Searching for Students (Teachers)
Focus provides several ways for teachers 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 Preferences to display selected students.
You can quickly select a student and view their student record without conducting a student search using the Select Student 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. If you also have permission to view and edit User Info, you can search for and view staff records, as well.
1. Click the Select Student 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 by the name "ab", the results of that specific search will display in the Select Student 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 pull-down displayed above when Search Results is selected.
If a student 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 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 Preferences > Columns in Student Lists.
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, 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, Present 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. Select the applicable Student Group from the pull-down to pull students from a specific group.
Student groups are created via Groups and/or by administrative users.
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 Groups screen.
4. Select the Search All Sections check box to include students from all sections in your search, not just the section selected in the header.
5. Select the Search the Entire School check box to search for students throughout the entire school, if you have permission to access all these students.
6. 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).
7. 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, Present 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. Select the applicable Student Group from the pull-down to pull students from a specific group.
Student groups are created via Groups and/or by administrative users.
4. Select the Search All Sections check box to include students from all sections in your search, not just the section selected in the header.
5. Select the Search the Entire School check box to search for students throughout the entire school, if you have permission to access all these students.
6. 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).
7. 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 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.
Saved searches can be applied to student groups when creating student groups via 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.
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 sections, students in the entire school, and/or inactive students in the results.
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/007/991/537/original/a300a2e3-ac73-472b-8903-c51a759ad921.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. Select the Search All Sections check box to include students from all sections in your search, not just the section selected in the header.
5. Select the Search the Entire School check box to search for student in the entire school, if you have access to all students.
6. Select the Include Inactive Students check box to include students who do not have an active enrollment record at the selected school.
7. Click Search.
Click Search without entering any search criteria to quickly pull all active students in the selected section(s).
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 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 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 various Student Info screens.
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.
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.
