Searching for Students
Focus provides several ways for schools and districts to search for students, both individually and by specified search criteria. The Student Search module appears on many screens throughout Focus, and includes three submenus: Search Screen, Simple List, and Customized List. This documentation provides information on the student search screen, including the student search bar, More Search Options, Student Groups, and how to save and use saved searches (when using the new search feature). The Simple List provides a comprehensive list of all students or the results from the Search Screen, and the Customized List can be set up in My Preferences to display selected students. Teachers can customize the student list via My Information > Preferences.
You can quickly select a student and view their student record without conducting a student 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 Students if you have permission to View and Edit Student Info via Users > Profiles > Students tab. If you also have permission to View and Edit User Info via Users > Profiles > Users tab, you can search for and view staff 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 student and user search, leave the tab selected. For example, if you conduct a Student Info search where you searched for students in the 11th grade, the results of that specific search will display in the Select Student/Staff pull-down when Search Results is selected.
Here is the last student search conducted; as you can see, the results of the Student Info student 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 students only, click the Students tab.
If Search Results and Students are both selected, the displayed students will pull from all the students assigned to the selected school (School pull-down in the header) OR from the Search Results of your latest student search.
4. Click Inactive Students to display inactive students from which to choose, as well as active students.
Select the Match all check box to display students that are listed in the Search Results of your latest student 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.
5a. Scroll through the listed students for the student you want, then click the student name to open the record in Student Info.
5b. Start typing the first name, last name, or student ID in the Filter... text box, then click the student name to open the record in Student Info.
Once the student record is in open in Student Info, the pull-down reflects the selected student information along with additional features.
a. Click the arrow to open the pull-down and start over.
b. Hover over the icons for additional information/alerts about the student/user.
i. Click alert icons to open the screen, tab, and field for which the information is housed.
c. Hover over the student or user photo for additional information.
The information displayed here is determined by the selection made via Users > My Preferences > Columns in Student Lists.
The student's scheduling team will also display if the student has a scheduling team assigned on their most recent enrollment record for this school year and school.
If students' birth dates have been included in your customized list, the age of the student displays next to their Birthdate, as shown in the image below.
i. To message the student via the Communication screen, click the blue envelope icon.
d. Click Back to Search Results to return the latest search results screen.
e. Click the left and right arrow to navigate to the previous (left) and next (right) student/user in the list (as displayed in the Select Student/Staff pull-down.
The left arrow for previous student is inactive because Charlie Abe 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 Charlie Abe or go to the next student in the list.
f. Click the red and white X to close the student and navigate to the main Student Info screen where you can conduct a search or pick a new student from the Simple List.
1. From the Student Search, enter the student search criteria in the Student Search text box, such as the student's last name.
The Student Search text box 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 student name or ID number can also be entered into the student search text box.
Searching for ga will pull every student whose first or last name begins with Ga into the search results.
Enter Ga, for last names that start with ga.
Enter ,Ga for first names that start with ga.
You can also search by Florida ID, Local ID, Student ID, and FLEID.
Texas users can search for students by Texas unique ID (custom_400009369) singularly as well as in a string separated by spaces, commas, or both.
All of the Student search entries displayed below will include Collin Abel in the results. Since only one student has this full name and Student ID, using either of those two criteria will directly link to Collin Abel's student record; however, if more than one student matches the criteria of the search, all of the matches will display in the results. You can also search for students using a comma-separated list of Student IDs in the Student text box.
If your district uses the UUID, the unique identifier utilized in Focus' Third Party Systems, and the field is enabled via Users > Profiles > Student Fields, you can search for students using one or many UUIDs. Type the applicable UUID in the Student text box.
2. Click More Search Options to search for groups of students with similar information in any number of student fields and/or menu options.
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 Discipline, Florida Fields, and Student Fields.
