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<big><b>Students Listing</b></big><br>
Student data is one of the most important parts of your Trac System, on top of being the record that all their [[TracCloudGuideListingsVisits|visits]], appointments, [[TracCloudGuideGlobalDocs|documents]], and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.<br><br>
[[File:7254776.png|800px]]<br><br>
The <b>Students Listing</b> itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.
Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.<br><br>
[[File:5615785.png|800px]]<br><br>
Using the Search Bar on this screen, we can easily perform quick searches to find specific students. Right clicking in the search bar (shown below) will provide a list of available student fields to search, click any of these to auto-fill the search bar.<br><br>
<div style="float: left; margin-right: 2em; margin-bottom: 1em">
[[File:4475592.png|300px]]
</div>
<b>Example Searches:</b>
* Find a student by a single value, such as ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.
:::<i>Students.ID=1931</i><br><br>
* ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.
:::<i>Day, Rob</i><br><br>
* Search multiple fields at once, separate your searches by a space.
:::<i>Students.Major=Mathematics Students.Class=Sophomore</i><br><br>
* When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.
:::<i>Students.Major="Chemical Engineering"  Students.Status=Active</i><br><br>


<big><b>Students Listing</b></big><br>
* Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.
The <b>Students Listing</b> contains all student records uploaded to your Trac system. Students can be assigned to list, sent an email or even exported to a CSV file. From the Students Listing we are able to manage student’s data, access specific student visit, appointment and registration history in a quick and concise manner. To navigate to your TracCloud Students Listing simply Click on the option “Students” from your home dashboard.
:::<i>#sql:InState#=Yes</i><br><br>
<br>
[[File:9967285.png|800px]]
<br><br>
In TracCloud the ability to search student data has been simplified. At the top of the Students Listing as well as on your home Dashboard there is a search bar which gives you ability to search quickly and efficiently search through all student data. Right Click in the search bar highlighted below will provide a list of student fields that can be searched.  Selecting one of the options will auto fill a search code.  
<br>
[[File:6863711.png|800px]]
<br><br>
A full list of student search codes can be found below, as well as example of how each search can be accomplished.
<br>


{| class="wikitable"
* Date searches such as this are required to be formatted as YYYY-MM-DD
|-
:::<i>Students.BirthDate=1993-07-16</i><br><br>
!Field Name and Definition!!Search Code!!Example!!Search Description
|-         
|Other ID: Secondary barcode field||Students.Other_ID=||Students.Other_ID= Z124578||Found in Students Profile
|-         
|ID – ID Is the Students Campus Identification Number||Students.ID=||Students.ID=1901||Found in Students Profile
|-         
|Other ID2: hidden internal ID field that does not display on profile is used for searches only (and queries)||Students.Other_ID2=||Students.Other_ID2=85467589||Not Found in Students Profile
|-         
|Barcode||Students.Barcode=||Students.Barcode=Z124578||Found in Students Profile
|-         
|Username||Students.UserName=||Students.UserName=FriedaM||Found in Students Profile
|-         
|Sequence - Sequence is the internal number of the students record assigned on creation. ||Students.Sequence=||Students.Sequence=1901||Found in Students Profile
|-         
|First Name - First Name is the students Given First Name||Students.First_Name=||Students.First_Name=Juan_Carlos||When searching, replace any space with an underscore symbol.
|-         
|Last Name – Last Name is the students Given Last Name||Students.First_Name=||Students.First_Name=Gomez-Lopez||No additional formatting for names with Hyphens
|-         
|City – City is the current city the Student resides in||Students.City=||Students.City=New_York||When searching, replace any space with an underscore symbol.
|-         
|Zip – Zip is the current Zip code the Student resides in||Students.Zip=||Students.Zip=85282||Found in Students Profile
|-         
|Email – Students Current Email address||Students.Email=||Students.Email=J.Smith@schhool.edu||Found in Students Profile
|-         
|Students.Status – Student Status usually indicates whether the student is an active or inactive student||Students.Status=||Students.Status=Active||Found in Students Profile
|-
|Students.OtherStatus – Is an additional status Field in the student’s profile allowing you to sub-categorize students using the student’s other status||Students.OtherStatus=||Students.OtherStatus=Duel_Enrollment||When searching, replace any space with an underscore symbol.
|-         
|Students.Degree - Either the Degree Earned or the Degree Goal.||Students.Degree=||Students.Degree=Master_of_Philosophy||When searching, replace any space with an underscore symbol.
|-         
|Students.College - What college the student is attending||Students.College=||Students.College=Redrock_University||When searching, replace any space with an underscore symbol.
|-         
|Students.Major - The student's major. May be a code or complete description.||Students.Major=||Students.Major=Computer_Science||When searching, replace any space with an underscore symbol.
|-         
|Students.Class – Student Class is usually defined as: Freshman, Junior, Sophomore or Senior Or FR, JR, SO, SR||Students.Class=||Students.Class=Freshman||Found in Students Profile
|-          
|Students.Cohort – Cohort is used to custom group the students record||Students.Cohort=||Students.Cohort=Cohort||Found in Students Profile
|-          
|Custom:Data  - A custom field that may be used for any purpose.||Students.CustomData/cf_1=||Students.CustomData/cf_1=Athletic_Affliation||
|-         
|Program||Programs.Program=||Programs.Program=Disability_Services||When searching, replace any space with an underscore symbol.
|-         
|Subject Coursre||#sql:SubjectCourse#=||||
|-         
|Center||Centers.Name=||Centers.Name=Learning_Center||When searching, replace any space with an underscore symbol.
|-         
|Age – The Students Age||Age=||Age=22||Found in Students Profile
|-         
|Birthdate - The student birthdate||Students.BirthDate=||Students.BirthDate=1993-07-16||Dates can only be searched in the following format YYYY-MM-DD
|}
<br><br>
The Search bar can also handle multiple queries at once using any of the search code combinations above. For Instance, perhaps you would like to search for all students who have a class of “Freshman” and also have a major of “Biology” – See the example below of how this query can be accomplished.
<br>
[[File:3529424.png|800px]]
<br><br>
Each column of information has a clickable header that will sort the data field.<br>
Numeric Headers will sort the information from Lowest number to the Highest number value. Doubling clicking a numeric header will sort the header from Highest number to Lowest number value.<br>
Columns consisting of words will be sorted alphabetically from A-Z, Double clicking this fields header will sort the data alphabetically from Z-A
<br><br>
Icons and option on the students listing.
<br>
[[File:4647926.png|800px]]
<br><br>
<b>Yellow:</b> Hovering over the profile icon will display the students current profile status.<br>
<b>Blue:</b> Hovering over the watchlist dot will display the name of the list and watchlist the student is currently assigned to.<br>
<b>Green:</b> Clicking this icon will begin the log in process for this student.<br>
<b>Red:</b> This will mark the student as “Selected”. Selected is a new function that will allow you to select multiple students from a listing and then preform different functions with the students you have selected. This will be discussed further in the Hamburger options below.<br>
<b>Header:</b> Views will allow for each system/User to customize which fields in the Header are displayed on the student listing. There will also be the opportunity for a user to create multiple Views which would allow them to toggle back and forth through the Views at any given time.<br><br>


