Student Fields

The Student Fields screen is used to set up the categories and student fields that display in the student's record in Student Info. Each of the categories set up in the Student Fields screen display as a separate tab in the student's record. In addition to displaying in the student's record, the student fields are available to create reports or search for students throughout Focus.

For information about the FLDOE Family Portal Link Student Field, see FLDOE Family Portal.

Adding a Category

Each of the categories set up in the Student Fields screen display as a separate tab in the student's record.

1. In the Students menu, click Student Fields.

The Categories tab is displayed by default.

The Legacy ID column may be populated with a value if the category existed prior to version 8.

2. In the blank row at the top of the screen, enter a Title for the category.

3. Select the Schools that will have access to the category. One or multiple can be selected.

To assign the category to all schools, leave the Schools field blank.

4. Select the Default View Profiles and the Default Edit Profiles.

When new fields are assigned to the category, the profiles selected in Default View Profiles will have view permissions for those fields by default. The profiles selected in Default Edit Profiles will have edit permissions for those fields by default. You can leave these fields blank, if desired. Profiles who can view or edit fields can be added or changed on a specific field when editing the field in the Fields tab. Please see Adding a Field for more information.

If an existing field is moved to a category with the Default View Profiles and Default Edit Profiles set, the view and edit permissions for the field will not be automatically updated.

If the category already has fields assigned, selecting Default View Profiles and Default Edit Profiles on the category will only affect new fields assigned to the category after the profiles are set, not fields that have previously been assigned to the category.

5. If the category will be used as a form in Focus, select the Form check box.

When a category is designated as a form, this allows users to store multiple, unique instances of information in that tab of the student's record. For example, you may have an IHP (Individualized Health Plans) tab. Within this tab, users can create and store multiple IHP records for the student.

Once a category is designated as a form, it should not be deselected. Data entered in a form record is stored in the student form records table, not students.

6. In the Sort Order field, use the minus and plus icons to select the sort order. This determines the order the categories will appear in More Search Options when searching for a student.

The list of categories always displays in alphabetical order when viewing a student's record in Student Info.

7. Press Enter to add the new category.

The category is added to the list and is auto-saved.

8. To add an icon or a custom short name that will display in the category list in Student Info, click Add Icon next to the category.

If you do not select an icon or enter a custom short name, Focus will by default use the first character of each word in the category title as a short name.

9. In the Change Icon for (category) pop-up window, select the color to use.

Student Fields

10. To display a custom short name instead of an icon, select the Short Name radio button. Enter the short name.

Student Fields

Example of short name in Student Info:

Student Info

11. To display an icon, select the Icons radio button, and click the icon to use.

Student Fields

Example of icon in Student Info:

Student Info

12. Click Save.

Student Fields

The selected icon or short name will display in the Icon column next to the category.

Editing a Category

1. In the Students menu, click Student Fields.

2. In the Categories tab, locate the category in the list and make the desired changes. The Title, Schools, Default View Profiles, Default Edit Profiles, Sort Order, and Icon can be edited.

Once a category is designated as a form, it should not be deselected. Data entered in a form record is stored in the student form records table, not students.

The changes will auto-save.

Deleting a Category

The fields in a category should be moved to another category or deleted before the category is deleted. A warning message will display if you attempt to delete a category that has fields assigned.

1. In the Students menu, click Student Fields.

2. In the Categories tab, locate the category in the list and click the red minus sign to the left of the Title.

3. In the confirmation message, click OK.

The category is deleted.

Viewing the Fields Within a Category

1. In the Students menu, click Student Fields.

2. In the Categories tab, locate the category in the list and click Edit Fields at the right side of the screen.

The Fields tab opens, displaying the fields that are assigned to the category. The Legacy ID column may display a value if the field existed prior to version 8. The Alias is grayed out and uneditable for System fields (fields provided by Focus). The Alias can be edited for Local fields (fields created by the district).

