The Student Info screen displays the student's record. The categories and student fields displayed in Student Info may have been set up by your school district, therefore what you see in Student Info may be custom to your district. The categories and student fields that display are also based on your user profile. You may not be able to view or edit certain fields. This article will go over some of the common features and functions in Student Info.
1. In the menu, click Students. Then click Demographics.
2. Enter search criteria to locate the student and click Search. See Searching for Students for more information on how to conduct a student search.
3. In the list of students returned in the search, click the student.
The student's record is displayed. The category that is displayed by default (such as General Demographics, Addresses & Contacts, Daily Visit Log, etc.) is set in Preferences > Student Listing or is determined by the district.
In the Select Student pull-down in the header, the student's photo (if photos were imported into Focus), name, student ID, grade level, and student alert icon (if any) are displayed. The student's name displays in the format you have selected in the Student Name Format field in Preferences > Student Listing tab.
If local student IDs are used, the local ID will display in parentheses next to the student ID.
If the student has an alert icon, hover over the alert icon to view its description in a tool-tip. Click the alert icon to open the corresponding screen, tab, and field in Student Info.
Hover over the student's photo to view the student name, student ID, and scheduling team (if the student has a scheduling team assigned on their most recent enrollment record for this school year and school). The additional information that displays is based on the options you have selected in Preferences > Columns in Student Lists.
To message the student via the Communication screen, click the blue envelope icon.
If you navigate away from the Student Info screen, you can click on the student's photo to return back to it.
Along the left side of the screen, each of the student field categories are listed. These are set up and customized by the district. The categories may have custom icons or short names.
4. Click a category to view the corresponding student fields.
5. To easily locate a category in the list, begin typing the category name in the Filter fields... text box. You can also enter a field name to locate the category that contains that field. The applicable categories will display in the list for selection. To return to the full list of categories, delete the text in the Filter fields... text box.
6. To view the student's primary information, click the Primary Info category in the categories list.
The Primary Info is displayed, including the student's first, middle, and last name, birthdate, local ID, username, password, and profile. This is the only location you will be able to see the student's username, password, and profile.
Depending on your school or district's setup, the Preferred First Name and Preferred Last Name fields may be included in Primary Info if you have the profile permission to view these student fields.
If the student has been flagged as a Protected Student, a warning message displays on the Student Info screen: DO NOT RELEASE STUDENT INFO. The warning message displays for all users.
7. Click the links at the top of the screen to view other records for the student.
8. To print the current page of the student's record, click the blue Print button at the top-right corner of the screen.
9. To navigate to the next or previous student's record, click the left or right blue arrows.
A gray arrow indicates you are at the beginning or end of the list of students, and therefore cannot advance to the next student in the list.
10. Click the Back to Search Results icon to return back to the list of students if you had previously conducted a student search.
11. To quickly switch to another student's record, click the down arrow in the Select Student pull-down in the header and use the Filter to locate the student.
Upon utilizing the student pull-down and left/right blue arrows in the header to navigate to other students, if a protected student is selected, a pop-up will display an error message and you will remain on the current student if you do not have the profile permissions to view protected students.
12. To change the layout of a category to one column, two columns, or three columns, click the applicable icon next to the category title.
The category layout will default to the Student Info Layout setting in Preferences > Display Options; you can override the default setting by selecting a category layout option.
This section is only applicable to teachers who have been given permission to edit student info via profile permissions set up by the district.
1. Navigate to the category and field and make the desired changes.
The field will turn blue after edits are made. The Save button will also turn red to remind you to save after you Tab or click out of the field.
2. Click Save.
3. When viewing and editing a logging field, click the modal icon to view the individual record in a pop-up modal to alleviate having to scroll horizontally on large tables.
To close the modal, click Close, press esc key, or click the dimmed background.
If the modal is opened on a non-insert row, blue arrow buttons are displayed, allowing cycling through the other records without having to close the modal.
If the modal is opened on an insert row, a Create button is displayed next to the Close button on the modal, allowing a record to be created.
4. Errors in the student's record are listed along the right side of the screen. Hover your mouse over an error to view its description.
5. Click the error to be taken directly to the field in the student's record.
If the error is located in a different category, Focus will open the category where the field with the error resides. Fields with errors are highlighted in red.