<hr>
==Students Search==
==Students Search==
The student search utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."
The Student Listing also has a unique Search utility found in the hamburger menu {{#fas:bars}}. This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."


[[File:2705749.png|900px]]<br><br>
[[File:2162434.png|700px]]<br><br>


* <b>Search Type</b>
* <b>Search Type</b>
Line 100: Line 58:


* <b>Visits</b>
* <b>Visits</b>
::This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was <i>MAT100</i>."
::This tab allows you to search for students by [[TracCloudGuideListingsVisits|visit info]]. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was <i>MAT100</i>."


* <b>Registration</b>
* <b>Registration</b>
::This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."
::This tab allows you to search for students by [[TracCloudGuideListingsRegistrations|registration info]]. For example, "students who are actively enrolled in more than one math course."


* <b>Documents</b>
* <b>Documents</b>
::This allows you to to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."
::This allows you to search for students by [[TracCloudGuideGlobalDocs|documents]]. "Students who have a document of a certain filename uploaded in the last month."


* <b>Surveys</b>
* <b>Surveys</b>
Line 114: Line 72:
::Students who have ongoing or completed referrals of a specific type in a specified date range. [[TracCloudSAGE|Requires SAGE.]]
::Students who have ongoing or completed referrals of a specific type in a specified date range. [[TracCloudSAGE|Requires SAGE.]]


==Students Listing Hamburger Drop-down Options ([[File:Hamburger.png|27px]])==
* <b>Resources</b>
<div style="float: left; margin-top: 0em; margin-right: 1em; margin-bottom: 30em">
::This tab allows you to search for students by their [[TracCloudGuideBasicsResources|resource]] usage, whether they have certain items checked out or overdue.
[[File:9564600.png|220px]]
 
