Searching for existing students

Use the Set Current Student Search Criteria window to search for existing students. See Searching in the Introduction manual for details on how to use the search tools.

Note: If the student is not found, click to add a new student from this window. See Creating new students.

Using the Set Current Student Search Criteria window

When you first start up a Synergetic program, you are usually presented with a Set Search Criteria window that allows you to search for the particular record in the database that you want to work on.

For example, if you start Student Maintenance the Set Current Student Search Criteria window is displayed.

Note: Some search fields are set to default values. For example, File Type defaults to Academic, Year defaults to the current year and Term defaults to the current semester. These default settings are maintained in the Preferences window. See Setting up Synergetic the way you want in the Introduction manual.

Note: The labels for Semester can be Term, Report No or Half-Term based on your setup. See Student File Semester Maintenance - File Semester tab in the Curriculum manual.

On the Search Criteria window you can:

Click OK, leaving all fields blank. This finds all records of a certain type and presents them in a search grid window. In the Set Current Student Search Criteria example, if you click OK without entering anything, Synergetic finds all current students on the system.
Restrict the search by typing information in one or more fields. You can type all or part of a name in a field and use wildcard characters to further narrow the search. The more fields that you use to search on, the more filters you apply and the less data is returned. Less data for the system to process means less time taken to retrieve the data that you need.
Restrict the search with a custom search form by clicking and typing information in one or more fields. only appears if a custom search form has been created for this maintenance window. See Designing user search forms in the System maintenance manual. When you are finished, click to return to the Set Search Criteria window. You can now either:
restrict the search further by typing information in one or more fields
click , leaving the remaining fields blank to search only on the custom search fields.

Note: Make sure that you enter required data into corresponding fields in the correct format. For example, you must enter the ID as a number and not a letter or alphabetic character.

At any stage you can change your selections. To do this, click and then make your new selections.

Search fields that you type in are not case sensitive and can be either upper or lower case or a mix of upper and lower case. For example, name fields are not case sensitive.

Search fields that have a drop-down list to choose from are case sensitive and depend on how they have been set up in the database lookup tables. See Maintaining lookup tables in the System maintenance manual. We recommend that you always select these fields from the drop-down list rather than typing them in to avoid issues of case sensitivity.

Note: Special characters, such as and , are not recognised as English letters. For example, is sorted after z not after a. That is, the sort order is a, b, c, ...z,,.

Set Current Student Search Criteria window key fields and buttons
General area fields

Field	Description
File Type	Search for students by the file type of the class. Note: The system administrator defines the file types. Refer to the Synergetic System maintenance manual.
Year	Search for students by year of enrolment.
Term/Semester	Search for students by term of enrolment. Note: 'Term' could mean 'semester' or 'reporting period' at your organisation.
Campus	Search for students by the campus they are enrolled at, if applicable.
Sub School	Search for students by the sub-school they are grouped into, if applicable. This is used mostly by multi-campus organisations that provide schooling for all year levels at each campus. For example, year levels can be grouped into: junior school middle school senior school. Warning: Do not add sub-schools by selecting from the right click menu because entries are required in both the luSubSchool and the luYearLevel lookup tables. See luSubSchool lookup table and luYearLevel lookup table in the System maintenance manual.
Year Level	Search for students by year level.

Student area fields

Field	Description
Active Student	Search for students by their status as an active student. Select: Yes to search only for active students No to search only for inactive students Leave blank to search for both active and inactive students. Note: An active student is defined as a student whose entry date is on or before today and whose leaving date is blank or after today. Tip: To set this field to default to Yes, close all windows within Synergetic, select File>Preferences... then select Student Search Default Active in the Preferences window.
ID	Search for students by Synergetic ID number.
Tagged IDs	Select Tagged ID to restrict the search to students in your tag list. See Tagging community records for later use in the Introduction manual.
Surname	Search for students by surname.
Preferred	Search for students by preferred name.
House	Search for students by house.
Gender	Search for students by gender. Note: You can define the list of genders used at your organisation using the luGender lookup table. See luGender lookup table.
External Student	Search for: any type of student external students only all students, except external students.
Studies Code	Search for students by either the: Board of studies code in Australia Subject codes in New Zealand.
Gov Student No	Student number assigned to the student by the government. Type: N if a new VSN (Victorian Student Number) is required U if the student has a VSN but is unsure of the number the VSN if known. Note: Currently used in the State of Victoria, Australia. Also known as VSN.
Form	Search for students by form.
Tutor Group	Search for students by tutor group.
Status	Search for students by status. Note: The system administrator defines the status values. Refer to the System maintenance manual.
Full Fee	Search for full-fee-paying students only, non-full-fee-paying students only, or either by leaving blank.
Learning Pathway	Student's learning pathway. For example, International Baccalaureate. Note: For information about defining learning pathways, see the luLearningPathway lookup table. See luLearningPathway lookup table. Note: This field is used to report student learning pathway selections to the Queensland Curriculum and Assessment Authority (QCAA). This information is included in the Register New Student File, which can be exported for submission to the QCAA using the QCAA tab of the Import/Export Student Data window. See Import_Export Student Data - QCAA tab.

Class/Course area fields

Field	Description
Campus	Search for students by the campus where their classes or courses are held.
Class Code	Search for students by class code, if applicable.
Student Classes	Search for either: students with classes students without classes.
Active Student Classes Only	Limit the search to students who are active in the specified class/course.
Staff Code	Search for students by their teacher's staff code.
Course Code	Search for students by course code, if applicable.
Linked Course Code	Search for students with courses that are linked to the course code specified, if applicable.
Course Status	Search for students by the status of their course, if applicable. If Course Status is not selected, a course status of Normal is assumed.

Contact area fields

Field	Description
Contact Surname	Search for students by contact surname.
Contact Preferred	Search for students by contact preferred name.
Suburb	Search for students by suburb.
Postcode	Search for students by postcode.

Activity area fields

Field	Description
Activity	Search for students based on activities.
Activity Status	Search for students based on the status of activities.
Activity By	Search for students based on activities performed by a selected community member.
Follow Up Date To	Search for students based on activities with a set follow up date.
Follow Up	Search for students based on activities that have been marked as requiring a follow up.
Follow Up By	Search for students based on activities that have been marked as requiring a follow up by the specified community member.

Boarding area fields

Field

Description

Boarder

Search for:

boarders
day students
homestay students.

Boarder Type

Search for:

boarders
day students.

Boarding House

Search for students based on their boarding house.

Buttons

Button	Description
	Add a new student record. See Creating new students.
	Open a Custom Search Form if one has been created. See Using custom search forms in the Introduction manual.