Define District (Root Organization) Student preferences

In the District view, define student preferences to determine how the system generates and assigns Local Ids.

To define District student preferences:

  1. Log on to the District view.
  2. Select District > Setup.
  3. On the Setup side-tab, click Preferences. The general preferences page appears.
  4. Click the Category drop-down to select Student. The Student preferences page defaults to the Basic sub-tab.

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  1. Use the following table to enter information in the fields:
  2. Field Description

    Student Details

    Student search details

    Select this checkbox to enable a student search feature on student details pages (Student > Details). If enabled, users can click an icon Student search icon and search for a different student by entering a name or ID on a pop-up, with the option of entering a first name, grade, gender, or date of birth.

    If this preference is not enabled, users will search for students by clicking Search icon. on the navigation bar and reviewing the Student Pick List.

    Enrollment Status Codes

    Active code

    Select the enrollment status code to be used to indicate that a student is active.

    Pre-registered code

    Select the enrollment status code to be used to indicate that a student is pre-registered.

    Local ID Number Generation

    Auto assign

    Select this checkbox for Aspen to automatically assign a Local IDClosed a unique identification number for a student in your district to students who enroll in your district.

    Note: You define a value for the Next Value, Increment, Length, and Prefix fields only if you select this checkbox.

    Next value

    Type the number for Aspen to use to start Local ID number generation. Then, the system updates this number with each new student you enroll.

    Increment

    Type a value that determines the sequence of numbers the system uses to automatically assign Local IDs.

    Length

    Type the length of the Local ID number.

    Note: This length does not include the value you define in the Prefix field.

    Prefix

    Type a prefix for all Local IDs in your district.

    Student Journal

    Do not allow editing of entries by others

    Select this checkbox to allow only the student journal entry owner (usually a student's teacher) to edit it. All other users can only edit their own journal entries.

    Special Education Age Out

    Use these fields to determine the year of graduation and grade-level values for special education students who will age-out of the district. The system references these fields on transcript reports that use the student’s grade level to determine which transcript records to include.

    Grade level

    Select the code used to identify age-out special education students.

    YOGClosed year of graduation

    Type the year of graduation value that your district uses for age-out special education students. For example, many districts type 22 to indicate that special education students leave the program at age 22.
    Student Search Widget
    Maximum search results

    Type the maximum number of records you want the system to display when you perform a student search on the HomepageClosed the first page you see after logging on to Aspen. If users enter a search value that returns more than the number you type in this field, the system alerts them to narrow their search.

     

    Include all schools

    Select this checkbox to include all students at all schools in the district when a user enters a value in the Student Search widget on the Home page.
    Quick Status Alerts

    Show quick status alerts

    Quick Status alertsClosed symbols in Aspen that signal the user about important student information, such as a medical condition or legal situation let users view information about a particular student as of the current time. The student’s location for the current period and next period is shown based on your school’s bell schedule. The system also displays daily attendance information and year-to-date attendance totals.

    Select the Show Status Alerts checkbox if you want the Quick Status alert icon Quick Status Alert icon. to appear for each student.

    Ed. Plan Alerts

    Allow on student Pages

    Select this checkbox for the Ed. Plan alert icon to appear next to the student’s name in the breadcrumbs on student Pages, and on the Student List if an Alerts column is in the field set. Deselect this checkbox to hide the alert.

    Allow in gradebook

    Select this checkbox for the Ed. Plan alert icon to appear next to a student's name on the Gradebook tab, Scores side-tab (if allowed by a teacher’s gradebook preferences). Deselect this checkbox to hide the alert.
    Require active Ed Plan for 504 alert This is a flag for districts that are not using the Special Education view to manage 504s, as those alerts are done through the ‘Ed Plan alerts’ for 504. If this checkbox is deselected, then a separate 504 alert is generated.
    Custom 504 alert link If you use a third-party system for your 504 alerts, use this field to link to the procedure that connects Aspen to that vendor. When you click the 504 icon for a student in Aspen, details in the pop-up are populated by the vendor. Contact Aspen support for information about custom 504 integration with Aspen.

    Special Education Alerts

    Allow on student Pages

    Select this checkbox for the IEP alert icon to appear in the breadcrumbsClosed a navigation technique to help users keep track of their location within Aspen; appear as links at the top of every page on student pages. Deselect the checkbox to hide the alert.

