Student Profile

The Student Profile shows more detailed information about a student after they have been chosen through the Student Search. The following criteria are shown:

State ID:
First Name:
Middle Name:
Last Name:
Suffix:
DOB:
Grade:
Gender:
Hispanic/Latino:
Racial Group(s):
Language:
Created:
Modified:

Written Guide

Walkthrough

1. Student Profile
  1. Navigation
    - Student > Student Search > Student Profile
  2. The first six fields on this page -- shown in gray -- are linked from eScholar.
    - The only way to edit this data is to first change it in eScholar, then use the "Relink from eScholar" button to update the data in eSER.
      - See the Visual Guides (Relinking) below for more information.
    - A student may need to be relinked if a correction needs to be made to the name or date of birth. The student may also need to be relinked if they show as inactive in Student Search.
  3. The grade can be changed via the dropdown. This change will only apply to draft IEPs in eSER. It will not affect eScholar.
    - The only way to change a grade on a submitted IEP is to send a request to system support.
  4. The rest of the data on this page can be checked as needed.
  5. Any attachments can be added via the Attachments button.
    - See "Attachments" in the Visual Guide below.
    - A good rule of thumb when naming documents is to use the last three letters of the student's last name followed by the first letter of the first name. Then include whether it's an IEP, Progress Report, etc.
  6. Clicking Save will commit the data for this student. Clicking Delete will set the student to "inactive" status, after which the profile will only be accessible again by clicking the "Show Inactive" checkbox in the Student Search, and relinking the student to eSER. It will not delete the IEPs or external eScholar record.

Visual Guides

Attachments

The Attachments button will lead to a table that shows:

Attachment Name
Description
Date Uploaded
View/Edit
Delete

Clicking the "+" button will produce the Save Student Attachment popup for the purpose of uploading a file.

Click Choose File to locate the desired file on the user's computer. Once the file is chosen, a Description can be entered to provide a quick reference regarding the file's contents.

Click Upload to transfer the file to eSER. The file will then show in the Student Attachments table, with the date the file was uploaded.

Alternately, if there are existing attachments shown in the table, the blue links can be clicked there to download the file.

Clicking the View/Edit pencil icon for an existing file will again produce the Save Student Attachment popup -- as shown above -- that again allows a user to download the file via a blue link. The Description of the file can be edited here again if needed.

At this stage, the Upload button on this popup serves no purpose.

If necessary, click Delete in the table to remove the file from eSER.

Relinking

Each night, eSer automatically updates its primary student profile data according to the data in eScholar. Users can force this relink by using the Relink button on the Student Profile page.

Click the "Show Inactive" box to ensure that students listed as inactive in eScholar, even if it's an error, will be included in the search.

Click the State ID (erased in this sample) to access the profile.

In the Student Profile, click the Relink from eScholar button.

The student State ID should appear in a popup. Click the spyglass.

The student's eScholar data will appear. Select the bubble, then click Relink.

The data will relink with eScholar overnight and populate in eSER the next day.

Videos

Nothing yet.

FAQs / Troubleshooting

- Infant 0-2 / Prek 3-5
  - If the student is shown as Infant 0-2 or PreK 3-5 in eSER, check the grade in eScholar. eSER does not recognize codes for Infant (Code 16), Toddler (Code 17), PreK 3 (Code 18) or PreK 4 (Code 24). It only recognizes Infant 0-2 (Code 15) and SPED 3-5 (Code 20).
  - Below is an example screenshot of grade placement data in eScholar:

Change grade
- As long as the IEP is in Draft status and has not been submitted, eSER should allow the grade to be changed in the Student Profile.
- IEP form approvers should check that a change has reflected on the IEP before submitting.
  - Sometimes this change doesn't stick, and will keep reverting back to the old grade. In that case, on this Student Profile page, change the grade to a totally different grade. Click the Save button. Then change the grade back to the appropriate grade, and click Save again. That will make the new grade populate and update the IEP.
Active / Inactive status
- This status shown in the Student Profile reflects eScholar -- not eSER.
  - Regardless, if SPED activity is closed, the student is inactive in eSER. Click the Delete button at the bottom of the page to remove the profile from eSER, or just ignore it.
  - If the student should be shown as Active but can only be found by clicking the Show Inactive button, then use the Relink process described on this help site above.

Index