A new option is available that allows a school to convert their (STU.CU) Teacher Number Counselor field to the (STU.CNS) Counselor field using Staff ID numbers instead of Teacher Numbers. The setting Staff ID Based Counselor Tracking is currently available as BETA only and can be enabled by contacting Aeries Support for special instructions using the hidden Feature Flags page.


On the hidden feature flag page, an option to enable this setting is displayed. In order to see the new setting on the School Options page, the feature flag shown below must be enabled. Once enabled, a school with a scheduling type of elementary or elementary w/master will automatically have the new option (Use Staff ID Based Counselor Tracking) selected in the School Options page. Elementary schools currently use STU.CNS and no conversion is necessary.



Once the feature flag has been enabled in the database, the School Options page will display the new setting Use Staff ID Based Counselor Tracking. When this option is selected and saved, the process will convert values from STU.CU in secondary schools to use the TCH.ID value in the associated TCH record and place it into the STU.CNS field. This process does not delete the existing data in STU.CU. Once this process is converted, there is no option to undo the conversion.



Upon selecting the option, a confirmation message will display as shown below and an option to Cancel will be available at this point. The conversion process will not begin until the SAVE button has been selected on the School Options page.



STAFF ID BASED COUNSELOR FIELDS

A Counselor is identified by the Staff Job Assignment (STJ) code applied in the Staff page. In CA, the counselor code is 11-Pupil Services. In TX, the counselor code is 008-School Counselor.



Student Demographics

The Staff ID, Staff Name and School will display in the drop-down of the Counselor (STU.CNS) field.  In an elementary school, the Counselor field has been renamed from Elementary Counselor to Counselor. This drop-down will default to "Only Show Counselors".  When the option is un-checked, any staff associated to the currently logged in school or any district staff member will display in the drop-down.



Mass Add Student Related Data

On the Mass Add Student Related Data page, selecting the Search By Counselor option will display a Counselor Search drop-down allowing for the selection of any staff identified as a counselor according to the STJ job assignment code. Counselors must be associated to the currently logged in school. This Counselor Search drop-down allows for the selection of multiple staff members.



Student Groups

On the Student Groups page, a Search by Counselor field is available for any group that is not part of a Dynamic Group. Selecting the Search By Counselor option will display a Counselor Search drop-down allowing for the selection of any staff identified as a counselor according to the STJ job assignment code. Counselors must be associated to the currently logged in school. This Counselor Search drop-down allows for the selection of multiple staff members.




Student Summons Call Slip Report

In the Student Summons Call Slip Report options page, selecting the Search By Counselor option will display a Counselor Search drop-down allowing for the selection of any staff identified as a counselor according to the STJ job assignment code. Counselors must be associated to the currently logged in school. This Counselor Search drop-down allows for the selection of multiple staff members.




NOTE:  Since the Staff ID Based Counselor Tracking is in BETA, not all reports have been updated to display the new counselor data from STU.CNS but are forthcoming.