Student Locator

PATH: Student Information > Student Locator

The Student Locator wizard provides a way to search for existing students as well as create new students. You can also use this tool to locate and update information for a specific student. 

This article includes the following topics:

The Student Locator searches all people in an effort to prevent duplicates.

Student Locator

Locate a Student (Campus Cloud and Cloud Choice Customers)

The first step in locating a student is to enter search criteria. Searching for a student allows you to identify whether or not the student (or person) already exists in Campus and if not, a new student can be created. This helps to avoid duplicates within Campus and provides a simple way to convert an existing person into a student. 

Enhanced Functionality

Campus Cloud and Cloud Choice customers have enhanced Student Locator functionality, allowing the tool to search for and identify students based on first name synonyms.

For example, a user searching for 'Henry' will also include search results for the first name of 'Hank' or 'Henry'. Likewise, a search for 'Hank' will return results for 'Henry' or 'Hank'.

To Locate a Student:

  1. Enter search criteria for locating a student. A Last Name, First Name and Gender, or State ID must be entered in order to activate the Search button. Additional search criteria can be entered as well. 

    BIE users can search for students based on NASIS ID.

    For security reasons, this tool will only utilize the last 4 digits of a student's Social Security Number (SSN)

  2. Click the Search button. Matching results will display. On state-linked district editions, both the state and district databases are queried to find matching results. If the state database cannot be reached, a warning message displays indicating only the district database is being queried.

Locate a Student (Self-Hosted and In-District Customers)

The first step in locating a student is to enter search criteria. Searching for a student allows you to identify whether or not the student (or person) already exists in Campus and if not, a new student can be created. This helps to avoid duplicates within Campus and provides a simple way to convert an existing person into a student. 

  1. Enter search criteria for locating a student. A Last Name, First Name and Gender, or State ID must be entered in order to activate the Search button. Additional search criteria can be entered as well. 

    BIE users can search for students based on NASIS ID.

    For security reasons, this tool will only utilize the last 4 digits of a student's Social Security Number (SSN)

  2. Click the Search button. Matching results will display. On state-linked district editions, both the state and district databases are queried to find matching results. If the state database cannot be reached, a warning message displays indicating only the district database is being queried.

Select a Student from the Search Results

  1. Select a student from the search results. The screen will change to the Student Information toolset. 

     Click here to view detailed information about how the Percent (%) column is calculated

    The Percent (%) column is calculated as follows:

    • Match % = (X/Y) * 100
      • Where Y = Number of fields populated for the search, X = Number of fields that matched the person and any associated identities (A single field value matching identities only provides a single point).

    For example:

    • User enters search criteria of Last Name, First Name, Gender, State ID, and Birth Date.
      • Y = 5
    • The actual person has two identities:
      • First name matches on one identity (+1)
      • Gender matches on two identities (+1)
      • Last Name matches on two identities (+1)
      • Birth Date matches on two identities (+1)
      • State ID does not match on person (+0)
        • So X = 1+1+1+1+0 = 4
    • So the Percent Match = (4/5) * 100 = 80%

    NOTE: Ranking comes after match filtering. When the State ID and or Gender fields are used for searching, records that do not match are excluded from the list. For all other fields, results will appear as long as at least one of those field values match.


  2. Navigate to the appropriate tab to verify student information.

Create a New Student

  1. If the desired student is not found, click the Create New Student button.

  2. If this creation is occurring in a state edition state, a warning message displays indicating a new state ID will be created for the student. Click OK to acknowledge this message.
  3. A page that mimics the Census Demographics tab displays. Enter at least the required information.

See the following tables for definitions of the available fields.

In order to create the student, a school must be selected in the Campus toolbar.

Student Locator - New Student Entry

Student Locator Data Entry Fields

Person Information

Field

Description

Student Number

Student's district identification number, used within school/district.

Generate Number

Mark this checkbox to generate a Local Student Number.

This checkbox may not appear or may not be usable, depending on the settings of the Student Number Format tool.

State ID

Student's identification number, as assigned by the state Department of Education.

Generation of this field may depend on district/state System Preferences.

NASIS ID
BIE ONLY
New BIE students are automatically assigned a NASIS ID.

Identity Information

Field

Description

Last Name

The last name by which the person is referred.

First Name

The first name by which the person is referred.

Middle Name

The middle name by which the person is referred.

Suffix

The generational assignment as part of his/her name (i.e., Jr, III) by which the person is referred.

Gender

The indication of whether person is male or female by which the person is referred.

Birth Date

Person's date of birth.

Social Security Number

Social Security Number (SSN) assigned to the person. Please see additional information on Social Security Number Tool Rights.

Race/Ethnicity

Person's race/ethnicity determination. Please see additional information on the Race/Ethnicity Wizard.

Birth Country

Country in which person was born.

Birth State

Indicates in which state the student was born.

Date Entered US

Date the person entered the United States.

Date Entered US School

Date the person began attending school in the United States.

Birth Verification

Indicates the legal document used to verify person's birth.

Home Primary Language

Indicates the language most frequently and fluently spoken in the student's household. 

Nickname

Nickname preferred by person.

This field may not appear for all states.

Comments

Additional comments about the person.

Protected Identity Information is available on the Identities tab.

Enrollment Detail

Enrollment fields may vary by state. Please see the Enrollments article for more information about state-specific Enrollment fields.

Users who do not have calendar rights to the calendar in which they are enrolling a student will be allowed to enroll the student however, they will be prevented from accessing any other Student Information tools during this process.

When enrolling students from the Student Locator, the same System Preferences are enforced.

Field

Description

Calendar

Lists the name of the school and school year into which the student is enrolled.

Schedule

Displays the schedule structure of the calendar into which the student is enrolled.

Grade

Indicates the grade level of the enrollment record. Grade levels should be mapped to state grade levels for proper reporting.

If Grade Level Age settings are in effect, a warning message displays if a grade level is selected and the student is not of the appropriate age for the selected grade level.

Class Rank Exclude

Indicates this enrollment record is not included in class rank calculations. This is often selected for foreign exchange students or special education students.

Start Date

Lists the first day of instruction for this enrollment record.

No Show

Indicates the student did not ever attend the school during the allotted time period determined by the district.

End Date

Lists the last day of instruction for this enrollment record.

End Action

Indicates the selection of promoting, retaining or demoting a student to the next, previous or same grade level for the next school year. See the End Action section for more information.

Service Type

Indicates the type of enrollment and the intended service the student receives. Service types are Primary, Partial (Supplemental) or Special Education.

If a student has multiple concurrent enrollments (an 8th grade student enrolled in the Middle School who is taking High School classes for part of the time), the Middle School enrollment would be marked as Primary and the High School enrollment would be marked as Partial.

Local Start Status

Lists the local enrollment start code for the student. The mapped State Start Status code displays below this field. 

Start Statuses vary by state. See Enrollment information in the Localizations area for specific state information.

Local End Status

Lists the local enrollment end code for the student. The mapped State End Status code displays below this field.

End Statuses vary by state. See Enrollment information in the Localizations area for specific state information.

Start Comments

Displays any comments about the start of the enrollment - who entered the enrollment, verified information, etc.

End Comments

Displays any comments about the end of the enrollment.

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