Aeries Header (all pages)

• Prerequisites & Settings
• Steps
• Tables & Security

Prerequisites & Settings

• Account Settings
  • In addition to navigating to the Student Search window, you can open the window using shortcut keys. By default the shortcut is CTRL + ALT + g. Under Shortcut Keys the Search Window shortcut can be modified if needed. See User Menu and Account Settings.
    
    
  • If you have access to more than one school and use the Search All Schools filter, by default you are warned when you select a student at a school other than the school you are logged in to. The warning can be turned off by disabling the Warn When Switching Schools From Student Search option. See User Menu and Account Settings.
    
    
• Configurations > School Settings
  • To search for students using social security number or S-number (Texas), the Allow Collection of Social Security Numbers via Encrypted Student/Staff Data (ESD) option must be enabled.
    

Steps

• Search for a student
• View search results and keep students

  Search for a student

The Search Student feature is available from the Aeries header on all pages.

1. In the Search Student box, type all or part of the following: 
   • Student first or last name 
   • Local student ID 
   • District student number 
   • Unique ID (TX) 
   • State ID (CA)
   • SSN/S-Number (if enabled) (can be entered with or without hyphens) 
     
     NOTE:
     • You can enter multiple values, such as multiple student IDs, separated by a commas, spaces, or line breaks.
       
       Example: A column of student ID numbers can be copied from a spreadsheet.
       
       .
     • You can use the wildcard character % for any set of characters.
       
       Example: "an%l" returns Angelica, Angel, Angela, and Anel 
       
       
2. Click the Search icon or press ENTER. 
   
   The Student Search window opens with the search results. 
   
   You can also click the Search icon to open the Student Search window before typing search criteria. 
   
   
   
   The count of search results is displayed below the Search button.
   
   
   
   Search results include names that begin or end with the characters entered.  For example, "Smith" includes Smith-Johnson and Johnson-Smith. Aliases and Middle Names are also included.
   
   
   
3. Use the Filters to refine results as needed:
   
   

   Include Inactive Students	If selected, the search results include all students, including students whose Status field on Demographics (STU.TG) is set to Inactive. If not selected, the search results exclude students whose Status field on Demographics is set to Inactive.
   Include Inactive Schools  (District-level only)	If selected, the search results include all schools in the district, including schools where the Tag field on the School Options page (LOC.TG) is set to Inactive. If not selected, the results exclude schools where the Tag field on School Options is set to Inactive.
   Search All Schools	The option is only available to users who have permission to view more than one school. If not selected, search results include only students at the school you are logged on to. If selected, search results include students at all schools you have access to. An additional column indicates the School of Enrollment.  If you select a student from a different school than the school you are logged on to, you are prompted to confirm that you wish to switch schools. (This warning can be disabled. See Prerequisites above.) Click OK to continue.
   Fuzzy Search Results	If selected, search results include similar names and potential matches. Examples: "John" includes Jon, Sean, and Shawn Reverse names - "Jesse James" includes James Jesse Partial names - 'El' includes Kelly Similar letters - "Casey' includes Kasey  If not selected, search results include only exact matches.
   Limit To (District-level only)	Because district-wide searches have the potential to return many students, you can set a limit for the number of results returned. The maximum number is 1000. The closes matches are returned first. The field is only displayed for district-level users.

   
   
4. Further refine your search results as needed:
   
   

   Group	To limit the search results to a specific student group, as set up on the Student Groups page, select a group. You can leave the Student Search field blank and click Search to retrieve all students in the group.
   Keep and List Group	If you selected a Group, click Keep and List Group to keep the students in that group using the Aeries Query KEEP functionality. All other students are skipped. See Query SKIP or KEEP. To stop keeping the group of students, click Reset. The other students are no longer skipped. Any time you are keeping students, a message is displayed at the top of all student pages.
   Reverse Lookup	If selected, additional search criteria fields are listed allowing you to search for a student using other information, such as a telephone number.  You can enter full or partial search criteria, such as a partial phone number or street address. Search criteria is matched to fields in the Student Demographics and Contacts tables. Click Clear All Reverse Lookup Filters to remove any filters and start over, or click the Close icon for a particular filter.
   Recently Viewed	Click to view the 10 most recent students viewed. The search results are reloaded to list the students you most recently viewed. The Last Viewed column is displayed indicating that last time you retrieved the student in the search results. The Recently Viewed list is also available from the top of any student page by clicking a student name. NOTE: The Previous/Next arrows do not function for recently viewed students.
   Multi Student Search	Click to open the Multi Student Search page which allows you to search for students in an external list such as a spreadsheet or text file. You can paste the list in a text box.  See Multi-Student Search.
   Multi-Year District Search	Click to open the District Student Lookup page which allows you to search for students who may have records in multiple schools and/or school years, even if you are logged in to a school, depending on your permission settings. See District Student Lookup.

   
   
5. Click Search.
   
   Your search results are updated according to the criteria specified.
   
   

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  View search results and keep students

1. In the search results, click the row of the student you wish to view.
   • The record for the selected student opens on the page you were viewing when you opened the search window.
     
     
   • Your previous search criteria is retained when you use the Student Search feature again before logging out of Aeries.

     
     

2. Or, click Keep Students to keep the list of students and return to the page you were viewing when you opened the search window. All other students are skipped. See Query SKIP or KEEP.
   
   
   The Keep Students feature is only available when searching one school. The feature is disabled if Search All Schools is selected.
   • Once you return to the page you were viewing, you can use the Previous/Next arrows to scroll through records for this particular list of students. 
     
     
     
   • Any time you are keeping students, a message is displayed at the top of all student pages.
     
     To stop keeping the group of students, click Reset. The other students are no longer skipped.
     
     
     
     NOTE: You can still search for a specific student ID while keeping students. In this case the KEEP/SKIP is ignored. 

     
     

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     Tables & Security

     
     

     Table/Program Area	Field	Permission	Description
     Student Data (STU)	Primary Teacher STU.CU	Read	View Primary Teacher or Counselor in the student search results; otherwise "N/A" is displayed
     	Counselor STU.CNS	Read
     Student Data > Emergency Contact (CON)		Read	Use the Reverse Lookup feature to search by contact information
     Student Group Members (SGM)		Read	Search by Student Group
     Student Data > District Student Lookup		Read	Use the Multi-Year District Search feature

     
     

     NOTE: 

     • No additional permission is needed for the Multi-Student Search feature.
     • A user must have access to more than one school in order to use the Search All Schools filter.  

     • Once a student is selected you can only navigate to and view information according to permissions associated with your username or user group.

     
     

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