Student Master program

This will provide information about student's demographics, enrollment and vocational.

Security Permissions for Student Master

Menu Location

On the left navigation panel, select Student Master > Entry > Student Master.

Setup Options

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user's security settings. It will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Grade - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level

Find Only Active Students - Check the box to find only currently enrolled students without a leave date.

OK - Click to continue.

Cancel - Click to cancel.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Main

In the dark gray bar at the top after finding a student, the student's name will appear in:

• yellow when a student has been marked absent from school.
• red when the student is no longer active (has a leave date that is in the past).
• green when when the student has a Programs Code of QUA (Quarantine).

Note: All fields in red are required and must be completed in order to save the record.

Name - Click in the field to fill in information about the student. To see initially entered data and/or edits to the fields under "Name", click on the title "Name" in the program to see information about the data.

Paperclip - Click to show student document archive records.

Nickname - Click in the field to fill in information about the student.

Guardian - Click in the field to fill in information about the guardian.

Father - Click in the field to fill in information about the father.

Mother - Click in the field to fill in information about the mother.

Emergency - Click in the field to fill in information about the emergency contact.

Resides With - Click in the field to fill in information about the who student resides with.

Homeroom - Select the student's homeroom teacher from the pick list.

Counselor - Select the student's counselor from the pick list.

Advisor - Select the student's advisor from the pick list.

Special Codes - Click in the field to fill in all special codes relevant to the student. You can use the search box at the top of the Special Codes

selection list. There is a security action in User Management for granting access to change a student's special codes.

School Clubs - Select the school club's the student is involved in from the pick list.

Alert Codes - Click in the field to fill in all alert codes relevant to the student.

Fees - If a student has any fees, it will show the total amount.

SIDNO - The student's local identification number. To see initially entered data and/or edits to the field "SIDNO", click on the title "SIDNO" to see information about the data.

• Once a number is used it is not used again. When a SID# is needed, there are three databases checked to see if the selected number is available. These databases include Student Master, SID# Delete Log and Transcripts.

Grade - Select the grade level that applies to the student. When enrolling a Pre-K or Grade 00 student, the user must choose a Funding Special Code from the popup box.

Gender - Select the gender that applies to the student.

Ethnic - Select the ethnicity that applies to the student.

Birth Date - Select the student's date of birth. To see initially entered data and/or edits to the field "Birth Date", click on the title "Birth Date" to see information about the data.

Locker - Input the student's locker number and locker combination.

Transportation - Click in the field to fill in information about the transportation for the student.

Health Card - Fill in the student's card number, card date and validator. By entering information to the Health Card area of Student Master, you can see the data in the Alpha/Recruiter List.

SASID - Enter the student's state identification number. To see initially entered data and/or edits to the field "SASID", click on the title "SASID" to see information about the data.

Testing ID - Fill in the student's testing ID number.

Change Data - This will show the staff members name, along with the date and time, when any Student Master information has changes made to it, such as add/edit/adjust.

• It will also show parent/student usernames, if marked in the SPC tab in Communication Configuration to allow parents/students/SPC users to change their own emails, phone number or other information.

Current Zone - This is the student's current school zone. This will help a user identify the current school attendance zones a student belongs to based on the student`s physical address and the attendance zones drawn in the District Mapping System.

• If there is a 999 in the "Current Zone", the student's address is not included in any of the attendance zones drawn in District Mapping System.
• Note that the "Current Zone" and "Next Zone" will not be changed by editing the "Next School" or the "Request School".

Program Codes - Displays the program codes assigned to the student. There is a security action in User Management for granting access to change a student's program codes.

Custom Codes - Displays the custom codes assigned to the student. There is a security action in User Management for granting access to change a student's custom codes.

Entry Date - Click in the field to fill in information about the entry of a student. To see initially entered data and/or edits to the field "Entry Date", click on the title "Entry Date" to see information about the data.

Leave Date - Click in the field to fill in information about the leave/drop of a student. To see initially entered data and/or edits to the field "Leave Date", click on the title "Leave Date" to see information about the data. Note that the program Discipline Posting can add expulsion leave dates to the Student Master Leave field.

Country Entry - Click in the field to fill in LEP information.

SBLC Code - Select an SBLC code of either retained or promoted. If nothing is selected then the student will pass.

School - This will show the school ID where the student is enrolled.

District - This will show the district where the student is enrolled.

Year - This will show the school year, i.e. 2122.

Next Zone - This will show where the student will go to school in the next school year.

Comments - Type in any additional information/comment about the student. Comments can be cleared for the next school year when rolling over in Create New Year Master Schedule.

Top

SPED - This displays SPED information about the student.

504 - This displays 504 information about the student.

LEP - This displays LEP information about the student.

Health - This displays Health information about the student.

SBLC - This displays SBLC and RTI information about the student.