In the example shown, Absences > Daily Attendance has been selected allowing you to choose Absent Codes, set a Timeframe Between to dates, and Days Absent Between two dates.
b. Click the More Search Options pull-down to select as many search filters as needed. In the example shown, Test History has also been selected.
c. To remove a filter, click the black minus sign (delete button).
d. Some filters will allow you to duplicate the data. Click the black plus sign (add on) to duplicate the filter and filter by different data.
If you select Name, Student ID, Address, & Schools from More Search Options, upon selecting school(s), if you have access to multiple schools, the Schools pull-down allows you to filter by school type or school, such as School Type: State assigned as displayed in the image below.
The schools displayed are dependent on the schools to which you have access and schools that contain active students. Schools that fall outside any specified minimum or maximum school years are excluded from the options presented in these pull-downs.
You can select multiple schools or school types. If you select more than one, you can also select the Match all check box to displays schools assigned to all selected school types.
3. To run the parameters against a Student Group, select the applicable group from the corresponding pull-down.
If you conduct a student search using a Student Group, the results will display the Student Group as a clickable link in order to open all the students in that group in a report from the Student Groups screen.
4. Select the Search All Schools check box to include students from all schools in your search.
When you search all schools, and select a student, the student's primary school is selected from the Schools pull-down located in the header automatically.
5. Select the Include Inactive check box to include students who do not have an active enrollment record at the selected school or all schools (if Search All Schools is selected).
6. Select the Previous Years check box to include previous year of inactive data in your search, when Include Inactive is enabled.
7. Select the Use Most Recent Enrollment check box to use the most recent enrollment records when conducting a search with Include Inactive enabled.
8. Click Search.
1. From the Student Search, enter the student search criteria in the Student Search text box, such as the student's last name.
2. Click More Search Options to search for groups of students with similar information in any number of student fields and/or menu options.
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 Discipline, Florida Fields, and Student Fields.
In the example shown, Absences > Daily Attendance has been selected allowing you to choose Absent Codes, set a Timeframe Between to dates, and Days Absent Between two dates.
b. Click the More Search Options pull-down to select as many search filters as needed. In the example shown, Test History has also been selected.
c. To remove a filter, click the black minus sign (delete button).
d. Some filters will allow you to duplicate the data. Click the black plus sign (add on) to duplicate the filter and filter by different data.
3. To run the parameters against a Student Group, select the applicable group from the corresponding pull-down.
4. Select the Search All Schools check box to include students from all schools in your search.
When you search all schools, and select a student, the student's primary school is selected from the Schools pull-down located in the header automatically.
5. Select the Include Inactive check box to include students who do not have an active enrollment record at the selected school or all schools (if Search All Schools is selected).
6. Select the Previous Years check box to include previous year of inactive data in your search, when Include Inactive is enabled.
7. Select the Use 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 student group, which will be accessible in a Student Search and Students > Student Groups. Click Yes in the "Would you like to create a student group from this saved search" pop-up window.
Saving the student search as a student group creates a dynamic student group including the predefined search criteria and can only be performed if you have permission to Student Groups via Users > Profiles > Students.
If saved as a student group, you will see the new student group displayed in the Student Group pull-down.
Saved searches can be applied to student groups when creating student groups via Students > Student 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 student 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 Student Search, click More Search Options.
2. Select Saved Searches, then select the applicable saved search, such as UN Absences + GPA 1.0-2.0.
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 student group from this saved search" pop-up window to create a student group.
5. In the Student Search, select the applicable saved Student Group from the corresponding pull-down.
6. Adjust or add any search parameters, as needed, then click Search.
Searches saved as dynamic student groups display in Student Groups, as well.
Saved searches can be applied to student groups when creating student groups via Students > Student Groups. In order to use a saved search to create a student 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 student 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.
1. In the Student Search, to use the original search screen, click Use Legacy Search.
The screen reverts to the legacy student search.
2. To use the new student search, click Use New Search.
1. From the applicable Focus screen, the Search Screen tab is selected by default. If another tab is selected, click the Search Screen tab.
