Student Groups

The Student Groups module allows you to create student groups, which can be used for searching and viewing student records. For example, you can create a student group for students on the girls’ basketball team. This group can be assigned to the girls’ basketball coach so the coach can quickly and easily search for and view the records for those students. In addition, you can place limitations on the coach allowing him/her to view the records for the students in the girls’ basketball group but not edit. Similarly, groups can be set up and assigned to guidance counselors, discipline deans, and other users who need to view a specific group of students. Student groups can be created based on grade level and/or last name, or can be completely customized.

Creating Student Groups

1. From the Students menu, click Student Groups.

The ability to view and/or edit Student Groups is defined by the profile permission, Student Groups via Users > Profiles. The Student Groups profile permission  allows the user to create and edit his/her own student groups. The ability to assign groups to other users is defined by the profile permission, Assign Groups to Other Users.

There are two tabs on the Student Groups screen: My Groups and All Groups. The My Groups tab displays groups that are assigned to you. The All Groups tab displays all groups, including groups assigned to other users. 

Both tabs will display to you if you have profile permissions to Student Groups and Assign Groups to Other Users.

2. You can create a new group on either the My Groups or All Groups tab. Begin creating a group by entering a Title in the provided text box.

3. If this group will be assigned to specific users, select the users from the Assigned Users pull-down. If you do not have the profile permission, Assign Groups to Other Users, you can only assign the group to yourself; therefore, only your name will be listed in the pull-down.

4. Select the appropriate Schools from the pull-down.

  • If the Schools pull-down is left null upon creating a student group, the group will be available for the assigned users or profiles regardless of the school selected from the School pull-down located in the header (top right of the screen).
  • If one or more schools is selected from the Schools pull-down, the group will only be available for the assigned users/profiles when they are logged into one of the selected schools via the School pull-down located in the header (top right of the screen).
  • If you have View and Edit access to Student Groups, you will be able to select the schools to which you would like to assign the group (Users > Profiles).
  • If you have View only access to Student Groups, you will see the Schools column but will not be able to edit the Schools pull-down(s). You will also only see the Student Groups that are linked to the selected School via the pull-down located in the header (top right of the screen) (Users > Profiles).
  • If you have access to multiple schools, but not all schools, you will only see those schools available in the Schools pull-down.

5. To set this group as the default search group for the assigned users, select the Default Search check box.

a. This group will automatically populate the Student Group pull-down on the Search Screen for the assigned users. If the user needs to search outside of the default group, the user will need to select a different group or select the blank (null) option from the Student Group pull-down and enter different search options.

Selecting the Default Search check box will limit the default Focus alerts the Assigned Users receive to data as it pertains to the assigned Student Group.

6. If the selected Assigned Users should not have access to any other students outside the assigned Student Group, select the Limit Assigned Users check box.

If you have not been granted the profile permission, Assign Groups to Other Users, the Limit Assigned Users check box will not display.

7. To make the Student Group available to other users outside of the Assigned Users, select the profile(s) from the Visible To pull-down. Note: Leave this pull-down blank if you do not want to give any other users/profiles access to the Student Group.

If you have not been granted the profile permission, Assign Groups to Other Users, the Visible To pull-down will not display.

8. Select an Assignment Type from the provided pull-down to determine how your group will be created. Options include: Gradelevel / Last Name and Custom. You cannot save the Student Group unless an Assignment Type is selected. If creating your group by Gradelevel / Last Name, see steps a, b, and c below. If you are creating a Custom group, continue to step 10.

a. Selecting Gradelevel / Last Name will activate the following two columns: Assigned Grade Levels and Assigned Last Names. Notice in the row below, these fileds are inactive.

b. Select as many Assigned Grade Levels as applicable from the provided pull-down.

c. If you want to pull specific students whose last name begin with selected letters into the Student Group, select the letters from the Assigned Last Names pull-down. If you do not want to limit the Student Group to specific last names, leave the pull-down blank. Click Clear selected to remove any accidental selections made.