<hr>
{{#lst:Template:TracCloudListingDescriptions|Hamburger_Menu}}
 
{{#lst:Template:TracCloudListingDescriptions|List_All}}
 
{{#lst:Template:TracCloudListingDescriptions|Search_Students}}
 
{{#lst:Template:TracCloudListingDescriptions|Power_Search}}
 
{{#lst:Template:TracCloudListingDescriptions|Search_by_Term_Enrollment}}
 
{{#lst:Template:TracCloudListingDescriptions|Lists}}
 
{{#lst:Template:TracCloudListingDescriptions|Saved_Searches}}
 
{{#lst:Template:TracCloudListingDescriptions|FindMerge_Duplicates}}
 
{{#lst:Template:TracCloudListingDescriptions|Find_by_Values}}
 
{{#lst:Template:TracCloudListingDescriptions|Change_Field_Values}}
 
{{#lst:Template:TracCloudListingDescriptions|Selected}}
 
{{#lst:Template:TracCloudListingDescriptions|Views}}
 
{{#lst:Template:TracCloudListingDescriptions|Send_Survey}}
 
{{#lst:Template:TracCloudListingDescriptions|Register_In}}
 
{{#lst:Template:TracCloudListingDescriptions|Assign_Success_Plan}}
 
{{#lst:Template:TracCloudListingDescriptions|Create_Referral}}
 
{{#lst:Template:TracCloudListingDescriptions|Create_Task}}
 
{{#lst:Template:TracCloudListingDescriptions|Toggle_Photos}}
 
{{#lst:Template:TracCloudListingDescriptions|Create_Chart}}
 
{{#lst:Template:TracCloudListingDescriptions|Export_CSV}}
 
{{#lst:Template:TracCloudListingDescriptions|Send_Email}}
 
{{#lst:Template:TracCloudListingDescriptions|Send_Email_to_Faculty}}
 
{{#lst:Template:TracCloudListingDescriptions|Show_these}}
 
{{#lst:Template:TracCloudListingDescriptions|Print}}
 
{{#lst:Template:TracCloudListingDescriptions|New_Record}}
 
[[Category:TracCloud]]
<HR>
<i>See Also</i>
 
* [[TracCloudTechImport|Importing Student Data]]
 
* [[TracCloudGuideGlobalLists|Student Lists]]
</div>
</div>
<b>List All:</b> Provides a full list of all students your permissions allow you to view. In most cases this will provide you with a full list of the entire student population uploaded to your TracCloud System.
<br><br>
<b>Search:</b> Allows you to search all students based on many different criteria points, for example: Name, City, State, Class, Status, ID, Sequence number and Last Date In.
<br><br>
<b>Power Search:</b> Allows you to make multiple queries against the database at one time using "And" & "Or" statements. For example: "Show me a list of students who are Freshman that have this specific Major with a status of Active."
<br><br>
<b>Lists:</b> Here you can create, view, and manage existing lists you have access to.
<br><br>
<b>Saved Searches:</b> Allows you to access your previously saved searches. [[TracCloudGuideListingsSavedSearches|More information.]]
<br><br>
<b>Find Duplicates:</b> Allows you to find students who have the same student data in a specific student field. Multiple "And" statements can be queried here to find students that have multiple duplicate fields of information.
<br><br>
<b>Find by Value:</b> Here you can provide a list of specific student data in a text area or provide student data in a .txt or .csv file and have the system search for that student data and provide a list of student profiles that match the criteria.
<br><br>
<b>Change Field Values:</b> This function will allow you to change or modify specific fields of Data. This is an Admin Level function only and can be dangerous. Use this function with extreme caution.
<br><br>
<b>Selected:</b> Allows you to select specific students in a larger listing, creating a subset of students in which you are able to create referrals, send emails, or even export to a .csv file.
<br><br>
<b>Views:</b> Allows you to create custom views. [[TracCloudGuideListingsViews|More information.]]
<br><br>
<b>Toggle Photos:</b> Will give the user the ability to show or remove photos from view on the students listing.
<br><br>
<b>Create Chart:</b> Based on the student data currently being viewed a chart can be generated to visually illustrate the relationships in the data.
<br><br>
<b>Export to CSV:</b> Will allow you to export the current students listing to Excel/LibreOffice/etc as a .csv file.
<br><br>
<b>Send Email:</b> Will allow you to send an email to the current listing of students.
<br><br>
<b>Print:</b> Will allow you to print the current listing of students. Will print multiple pages at once.
<br><br>
<b>New Student:</b> Will allow you to create a brand new student record.
<br><br>
<b>Register In:</b> Allows you to quickly enroll the selected students in a course.
<br><br>
<b>Create Referral:</b> Allows you to create a batch referral through SAGE. [[TracCloudSAGE|More information.]]

Latest revision as of 14:55, 19 April 2024

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

   • Activate Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

Students Listing

Student data is one of the most important parts of your Trac System, on top of being the record that all their visits, appointments, documents, and more are assigned to, you also have the student's information directly. You can run reports on visits grouped by student majors, or send emails to students of a certain class, cohort, or any other field you have available. This article goes over some of the ways you can search for these records.

