"Why Can't I Find a Student?" - Areas to Check to Ensure the Correct Staff Can Access Students

It can be very frustrating when staff are not able to access students as expected. Here are helpful tips about why a student may not show up for certain staff. 

Remember: Use a hard refresh (ctrl shift R) when searching for a student in order to have the best results. 

Exit/Transfer Details 

Standard Users will not be able to access a student if there is information in the Exit/Transfer Details section of the District tab. 

The Exit/Transfer Details section at the bottom of the District tab should never be manually completed. Information is auto-filled and auto-cleared in this section when a student is Activated or Inactivated using the Activate/Inactivate button at the top of the Student Detail View. 

Active/Inactive Search

Users will not be able to access a student if the Special Ed Status search is not set to match the student's status. It is recommended that users always search with Show All for both Special Ed Status and Eval in Process Status. 

A student is Special Ed Active if the following is true:

• The student has a Primary Impairment listed on their Evaluation tab.
• The student has an Impairment and need Special Ed (questions on their Evaluation tab).
• The student doesn't have any dates listed on their Evaluation tab that would show revocation of consent or dismissal.
• The Exit/Transfer Details on their District tab is empty.
• Home School answer on the District tab is marked No.

Note: Special Ed Active is different from a student being activate/inactivated. 

Selected Schools in User Database

Users will not be able to access a student if the user is assigned Selected Schools in User Database, and those schools do not match the schools listed on the student's District tab. 

• For example, the user listed in the screenshot below has CESA 6, Testing District, Algoma School District, Beaver Dam School District, and Menasha School District listed on their account.  However, they can only access students who attend Algoma Elementary School and Beaver Dam High School because those are the only schools listed in the Selected School section. This means that if a student does not attend one of those schools, this user cannot access the student. 

We recommend removing Selected Schools, and instead selecting "View just students on class/itinerant list in the Enrollment Section Permissions. This will still allow the user to access everyone on their class/itinerant list, as well as any students in their District Access who are marked as Eval in Process- Yes.