This displays the Student Search module, which includes a Student Search text box, the More Search Options feature, and options to include students from all schools and/or inactive students in the results, as well as students assigned to the selected group.
2. Enter the student search criteria in the Student text box, such as the student's last name.
The Student Search text box 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 student name or ID number can also be entered into the student search text box.
Searching for “ga” will pull every student whose first or last name begins with “Ga“ into the search results.
Enter Ga, for last names that start with ga.
Enter ,Ga for first names that start with ga.
You can also search by Florida ID, Local ID, Student ID, and FLEID.
Texas users can search for students by Texas unique ID (custom_400009369) singularly as well as in a string separated by spaces, commas, or both.
All of the Student search entries displayed below will include “Collin Abel” in the results. Since only one student has this full name and Student ID, using either of those two criteria will directly link to Collin Abel’s student record; however, if more than one student matches the criteria of the search, all of the matches will display in the Simple List. You can also search for students using a comma-separated list of Student IDs in the Student text box.
If your district uses the UUID, the unique identifier utilized in Focus' Third Party Systems, and the field is enabled via Users > Profiles > Student Fields, you can search for students using one or many UUIDs. Type the applicable UUID in the Student text box.
![[FOCUS-33121] Add ability to search for users or students using their UUIDs - JIRA](https://media.screensteps.com/image_assets/assets/007/963/461/original/6d9aef10-2d5b-4cdd-9eda-b499fb3dc21c.png)
3. Click More Search Options to search for groups of students with similar information in any number of student fields and/or school data.
Clicking More Search Options displays a list of modules that can be opened and closed by clicking the gray triangles. Set as many selections as needed to yield more specific search results. In the example shown, the Test History module is being used to search for students who have results in FSA Math -- FSAM.
Search parameters can be set in various ways throughout as many modules as needed; for example, if you needed to do a search on all 11th grade students who are missing Algebra 2 from their course history, you would select the Grade 11 check box in the General section. In the Course History section, select Alg 2 from the Course pull-down, and select the Missing from Course History check box. Then, click Search for your results.
4. To run the parameters against a Student Group, select the applicable group from the corresponding pull-down.
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 (null) option will display in the Student Group field. Click the pull-down to select the student group you want to use to search.
If a default student group has been assigned to you, the group will automatically display in the Student Group pull-down. If you have access to more than one student group, you can switch to a different student group or switch to a blank selection to search on other criteria.
If you have been limited to only viewing a specific group of students, the group will automatically display in the Student Group pull-down, and you will not be able to change the group or search for students outside of the group.
Note: If you have permission to create your own student groups via Students > Student Groups, they will be listed in the pull-down.
5. Select the Search All Schools check box to include students from all schools in your search.
When you search all schools, and select a student, the student's primary school is selected from the Schools pull-down located in the header automatically.
Searching all schools as it pertains to Protected Students: If Search All Schools is selected upon conducting a student search, the search results will display the protected students, but the students’ school(s) will be replaced with HIDDEN for all users. If users have permission to View Protected Students, they can click the students’ name to open Student Info; however, if users do not have this permission, the students’ names will not include a link. Note: Users must also have rights to the students’ school(s). For more information about how to set up a Protected Student, see Student Fields: Protected Student. For more information about profile permissions, see Profiles.
6. Select the Include Inactive Students check box to include students who do not have an active enrollment record at the selected school or all schools (if Search All Schools is selected).
7. If you select to Include Inactive Students, you also have the option to Include Previous Years Inactive Students and/or Use Most Recent Enrollment by selecting the corresponding check boxes.
8. Click Search to conduct your search. Click Reset to clear all parameters and start over.
Click Search without entering any search criteria to quickly pull all active students at the selected school.
When a student search results in more than one student, all of the resulting students display in the Simple List or the Customized List, depending on your setting via Users > My Preferences. Both of these tabs display the same students.
1. Click the Simple List tab to display the resulting students along with the student Photo, Student name, Student ID, and Grade.