7254776.png

The Students Listing itself (found by clicking 'Students' in the Navigation Bar) contains all student records uploaded to your Trac System. From this page, we're able to manage student data in bulk, creating lists, sending emails, or submitting SAGE referrals, or we can open a specific student record and manage just one student profile at a time.

Each column of information displayed has a clickable header that will sort the listing accordingly. Clicking once sorts ascending, a second click will sort descending.

5615785.png

Using the Search Bar on this screen, we can easily perform quick searches to find specific students. Right clicking in the search bar (shown below) will provide a list of available student fields to search, click any of these to auto-fill the search bar.

4475592.png

Example Searches:

  • Find a student by a single value, such as ID. Specifying 'Students.ID=' actually isn't required for ID or Name searches, but it works well as an example.
Students.ID=1931

  • ...or name. Names should be formatted as 'Last, First' or 'First M Last'. 'First Last' will also work if middle names are not being imported.
Day, Rob

  • Search multiple fields at once, separate your searches by a space.
Students.Major=Mathematics Students.Class=Sophomore

  • When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.
Students.Major="Chemical Engineering" Students.Status=Active

  • Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.
#sql:InState#=Yes

  • Date searches such as this are required to be formatted as YYYY-MM-DD
Students.BirthDate=1993-07-16

Students Search

The Student Listing also has a unique Search utility found in the hamburger menu . This utility has the ability to search related tables to find relevant students. This includes the ability to run searches such as "students who have had appointments in the last 7 days" or "students who have ongoing referrals."

2162434.png

  • Search Type
This can be set to New Search, Search Selection, Remove found from Selection, or Add found to Selection, depending on the desired effect of this search.
  • General Info tab
This tab is where you can search for basic information about the student. ID, Status, Name, etc.
  • Appointments
This tab allows you to search for students by appointment information. For example, "students who had an appointment from 02/10 to 02/20 with a status of Missed."
  • Visits
This tab allows you to search for students by visit info. For example, "students who visited more than 2 times from 02/10 to 02/20 where the subject was MAT100."
  • Registration
This tab allows you to search for students by registration info. For example, "students who are actively enrolled in more than one math course."
  • Documents
This allows you to search for students by documents. "Students who have a document of a certain filename uploaded in the last month."
  • Surveys
Students who have received or responded to a survey in a certain time period. Requires SurveyTrac.
  • SAGE Referrals
Students who have ongoing or completed referrals of a specific type in a specified date range. Requires SAGE.
  • Resources
This tab allows you to search for students by their resource usage, whether they have certain items checked out or overdue.

Hamburger Menu

Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.

9599148.png


  • List All
This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.


  • Search
This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields. In the case of the Student Listing, you could use this to search related records, such as 'Students who have at least 2 Visits in the Learning Center' or 'Students with a recent Document upload in their timeline.'
6326468.png


  • Power Search
This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().
5300567.png


  • Search by Term Enrollment
Allows you to search based on the students' enrollment in a specific term or multiple terms. The example search below would show students who are enrolled in a 2023SP registration AND are not enrolled in a 2023FA registration.
8164651.png


  • Lists
See Student Lists and Watch Lists for more information.


  • Saved Searches
See Saved Searches for more information.


  • Find/Merge Duplicates
These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.


  • Find by Values
This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.
5240726.png


  • Change Field Values
This utility allows you to make modifications in to your records in bulk. Similar to the Merge Duplicates utility, we highly recommend coordinating with Redrock Support directly on this setting.


  • Selected...
The Selection Tool offers several options to filter and manage your records. More information on this feature can be found in its own dedicated article here.


  • Views
See Views for more information.


  • Send Survey
Allows you to send a survey to the current user list. More information.


  • Register In
Allows you to quickly enroll a student in a new registration. Depending on your import configuration, manually recreated registrations may be deactivated during your auto-import.


  • Assign Success Plan
Allows you to assign a new Success Plan to the current student list. More information.


  • Create Referral
Allows you to create a batch referral through SAGE. More information.


  • Create Task
Allows you to send a task to the current student list. More information.


  • Toggle Photos
Enable or disable student photos on the Student Listing.


  • Create Chart
Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.


  • Export CSV
Export current listing contents to a CSV file.


  • Send Email
Allows you to send an email directly to a list of users.


  • Send Email to Faculty
This email utility allows you to email faculty linked to student registrations. The faculty recipients can be determined by subject, status, and grade. One email will be sent per linked registration, so if there are 3 students listed enrolled in MAT100 with Dave Smith, Dave Smith will receive 3 emails. Faculty recipients can also be filtered by scheduled day/time if section schedule is being imported.
7276411.png


  • Show these <records>
This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.


  • Print
Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.


  • New <Record>
Allows you to create a new record based on your selected listing.

See Also

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