Student s Personal Tab Student Data>Search Students>Students>General Permission: Update Students This screen provides general information on the selected student. The screen is separated into categories of data for clarity. The security permissions needed to execute this option is Update Students for editing. If the user has access to the student, then the Personal tab will be able to display. 1. Click on Student Data, Search Students, under Students click General. Use the search engine to find the student. 2. When the student s information appears on the screen click on the tab to the left. The screen below will appear. There are 32 custom fields that can be added to the database. This is an example of where they will appear if the Personal tab is selected. Page 1 of 5
This button will display if the user has the permission: Update Students. Changes to student s First, Last, Middle, Generation, Nickname, Gender, Ethnicity and SS# are available as of 7/26/17. Click here to design a pass for this student with To/From, Time and Date information 3. If the user s security privilege allows, an Edit Data button at the bottom of the page will allow for maintaining the data. NOTE THAT SOME DATA APPEARING ON THIS SCREEN CANNOT BE EDITED THROUGH THE PERSONAL TAB. This data is for viewing only. Examples of this are Contact Information and Bus In/Bus Out. 4. There may also be buttons to Upload or Delete Student Pictures. This feature allows to upload or to delete an individual student s photo to the student s information pages. The picture to upload must be in a jpg format with a naming convention of student id.jpg (953432.jpg). The student id is the student s REALTIME id number. Picture sizes should be approximately 240 x 300 pixels. NOTE ON MASS UPLOAD OF PHOTOS: To have student s pictures mass uploaded send us the cd with any district specific instructions to 1000 Washington Street, FL 2, Toms River, NJ 08753. Or email Realtime at support@realitinc.com to have a FTP Site opened. All student photos MUST be labeled studentid.jpg. The security permission needed to execute this option Upload Student Pictures. a. Click on the Upload Student Picture button it will bring up this screen below. Please pay attention to the messages on this page concerning overwriting and naming requirements for the file. b. To delete a student s photo, use the Delete Student Picture button. 5. The option to create a Child Study Team, 504 or I&RS referral is available on this page. Click on one of the referral buttons below and the user will be directed to the Create Event screen. After completing the information on the page, the student will be placed on the corresponding case list with an open initial event. Help documentation is available on that page through the at the top right of the page. The security needed permission needed to execute a new referral is Create New Event. Page 2 of 5
6. The screen below will show the edit screen and then descriptions will follow on how to update or add data. If the user has the Maintain District Codes permission a + icon will be next to the Attending, Receiving, Resident and Prior NJ School fields. Clicking this icon will allow a quick way to add a code that does not already exist in The District s table. Please note that going to System Admin > System Settings > District Settings > County/District/School CDS will also access the table. The Realtime Help Link contains a "Resource Sites" section where a link can be found to the State's NJSmart CDS code table. 7. Below are descriptions of the fields that may be maintained. a. Student Information i. Last Name student s last name ii. Generation Jr, Sr, I, II or III are examples of data entered in this field iii. First Name student s first name iv. Middle Name enter the middle initial or full middle name v. Date of Birth enter the student date of birth including slashes vi. Social Security Number enter the social security number of the student including dashes. 1. The District can decide, using the District Defaults, to remove this field from the page. System>District>Defaults vii. Gender select the M or F from the drop-down box viii. Ethnicity select the primary ethnicity, used for most NJ State reports ix. Nick Name - another name used or also known as field x. Student Email the student s email address xi. Student Phone the student s phone number. This information can be used by the Realtime Notification Module and/or updated through the Parent Portal. xii. Race/Ethnic click the ethnicity of the student from the state classifications in the drop-down box, user can click multiple boxes b. School Information Page 3 of 5
i. Homeroom from the drop-down box select the student s current homeroom ii. Locker type in the locker number if this module is being utilized. Hover over this field on the display page it will show the combination of the locker iii. Counselor from the drop-down box click on the assigned counselor for this student iv. Vice Principal Select student s vice principal from drop-down box. Staff member who have the role of Assistant Principal will be the only staff members that appear in this drop down. v. Advisor - used to track a staff member that interacts with the student other than a Counselor, in special education instances or regular education. vi. Graduation Year this is the student s graduation from High School as per NJSmart specifications. It is calculated based on the student s grade. If this value is incorrect check the Grades table found through System Admin>System Settings>Locations>Grades. vii. Graduation Date month, day and year the student will graduate. This field can be mass maintained through Student Data> Update> Graduation Date. Graduation Date can be used on Transcripts or Certificates c. NJ Smart - All fields with icon are mandatory NJSMART fields i. State Identification Number (SID) 10-digit number assigned by NJSmart ii. District Entry Date original date entered into School District iii. Attending School The school in which the student is currently attending. This field will only show when the student is in the Out of District location. iv. Receiving School The receiving district of the student in a sending/receiving relationship. This field will only show when the student is in the Out of District location. v. Resident School select from the drop down the resident school in which a student would attend based upon their permanent or other home address. PLEASE NOTE: If student s Resident school is the same as the location they are currently attending, leave this field blank. Realtime will automatically display the current location County District School code as the Resident and Attending school for the NJ Smart submission. 1. Edit this field with the correct County/District/School code. It will look like this after the information is entered if the Resident School is not the student s attending school. 2. By clicking on the icon user can view address information, print an envelope or label using the icons below. vi. vii. viii. ix. School Entry Date Entry date (month, day, year) into the attending school Birth City NJS city of birth, not necessary if born outside USA Birth State NJS state of birth, not necessary if born outside USA Birth Country NJS country of birth, mandatory for all foreign-born students. Not required for US born students. If Country of Birth in SID management represents anywhere other than the US or Puerto Rico "First Entry Date Into A US School" is required. Page 4 of 5
x. State Is Legal Guardian - As requested by NJSMART, if a student's legal guardian is the State the Receiving School Code must be coded as 218909100. Although this is not a NJSMART field it does affect submission information. When State is Legal Guardian is set to "Yes", may edit the Attending, Resident, & Receiving schools on the student's Personal tab. xi. Military Connected - An indication that the student s parent or guardian is on Active Duty, in the National Guard, or in the Reserve components of the United States military services. d. Prior School Information i. Prior NJ School use drop-down to select NJ Prior School ii. Prior Non-NJ School type in the Non-NJ Prior School iii. Prior School City Non-NJ type in the Non-NJ Prior City, not necessary if Prior NJ School was selected iv. Prior School State Non-NJ type in the Non-NJ Prior State, not necessary if Prior NJ School was selected e. Custom Fields i. Up to 32 fields your District can create. Created and maintained by your System Administrator f. Application/Registration Information i. Registration Date the date was originally created when the student was added into the student database through the Student Add program. This date represents the date entered into Realtime, NOT the date into the district or a school. Page 5 of 5