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Searching and Filtering Online in NR & PSE Reports: Recipients

Purpose

This document outlines theStudent SearchandFilterfunctionalities in the:

  • Nominal Roll Student and Education Staff Census (NR) Report, and
  • Annual Register of Post-Secondary Education Students (PSE) Report.

The Student Searchfeature is used when you are looking for a specific student.

The Filter feature is used to select a group of students, using specific criteria. For example, you may wish to filter by Enrolment Status and Grade in a Nominal Roll Report. Often, an action is performed on the selected group (e.g., transfer them to a different school).

Student Search

The Student Search button can be found at the top of the NR or PSE Report in the toolbar.

  1. In the Navigation Menu, click on anytab (e.g., Identification) and the toolbar is displayed.
  2. Click on the button.
  3. In the Search window, enter the search criteria. The 3 fields are Family Name, Given Name and Indian Registry No.
  • When searching by Family Name (e.g., “Simon”), all the students on the Nominal Roll or PSE report with the Family Name of “Simon” will be listed as well those that have “Simon” as part of their name (e.g. “Simons”, “Simones”, etc.) .
  • The same applies for the Given Name. When you enter “Jay”, all the students who have “Jay” in their name will be listed (e.g.,”Jayden”, “Jaylene”, etc).Note that when theGiven Name field is left blank,your search results will list only student recordsthat contain ablank given name.
  • When entering an IR No. as the search criteria, only one student name will appear if that student is listed on the applicable report.
  1. Click on the button and the search results are displayed.
  1. Review the search results by scrolling through the list including the student’s:
  2. Family Name and GivenName;
  3. DateofBirth;
  4. IRNo.;
  5. ReportingOrganizationand DeliveryOrganization; and
  6. Grade or Leaver Code.
  • Note: If there is more than one page of search results apage indicator is displayed (e.g., ). Click on the number 2 to view the second page.
  • Tip: If the results do not display the student that you were searching for, change the search criteria and click Search to do another search.
  1. Click on the button beside the student. The student record is displayed.

Filtering Students

The Filter toolbar is displayedabove the student list (i.e. when the Clients Served chevron is selected). NR and PSE Reports have the toolbar with 3 buttons (highlighted below):
Show Filter, Quick Filter Selected Students and Clear Filter.

NR Reports have 3 additional buttons available on the toolbar: Update multiple students, Select All and Deselect All.

  1. Click on the button and the Filterwindow is displayed.
  1. Select criteria using the drop-down arrows beside the field names (e.g., Gender, Enrolment Status, etc.) and/or enter information into a field (e.g., Family Name). The fields used to filter information are shown below.

Nominal Roll Filter / PSE Filter
  1. Click on the button. The Filter window closes and the list of filtered students is displayed.
  • Note: A filter icon, , and description is displayed above the toolbar to tell you the number of records that have been filtered (e.g., ).

To remove the filter anddisplay the full list of students:

  • Click on the button.

To filter students using the Quick Filter Selected Students button:

  1. Select the students that you want to filter from the list of students (i.e., check the box beside each of their names).
  2. Click on the button and only those selected students are displayed in the list.

To remove the filter, click on the button. You may want to de-select the students as they will still be ‘selected’ with a checkmark.

Examples

PSE EXAMPLE

When working on a PSE Report, you decide to filter the students who have not been ‘matched’ in the system. In this example, use the Filter feature to choose Unmatched Students in the Match Student Status filter field.

  1. Click on the button.
  1. In the Filter window, on the Match Student Status field, from the drop-down list select Unmatched Students.

.

  1. Click on the button. The filtered list of students is displayed and you can now click on the student name(s) to review their record(s).

NOMINAL ROLL EXAMPLE

Your Nominal Roll has been rolled-over and you want tofilter all the studentswho were in the last gradeof a school and need to be transferred to another school. In this example, the last grade offered in this school is Grade 4. The list of students who were in Grade 4 last year have been moved up one grade and are now listed in Grade 5. Therefore we will be filtering by Grade 5 (Not Recognized).This school does not offer Grade 5 so these students will need to be transferred to a different school.

The Nominal Roll toolbar includes the button. This ‘action’ button is used in this example.

  1. Click on the button.
  1. In the Filter window, select the Gradecriteria by selecting 5(Not Recognized) from the drop-down list.

.

  • Note: The choices in the drop-down listsare dependent upon the student list.
  1. Click on the button. The filtered list of students is displayed.
  • Note: The next steps outline how to transfer the students to a different school.
  1. From thefiltered student list, select the students that need to be transferred to a specific school (i.e., check the box beside each of their names).
  1. Click on thebutton to displayonly the students that have beenselected. For example, you have selected 3 students to transfer them to a specific school.
  2. Clickon thebutton in the toolbarto perform an action on this group of students.
  3. Select an action from the drop-down list that will be applied to the group. In this example, there is only one choice (i.e., “Transfer student (clients) to a new school”).
  1. A box is displayed listing all the schools on this Nominal Roll. Select the school that you want to transfer these students to from the drop-down list of schools.
  • Note: The name of the school and the number of students to be transferred is displayed at the top of the page.
  • Tip: If a school is not listed in the drop-down, you need to add the school as a Delivery Organization on the chevronORas a Reporting Organization under thechevron.
  1. Click on thebutton in the top leftcornerof the screen.
  2. Click OK on the dialogue box if you are sure you want to do this update.
  1. The list of selected students is displayed with the Enrolment Statuschanged to “Not at all”.
  2. Click on the name of the school where the studentswere transferred. The students are displayed in the student list and are now in Grade 5.
  3. You can now update the student records,if required.
  • Tip: If a student is already enrolled in another school and a transfer was done in error, the student can be deleted from the school by clicking.

September 2017 Job Aid: Searching and Filtering Online in NR & PSE Reports Page 1 of 5