TABLE OF CONTENTS
There are three ways to search for students in the Aeries Database. The Student Search tool at the top of the Navigation menu, the Multi Student Search tool and the Multi-year/District-Lookup tool.
The Search tool accepts the complete student name, the student’s last name, first couple letters of the student’s last name or first letter to locate all students starting with that letter. Students can also be accessed from the Student Search by inputting a Student Number, Student ID, State Student ID, SSN, or S-Number (if SSN/S-Numbers are being used). Users can also click the magnifying glass icon to bring up the Student Search window. This window allows for a new search to be started, and lists search tips to assist the user in accessing the desired search results.
When searching for students within the regular student search, the search will be limited to students at the particular school the user has selected from the school selection drop-down. To search students at a particular school, first change to that school. There are options that can be selected, to include inactive students, or if you are searching at the District-level, you can choose to include Inactive Schools.
Search All Schools ↑
When a user has permissions to more than one school, an option will be displayed to Search All Schools. When that option is checked, students meeting the search terms will display from schools the user has access to, with a column indicating the school of enrollment for each student on the search list. If a student is selected from a different school than the one the user is logged into, users are asked to confirm they want to to switch to the other school and display that student.
This confirmation will be displayed every time, unless the user selects the button OK (Don't Ask Again).
A second note will also display, letting the user know that this setting can be reversed by clicking on the User's name in the upper left corner and selecting Account Settings.
If a user has proper permissions, when they are at the District-level, the search will always include all students district-wide. Alternately, the district student search can be utilized to search students throughout the district when logged into the School-level.
From the search results screen, the count of search results will be listed at the top right of the results list. Users can scroll down the return results using the mouse, and the current selection will be highlighted in green. To go to a student's records, click within the green highlighted bar to be advanced to the selected student.
After a student is selected, clicking on the magnifying glass again after performing a search will display the previous search results.
The Student Profile page will load if this is the first search of your Aeries Web session. The Student Data page that was accessed immediately preceding the student search will load when the search was done from a Student Data page.
Search by Group ↑
Search results can also be filtered using the Group drop-down box. This allows students who are defined in a student group to be displayed, or for a search to be made only within the selected group. To clear the group selection, select the "List All" button to return to search the full database.
Search by Student Number, Student ID, or State ID ↑
A student can also be located by entering the student number, Student ID, or state student ID into the Search box. After the number has been entered, click the mouse on the Search button or press Enter and the designated student will display.
Note: If only one student is matched while entering a number, the user will be taken directly to that student
A list of student numbers, ID numbers, or State ID numbers can also be entered, separated by a comma, space, or line break. For example, this could be utilized to copy a column of ID numbers from Excel and immediately keep those students.
SSN or S-Number ↑
A Social Security Number (SSN) or S-Number can also be used to find students with the student search. These can be entered with or without hyphens (ex. 123-45-6789 or 123456789). To use SSNs or S-Numbers you need to enable SSN collection in Configurations > School Settings Page, by checking the option: Allow Collection of Social Security Numbers via Encrypted Student/Staff Data (ESD) found at the bottom of the page in School Settings.
"Fuzzy" Search ↑
The Fuzzy Search Results option controls whether or not a result set will include: Similar names (e.g. "John" includes Jon, Sean, and Shawn), Reverse names (e.g. "Jesse James" includes James Jesse), and Partial names (e.g. "El" includes "Kelly"). Please note the Fuzzy Search is not required to include Begins-with or Ends with names ("Smith" including Smith-Johnson and Johnson-Smith), Aliases, or Middle Names. The Fuzzy Search logic limits the results even further based on similar starting letters within the results set. The "No Results Found" scenario includes a message to "Try using Fuzzy Search to see potential matches". By default, fuzzy search is turned off but can be turned on by checking the Fuzzy Search Results box at the top of the search results screen.
Keeping Students ↑
When search results are displayed, a Keep Students option is available at the top right corner of the search window (next to the total number of students returned). Selecting this option will limit the user's Aeries Web session to just the kept students. This is similar to running a KEEP/SKIP query and can be used as a quick keep.