3. To view the full list of fields, click the View all fields link at the top of the screen.

Adding a Field

1. In the Students menu, click Student Fields.

2. Click the Fields tab.

3. In the blank row at the top of the screen, enter a Title for the field.

4. Select the field Type.

Field Type Description
Text Text fields work best for capturing information that has an unlimited number of potential answers. Text fields accommodate short answers, usually less than 50 characters in length, and can include numeric data, like email address, street addresses and zip codes.
Long Text While text fields work well for short entries, long text is best suited to note-like entries, such as discipline notes, teacher comments, and nurses' remarks on student visits.
Checkbox Use check boxes to record information where a single option is going to be selected, as in identifying a student's home state, the reasons for a visit to the school nurse, or whether a student has a doctor's note. This data type stores a "Y" or null and cannot be changed to a different data type once created.
Number Number fields include information like student ID numbers, Social Security numbers, and other purely numeric data. This data type works best when the combination of numbers is virtually unlimited, rather than strictly limited, like a range of zip codes in a school district. If a number field type is selected, the user will not be able to enter non-numeric characters into the field.
Date Date fields might be used for enrollment dates, dates of birth, and home language survey dates. Users can type in the date or select the date from the calendar. The date format stored is yyyy-mm-dd.
Time Time fields allow users to enter a time, such as the time the student enters and leaves the health clinic. Users can only enter time in the hh:mm format.
Select One This field type allows the user to select only one option from the pre-defined list. The list of options can be manually entered when setting up the field or defined with a query.
Select Multiple This field type allows the user to select one or multiple options from the pre-defined list. The list of options can be manually entered when setting up the field or defined with a query.
Logging Field Logging fields are used when several pieces of data make up a single record of information. An example is the student’s special education exceptionality, the date it was determined, and when the student was placed. These three data points are part of a single record, and the student could have multiple records. Logging fields work best for providing comprehensive records of activity, like visits to a guidance counselor, qualifying for sports or academic probation, logs for vaccinations or physicals, or performance on standardized tests.

Unlike the other field types, logging fields can be more extensive, involving a set of fields for entering data. View and edit permissions are set for the logging field and for each individual column.
Computed This field type allows users to define a query that will be executed and the results displayed to the user when viewing the field.
Computed Table This field type allows users to define a query that will be executed and the results displayed in a table. The table can have multiple columns of data.
File Upload The File field type allows users to upload a file into Focus, such as an immunization record or 504 referral form. Focus integrates with most commonly used formats, including Word, Excel, and PDF documents, as well as .rtf and .csv file formats. Once uploaded into Focus, users can click the file to download and view it.
Signature The signature field allows users to digitally sign their acknowledgement or consent in Focus. Users can use their mouse to sign. When using a tablet, users can use their finger or stylus to sign. This field can be set up to require the user to enter their username and password to authenticate the signature. 
Placeholder Placeholder fields are used to separate sections on a page. A placeholder can function as a heading, or can include a URL.

5. Press Enter to add the new field.

The field is added to the list and is auto-saved.

On Local fields, the Alias can be changed for ease of identification and use when querying the field.

6. Click Edit Field next to the new field.

The Edit Field pop-up window is displayed. The setup for the field depends on the field type.

If you already know the category a field will be assigned to, you can click Edit Fields next to the appropriate category in the Categories tab, and then add the new field in the blank row at the top of the screen. This will automatically select the category when setting up the field.

All Field Types

1. If this field will be included in a category that has been designated as a form, select Form Categories.

The form categories are now available for selection in the Select Categories pull-down.

2. Use the Select Categories pull-down to select the categories this field will appear on. One or multiple categories can be selected.

When Form Categories is selected, you will only be able to select one form category.

3. In the (Category) Sort Order pull-down, select where the new field should appear within the category. You can select to place it before an existing field, at the end of the category, or unsorted. If multiple categories were selected in the Select Categories field, a Sort Order pull-down will display for each category.

4. In the Options section on the right side of the screen, select New Student to include this field on the Add a Student screen.