    Allow in gradebook

    Select this checkbox for the IEP alert icon to appear next to a student’s name in the gradebook. Deselect the checkbox to hide the alert.

    Require active IEP

    		 Select this checkbox to flag a student who may be ‘Active’ according to the special education status code, but does not have an Active IEP.

    Custom link

    If you use a third-party system for your IEP statuses, this field is where you link to the procedure that connects Aspen to the third-party vendor. The link connects to the vendor to populate the details for the pop-up when you click the IEP icon for a student in Aspen. Contact Aspen support for information about custom IEP integration with Aspen.

    Cross-Enrollment Alerts

    Allow on student Pages

    The Cross-Enrollment alert icon Cross-enrollment Alert icon. indicates that a student is taking classes or receiving services at more than one school. When this checkbox is selected, Cross-enrollment Alert icon. appears next to the student’s name in the breadcrumbs on student pages, and on the Student List if an Alerts column is in the field set. Deselect this checkbox to hide the alert.

    Allow in gradebook

    When this checkbox is selected, the Cross-Enrollment alert icon Cross-enrollment Alert icon. appears next to the student’s name on the Gradebook tab, Scores side-tab (if allowed by a teacher’s gradebook preferences). Deselect this checkbox to hide the alert.

    Daily Absence Alerts

    Allow on student Pages

    The Daily Absence alert icon Daily Absence Alert icon. indicates that a student has been marked absent for all or part of a day. When this checkbox is selected, Daily Absence Alert icon. appears next to the student’s name in the breadcrumbs on student pages, and on the student list if an Alerts column is in the field set. Deselect this checkbox to hide the alert.

    Allow in gradebook

    When this checkbox is selected, the Daily Absence alert icon Daily Absence Alert icon. appears next to the student’s name in the Gradebook tab, Scores side-tab (if allowed by a teacher’s gradebook preferences). Deselect this checkbox to hide the alert.

    At Risk Alerts

    An at-risk icon appears if a student has met a defined set of criteria, indicating his or her success at school might be at risk. The at-risk alert icon is optional, but can be specified when a user creates an at-risk definition.

    Allow on student Pages

    When this checkbox is selected, an at-risk alert icon appears next to the student's name in the breadcrumbs on student Pages, and on the Student List if an At Risk Alerts column is in the field set. To hide the alert, deselect this checkbox.

    Note: Administrators at the district (root organization) and intermediate organizations specify the user roles that can view student alert icons, which include at-risk alert icons.

    Allow in gradebook

    When this checkbox is selected, an at-risk alert icon appears next to the student’s name on the Gradebook tab, Scores side-tab (if allowed by a teacher’s gradebook preferences). To hide the alert, deselect this checkbox.

    Remove at End-of-Year Rollover

    Select this checkbox to hide the at-risk alerts from the previous school year, after the End-of-Year Rollover wizard is run. The at-risk results are not deleted, but the alerts no longer appear. To show the previous school year's alerts, deselect this checkbox.
  1. Click the Advanced sub-tab.

  2. District Student preferences, Advanced tab

  1. Use the following table to enter information in the fields:

  2. Field

    Description

    Advanced Enrollment Status Codes

    Active no primary code

    Select the enrollment status to be used to indicate that a student has withdrawn from his or her primary school but remains active at a secondary school (cross-enrollment).

    Assign courier on registration

    Select this checkbox to have Aspen assign a student courier when the registrar enrolls a student who shares an address with another student at the school. The student courier distributes school notices to the shared address. Aspen automatically assigns the older student at an address as the courier. You can change the default courier, as needed.

    "Private" Students

    Enable "private" student filter

    Select this checkbox to hide students who are marked "private" from student searches in the following areas:

    • Cashier's Office
    • Create Secondary School Associations (when Pull tab is used)
    • Student Registration wizard (when enrolling a student and when "Search for related student" is selected)
    • Transfer a student (if "Pull Unrestricted" is specified at the "Student transfer initiation" field in the root organization's Membership preference).

    If you select this preference, private students will still appear in student search results at their primary and secondary schools and school district(s).
  1. Click Save.