Search - This allows the user to find a student using the Search Bar. Search by student first name, last name, phone number, student ID, student state ID number, email, and guardian/mother/father name.

Action Tasks

iGear - Use the iGear to obtain a multitude of information about the student.

Demographics - This will provide demographic information about the student.

Enroll a Student (Basics) - This will provide instructions when enrolling a student for the first time in the district.

Enroll a Student Using Re-Enroll - This will provide instructions when re-enrolling a student in the district.

Leave/Entry Package - This will provide information needed when a student is leaving the school or for a meeting regarding the student.

Enrollment Status Form - This will provide enrollment status information about a student.

MFP Audit - This will provide student information required for MFP audits by the state department of education.

SPC Login Information - This will display the SPC Login Information for an individual student.

Same Address Lookup - This will display a list of students with the same addresses.

Fees Management - This allows the user to add, edit, and delete fees on individual students and update account receivable amounts on fees.

Personal Needs Profile - This will allow the user to add PNP (Personal Needs Profile) information for individual students.

Doc Archive - This will allow the user the ability to upload / view personal documents stored in the Document Archive system.

Letter System - This will allow the user to print a letter for a student.

Accident Referral Letter - This will allow the user to access a report to be used for accidents and incidents.

Print IGP Form - This will allow the user to print an IGP (Individual Graduation Plan) Form.

Print LEP Form - This action will allow the user to print the LEP Form.

Court Report - This action will allow the user to print any court related or parent meeting reports.

Notes - This action will provide the user a way to see any sticky notes that have already been created or click on New to create a new note.

FINS Referral Checklist - This will allow the user to print the FINS Referral Checklist for the student's records, (Referrals, Attendance, Discipline, etc.).

Bottom

Demographics - See Demographics under the Main section above this page.

Addresses/Contacts - Select this tab to view all contact information on one page. You can edit this page by clicking on the pencil.

Sports - Select this tab to select any sports in which a student is involved. This tab also has other miscellaneous information. Access to this tab is controlled from User Management Category: Stu Master; Program: Student Master; Action: Sports: Allow/No Access.

Programs - Select this tab to associate all programs and custom codes relevant to the student.

IGP - Select this tab to view and input relevant information about the students credentials. Access to this tab is controlled from User Management Category: Stu Master; Program: Student Master; Action: IGP: Allow/No Access. Setting the Action to No Access will also disable the IGP checkbox on the Leave/Entry package and will keep the Print IGP Form option from being displayed in the Action>Menu.

SOD - Select this tab to input extra enrollment and tracking information.

Permissions - Select this tab and enter all relevant information. Access to this tab is controlled from User Management Category: Stu Master; Program: Student Master; Action: Custom Permissions: No Access, Read Only, Insert/Update/Delete.

Log - The user must have the password to be able to see notes that have been entered by other staff members.

Enroll History - Select this tab to see the student's enrollment history.

504 - Select this tab to enter all relevant information on a student that is listed as 504.

Out of Zone - Select this tab to enter any Out of Zone information about a student.

Attendance - Select this tab to see the student's attendance records. It has an option for the user to see all years. This tab uses the same security as the iGear>Attendance. Access to this tab is controlled from User Management Category: Attendance> NA/RO/RW. If NA is chosen, it will gray out the tab.

Discipline - Select this tab to see the student's discipline records. It has an option for the user to see all years. This tab uses the same security as the iGear>Discipline. Access to this tab is controlled from User Management Category: Discipline> NA/RO/RW. If NA is chosen, it will gray out the tab.

Scheduling - Select this tab to see the student's schedule records in either Student Schedule Maintenance or Pattern Board Student Scheduler. Note that some of the placement of the buttons may be formatted differently. This tab uses the same security as the iGear>Schedule Maintenance or Pattern Board Student Scheduler. Access to this tab is controlled from User Management Category: Schedule Maintenance/Pattern Board Student Scheduler> NA/RO/RW. If NA is chosen, it will gray out the tab.

Delete - The user must have security rights in User Management to be able to see the button to delete a Student Master record. Access to this tab is controlled from User Management Category: Stu Master; Program: Student Master; Action: Delete: No Access/Delete.

Help - Takes the user to the Help website for written instructions and/or instructional videos.

Clear - This option will clear any information that is displayed on the screen in Student Master.

Save - Select to save any information that has been entered in Student Master.

Prev - Select to see the previous student in Student Master.

Next - Select to see the next student listed in Student Master.

Setup - The user may change the settings previously selected for running the program.

Find - Select to find a student in Student Master. If a student has a Remote section assigned to them, then a user from their school will see that school's records as well as the remote school's records. But the user will only be able to see the records from the remote school but not be able edit any records.

Resource

JCampus Code Book: Commonly used codes in Gradebook, Student Master, Attendance, and Discipline.

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Student Master

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