Searching for Students and Using Student Filters

Overview

Student Success & Engagement dynamic search capabilities allow users to filter by selected fields in order to find and group students together that are either from inside/outside of their caseload.

  • When a staff/faculty user can view multiple Person Types (Applicant/Faculty/Prospect/Staff/Student) within an individual Department App (Advise/Instruct/Recriit), each person type will have it's own caseload.
  • The filter scope (My Caseload/Specific Caseloads/Everyone) determines if the filter results will include everyone found by the filter criteria or just the on-caseload/specific caseload records found by the filter conditions. For more information about building a filter, click here.
      • A caseload is defined as students who are registered for courses in a current term to whom you are assigned to as their academic advisor or success coach, and are included in the statuses selected on your User Settings "Caseload" settings.

Role Administration - Profile View Configuration 

Profile View Configuration determines if logged-in users can view students that are not included in their caseload.

2024-02-26 08_51_08-Window.png

The options are:

      • Allows staff/faculty to view a full profile of all students,including students that are outside of their caseload.
      • Full Profile View permisssions determine which Profile Tabs and Profile Details are visible with a Full Profile View.
      • Users can create and view the activity feed for filters using other people's caseloads/everyone/and only their own caseload.
      • If this permission is removed from a staff/faculty role after it was assigned/used, the sstem will hide all filters that were created in the past with a scope of "Other Caseloads/ Everyone".
      • Allows staff/faculty to view a full profile view of students that are on their caseload, and a limited profile for students that are not on their caseload.
      • Full Profile View permisssions determine which Profile Tabs and Profile Details are visible with a Full Profile View.
      • Limited Profile View permissions will determine which Profile Tabs and Profile Details are visible with a Limited Profile View.
      • This permission only allows users to view the activity feed for filters scoped to their own Caseload.

For more information about Full/Limited Profile View settings, click here.

Student Search

  • Students can be searched on by their full/partial name or person ID.

Searching within a Caseload

Usually, after logging in to SS&E, the Students page will only display students that are in the logged-in users' caseload. This is based on the student's Primary Advisor/Primary Coach assignments and the User Settings defined by each individual user.

  • By default, searching within a caseload will only return Current Students.
  • Depending on User Settings, results may also include Continuing Students and Instructed Students.

Searching Outside of Caseload

  • This depends on the logged-in user's Profile View Configuration settings and User Settings.
  • If permitted, search results will include students that are "off-caseload".
  • Depending on User Settings, results will include Current Students and Continuing Students, Instructed Students.
    2024-02-26 09_08_39-Window.png
    2024-02-26 09_08_48-Window.png

Searching Followers Only

  • This checkbox restricts the search to only reurn students you are following from the selected caseloads.
  • At least one caseload must be selected in order to use this filter condition.
    2024-02-26 09_10_18-Window.png

Using Student Filters

  • Using a filter allows users to target a group of students based on the selected criteria.
  • When selecting filter conditions, the selected criteria will populate and display in the filter field.
  • The available Search Filters are determined by Person Type Settings configured from People & Roles Administration.
    • When a search filter is set to Yes, the filter criteria is displayed in the search filter.
    • When a search filter is disabled, it will be removed and hidden from the list of available filter criteria.

2024-02-26 09_35_18-Window.png

Filter Criteria Notes:

Tags - Only include students who have at least any/all of the selected tags.

Campus - Only include students whose primary location matches one of the selected "campus" locations.

Course Risk Levels - Only include students whose course completion risk level matches one of the selected levels.

Persistence Risk Levels - Only include students whose persistence risk level matches one of the selected levels.

Degrees - Only include students whose primary degree matches one of the selected degrees. The primary degree imports on the Transcript data feed primaryDegreeProgramId, which also displays on the Student Programs tab.

Programs - Only include students whose primary degree program matches one of the selected programs. The primary degree program imports on the Transcript data feed primaryDegreeProgramId which also displays on the Student Programs tab.

Student Status - If a student's last active date was more than a year ago, the student will be assigned an "Inactive" status.

Terms - Only include students who are currently taking at least one course in one of the selected terms.

Courses - Only include students who are currently taking at least one of the selected courses.

 

 

 

 

Was this article helpful?
0 out of 0 found this helpful

Articles in this section

How to Contact Support
There are many ways to reach out! Click here for our support options.
Watermark Academy
Click to access the Watermark Academy for consultation, training, and implementation companion courses.