The Assigned Grade Levels and/or Assigned Last Names will pull students from the selected school only (located in the header). To pull students from multiple schools, select a Custom Assignment Type in step 9.

9. While clicked into a text box, press the Enter key to commit the line and save the group. Next, click the Save button to save and create your group.

10. Once the group is created and saved, click the View/Add button in the View/Add Students column.

If Gradelevel / Last Name was selected from the Assignment Type pull-down, the Student Group will already be defined based on the Grade Levels and/or Assigned Last Names selected, as shown in the image below.

 

11. If Custom was selected from the Assignment Type pull-down, the Student Group will need to be defined based on a Student Search. Click the Add Students To Group button to conduct a search.

From the Student Groups: Search Screen you can begin conducting your student search in order to add specific students to your custom Student Group. For information on conducting a student search, see the article titled, Searching for Students.

a. Shown below is an example of a student search where all seniors need to be pulled into the Student Group. To pull all students, select the Search All Schools check box. Click More Search Options, select the Grade 12 check box for seniors. Click Search.

12. From the list of students, select the check boxes next to each student to add them to the Student Group. To select all students, select the check box in the header.

13. Select the students then click the Add Students To Group button.

If multiple pages are showing and you are trying to select all students, be sure to click Show All to display all students, then select the check box in the header to select all.

14. The students selected as per your student search will now display in the Student Group. To add more students to the group, click the Add Student To Group button and follow steps 13-16. To delete students from the Student Group, click the delete button (red minus sign) next to Student ID.

Editing Student Groups

1. From the Students menu, click Student Groups.

There are two tabs on the Student Groups screen: My Groups and All Groups. The My Groups tab displays groups that are assigned to you. The All Groups tab displays all groups, including groups assigned to other users. 

Both tabs will display to you if you have profile permissions to Student Groups and Assign Groups to Other Users.

2. To edit the text fields, such as Title, click in the text box and make changes.

3. To edit pull-downs, click the pull-down and click Clear selected to start over. Then, make your new selections.

4. After changes are made, the edits will either save automatically (text fields) or turn yellow, to apply changes click the Save button.

If the Assignment Type is change from Custom to Gradelevel / Last Name, the students tied to the group will be lost. Therefore, it is recommended to create a new group instead of editing the group or deleting the group.

5. To delete a Student Group, click the delete button (red minus sign) in the first column.

6. To delete the student group, click OK when the pop-up confirmation displays. Otherwise, click Cancel to keep the Student Group as is and return to the Student Groups screen.

7. The Student Group will become inactive. To complete the removal, click the Save button.

Conducting a Student Search via Student Groups

Student groups that are assigned to you or are visible to your profile will be available for selection from the Student Group pull-down on any Student Search screen throughout Focus. If a default search group has not been assigned to you, then a blank selection will populate the Student Group pull-down.

1. Click Student Group to select a different group from the pull-down.

If you have been limited to viewing a specific group of students, the group will automatically populate the Student Group pull-down. In addition, you will not be able to change the group or search for students outside of the group. Note: If your profile has been selected from the Visible To pull-down (in Creating Student Groups) upon creating the Student Group, you will have access to other groups, although you may not have access to the student records within the groups.

2. Once the correct Student Group has been selected, click Search.

3. The students from the Student Group will display; from here, click the Student name to open the student's record.

Additional Features

If Student Groups screen contains several pages of information, Page numbers will displays along with Prev and Next buttons. Click these buttons to sift through pages. Click the Page text box to enter a page number. Press Enter to jump to that page.

To export the 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 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 Title twice; therefore, the listed groups start with U.

Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field.

Click the Check all visible and Clear selected links for quick selections. In the example shown, all profiles have been selected from the Visible To pull-down via the Check all visible link.

Click the floppy disk icon to export the listed data to an Excel spreadsheet.

If looking for a specific student or student data, type the information in the Search text box and press Enter. A list of students will display based on your search.

To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.