2. Click the Customized List to view the resulting students along with your customized information.
The columns displays in the Customized List are set up via Users > My Preferences > Columns in Student Lists. This screen is also accessible when viewing the Customized List tab by clicking the Customize Student List tab.
The search criteria used to conduct your search is displayed on student listing screens.
The number of records returned as per your search is displayed under the search criteria used.
3. Click Search Screen to conduct a new search. Note: In doing so, you will lose all search criteria entered originally.
4. Click the down arrow next to the student Photo to open the category menu, which includes quick links to the following screens/information, most of which can be accessed by Student Info: Demographics, Schedule, Grades or Course History, Absences, Add Referral, Test History, SSS, Enrollment, Requests, Standard Grades, Activities, Referrals, and Grad Reqs.
5. Click the Student name to open the student's information as it pertains to the selected search, such as Student Info.
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.
Click Check all to select all check boxes displayed. Click Clear to clear all selections made/check boxes selected. In the example shown, all schools displayed containing "owl" have been selected.
On the search results screen, click the floppy disk icon to export the listed data to an Excel spreadsheet.
Click any of the headers to sort data. Click once for ascending results; click twice for descending results.
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.
See Filters for more information.
If looking for specific information housed within the resulting students, type the information in the Search text box provided and press Enter.
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.
Q: How can I quickly find a student record from any screen in Focus?
A: You can use the Select Student/Staff pull-down at the top-left corner of any screen. Start typing the first name, last name, or student ID in the Filter text box, then select the student from the list.
Q: What are the different ways I can search for students in Focus?
A: Focus provides several ways to search for students:
- Search Screen: Use the student search bar with More Search Options.
- Simple List: Displays a comprehensive list of all students or the results from the Search Screen.
- Customized List: Set up in My Preferences to display selected students.
Q: How do I conduct a basic student search?
A: Enter the student search criteria in the Student Search text box, such as the student's last name, then click Search.
Q: Can I search for students using multiple criteria?
A: Yes, click More Search Options to select and apply multiple filters, such as attendance, test history, and more.
Q: How do I search for students by their ID?
A: You can enter the student ID directly into the Student Search text box. For multiple student IDs, enter them separated by commas to pull a list of students.
Q: How do I include inactive students in my search results?
A: Select the Include Inactive check box to include students without an active enrollment record at the selected school or all schools.
Q: Can I save my search criteria for future use?
A: Yes, after entering your search criteria, click the floppy disk save icon before clicking Search. Enter a name for your search in the pop-up window and click OK.
Q: How do I use a saved search?
A: In the Student Search, click More Search Options. Select Saved Searches and choose the applicable search. Adjust or add any search parameters if needed, then click Search.
Q: What is the difference between Legacy Search and New Search?
A: Legacy Search: The original search screen available to users on version 11.
New Search: Enhanced search capabilities available to users on version 12.
Q: How can I create a dynamic student group from a saved search?
A: Apply the search parameters and enter all search criteria. Click the floppy disk save icon. In the pop-up window, enter the name of the search and click OK. Click Yes in the "Would you like to create a student group from this saved search" pop-up window.
Q: Can I search for students using their UUIDs?
A: Yes, if your district uses UUIDs and the field is enabled, you can enter the UUID in the Student Search text box.
Q: How do I customize my student list display?
A: Go to My Information > Preferences and customize the columns displayed in the Customized List.
Q: How can I view additional information about a student?
A: Hover over the student or user photo for additional information. Click on alert icons to open the relevant screen, tab, or field.
Q: How do I export search results to an Excel spreadsheet?
A: On the search results screen, click the floppy disk icon to export the listed data to an Excel spreadsheet.
Q: How can I navigate between different student records quickly?
A: Use the left and right arrows in the student info screen to navigate to the previous or next student in the list.
Q: How do I apply a saved search to a student group?
