Aeries.Net Student Groups

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The Student Groups form will allow you create a group of specific students containing their Student ID numbers and assign a specific Group ID.

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Student Groups
Adobepdficon.png [Student Groups in Aeries.Net – Updated December 7, 2015]

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Aeries.Net - Student Groups

Student Groups Form

The Student Groups form will allow you to create a group of specific students containing their Student ID numbers and assign a specific Group Name. Student Groups are not school specific and can include students from multiple schools. However, use of the Student Group will only include students enrolled in the school the user is logged into.

The listing of Student Groups will be visible to all schools, regardless of the school that created the Student Group. The students within the Student Group will only be visible if the user has security access to the school the student is enrolled in. All students will display for Admin users, or users logged into the District. Teachers will only be able to view and have access to Student Groups that they are associated with by their Staff ID. They will also only have access to the students in the school they are logged into.

The Student Groups form can be found in the School Info section of the Navigation Tree or in View All Forms. It is available in both School and District. The form is available to Administrator type of accounts and User type of accounts.

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Permissions

Users will need a minimum of Read, Insert, and Update permissions to the SGD table and Read permissions to the SGM table to create a Student Group. Users who will not be creating but will be using, or accessing Student Groups, will need Read permissions to the SGD and SGM tables.

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Creating a Student Group

Open the Student Groups form and the following will display. Click on the Add button.

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A Group ID will be assigned. Enter the Group Name and the Group Description. The Created On and Expires On fields are optional. The Student Group will no longer be available for use after the date entered in the Expires On field. When all data has been entered, click the Insert button.


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You can now add Staff members to your group if you choose. Click on the Add Staff button.

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Click the magnifying glass to search for the Staff member(s) to associate with this Group. A search window will open. Enter the search criteria and click on the Search button. Select the Staff member from the list and click to Close the Search window. Repeat the process to add an additional Staff member. Click on the Save button when all Staff members have been added.


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Adding Students to the Group

The Student Selection area has multiple ways of selecting students to add to the Student Group. Students can be added using the Search by Student option, the Search by Counselor option, or the Search by Class option. Please note that the Search by Counselor option is labeled Search by Teacher in an Elementary school. Also, the Search by Class option is only available in a Secondary school.

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Students can also be added to the group by running a Keep or Skip Query. After the query has been run, click on the Load Students button on the Student Group form. The students will now display in the Search Result area.

Search by Student

To add students using the Search by Student option, select the radio button at the top of the form. Students can be added by selecting to search by Grade Limit, searching by Student Search, or a combination of both.

To use the Grade Limit option, click on the dropdown to select a grade level. To include inactive students, click on the Include Inactive Students button. After making your grade level selection, click on the Load Students button.

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To search using the Student Search option, enter the student's last name, first name, a portion of the first or last name, or the student ID. To include inactive students, click on the Include Inactive Students button. After entering the search criteria, click on the Load Students button.

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The Student Search option can also be used in conjunction with the Grade Limit option if you choose. In the example below, the search is looking for students in grade 10 with a last name starting with Sm.

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Search by Counselor

To add students using the Search by Counselor option, select the radio button at the top of the form. Click the magnifying glass on the Counselor Search area to search for the Counselor by name or by number. When the correct counselor has been selected, click on the Load Students button.

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Search by Class

To add students using the Search by Class option, select the radio button at the top of the form. Various options will now display to filter your results.


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  • Enrollment Date A date in this field will limit available students to those who were enrolled in the class on the date entered based on dates entered in Course Attendance (CAR).
  • Teacher – Selection of this option will display a list of teachers. When a specific teacher has been selected, a list of their classes/sections will display. A single class, or multiple classes, can be selected.
  • Section – Selection of this option will display all sections from the Master Schedule. A single class, or multiple classes, can be selected.
  • Period – Selection of this option will display all periods in use in the Master Schedule. You can further limit by selecting a single period, or multiple periods. A list of all classes offered during the period(s) selected will now display. A single class, or multiple classes, can be selected.
  • Course – Selection of this option will display all courses in use in the Master Schedule. A single course, or multiple courses, can be selected. The sections associated with the selected courses will now display. A single class, or multiple classes, can be selected.
  • Subject Area – Selection of this option will display all subject areas defined in the school's Graduation Requirements table. A single subject area, or multiple subject areas, can be selected. The sections associated with the selected subject area will now display. A single class, or multiple clases, can be selected.
  • Department – Selection of this option will display all department codes in use in the school's Course table. A single department code, or multiple department codes, can be selected. The sections associated with the selected department code will now display. A single class, or multiple classes, can be selected.

