yellow to indicate changes have been made. A new blank row is available where you can enter more contact details. Note: You do not have to press Enter if just adding one phone number. The number will save upon clicking the Save button when finished. In the example shown below, both phone numbers will save when the Save button is clicked.

d. At the bottom of the window in the Contact Address section, select the contact’s address from the existing addresses that were set up for the student. If the contact does not have an address set up, click the No Address block.

e. When finished, you can click Cancel to cancel your contact entry and close the window or click the Save button to save the contact.

f. Once saved, you will see the added contact displayed.

i. The contact icons at the bottom of the Contact block or next to the contact in the Address block give a quick indication of whether the contact has custody, is the emergency contact, can pick up the student, and has notes.

The pink gavel indicates the contact has custody.

The yellow warning icon indicates the contact is an emergency contact.

The green car indicates the contact can pick up the student.

The red note icon indicates the contact has notes entered in the contact record.

7. Scroll down to the Enrollment Options section. Required enrollment fields are marked with an asterisk. Fill in the required fields.  

a. As you enter the student’s information, the fields will turn blue to indicate changes have been made.

8. Once you have correctly filled out all of the required information, the Continue button is enabled at the top-right corner of the screen. Click Continue to navigate to the next page of the form.

Clicking Continue takes you to additional required information.

9. Once the form requirements are completed, the Save button is enabled at the top-right corner of the screen. Click Save to add the student.

10. An Enrollment Complete pop-up box is displayed. Click Go to Student to view the student’s record via Student Info, or click Transfer/Enroll Another Student to go back to the Add a Student screen to transfer or enroll another student.

1. After reviewing the matching student's information and confirming the Drop Date and Drop Code, click the Enroll button next to the appropriate inactive student.

2. Review and update the student’s primary residence (Physical Address).

Update and review the Options, as well.

a. Complete the Mailing Address section to define a separate physical and mailing address. If this does not apply, click the slider to disable.

3. When you’ve completed typing in the address, Focus will validate the address (if address validation is enabled for your district). If the address is not in the address catalog, you must select an Override Reason at the top of the screen, and click Override.

4. If you have entered a valid address, the Zoned Schools section will populate with the student’s zoned schools.

5. Add or update the Phone Number, which is located between the Mailing Address and Zoned Schools section.

6. Update or Add the Student’s contacts in the Contacts at this Address and Other Contacts sections. Click on either of the contact boxes to add a contact.

a. To edit a contact previously added, click on the contact block and makes desired edits. Once the Edit Contact pop-up window is open, you also have the option to Delete the contact.

b. A New Contact pop-up will display. From here, you can enter all contact information starting with full name, relationship to the student (from the pull-down), Email, and Notes.

c. You can also set different Options for the contact. In the image shown, the contact has been flagged as having Custody of the student, is to be contacted in case of Emergency, and will be the one who is likely to Pick Up the student from school. You also have the choice of other, and alerting other users of the contact using the New Contact Flag indicator. If another contact has the same options set, you can use the Priority number to make one contact 1^st priority and another 2^nd priority.

d. Scroll down to the Phone & Contact Details section of the window, where you will enter the contact’s phone numbers and other contact details.

i. In the blank row, select a Contact Type. Options include Alternate Phone, Cell Phone, Home Phone, Other, Work Phone, or Workplace. When Other is selected, you can type in your own type in the Contact Type field. In the Phone Number/Value field, enter the phone number.

ii. Set a Detail Priority by clicking the plus and minus signs to set a number. In the example shown, Cell Phone has been set to priority 1 meaning that will be the first method of contact.

iii. When Alternate Phone, Cell Phone, Home Phone, or Work Phone is selected, the phone number Options become available for selection. These are set up in Students > Address Fields > Contact Detail Flags tab. Select Unlisted if the phone number is unlisted. Select Blocked if the phone number is blocked. Select Callout if the phone number can be called.

iv. Press Enter to add the row. The newly added row will turn yellow to indicate changes have been made. A new blank row is available where you can enter more contact details. Note: You do not have to press Enter if just adding one phone number. The number will save upon clicking the Save button when finished. In the example shown below, both phone numbers will save when the Save button is clicked.

e. At the bottom of the window in the Contact Address section, select the contact’s address from the existing addresses that were set up for the student. If the contact does not have an address set up, click the No Address block.

f. When finished, you can click Cancel to cancel your contact entry and close the window or click the Save button to save the contact.

g. Once saved, you will see the added contact displayed.

i. The contact icons at the bottom of the Contact block or next to the contact in the Address block give a quick indication of whether the contact has custody, is the emergency contact, can pick up the student, and has notes.