Note: A search for a specific student ID while the Keep Students is applied, ignores the KEEP/SKIP because the system assumes the user is looking up a specific student for a reason and the right student should always be found. It might be to compare data with a student within the KEEP/SKIP.
Note that the option to Keep Students is only available when searching at a single school. If the option to Search All Schools is enabled, the Keep Students option will NOT be available.
Recently Viewed Students ↑
A list of the recently viewed students is easily accessible from the Student Search Window. This feature makes it easy to quickly go back to a student who was previously viewed. Note: using the "Forward/Next" and "Backward/Previous" student arrows do not register the students as "Recently Viewed".
A drop-down list of the Last 10 students is available when clicking the current student's name at the top of the page.
Reverse Lookup ↑
The ability to search for students using all or part of a telephone number, address, email, contact name, or birth date is available using the Reverse Lookup. Reverse Lookup can be used when partial information is available, and the user needs to connect that info to a specific student. For example, if a message was received that gave a phone number, but not the name of the person leaving the message, Reverse Lookup for telephone number can be utlized - select the "Telephone number' option under the Reverse Lookup section, enter the phone number (or partial phone number), select search. All students with matching telephone records will be returned.
Multi Student Search ↑
The Multi Student Search page is used to search for multiple students from a list of student names or student ID's. The student information can be copied and pasted into the Multi Student Search from sources such as an Excel spreadsheet, a TXT file or email. The Multi Student Search page can be found under the Student Data area of the navigation tree.
A multi student search can be performed by Name or by ID. Select the correct tab to use for the search.
Paste the search criteria from the source file into the text area under the By Name or By ID tab. In the example below the search is using information from an Excel spreadsheet to perform a By Name search. The Column Delimiter and Column Order options at the bottom of the page auto detect what the source information is using. Click the Search Students button.
Search results will display in 2 tab areas: Perfect Matches and Incomplete Matches.
Perfect Matches are defined by only one student being matched exactly by First Name and Last Name or by Student ID.
Incomplete Matches are search results that have multiple possible matches or are not found at all.
The Search results area has options to Keep, Export or Group the results. The Keep option will keep the search result students.
The Export option will drop the student Perfect Match search results into a list to Export to Excel. Clicking on the 3 dots on the right side of a column will provide sort options and also allow the ability to add some additional fields to the search results prior to the export. Clicking on the Export List to Excel button will export the results to an Excel spreadsheet. .
The Add to Group option allows the selected students in the search results to be added to a Student Group.
Clicking on Add to Group will bring up an Add to Group box where a Student Group can be selected to add the students to.
The Incomplete Matches area allows an additional search to try and find a match. If no results are found, the text box containing the searched name can be used to modify the name.
After the name is modified clicking the Search button will perform a new search in an attempt to find a match.
If a new possible match is found it will display the result to review.
Multi-Year/District Student Search ↑
The District Student Lookup feature allows for searching of students who may have records in various district schools and/or academic years. This search produces a list of students who have attended the district, including students who have not attended for many years, and is useful when trying to determine a student's last enrollment year. In addition, the District Student Lookup page features the functionality to Copy a student from a prior school year database or print Transcripts (Elementary or Secondary), Enrollment History or Immunization Records for students from prior academic years.
The Multi-Year/District Student Search is accessible multiple ways:
- From the Student Search window, click on "Multi-Year District Student Search"
- From the Student Demographics page - Click the Add button and then the Search Prior Year button
- From the Navigation Tree by selecting District Student Lookup
Note: The District Student Lookup is dependent on having all students who have ever attended a district in the IDN and ENR tables for full functionality.
IDN Records - Will search the IDN table for the Student by:
- Last Name
- FIrst Name
- State ID
STU Records - Will search the STU table for the Student by:
- Last Name
- FIrst Name
- State ID
- School and Stu #
Active STU - Will search the STU table for Active Students by:
- Last Name
- FIrst Name
- State ID
- School and Stu #
Selecting a student from the searched list will display all the student's related enrollment records, the Copy Student functionality, and Icons indicating available reports.
- Copy Student - Copy a Student from a prior school year to the current year.
- Transcript - Print transcript
- Enrollment History - Print Enrollment History
- Immunization Records - Print Immunization Records