Student Groups Aeries Web

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Student Groups for Aeries Web Version
Adobepdficon.png [Student Groups for Aeries Web Version – April 19, 2017]

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Student Groups - Aeries Web Version

Student Groups Form

The Student Groups form will allow you to create groups of students for use throughout Aeries. These groups can then be used to limit your view of students to just those within the group for use when running reports and on various forms. A Student Group can also be shared with one or more teachers, allowing that teacher to have visibility of those students they wouldn't normally have access to. Student Groups can either be static List of students, or they can be a Dynamic Analytics Group and the group will dynamically update the list of students to match data in Aeries Analytics.

Each student group must be associated with a single school, and that school will only have visibility to their own groups, however all groups will be accessible to users at the District level. Teachers will only be able to view and have access to Student Groups that they are associated with by their Staff ID.

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 permissions to the Student Groups (SGD) security area to use Student Groups.

Read – view and use student groups

Insert – create new student groups.

Update – modify existing groups and its members.

Delete – remove student groups

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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, however the Created On date will populate with today's date. If an expires on date is populated, the Student Group will no longer be available for use after that date. When all data has been entered, click the Insert button.

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If the Dynamic Analytics Group option was selected, the user can select any number of Analytics Items to associate with this group. This allows the list of students contained in this group to be automatically update when the Analytics group gets updated. It is recommended that this checkbox be selected only when no students are in the group.

Selecting multiple items is supported. For example, selecting both Homeless and Foster Programs, will include any students who are either in the Foster or Homeless programs.

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Teacher View is another checkbox on this form. This will allow the group to be visible to the teachers specified on the Associated Staff Members tab. Teachers can be added to this tab by clicking Add Staff and searching by staff ID or name.

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Adding Students to the Group

Unless the group was is a Dynamic Analytics Group, students need to be added to the Group. The Search and Add Students tab 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 pasting in a list of student ID numbers, SSID numbers, or student numbers separated by commas, spaces, or line breaks.

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.

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.

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.

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.

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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View All Reports and View All Forms

The ability to use a Student Group is also available in View All Reports and 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 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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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 'X' to close the Student Search form.

Teacher Usage

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.

After the teacher is done limiting the group, the group can be deactivated. Deactivating a Student Group is done on the Student Search form. Click on the Magnifying Glass to open the form.

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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