AdminPlus SIS organizes student information into demographic fields grouped across multiple pages. The system includes 13 pages with 20 fields each, for a total of 260 demographic fields. Of these, 251 fields are configurable by the school. The first 9 fields are required system fields, and their properties cannot be modified.
Student Demographic Field properties configured in the classic interface can be viewed by the Supervisor under Setup Center > Libraries > Student Demographic Fields.
Field properties are currently view-only and cannot yet be edited. Support for editing field properties will be added in a future release. If you are editing your Demographics in AdminPlus.com you can still access and update Field Names and Field Type in AdminPlus Classic under Setup > Data Base > Field Names for Students (without switching edit mode).
TABLE OF CONTENTS
Diagram
| Item | Description |
|---|---|
A | Page selection dropdown menu. Choose a specific page to filter and list fields from only the selected page. |
B | The Search can be used to find a field by name. Typing into the search will return all fields meeting the search criteria (regardless of page or order). This allows you to quickly find and jump to any field in your data. |
C | Field items list, indicates field number and page. Selected page appears with a green highlight |
D | Field properties, displays the currently selected field's properties. Not yet editable (to be released) |
Pages
Pages provide a structured way to organize and display demographic fields.
By default, the Setup Center displays fields from all 13 pages. The page name and associated color appear to the right of each field. To filter the display by page, use the Page drop-down menu (A) in the upper-left corner.
When a page is selected, only the 20 fields assigned to that page are displayed.
It is recommended that pages be organized by topic, since permissions can be used to control page access for individual users, including both viewing and editing. For example, if certain information is sensitive, such as medical or billing data, create separate pages for Medical and Billing so access to those fields can be managed through user permissions.
Fields
In your database, a field represents a single basic unit of data, for example, the student's email or birth date.
The fields (C) will be listed on the left of the screen, in the default linear field order (1 to 260).
When you select a field number on the left panel you will see the field properties displayed on the right.
The Search (B) can be used to find a field by name. Typing into the search will return all fields meeting the search criteria (regardless of page or order). This allows you to quickly find and jump to any field in your data.
Field Properties
Field Properties (D) are settings that define the field and how it behaves from its Name, Description, Field Type and more. This includes setting up validated values and whether the field is an alert field.
Name (Required)
Field Names are limited to 50 Characters and will be displayed as the label next to the field value on your pages.
It is highly recommended that you use simple and specific field names. If necessary, use abbreviations.
Currently Field Names can only be set in AdminPlus Classic. If you are currently set to edit in AdminPlus.com you can still access and set your field Names in classic without switching edit mode. Under Setup > Data Base > Field Names for Students
Description (Optional)
The Description allows for additional 50 characters of descriptive text to be added. This text is not visible on your Demographic screen (which uses the field Name), however, there are settings for reports where you can choose to use the Description instead of the Name. This text typically helps by adding further details or explanations about the field.
Auto Fill
This allows for a default value that will be automatically placed in the field (when editing the student's record).
Auto Fill values are NOT saved in a student's record until ANY field for the student is edited and saved.
Field Type
Sets the data type that the field will be configured to use and contain. Text is the default field type. Other field types include Date, Numeric, Email, and more. Setting a field type helps to ensure proper data entry and or formatting, for example, the Birth Date field is typically set to Date, which enforces date formatting.
Date {D}
Sets the field to allow for a date with proper formatting. The date formatting will adhere to the chosen system format (currently set in classic).
Numeric {N}
Sets the field to only allow numeric characters.
Text
The default field type, allowing for any character (up to 50 characters max).
Custom {C}
Allows you to set custom formatting on the field. For example, a phone formatting (###)###-####.
Email {E}
Sets the field to be formatted and recognized as an email. This formatting requires and detects if the entry contains an "@" symbol and a dot ".".
Currently Field Type can only be set in AdminPlus Classic. If you are currently set to edit in AdminPlus.com you can still access and set your field Type in classic without switching edit mode. Under Setup > Data Base > Field Names for Students
While a field may only have one field type applied to it, however, it can have other properties applied in conjunction. For example, Email type and No Duplicates, ensuring the field is both a proper email and unique. Another example, a field for a Bus Number could be both a Numeric field type and Supervisor Validated. Combining type with other properties is highly recommended to ensure proper and clean data entry.
Field Case
This setting controls capitalization for the field to help keep data consistent and properly formatted. By default, Field Case is set to Leave As Is, which means no capitalization rules are applied.
Using Field Case is strongly recommended, especially when importing or collecting data from Online Forms, where entries may use inconsistent capitalization.
Mandatory
Marks the field as required for data entry. When this setting is enabled, the user must enter and save a value before continuing after editing any field for the current student.
This setting should remain off unless it is specifically needed.
This does not apply to Online Forms, which use a separate setting to control required fields.
No Duplicates
Prevents duplicate values from being entered for this field across all student records.
This setting is especially important when the field is used as a unique identifier. For example, email fields should typically be configured to disallow duplicates.
In User Preferences, the Student ID Number setting can only be assigned to fields configured as No Duplicate.
Alert
Sets the field to be an Alert Field. When toggled on, if the field is not blank it will display an alert on the Student Snapshot.
Alert Type fields only use “Is Not Blank” as its logic.
If a student has data in more than one alert field, then will be shown. Alert fields can also be visible in the teacher’s gradebooks if desired.
Validated Field
Data validation provides an input list with which to choose from when entering data. There are two types of Validation Anyone and Supervisor Only.
Supervisor Only {S}
As the Label implies, Supervisor Only restricts the input to only values provided on the list.
Anyone
Anyone validated provides a prepopulated list, and the user has the ability to add an input as needed.
Validation is a great way to help keep your data clean and consistent. For example, have the State(s) and or Cities listed as Supervisor Only will ensure that only valid and consistent data is put into the system limiting typos and variations.
Validations will also be present in Online Forms for Parents making this a very valuable tool.