Student Info

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.

Viewing Student Information

1. In the Students menu, click Student Info.

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 My Information > Preferences or is determined by the district.

At the top-left corner of the screen, the student's photo (if photos were imported into Focus), name, student ID, and grade level are displayed.

To quickly message a student via Messenger, click the Messenger icon next to the student's grade level. For more information on Messenger, see documentation on the Portal screen or Messenger.

Along the left side of the screen, each of the student field categories are listed. These are set up and customized by the district in Students > Student Fields > Categories tab. Some categories may have a colored icon, such as on the Addresses & Contacts category. These icons are also set up by the district.

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. 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 general information, click the student's name at the top-left corner of the screen.

The General Information is displayed at the top of the screen, 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.

7. To hide the student's general information, click the student's name at the top-left corner of the screen again.

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.

8. Click the links at the top of the screen to view other records for the student.

9. If you have been given the permission to log in as students, click the orange Log in as button at the top-right corner of the screen to log in as the student. This will log you in to the Student Portal as the student.

10. To print the current page of the student's record, click the blue Print button.

11. To navigate to the next or previous student's record, click the left or right blue arrows.

A light blue 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.

12. To quickly switch to another student's record within the school, use the pull-down at the top-right corner of the screen.

Upon utilizing the student pull-down and left/right blue arrows in the upper right of the Student Info 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.

13. To include inactive students in the list, select Include Inactive.

14. To find a specific student, begin typing the students name in the Filter field at the top of the pull-down. The matching students will display in the list. Select the appropriate student. The selected student's record will display.

Editing Student Information

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. 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.

4. 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.

5. Fields with a question mark icon have a description. Hover the mouse over the icon to view the description.

Viewing Addresses & Contacts

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 via Users > Profiles.

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. If you select Primary Residence on an address, it will remove the Primary Residence status on any other addresses. Once an address is designated as the Primary Residence, the address is displayed at the top-left of the screen.

The Profiles permission Edit Primary Residence (Users > Profiles) 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.

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.

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.

Adding an Address

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, are set up in Students > Address Fields > Contact Detail Flags tab. These 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.

Editing an Address

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 (Users > Profiles) 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.

Deleting an Address

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.

Adding a Contact

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 are set up in Students > Address Fields > Contact Detail Flags tab, and 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.

9. 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.

10. 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.

Editing a Contact

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.

Deleting a Contact

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.