Required fields are marked with a red asterisk. If a required field has not been filled out, it will be included in the Errors list. You cannot save if there is missing required information.
6. Fields with a question mark icon have a description. Hover the mouse over the icon to view the description.
7. Fields with a link icon have a link to a website. Click the icon to open the website in a new tab or window.
The student's address and contact information is housed in the Addresses & Contacts category. Multiple addresses and contacts can be defined, including separate mailing addresses if needed.
If a student has been flagged as a Protected Student, and you do not have the three listed profile permissions, the Address & Contacts tab will not display: View Protected Students, Edit Student Addresses, and Edit Student Contacts. Profile permissions are set up by the district.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
Each address is displayed as a block. The physical address and mailing address (if defined) are listed.
At the bottom of the address block, the address icons give a quick indication if this is the student's primary residence, mailing address, or bus pick up/drop off location.
A blue star indicates that this is the student's primary residence.
An orange envelope indicates that this is the student's mailing address. Hover over the icon to view the student's mailing address in a tool-tip.
A green bus indicates that this is the student's bus pick up location.
A red bus indicates that this is the student's bus drop off location.
Click the Map this Address icon to open Google Maps in a new window or tab with the mapped address.
Only one address can be designated as the primary residence. Once an address is designated as the Primary Residence, the address is displayed at the top-left of the screen.
Any contacts at the address are listed within the address block. Hover the mouse over a contact to quickly view the contact's information. Click the link to open the contact information for viewing or editing. See Editing a Contact below for more information.
Any contacts who are not associated with an address are represented by a separate contact block. The block lists their contact details and relationship.
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, or has notes.
Depending on your profile permissions set by the district, you may not be able to view contacts that are flagged as Emergency.
The pink gavel indicates the contact has custody.
The yellow warning icon indicates this is the 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.
The contact's calculated priority is displayed next to the contact's name in the address block or at the top of the contact block. Contacts are sorted by calculated priority. Focus calculates priority and sorts contacts as follows:
- 1 - Contact’s Priority
- 2 - Custody
- 3 - Emergency
- 4 - Primary Residence
- 5 - Student Relation
- 6 - Last Name
- 7 - First Name
The Contact's Priority on the contact block or in the tool-tip when hovering over a contact on the address block indicates the value set by the user in the Contact's Priority field when adding or editing a contact, if defined. This allows you to see the Contact's Priority set on the contact versus the calculated priority.
The contact details on the contact block or in the tool-tip when hovering over a contact on the address block are also sorted by the Detail Priority that was set when adding or editing the contact. The contact detail with a priority of 1 is the preferred contact method.
This section is only applicable to teachers who have been given permission to edit addresses via profile permissions set up by the district. Note: You may have permission to edit addresses, but making changes may require approval before changes are applied.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
2. Click New Address.
3. In the New Address pop-up window, enter the Physical Address and select whether this is the Primary Residence, Bus Pickup, or Bus Dropoff location.
Hover over Primary Residence with the mouse for more information: Only one primary residence can be marked per student.
If the Address Catalog is enabled, an elipsis button is displayed after entering a valid address. Click the elipsis button to view the preferred format of the address in a tool-tip. Click the tool-tip to use that format.
4. Select Mailing Address to define a separate mailing address if needed, and enter the address in the provided fields.
The Mailing Address toggle should be selected and the mailing address defined even when the mailing address is the same as the physical address to make sure other functionality in Focus, such as generating letters, works correctly.
5. Enter the Phone Number associated with this address, and select the contact detail flags as needed.
The contact detail flags, such as Unlisted, Callout, and Blocked, may vary depending on district setup.
6. If address validation is enabled for your district, click Validate Address.
The zoned schools for the address are displayed for reference if the address is in the Address Catalog. If the address is not in the Address Catalog, you cannot save the address without selecting an Override Reason at the top of the window.
7. Click Save.
The address is added as a block.