After the students have been loaded using one of the Adding Students to the Group methods, they will display in the Search Results area of the form.

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You can now select individual students or select all students to be added to the Student Group. To select individual students, click on the Select box to the left of the student's name.

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To select All students, click the All button above the list of names. The None button can be selected to uncheck all checkboxes displayed in the Search Results section.

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When you are satisfied with the list of students selected in the Search Result section, you can move the students to the Selected Students section of the form. To move the students, click on the Right Arrow in the center of the form.

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The selected students will now display on the right side of the form in the Selected Students section. Students can be removed from the Selected Students section by clicking the checkbox to the left of their name and clicking the Left Arrow button in the center of the form. The selected student(s) will then be removed from the Selected Students section. The Clear All button can be clicked to uncheck all checkboxes.

Click on the Save button to save your Student Group. Or click on the Cancel button to clear the Student Selection section completely.

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Using the Student Group

There are several areas where you can select to Use This Group which will then act as a Query Keep statement does, keeping the students in the group to allow you quick access to just those students, or run reports for just those students.

Student Groups Form

From the Student Groups form, click the Use This Group button at the bottom of the form.


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When the Use This Group button has been activated from Student Groups, a red message will display in the upper left, just as it does when a query is active. To deactivate the group, click on the Reset button.

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The ability to use a Student Group is also available in View All Reports and View All Forms.

View All Reports

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When a Student Group is selected, a red message will display in the upper left of the form indicating records are being skipped. Most reports will limit the output to students in the selected Student Group. To deactivate the group, click on the Reset button.


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View All Forms

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When a Student Group is selected, a red message will display in the upper left of the form indicating records are being skipped. Most forms will limit the output to the students in the selected Student Group. To deactivate the group, click on the Reset button.

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Student Search Form

To use a Student Group from the Student Search form, click on the Magnifying Glass to open the search form.

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Select the group to be used from the Group dropdown menu and click the List All button. The students will now display in the area below.

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Click the Red 'X' to close the Student Search form.

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Changing a Student Group

To change data within an existing group, select the Student Group you wish to make changes to and click on the Change button. The form is now in edit mode and data can be changed in any field, including adding additional students or removing students.


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When you are finished making changes, click on the Save button at the bottom of the form.

Deleting a Student Group

To delete a Student Group, select the Student Group you wish to delete and click on the Delete button. Click OK if you are sure you wish to delete this group. Click Cancel if you wish to cancel the delete process.

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Creating a Student Group for Teacher Use

Users with Admin accounts or User accounts that have permissions to SGD will need to create the Student Group for teachers use.

To create a Student Group for teachers, open the Student Group form. Click on the Add button.

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A Group ID will be assigned. Enter the Group Name and the Group Description. The Created On and Expires On fields are optional. The Student Group will no longer be available for use after the date entered in the Expires On field. Check the Teacher View box and click the Insert button.

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Adding a Staff Member

Click on the Add Staff button at the bottom of the form. It is important to note that the teacher's Staff ID must be added to the Student Group. The teacher will not see the Student Group if there is no Staff ID associated with it.

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Click the magnifying glass to search for the Staff member to associate with this Group. A search window will open. Enter the search criteria and click on the Search button. Select the Staff member from the list and click to Close the Search window. Click on the Save icon. Repeat the process to add additional Staff members to the group.

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Adding Students

Students can now be added to the group using one of the methods listed previously in the Adding Students to the Group section. When you have finished adding students to the Student Group, click on the Save button.

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Using the Student Group

Teachers can access their Student Groups through the Student Search form. From the Navigation Tree, click on the Magnifying Glass.

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Click on the dropdown arrow next to the All Linked Students field.

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A listing of options will now display for the teacher to select from. The Student Group created for this teacher will display at the bottom of this listing.

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Click on the Student Group and it will highlight and now display at the top, click on the Search button.

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The students who are part of the Student Group will now display. Teachers will only see the students in the group who are enrolled in the school they are logged into. Click on the Red 'X' to close the form.

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Selection of a Student Group will act as a Query Keep statement does, keeping the students in the group to allow quick access to just those students, or run reports for just those students. It is important to note that not all forms and reports will honor a Query Keep condition.

Deactivating the Student Group

Deactivating a Student Group is done on the Student Search form. Click on the Magnifying Glass to open the form.

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Click the dropdown arrow and select All Linked Students. Click on the Search button. The Student Group has now been deactivated. Close the form by clicking on the Red 'X'.

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