The pink gavel indicates the contact has custody.

The yellow warning icon indicates the contact is an emergency contact.

The green car indicates the contact can pick up the student.

The red note icon indicates the contact has notes entered in the contact record.

7. Scroll down to the Enrollment Options section. Required enrollment fields are marked with an asterisk. Fill in the required fields.

a. As you enter the student’s information, the fields will turn blue to indicate changes have been made.

8. Once the form requirements are completed, click Continue.

9. Complete any other required fields and click Save.

10. A Transfer Complete pop-up window is displayed. Click Go To Student to view the student’s record via Student Info, or click Transfer/Enroll Another Student to go back to the Add a Student screen to transfer or enroll another student.

1. Upon conducting a student search and following the steps to enroll the student as a new student, you will need to enter the student's address and contact information. Begin by entering the student’s primary residence (Physical Address).

2. When you’ve completed typing in the address, Focus will validate the address (if address validation is enabled for your district via System Preferences > Default School Preferences > Enrollment tab). If the address is not in the Address Catalog or not zoned for the school, the Enroll in Applicants button displays. Click the Enroll in Applicants button to enroll the student in the district's Applicants school.

a. You can also choose to select an Override Reason at the top of the screen, and click Override, if applicable.

3. Once the Enroll in Applicants button is clicked, a pop-up window displays confirming the student's enrollment. Click Go To Student to open Student Info in the Applicants school or click Transfer/Enroll Another Student to add or transfer a student via the Add a Student screen.

1. If you have access to multiple schools, be sure the correct school is selected via the school pull-down located in the header.

2. Students who have completed the Online Application are automatically enrolled into the Applicants school. To enroll the student into your school, click the Enroll button next to the appropriate student.

3. Review and update the student’s primary residence (Physical Address).

Update and review the Options, as well.

a. Complete the Mailing Address section to define a separate physical and mailing address. If this does not apply, click the slider to disable.

4. When you’ve completed typing in the address, Focus will validate the address (if address validation is enabled for your district). If the address is not in the address catalog, you must select an Override Reason at the top of the screen, and click Override.

5. If you have entered a valid address, the Zoned Schools section will populate with the student’s zoned schools.

6. Add or update the Phone Number, which is located between the Mailing Address and Zoned Schools section.

7. Update or Add the Student’s contacts in the Contacts at this Address and Other Contacts sections. Click on either of the contact boxes to add a contact.

a. To edit a contact previously added, click on the contact block and make desired edits. Once the Edit Contact pop-up window is open, you also have the option to Delete the contact.

b. A New Contact pop-up will display. From here, you can enter all contact information starting with full name, relationship to the student (from the pull-down), Email, and Notes.

c. You can also set different Options for the contact. In the image shown, the contact has been flagged as having Custody of the student, is to be contacted in case of Emergency, and will be the one who is likely to Pick Up the student from school. You also have the choice of other, and alerting other users of the contact using the New Contact Flag indicator. If another contact has the same options set, you can use the Priority number to make one contact 1^st priority and another 2^nd priority.

d. Scroll down to the Phone & Contact Details section of the window, where you will enter the contact’s phone numbers and other contact details.

i. In the blank row, select a Contact Type. Options include Alternate Phone, Cell Phone, Home Phone, Other, Work Phone, or Workplace. When Other is selected, you can type in your own type in the Contact Type field. In the Phone Number/Value field, enter the phone number.

ii. Set a Detail Priority by clicking the plus and minus signs to set a number. In the example shown, Cell Phone has been set to priority 1 meaning that will be the first method of contact.

iii. When Alternate Phone, Cell Phone, Home Phone, or Work Phone is selected, the phone number Options become available for selection. These are set up in Students > Address Fields > Contact Detail Flags tab. Select Unlisted if the phone number is unlisted. Select Blocked if the phone number is blocked. Select Callout if the phone number can be called.

iv. Press Enter to add the row. The newly added row will turn yellow to indicate changes have been made. A new blank row is available where you can enter more contact details. Note: You do not have to press Enter if just adding one phone number. The number will save upon clicking the Save button when finished. In the example shown below, both phone numbers will save when the Save button is clicked.

e. At the bottom of the window in the Contact Address section, select the contact’s address from the existing addresses that were set up for the student. If the contact does not have an address set up, click the No Address block.

f. When finished, you can click Cancel to cancel your contact entry and close the window or click the Save button to save the contact.

g. Once saved, you will see the added contact displayed.

i. The contact icons at the bottom of the Contact block or next to the contact in the Address block give a quick indication of whether the contact has custody, is the emergency contact, can pick up the student, and has notes.

The pink gavel indicates the contact has custody.

The yellow warning icon indicates the contact is an emergency contact.

The green car indicates the contact can pick up the student.

The red note icon indicates the contact has notes entered in the contact record.

8. Scroll down to the Enrollment Options section of the screen. The Withdraw from Applicants check box is automatically selected. The End Date field is auto-populated with today’s date. Modify the End Date if needed, and select the appropriate Drop Code.

9. Scroll down to review and update the student’s information. Required enrollment fields are marked with an asterisk. Fill in the required fields.

Along the right side of the screen, fields with Errors are listed. Either the information entered into these fields is not valid, or the fields are blank and they must be completed. Click a field in the list to be taken directly to that field in the form. Fields with errors are also highlighted in red on the form.

a. As you enter the student’s information, the fields will turn blue to indicate changes have been made.

10. Once the form requirements are completed, click Continue.

11. Complete any other required fields and click Save.

12. A Transfer Complete pop-up window is displayed. Click Go To Student to view the student’s record via Student Info, or click Transfer/Enroll Another Student to go back to the Add a Student screen to transfer or enroll another student.

1. After reviewing the matching students, click the Enroll button next to the appropriate student.

2. Review and update the student’s primary residence (Physical Address).

Update and review the Options, as well.

a. Complete the Mailing Address section to define a separate physical and mailing address. If this does not apply, click the slider to disable.

3. When you’ve completed typing in the address, Focus will validate the address (if address validation is enabled for your district). If the address is not in the address catalog, you must select an Override Reason at the top of the screen, and click Override.

4. If you have entered a valid address, the Zoned Schools section will populate with the student’s zoned schools.

5. Add or update the Phone Number, which is located between the Mailing Address and Zoned Schools section.

6. Update or Add the Student’s contacts in the Contacts at this Address and Other Contacts sections. Click on either of the contact boxes to add a contact.

a. To edit a contact previously added, click on the contact block and makes desired edits. Once the Edit Contact pop-up window is open, you also have the option to Delete the contact.

b. A New Contact pop-up will display. From here, you can enter all contact information starting with full name, relationship to the student (from the pull-down), Email, and Notes.

c. You can also set different Options for the contact. In the image shown, the contact has been flagged as having Custody of the student, is to be contacted in case of Emergency, and will be the one who is likely to Pick Up the student from school. You also have the choice of other, and alerting other users of the contact using the New Contact Flag indicator. If another contact has the same options set, you can use the Priority number to make one contact 1^st priority and another 2^nd priority.

d. Scroll down to the Phone & Contact Details section of the window, where you will enter the contact’s phone numbers and other contact details.

i. In the blank row, select a Contact Type. Options include Alternate Phone, Cell Phone, Home Phone, Other, Work Phone, or Workplace. When Other is selected, you can type in your own type in the Contact Type field. In the Phone Number/Value field, enter the phone number.

ii. Set a Detail Priority by clicking the plus and minus signs to set a number. In the example shown, Cell Phone has been set to priority 1 meaning that will be the first method of contact.

iii. When Alternate Phone, Cell Phone, Home Phone, or Work Phone is selected, the phone number Options become available for selection. These are set up in Students > Address Fields > Contact Detail Flags tab. Select Unlisted if the phone number is unlisted. Select Blocked if the phone number is blocked. Select Callout if the phone number can be called.

iv. Press Enter to add the row. The newly added row will turn yellow to indicate changes have been made. A new blank row is available where you can enter more contact details. Note: You do not have to press Enter if just adding one phone number. The number will save upon clicking the Save button when finished. In the example shown below, both phone numbers will save when the Save button is clicked.

e. At the bottom of the window in the Contact Address section, select the contact’s address from the existing addresses that were set up for the student. If the contact does not have an address set up, click the No Address block.

f. When finished, you can click Cancel to cancel your contact entry and close the window or click the Save button to save the contact.

g. Once saved, you will see the added contact displayed.

i. The contact icons at the bottom of the Contact block or next to the contact in the Address block give a quick indication of whether the contact has custody, is the emergency contact, can pick up the student, and has notes.

The pink gavel indicates the contact has custody.

The yellow warning icon indicates the contact is an emergency contact.

The green car indicates the contact can pick up the student.

The red note icon indicates the contact has notes entered in the contact record.

7. Scroll down to the Enrollment Options section of the screen. The Withdraw from (Current School) check box is automatically selected. The End Date field is auto-populated with today’s date. Modify the End Date if needed, and select the appropriate Drop Code.

8. Scroll down to review and update the student’s information. Required enrollment fields are marked with an asterisk. Fill in the required fields.

Along the right side of the screen, fields with Errors are listed. Either the information entered into these fields is not valid, or the fields are blank and they must be completed. Click a field in the list to be taken directly to that field in the form. Fields with errors are also highlighted in red on the form.

a. As you enter the student’s information, the fields will turn blue to indicate changes have been made.

9. Click Continue to review and edit other student data.

10. Review and edit any other student data, then click Save to transfer the student to your school.

11. A Transfer Complete pop-up window is displayed. Click Go To Student to view the student’s record via Student Info, or click Transfer/Enroll Another Student to go back to the Add a Student screen to transfer or enroll another student.

Student information displays on the Add a Student screen in one, two, or three columns depending on the setting selected for Student Info Layout via Users > My Preferences.

Student results will display based on the system preference: When adding a student, order search results by. You can access and edit this preference via Setup > System Preferences > Enrollment tab.

The cursor automatically focuses on the First Name field allowing you to automatically begin typing the student’s first name to begin your search.

If applicable, you can also search for students using the Local ID (custom_53).

If the setting, Hide Address Form When Adding A New Student is enabled via Setup > System Preferences > Enrollment tab, the address fields will be hidden when adding a new student. Note: This preference supersedes the preference "Require Address when adding a new student." If both preferences are enabled, the address fields are hidden and are not required on Add a Student.

If you don’t have permission to View Hidden Students (Users > Profiles > Students tab) can see that the student exists and is enrolled preventing you from creating a duplicate student record. While the student is visible in the search, all student data is hidden. For more information on how to set up hidden students, see Hidden Student.

If the district has enabled the Hide fields from Add a Student from users that don't have edit permission setting via Setup > System Preferences > School Preferences/Default School Preferences > Enrollment tab, depending on your editing permission set for specific student and address fields, you may not have access to address fields upon adding a student.

Click Toggle Columns to customize the columns displays in the Exact Matches and Partial Matches sections.

a. In the Toggle Columns pop-up window, clear the selected check boxes to hide columns you do not wish to display in the sections. Note: These columns will remain hidden until the check boxes are selected again.

b. Click the white X to close the pop-up window and apply changes.

To export data to an Excel spreadsheet, click on the Excel icon in the Export section.

To print data, click on the Printer icon in the Export section.

Click Filters to 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.

You can also sort data by clicking on any of the headers that contain the black double arrows. Click once for ascending results; click twice for descending results.