Searching for Pupils

To attach pupils to records using 3sysACADEMIC, you need to search for them using special search dialogs. You may need to find individual pupils, e.g. a person who has received an award, or assemble a group, for example to create a pastoral record. The procedures below detail these key search types.

Note: For generic information about using search dialogs, see Completing Fields.

  1. Click Search.

    The Search dialog appears.

    Pupil Search dialog

  2. At the top of the dialog, enter your search criteria.

    • To Search for a Group of Pupils - From the first drop list, select the group type you want, e.g. 'Form', 'Subject Set' or 'Pupil Custom Group', and from the second drop list, select the person's specific group, e.g. 'Form 10A', 'Lower Sixth', 'Ski Trip 2019' etc. Your selection in the first drop list alters the options available in the second drop list.

      Search dialog with drop list of groups open and highlighted

      Example: In the example below, 'Form' has been selected in the first drop list. Consequently, a list of forms in the school appears in the second drop list.
      Pupil search dialog being used to find a form, with the form drop list open

    • To Search by Pupil Name - Use the first drop list to select 'Pupil Name', then type all or part of the pupil's name into the second field OR leave the second field empty to retrieve a complete list of all pupils.

      Example: In the example below, the user is searching for pupils by name using the key word 'Smith'.
      Search dialog with Pupil Name selected and the name 'Smith' entered

  3. Click Search.

    A list of available pupils appears in the top half of the dialog.

    Search dialog showing pupil search results.

  4. Do ONE of the following:

    • To select ALL the pupils in the list, tick the check box in the header row.
    • To select specific individuals, tick the check box on the left-hand side of each relevant name.

    Search dialog with ticks next to selected pupil names

  5. Click Select.

    The selected pupils appear on the Pupils tab in the bottom half of the screen.

    Search dialog with list of selected names highlighted in the bottom half of the screen

  6. (Optional) To remove any erroneous pupils, tick the check box next to their name and click Remove.

    Select dialog with name ticked in the bottom half of the screen and the Remove button highlighted

  7. Click OK.

    You are returned to the previous page with the selected pupil(s) added to the relevant field.

In the Pastoral Management module, you can search for pupil names and add them to records using auto complete OR via a search dialog. To find a name, do ONE of the following:

  • Click in the relevant field and type the first letters of the name you require. Select your choice from the options that appear in the drop list. This is known as auto complete. Repeat this sequence until you have selected all the names you require.

    A Pupil Name field being completed using auto complete

  • Click Magnifying glass icon at the end of the field to search for the required record.
    A Pupil Search dialog appears.

    Pupil Search dialog for selecting multiple pupils

    1. In the top part of the dialog, enter your search criteria and click Search. You can filter by:

      • Group - From the first Group drop list, select the group type you want, e.g. 'Boarding House', 'Form' or 'Subject Set', and from the second Group drop list, select the person's specific group, e.g. 'Form 10A', 'English' etc.

      • Pupil Status - To include past pupils in the results, tick the Include Past Pupils check box.

      • Name - Type all or part of the pupil's name in the Pupil Name field.

      To see a complete list of results, click Search WITHOUT entering any criteria.

      A list of available pupils matching your search criteria appears on the left-hand side of the screen.

    2. Click on each individual you require in the left-hand, Available column to move them to the right-hand, Selected column.

      Multiple Pupil Search dialog showing several names selected

      Note: To deselect a name, click on the Black circle containing a white arrow pointing left next to the relevant name in the right-hand, Selected column.

    3. Repeat the search process until you have found and moved all the names you need into the right-hand column listing selected pupils. When you are finished, click OK.

      You return to the previous screen with the pupil(s) added to the relevant field.