When New Student is selected, the New Student Sort Order pull-down is displayed. Select where to place the field in the list of existing fields on the Add a Student screen. To reference which fields are included on the Add a Student screen and to check their sort order, enter the following query in runquery:

select * from custom_fields where new_record is not null and source_class = 'SISStudent'

The number in the New_Record column indicates the field sort order. Click on the column header to sort the fields by sort order.

If the system preference "Hide fields from Add a Student from users that don't have edit permission" is enabled in Setup > System Preferences > Enrollment tab, then any fields the user does not have permission to edit will be hidden on the Add a Student screen.

For more information about how sort order works for custom fields, see Sort Order for Fields.

5. Select Required to make the field required.

If the field is required, it must have either a default value, display when adding a new student, or both. The field will only be required for profiles with edit permissions to the field.

This option is not available for computed fields, computed tables, and file upload fields.

6. Select Visible on Add a Student Search to have this field display in the search results when searching for a student on the Add a Student screen. Custom fields with "Visible on Add a Student Search" selected display after system fields.

The "Visible on Add a Student Search" option is not available for logging fields, computed fields, computed tables, file upload fields, and placeholder fields.

When this option is enabled for text fields, the field will be included at the top of the Add a Student screen in the entry section, as well as at the bottom in the exact and partial match search results. When this option is enabled for other field types, the field will only display in the exact and partial match search results at the bottom of the Add a Student screen.

The "New Student" option does not need to be selected in order to enable "Visible on Add a Student Search."

7. Select Visible on Discipline Referral to have this field be visible through the student documentation link on student discipline referrals.

This option is not available for file upload fields.

8. Select Visible on Student Grades to have this field be visible on the Detailed Report in Grades > Final Grades, GPA, & Class Rank, and on the Graduation Requirements Report in the header of the individual student view.

This option is not available for logging fields.

9. Select Restricted to hide this field in inactive student records.

Only users who have the profile permission "View Inactive Student Restricted Information" enabled in Users > Profiles can view this field in an inactive student's record.

Restricted fields will still display if the student has a future enrollment date.

Student Fields - Google Chrome

10. Enter a Help URL if desired.

This will display a link icon next to the field title in the student's record. Clicking the link icon will open the URL in a new tab.

Student Fields

11. Enter a Description if desired.

When the user hovers the mouse over the question mark icon on the field in the student's record, the description will display.

12. Select the profiles that will be able to view the field in the Profiles (View Access) pull-down. One or multiple profiles can be selected.

13. Select the profiles that will be able to edit the field in the Profiles (Edit Access) pull-down. One or multiple profiles can be selected.

For logging fields, select the profiles that will have the ability to delete records (rows) from the logging field in the Profiles (Delete Record) pull-down. Select the profiles that will by default have the ability to create new records in the logging field in the Profiles (Default Create Column). Select the profiles that will by default have the ability to view columns in the logging field in the Profiles (Default View Column) pull-down. Select the profiles that will by default have the ability to edit columns in the logging field in the Profiles (Default Edit Column) pull-down. Permissions for student fields can also be customized in Users > Profiles.

Student Fields - Google Chrome

The Profiles (Restricted View) pull-down displays for the Letter Log field and for other logging fields in the Edit Field pop-up window, which allows you to restrict record access by profile. For example, if the Teacher profile is selected from the Profiles Restricted View pull-down, teachers will only have access to Letter Logs created by themselves. Teachers will not be able to view Letter Logs of record by any other profiles/users.

Student Fields

14. When finished setting up the field, click Save at the bottom of the window.

Number, Checkbox, Date, Time

1. In the Defaults section of the window, select or enter a default Value for New Students, if applicable. When defined, the selected value will default into the field when adding a new student.

2. Select or enter a State Reporting Fallback Value, if applicable. When defined, the selected value will be included in extracts for state reporting unless the student has a value already selected in their record.

Select One and Select Multiple

1. (Select One fields only) In the Options, select Display as Radio Buttons to display the select one field as a set of radio buttons rather than as a select box.

This preference is stored in the column “display_as_radio.” If a field is not marked as Required, an N/A option will be included in the set of radio buttons.

