An option is available that allows a school to convert their (STU.CU) Teacher Number Counselor field to the (STU.CNS) Counselor field using Staff ID numbers instead of Teacher Numbers. The setting Staff ID Based Counselor Tracking is currently available as BETA and can be enabled by contacting Aeries Support for special instructions using the hidden Feature Flags page.


On the hidden feature flag page, an option to enable this setting is displayed. In order to see the setting on the School Options page, the feature flag shown below must be enabled. Once enabled, a school with a scheduling type of secondary or flexible will have an option to convert their STU.CU to STU.CNS. For elementary or elementary w/master school types, the OPT value UseStaffIDBasedCounselorTracking will automatically be set to true. On the School Options page, the new option Use Staff ID Based Counselor Tracking will automatically be selected for elementary schools. Since elementary schools currently already have the STU.CNS field available, no conversion is necessary. However, in order for elementary schools to use it, the field will still need to be manually populated.


For Secondary and Flex School types, follow the instructions below for enabling and converting this field.


NOTE: Before converting teacher ID's to the Counseling (STU.CNS) field, make sure the data is clean and accurate in the STU.CU field first. If there is no data in STU.CU, then nothing will get converted to STU.CNS.




Select the option, then select SAVE. The process will convert values from STU.CU in secondary or flexible schools to use the TCH.ID value in the associated TCH record and place it into the STU.CNS field. This process does not delete the existing data in STU.CU. Once this process is converted, there is no option to undo the conversion.



Upon enabling this feature, a confirmation message will display with an option to Cancel. The conversion process will not begin until the SAVE button has been clicked on the school options page.



Staff ID Based Counselor Fields

A Counselor is identified by the Staff Job Classification code (STJ.JC) applied in the Staff page. 


Any staff associated to a school with a code of 11-Pupil Services (CA) will display in the Counselor drop-down or Search by Counselor drop-down in various areas throughout Aeries.

Any staff associated to a school with code 008-School Counselor (TX) will display in the Counselor drop-down or Search by Counselor drop-down in various areas throughout Aeries.


Job Assignment Pupil Services-CA

Job Assignments School Counselor-TX


Student Demographics

The Staff ID, Staff Name and School will display in the drop-down of the Counselor (STU.CNS) field. This drop-down will default to Only Show Counselors. When the option is un-checked, any staff associated to the currently logged in school or any district staff member will display in the drop-down. 


In an elementary school, the Counselor field has been renamed from Elementary Counselor to Counselor.  



Forms and Reports

Many forms and reports will display the Search by Counselor option or Counselor Search selector and will list Counselors from STU.CNS when this feature has been enabled and converted.


Mass Add Student Related Data

On the Mass Add Student Related Data page, selecting the Search By Counselor option will display a Counselor Search drop-down allowing for the selection of any staff identified as a counselor according to the STJ job classification code. Counselors must be associated to the currently logged in school. This Counselor Search drop-down allows for the selection of multiple staff members. The Search by Counselor option will pull from the STU.CNS field.


In a secondary or flex school setting, the screen will display as follows:


In an elementary school type, the Search by Counselor option has been added. The screen will display as follows for elementary schools. The Search by Teacher will pull from the STU.CU field. The Search by Counselor option will pull from the STU.CNS field.



Student Groups

On the Student Groups page, a Search by Counselor field is available for any group that is not part of a Dynamic Group. Selecting the Search By Counselor option will display a Counselor Search drop-down allowing for the selection of any staff identified as a counselor according to the STJ job classification code. Counselors must be associated to the currently logged in school. This Counselor Search drop-down allows for the selection of multiple staff members.


In a secondary or flex school setting, the screen will display as follows:


In an elementary school type, the Search by Counselor option has been added. The following will display these options in an elementary school settings.



REPORTS

Various reports have been updated to include the counselor name from STU.CNS.



Student Summons Call Slip Report

In the Student Summons Call Slip Report options page, selecting the Search By Counselor option will display a Counselor Search drop-down allowing for the selection of any staff identified as a counselor according to the STJ job classification code . Counselors must be associated to the currently logged in school. This Counselor Search drop-down allows for the selection of multiple staff members.



In an elementary school type, the Search by Counselor option has been added. The following will display the options in an elementary school settings.



Letter Text Editor

The letter text editor allows for displaying the counselor name by inserting the [CNS?] code into the text letter editor for the desired letter. The code must be in all CAPS. Using the question mark symbol '?' will insert the counselor name, without the ? the staff number will display.


The following is an example: