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✏️ Create and Manage a Smart Student Group

Teri Larew
Teri Larew

A smart student is a dynamic group that updates nightly based on defined filter criteria. This requires setting filter criteria (e.g., demographic, enrollment, and behavior) to populate the group automatically. It is ideal for creating groups that need to adjust dynamically based on changing conditions.

 

  1. Start under Student Groups in the left navigation menu and choose Create v1 Student Group.
  2. Here, you can add members individually to create a smart group, which you can access anywhere you see a My Groups list.

 

  1. Click the Filter & Create tab. If it is your first time, please review the steps necessary to create a smart student group. You can hide these instructions by selecting the "Hide Intro" button in the lower-right corner.

  1. Click "Add Filter Group" and select one or more filters from the dropdown menu. As filter groups are added, they will appear to the right of the Add Filter Group dropdown menu. The more options you select, the smaller your student group will become
  • We recommend that your first filter group be Enrollment. Using this filter first will significantly reduce the number of students collected in the Preview Panel.
  • Currently, you can only add a filter group once.
  • Click the Match (Any/All) toggle. To view students who have met one or more options, set the Match toggle to Any. If you want to see students who have met both conditions, set the Match toggle to All.
  • Click the “X” to remove a filter group.

Available Filter Groups:

  • Activities: Select a School Year, Schools, and Activities.
  • Assessments: 
    • Select the Match (Any/All) toggle.
    • Select the Assessment and Performance Level.
    • Click Add Assessment at the bottom left of the filter group to add more assessments.
  • Behaviors (Discipline/Attendance): This filter uses migrated Student Information System (SIS) data. Select Absences, Discipline, Incident Statuses (Offense/Referral), Participant Roles (Involved Student), Incident Types, and Incident Codes.
  • Demographic: Select Gender, Federal Ethnicity/Race Code, Native Language, and Home Language.
  • Enrollments:
    • Click the toggle (Yes/No) to Include Withdrawn Students or Use Student Predominant School.
    • Select School Year, Enrolled in District as of month and day, Schools, Grade Levels, Content Areas, and Classes.
  • 504 Plan (SchoolData.net): Select Impairments, Accommodation Types, and Accommodations.
  • Grades & Credits: Select Current Cumulative GPA (range), Credits Earned (range), Term Grades, and Gradebook Grades.
  • Interventions: Select On a Student Learning Plan and Interventions.
  • Migrant Program: Select the Time Period and whether it Is a Priority.
  • Requirements: This filter only applies to the middle and high grades 7-12.
    • Select the Match (Any/All) toggle.
    • Select Credit Deficiency, Reading, Writing, Math, Science, EOC Math Yr1, EOC Math Yr2, and SBA ELA.
  • Referrals: This filter uses migrated SWIS data. Select Discipline, Severity, Problem Behaviors, Perceived Motivations, Day of Week, Hour of Day, Locations, Referral Person, and Involvement Types.
  • Risk: Your district determines the risks listed in this filter.
    • Select the Match (Any/All) toggle.
    • Click Add Risks at the bottom left of the filter group to add more.
  • Services: Your district determines the services listed in this filter, which come directly from your Student Information System (SIS).
    • Select the Match (Any/All) toggle.
    • Click Add Service at the bottom left of the filter group to add more.
  • Student Attributes: Select the attribute. Click Add Attribute at the bottom left of the filter group to add more.
  • Student Accomplishments: 
    • Select the Match (Any/All) toggle.
    • Select Accomplishments
    • To add more, click Add Accomplishment at the bottom left of the filter group.
  • Student Categories: Select Categories. To add more, click Add Student Category from the dropdown menu in the top right of the filter group.
  • Student Name: Select Student Name, Last Name, and Current Advisors.
  1. Anytime a filter is updated, a count of the current number of students matching the filter is updated. Click the arrow in the top-right corner to open the Preview Panel and view the students in the group. Please Note: Your role and permissions will define the students you can view.
  2. Click the dashed circle to the right of the name to collect students into a temporary Student Queue at the bottom of the column. The queue remains persistent as you search, add or remove filters, and add names as needed.
  3. When finished, click the Student Queue button to review the names.
  4. Click Save Student Group just below the Preview Pane arrow.

  1. Select the Save as Smart Group toggle in the Save Student Group window to reflect Yes. This will save the group as a Smart Group.
  2. Fill in a New Group Name and click Save.

  1. Note: The Gear to the left of the Student Group name identifies it as a Smart Student Group.

Manage a Student Group  

  1. Start under Student Groups in the left navigation menu and choose Create v1 Student Group.
  2. Select a Static or Smart group from the My Student Groups tab. The gear to the left of the student group name indicates that it is a Smart Student Group.

  1. The group will be displayed to the right. Below the name, select the Actions Gear and choose an option. 

Edit: This will display the filter parameters for creating the smart group. Modify as necessary, then select the Options button to Save, Save As, or Edit Name.

Print List of Students: A print preview window will open with the students listed alphabetically. Select Print.

Copy/Share Student Group to Other Users:  Copy/Share Student Groups To Other Users.

  • Copy: Here, the recipient(s) will have their copy of the group that they may edit/delete without impacting the originator's copy.
  • Share: Here, the recipients will have a shared group that, if edited/deleted, will affect the originator's group.

Download an XLSX of this Group: 

  1. Click the arrow to the left to open/close the category. (Student, Identifiers, Current Enrollment, Demographics, Services, Risk, Student Categories)
  2. Select the student name version from the dropdown menu.
  3. Set any value using the Yes/No toggle. Selecting 'Yes' denotes that the column will be included in the download, and 'No' will be hidden. Previous selections will be retained.
  4. Click OK in the bottom right when finished. 

Delete this Group: A confirmation window will open; confirm by selecting OK. 

 

Updated 7/10/24 TL

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