A: When creating a student group via "Students > Student Groups," select the saved search from the "Assigned Saved Search" pull-down if you are creating a dynamic student group.
I'm not getting any results when searching for a student. What should I do?
- Check the Spelling: Ensure that the name or ID is spelled correctly.
- Use Partial Names: Try entering only the first few letters of the student's first or last name.
- Verify Filters: Ensure that no unnecessary filters are applied. Click More Search Options and clear any filters that might be limiting your search.
Why can't I find inactive students in my search?
- Include Inactive: Make sure the Include Inactive check box is selected to include students without an active enrollment record.
The search results are too broad. How can I narrow them down?
- More Search Options: Use the More Search Options to apply additional filters, such as grade level, attendance status, or enrollment date.
- Exact Match: Use more specific search terms or IDs.
I entered multiple student IDs, but not all students are showing up.
- Comma Separation: Ensure that student IDs are separated by commas without spaces.
- Check IDs: Verify that all entered IDs are correct and belong to students currently or previously enrolled in the system.
My saved search isn't working as expected. What can I do?
- Update Filters: Check if the criteria or filters need updating due to changes in the system or student data.
- Recreate Search: If the issue persists, try recreating the saved search from scratch to ensure it includes all the desired parameters.
I can't see the UUID field when searching for students. How can I enable it?
- Field Availability: Verify with your district's system administrator that the UUID field is enabled and available for use in your district's Focus system.
The export to Excel function isn't working. What should I check?
- Pop-Up Blocker: Ensure that your browser's pop-up blocker is disabled for the Focus website.
- Browser Compatibility: Make sure you are using a supported browser. Some functions might not work properly on older or unsupported browsers.
- Check Permissions: Verify that you have the necessary permissions to export data. Contact your system administrator if needed.
Search results aren't displaying correctly. What might be wrong?
- Browser Cache: Clear your browser cache and cookies, then try searching again.
- Update Browser: Ensure your browser is up-to-date. Some display issues might be related to using an outdated browser version.
- Adjust Display Settings: Go to My Information > Preferences and check your display settings to ensure they match your desired view.
District: Owl County School District
School: Owl High School
Role: School Registrar
Situation: At Owl High School, the school registrar, Lizette Hernandez, is responsible for maintaining accurate student records and providing information to various stakeholders, including teachers, parents, and district administrators. The school recently implemented Focus School Software, and Maria needs to use the student search functionality to efficiently find and manage student information.
1. Basic Search: Lizette needs to find information about a student named John Smith. She enters "John Smith" in the search bar and clicks the Search button. The system returns a list of students matching that name.
2. Refining the Search: Since there are multiple students named John Smith, Lizette decides to narrow down the search by using additional criteria. She clicks on More Search Options and enters John's grade level and homeroom teacher, then clicks Search again. This time, the search results display only the specific John Smith she is looking for.
3. Using Student ID: For another task, Lizette needs to pull up a list of students using their IDs. She has a list of student IDs separated by commas: 12345, 67890, 11223. Maria enters these IDs into the search bar, separated by commas, and clicks Search. The system returns the detailed information for each student ID entered.
4. Including Inactive Students: Lizette needs to access records of a student who recently transferred out. She selects the Include Inactive check box and searches for the student's name. The system includes inactive students in the search results, allowing Lizette to access the transferred student's records.
5. Exporting Search Results: Lizette needs to export a list of all students in the 10th grade for reporting purposes. She uses the More Search Options to filter by grade level 10 and clicks Search. After the results are displayed, she clicks the floppy disk icon to download the data to Excel.
6. Troubleshooting an Issue: Lizette encounters an issue where the search results are not displaying correctly. She clears her browser cache and refreshes the page, then attempts the search again. The issue is resolved, and the search results display correctly.
7. Saving a Search: Lizette frequently needs to search for students who are enrolled in the Advanced Placement (AP) program. She sets up the search criteria and clicks Save Search to create a saved search named "AP Students." Now, she can quickly access this saved search whenever needed.