Student Fields

2. In the Select Options section of the window, either define the Select Options manually or enter a Select Options Query.

Select Options:

a. In the blank row, enter a Code and Label (what will display for the user) for the option.

b. Enter a Sort Order for the option. This will display the options in the defined order.

c. If desired, enter the Min School Year and Max School Year, which are used to make these options only available for selection within the range of school years. Existing data will be maintained.

d. Press Enter to add the option.

The added row turns yellow. A new, blank row will display where you can add the next option.

e. Select the Inactive check box next to an option to inactivate it. Inactive options will not display for selection when the user opens the pull-down.

f. To delete an option, click the red minus sign to the left of the option and in the confirmation message, click OK.

Select Options Query:

Enter a query that defines the options in the pull-down.

The highlighted area provides instructions and an example query.

In order to search on the select options defined by the query, they must also be added in the Select Options section of the screen.

3. In the Defaults section of the window, select a default Value for New Students, if applicable. When defined, the selected value will default into the field when adding a new student.

4. Select a State Reporting Fallback Value, if applicable. When defined, the selected value will be included in extracts for state reporting unless the student has a value already selected in their record.

The Value for New Students and State Reporting Fallback Value pull-downs will be empty until select options are defined.

File Upload

For file upload fields, you can optionally provide the URL to a blank form for users to access. When the user completes the form, they can upload the form into the file upload field.

For districts using the Document Management add-on module, select the Academic Record Category to include these files in the Uploaded Files screen for students.

The Academic Record Category options (Category A and Category B) are defined by the Florida Department of Education ruling 1b-24.003 Ref-10357 GS7  on records retention.

Student Fields

When Category B is selected for the Academic Record Category, the Retention Years field becomes available on the Edit Field screen. Enter the number of years the files should be retained. The scheduled job "Purge Old Files" will delete files after the number of retention years have passed.

Student Fields

To prevent a student's files from being purged by the "Purge Old Files" scheduled job, the system field "Document Hold" can be used. The "Document Hold" field can be added to a student category, and given the appropriate view and edit profile permissions. When the "Document Hold" check box is selected for a student, the student's files will not be purged when the job runs.

Signature

For signature fields, select Requires Authentication to require the user to enter a username and password in order to save the signature. When this option is turned off, the user can save the signature without entering a username and password.

Placeholder

For placeholder fields, you may include a URL if desired. When the user clicks the placeholder title in the student's record, the URL will open.

Districts that want to download and view student documents from IEP Writer in Focus, and have entered the IEP Security Token and IEP SMS Token in Setup > System Preferences > District Preferences, will set up placeholder fields in order to view the student documents in Student Info. For the URL, the district will enter:

BASE URL/utilities/download_iep.php?document={document code}&student_id={student_id}

Replace {document code} with the appropriate document code:

IEP - Individualized Education Plan

ER - Evaluation Report

RR - Reevaluation Report

GIEP - Gifted Individualized Education Plan

GWRI - Gifted Written Report (Initial)

GWRR - Gifted Written Report (Reevaluation)

IEP504 - 504 Service Plan

S504ER - 504 Evaluation Report

PBSP - Positive Behavior Support Plan

Text

1. In the Options section of the window, enter the Maximum Length of the field. The default maximum length is 255 characters. The length cannot be set to 0 or users will not be able to enter any text into the field.

2. To display suggestions when a user enters text into the field, enter a query in the Suggestions Query section of the screen.

The highlighted area provides instructions and an example query.

Long Text

1. In the Options section of the window, select Rich Text to provide a rich text editor for the field.

2. Enter the Maximum Length of the field. The length cannot be set to 0 or users will not be able to enter any text into the field.

Logging Fields

1. In the Options section of the window, select Show school year to add a School Year column to the logging field.

The "Show school year" option is automatically enabled on the Industry Certifications logging field.

When entering a new logging field record, the default year selected will be based on the year selected in the header. This pertains to the built-in system year option available to end-users during the logging field configuration.

