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Locating a Student Record 2d and locating a student record ribbon screenshots

Add View Record Details 3 screenshot

 

Overview

Student Record Maintenance will assist you with locating a student. Additionally, you may add, edit, and merge student records; however, these actions should typically be performed in your Student Information System (SIS) file as nightly syncs will override any changes. 

The Student Lookup window displays the following information:

  • Student Number
  • First Name
  • Middle Initial
  • Last Name
  • Suffix
  • Current Application #
  • App Process Date
  • Grade
  • School
  • SIS Data
  • Birthdate
  • Student SSN
  • Is DC
  • Verification
  • Inactive
  • Phone 1
  • Phone 2
  • Address

 

Locating a Student Record
View Record Details

Locating a Student Record

  1. From the Home tab, select Student Lookup.
  2. Enter the Search data in the Filter and Search section. Select Refresh or hit the <Enter> key to begin the search.

    1. Name - Student's name (First, Last, or any portion)

      You may enter a full or partial name to complete a search. The more complete the name, the fewer the results. (e.g. Tyzea Smith, Ty Smith, T Smith)

      Complete name may be entered as First Last or Last,First. (e.g. John Doe, Doe, John)

      Students with (Paternal) Surname-(Maternal) Surname or any variation thereof will appear in the search results when entering all or part of the multiple last name. (e.g. Cruz-Perez, Cruz Perez, Cruz, Perez)

    2. Student # - Student's ID number
    3. SIS Data - Student Information System Data
    4.  Application ID - Select the ellipsis icon next to the field to open the Application Search window.

      The application can be located using Application ID, Delivery Bag ID, Reference Number, Batch Code, From School, or Email Address searches.

      Email Address Search

      The Email Address search will search for email addresses listed on an application. This differs from conducting a Demographic email address search in the main Student Lookup screen, which searches for results in the student records. 


    5. School - Choose a school from the drop-down menu to filter the search by school.
    6. Include Inactive - Includes inactive students in the search.

    7. Demographic - Searches for demographic data in a student record such as address, street name, street number, unit number, unit type (apt, ste), phone 1, phone 2, fax, email, and head of household name.

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Viewing Record Details

Student Record details may only be viewed. Any changes to the student's record (Student Number, SIS Key, SIS Data, School, etc.) should be made in the imported Student Information System (SIS) file.

  1. From the Home tab, select Student Lookup.
  2. Search for the Student using the procedure found in Locating a Student Record.
  3. Select the student's name from the list and click View Student or double-click on the student's name.
    <screenshot>
  4. View student record details. When you are done, click Close or the X in the View Student tab.
 Identification and Enrollment
  • Student Number - The number associated with the student/student record.
  • First Name - Student's first name.
  • MI - Student's middle initial.
  • Last Name - Student's last name.
  • Suffix - Suffix of the student's name (e.g. Jr, II, IV).
  • Birthdate - Student's date of birth.
  • Student SSN - Student's social security number.
  • Gender - Student's record assigned gender.
  • Grade - Current grade in which the student is associated.
  • Inactive Date - Date the student changed from an active student status to an inactive student status.
  • School - Current school in which the student is enrolled.
  • SIS Key - An alphanumeric code, up to 32 characters, associated with the student information system.
  • SIS Data -  An alphanumeric code, up to 100 characters, associated with the student information system.
     
 Address and Contact Info
  • Address 1 - The primary address on record for the student/household.
  • Address 2 - A continuation of the primary address or an alternate address on record for the student/household.
  • City - The student's/household's city of residence associated with the address.
  • State - The student's/household's state of residence associated with the address.
  • Zipcode - The student's/household's zipcode of residence associated with the address.
  • Phone 1 - The student's/household's primary contact phone number.
  • Phone 2 - The student's/household's secondary contact phone number.
  • Email - The email address associated with the student/household.
     
 Status
  • DC - The student is directly certified for benefits as noted by the file received by the District/State.
  • Verification - The student is currently in verification for benefit status.
  • Not Participating - The student/household has elected not to participate in meal benefits.
     


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