This section is only applicable to teachers who have been given permission to edit addresses via profile permissions set up by the district. Note: You may have permission to edit addresses, but making changes may require approval before changes are applied.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
2. Click the address block to edit.
3. In the Edit Address pop-up window, edit the address fields and options as needed.
The Profiles permission Edit Primary Residence must be enabled for you to make changes to the student's Primary Residence. If you do not have this permission, you will not be able to select or clear the Primary Residence toggle on any address; it will be grayed out. You also cannot edit the address fields if the address is flagged as the Primary Residence. However, you are still able to edit the mailing address and phone number of the primary residence.
At the bottom of the window, the contacts associated with the address are listed. To edit a contact, click the contact. The Edit Contact pop-up window will display where the contact can be edited (See Editing a Contact below for more information).
4. Click Save at the bottom of the window to save your changes.
This section is only applicable to teachers who have been given permission to edit addresses via profile permissions set up by the district. Note: You may have permission to edit addresses, but making changes may require approval before changes are applied.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
2. Click the address block to delete.
3. In the Edit Address pop-up window, click Delete at the bottom of the screen.
4. Click Confirm.
The address block is removed.
If the only address in the student's record is the primary address and the primary address is deleted, another primary address must be added to the student's record before saving the screen.
This section is only applicable to teachers who have been given permission to edit contacts via profile permissions set up by the district. Note: You may have permission to edit contacts, but making changes may require approval before changes are applied.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
2. Click New Contact.
3. In the New Contact pop-up window, enter the contact's name, relationship to the student, email address, any notes, and select the applicable Custody, Emergency, Pick Up, and Contact's Priority options.
Any notes entered on the contact can be viewed by anyone with access to the student's addresses and contacts, including parents.
The Contact's Priority determines whether the contact is considered the primary contact, secondary contact, etc. A priority of 1 designates the contact as the primary contact. If a Contact's Priority is not defined, Focus will calculate the priority. Focus calculates priority and sorts contacts as follows:
- 1 - Contact’s Priority
- 2 - Custody
- 3 - Emergency
- 4 - Primary Residence
- 5 - Student Relation
- 6 - Last Name
- 7 - First Name
The Custody option will default to on for the first contact saved, and off for any subsequent contacts.
4. Scroll down to the Phone & Contact Details section of the screen, where you will enter the contact's phone numbers and other contact details.
5. In the blank row, select the Title. Options include Alternate Phone, Cell Phone, Home Phone, Other, Work Phone, or Workplace.
6. In the Phone Number/Value field, enter the phone number. Note: Upon entering the phone number and clicking out of the field, the phone number will automatically format; therefore, you do not have to enter dashes and parentheses.
7. Use the minus and plus icons to select the Detail Priority. A 1 indicates that this is the preferred method of contact. A 2 indicates this is the next preferred method of contact, etc.
When Alternate Phone, Cell Phone, Home Phone, or Work Phone is selected, the phone number options become available for selection. These may vary by district.
8. Select the contact detail flags, such as Unlisted, Callout, or Blocked, as needed.
9. 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.
10. At the bottom of the window, 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.
11. Click Save when finished.
The new contact is added to the selected address block. If No Address was selected, the contact is displayed in its own contact block.
This section is only applicable to teachers who have been given permission to edit contacts via profile permissions set up by the district. Note: You may have permission to edit contacts, but making changes may require approval before changes are applied.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
2. Click on the contact within the Address block or click on the Contact block.
3. In the Edit Contact pop-up window, edit any of the contact's information or details.
4. At the bottom of the window, click an address block to move the contact to the selected address, if applicable.
5. Click Save when finished.
This section is only applicable to teachers who have been given permission to edit contacts via profile permissions set up by the district. Note: You may have permission to edit contacts, but making changes may require approval before changes are applied.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
2. Click on the contact within the address block or click on the contact block.
3. In the Edit Contact pop-up window, click Delete at the bottom of the screen.
4. Click Confirm.
The contact is deleted.
The Family Documents section of the Addresses & Contacts screen displays documents that have been uploaded by a school or district staff member. These documents are accessible for all students that are linked together as being a part of the same family. Teachers can view and download these documents.
1. In the student's record, click the Addresses & Contacts category on the left side of the screen.
2. Scroll down to the Family Documents section of the screen.
3. Click on the file name to open and view the file in a new browser tab.
4. Click the download icon to download the file to your computer.