2. In the Columns section of the window, replace the New Column text with the column name.

3. In the column that will be the primary sort, select Ascending or Descending in the Primary Sort pull-down.

4. In the column that will be the secondary sort, select Ascending or Descending in the Secondary Sort pull-down.

Log entries can be sorted in ascending or descending order using one column as the primary sort (entries will be sorted by this column first) and one column as the secondary sort (entries will be sorted by this column second). Only one column can be set as the Primary Sort and only one column can be set as the Secondary Sort.

5. Select the Fixed Left check box to freeze the field in place when the user scrolls over to the right.

6. Select the field Type: checkbox, computed, date, file upload, long text, number, select multiple, select one, text, or time.

7. Click the Edit Field icon to set up or edit the field options, including profiles who can create, view, and edit the specific column.

The "Profiles (Default Create Column)," "Profiles (Default View Column)," and "Profiles (Default Edit Column)" permissions set on the Edit Field screen for the logging field flow down to the "Profiles (Create Access)," "Profiles (View Access)," and "Profiles (Edit Access)" fields for each individual column of the logging field. The settings can be updated as needed for each column.

8. To delete a column, click the red X.

9. To add a column, click the green +.

10. To rearrange the order of the columns, click the left and right arrows.

Hover the mouse over the column name to view the log_field ID.

Computed

1. Enter the query for the computed field in the provided area.

The highlighted area provides instructions and an example query. In addition to the listed substitutions that can be used in the query (highlighted in blue), {referral_id} can also be used in the query. When printing a letter from the Referrals screen, the current referral ID is referenced.

2. Either define the Search Options or enter a Filtering Options Query.

By supplying the select options or defining a filtering options query, users will be able to search on the computed field the same way other fields are searched on. If these options are not set up, then users will not be able to use More Search Options on the computed field as they can with other select field types.

Search Options:

a. In the blank row, enter a Code and Label (what will display for the user) for the first option.

b. Enter a Sort Order for the option. This will display the options in the defined order.

c. If desired, enter the Min School Year and Max School Year, which are used to make these options only active within the range of school years.

d. Press Enter to add the option.

The added row turns yellow. A new, blank row will display where you can add the next option.

e. Select the Inactive check box next to an option to inactivate it. Inactive options will not display for selection when the user opens the pull-down.

f. To delete an option, click the red minus sign to the left of the option and in the confirmation message, click OK.

Filtering Options Query:

Enter a query that defines the options in the pull-down.

The highlighted area provides instructions and an example query.

Computed Table

Enter a query for the computed table.

The highlighted area provides instructions and an example query. In addition to the listed substitutions that can be used in the query (highlighted in blue), {referral_id} can also be used in the query. When printing a letter from the Referrals screen, the current referral ID is referenced.

Editing a Field

1. In the Students menu, click Student Fields.

2. Click the Fields tab.

3. Locate the field in the list and click Edit Field.

4. Make the desired changes and click Save.

Deleting a Field

Only Local fields (fields created by the district) can be deleted. System fields cannot be deleted.

If you attempt to delete a field that is referenced in the options query for another field, a message will display indicating the field cannot be deleted.

1. In the Students menu, click Student Fields.

2. Click the Fields tab.

3. Locate the field in the list and click the red minus sign to the left of the field.

4. In the confirmation message, click OK.

The field is deleted.

Technical Info
  • Pull-down and Select Multiple fields store the ID for the description in the Students table.
  • Descriptions and codes are stored in custom_field_select_options.
  • Changes to the descriptions will not change the ID, so red data will no longer happen.
  • User and Student log entries are migrated to one table when moving from version 7 to version 8:
    • Custom_field_log_entries
    • Records will be tied to a source class to distinguish the type of log entry SISStudent SISUser. Therefore, the link will not be student_id but rather source_id.
    • Log entries will also link to custom_fields and custom_field_select_options.
  • Fields are created independent of the tab where they will reside.
  • Existing fields will display the legacy ID (custom_XXXX)
  • Existing and future system fields defined by Focus and State Reporting will remain with standard custom_XXXX ID and alias. System will display in the System column, while fields districts can delete will be Local.
  • New local fields will be assigned a system ID (custom_lXXXX) but the district can also assign an alias for querying the field.
    • Example: A new field for LEP Indicator is added. The system assigns custom_l1234567. The district can assign the alias LEP_Ind.
    • The alias is created within the view Students_View.
    • Users can query the Students_View rather than the Students table. Querying the students_view view has a slight overhead compared to directly querying the students table.
  • For local fields, users can edit the alias.
  • For system fields, users cannot edit the alias.
  • For Select One and Select Multiple fields, each option is saved as an ID in the custom_fields_select_options table where the ID, label, and code are stored.
Protected and Hidden Student Fields

Protected Student

The Protected Student feature restricts access of the protected student’s school of enrollment, address and contact information.

If a user has a profile such as "Registrar" and has permissions to View/Edit the Addresses/Contacts for a student at their school, then they will still have access to the student's Addresses & Contacts regardless of whether or not they have permission to "View Protected Students."

1. In the Students menu, click Student Fields.

2. Click the Fields tab.

3. Locate the Protected Student field and click the Edit Field button.

Student Fields

4. From this screen, you can determine where the check box is placed via a Category, which Profiles have View and Edit Access to the field, and more. For detailed information regarding each field option, see the section on Adding a Field.

Student Fields

The Profiles selected from the View Access and Edit Access pull-downs determine who can view the field and who can view and edit the field; i.e. who can mark a student as protected and who can only view that is a student has been marked as protected. Having these profile permissions doesn't automatically grant you permission to view select protected students' data. See step 6 for information on profile permissions.

5. When all selections have been made and set up is complete, click the Save button. You can also click Cancel to return to the main Student Fields screen with no changes made.

6. Once the field is added to Student Info, complete the set up by identifying the Profiles that should have access to View Protected Students via Users > Profiles > Students tab.

Profiles

There is also a profile permission for Parent profiles, called View Protected Students. When this permission is selected on a parent profile, the parent will have the ability to view their student's demographic information in their portal, even if the student is flagged as protected. Conversely, if the permission is not selected, the parent will not be able to view any demographic information for students marked as protected. This new feature provides more flexibility and control for parents while ensuring the privacy and protection of sensitive student information in the Parent Portal.

When the permission is enabled, selected Profiles will be able to view detailed student information of the protected students just as they always have. Profiles who do not have this permission will not be able to view select student data.

7. To flag a student as protected, from the Students menu, click Student Info. Select the student. Click the applicable tab, such as General Demographics, then select the Protected Student check box.

Hidden Student

The Hidden Student feature allows you to completely hide a withdrawn student making the student inaccessible to users.

1. In the Students menu, click Student Fields.

2. Click the Fields tab.

3. Locate the Hidden Student field and click the Edit Field button.

Student Fields

4. From this screen, you can determine where the check box is placed via a Category, which Profiles have View and Edit Access to the field, and more. For detailed information regarding each field option, see the section on Adding a Field.

The Profiles selected from the View Access and Edit Access pull-downs determine who can view the field and who can view and edit the field; i.e. who can mark a student as hidden and who can only view that is a student has been marked as hidden. Having these profile permissions doesn't automatically grant you permission to view select hidden students' data. See step 6 for information on profile permissions.

5. When all selections have been made and set up is complete, click the Save button. You can also click Cancel to return to the main Student Fields screen with no changes made.

6. Once the field is added to Student Info, complete the set up by identifying the Profiles that should have access to View Hidden Students via Users > Profiles > Students tab. When the permission is enabled, selected Profiles will be able to view the student and detailed student information of the hidden students just as they always have. Profiles who do not have this permission will not be able to view select students or student data.

If a student is flagged as hidden, unless users have the profile permission to View Hidden Students, they will not see the student in student searches, reports, gradebook, attendance screens, etc.

7. To flag a student as hidden, from the Students menu, click Student Info. Select the student. Click the applicable tab, such as General Demographics, then select the Hidden Student check box.