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SIS 2000+ Counselor Assignment

A "Counselor" refers to a faculty member assigned to a student to be their advisor from year to year as the student progresses through grade levels. Students can have only one Counselor at a time. An "Advisor" is a faculty member assigned to a student for a specific track in a specific school year (In elementary schools an Advisor is referred to as a "Teacher"). A student's Advisor will normally change from year to year and, theoretically, if a student is enrolled in more than one track simultaneously they could have more than one Advisor. Counselors and Teacher/Advisors may be assigned to a student the Student Editor application, either at the time of enrollment or later in the school year. However, in the Student Editor, these assignments can only be carried out one student at a time.

• For details on how Advisors are assigned to individual students, see Student Editor, Sec. 2, "Enter a New Student", Step 2.4.2.
• For details on how Counselors are assigned to individual students, see Student Editor, Sec. 9 '"Edit 'Misc.' Data".

1. Open Counselor Assignment
From SIS 2000+'s Main Menu, open the Enrollment program module. From the Enrollment Menu, click on the Assign Couns icon button.

Fig. 1

2. Define Parameters
The opening screen of this application (Fig. 1) is similar in look and function to a standard SIS 2000+ report. It contains two tabs (information screens): 'Options' and 'Select'. Click on each tab to view and define the various parameters before executing the counselor assignment procedure.

2.1 Select Options
Click on the 'Options' tab (Fig. 2). Select options as follows:

Fig. 2 - sample user-defined options

• Track -

Select an attendance track for assignments.
• Date -

Select a qualifying date from the drop-down calendar activated by the field button. This date will qualify students to receive assignments depending on the how the Counselor/Advisor option is set:
• If assigning Counselors -

Assignments will only be effective for those students who have an enrollment status record that includes the qualifying date within the date range of the status record. A student can have only one Counselor assigned at a time in the system. Any previous Counselor assigned for the qualifying date will be overwritten.
• If assigning Advisors -

Assignments will only be effective for those students who have an enrollment status record that includes the qualifying date within the date range of the status record. Students can store one Advisor name per status record in the Student Editor. Status records are typically affiliated with track assignments from year to year as the student progresses through the grade levels.
• Set/Counselor -

Select this option to assign Counselors to students. A "Counselor" refers to a faculty member assigned to a student to be their advisor from year to year as the student progresses through grade levels. Students can have only one Counselor at a time.
• Set/Advisor -

Select this option to assign Advisors - one per student per track. A student's Advisor will normally change from year to year.
• Replace any existing Counselor -

Check this option to overwrite any existing Counselor/Teacher/Advisor assignments.
• Faculty -



A single faculty member or a set of faculty members must be selected as counselor(s) for the batch Counselor assignment. If multiple faculty members are selected, they will be assigned to the selected set of students in a rotation pattern.

1. Before selecting a faculty, the range of names to search can be narrowed by selecting a group from the drop-down field in the lower right of the options screen (Fig. 3). A selection of "All Faculty" will allow selection from the entire faculty database of the logged school site (includes administrators, teachers, support staff, etc.). Only faculty members assigned to the selected track for assignments will be available as selections. Select "Counselors" to narrow the selection to only those faculty members who have been assigned Counselor status in the faculty database. Select "Teachers" to narrow the selection to only those faculty members who have been assigned Teacher status in the faculty database (See Faculty Editor, Sec. 6).


Fig. 3


2. Click on the Select Faculty command button to open the 'Select Faculty' query screen (Fig. 4). Click on a target name in the Not Selected column until it is highlighted in gray and move it to Selected column using the right arrow button (more than one name may be selected). Use the reverse procedure to remove names from the Selected column. Click on the Done command button to save the selections, or Cancel to abort.


Fig. 4

The selected names will appear in the read-only list on the 'Options' tab (Fig. 5)


Fig. 5

• Report Options -

An optional summary report can be printed at the end of a batch assignment session. Select options as follows:
• Preview and Print -

A print preview will precede the hard copy printout. From the preview, the user has the option to continue to print from the printer or exit without printing.
• Preview Only -

Print preview will be displayed after the assignments are processed, with no option to print.
• Print Only -

The summary report will print automatically after the session is completed, with no print preview.
• No Report -

No summary report will be printed after the session.
• Do not change database -

Select this option to perform a "trial run" batch assignment. The database will not be altered but a preview and print can be used to evaluate the results of the session.

2.2 Select a set of students
Click on the 'Select' tab. A list of data fields is displayed (Fig. 6). These are the data fields that will available for defining a set of students to receive the batch assignment. The default criteria is "All" for each data field (with the exception of 'Enrollment', which defaults to 'Active Students'). By defining criteria (parameters) for selected data fields, a specific set of students can be defined much in the same way that select queries are created in standard SIS 2000+ reports (See General Reporting Procedures).


Fig. 6


2.2.1 Select data fields and apply queries
Select a data field in the list until it is highlighted in gray (Fig. 6) and then click on the Edit command button. A criteria selection screen will open that is specifically designed for the selected data field. The sample in Fig. 7 shows the criteria selection screen for the Last Name data field. This is type of query could be used to assign counselors to all student's whose last name starts with "B", for example.


Fig. 7- sample query

There are several possible types of queries, depending on the data field selected. Instructions on how to select and apply each type of query are found in the document titled General Reporting Procedures.

• Student = Query Type 3. A specific student or set of students may be selected. If none are selected, then "All" will receive the batch assignment.
• Ethnicity = Query Type 1. A specific ethnicity or set of ethnicities may be selected. If none are selected, then "All" will receive the batch assignment.
• Gender = Query Type 1. A specific gender may be selected for reporting. If none are selected, both male and female will receive the batch assignment.
• Grade = Query Type 1. A specific grade level or set of grade levels may be selected. If none are selected, then "All" will receive the batch assignment.
• Group = Query Type 1. A specific student group or set of student groups may be selected may be selected. Student Groups are pre-defined in the Group Editor application. If none are selected then "All" will receive the batch assignment.
Apply queries as needed for each of the above data fields.


Note on Query results: Use caution when making multiple queries across data fields. Only students that satisfy all queries will receive the assignments. Some queries may be mutually exclusive, causing no students to receive a counselor assignment. This type of situation will be indicated by the following error message appearing in the summary report: ***** NO RECORDS SELECTED FOR REPORT *****

2.2.2 Review selected parameters
After parameters are set and queries applied as needed, the view will return to the 'Select' screen. Each data field in the list will display a code after its name signifying the parameters currently applied (Fig. 8). Review the parameters. If all are satisfactory, continue to the Process procedure in Step 3. If editing is required, repeat Step 2.2.1.


Fig. 8 - sample review



To restore a field's parameters to its default selection, highlight the field name in the 'Select' screen and click on the Reset command button.

3.1 Click on the Process command button to execute the batch assignments. A screen gauge will appear to monitor progress of the calculations (Fig. 9)

Fig. 9

3.2 Confirmation
When the processing is completed a confirmation message box will appear (Fig. 10). Click "OK" to proceed to the report phase.


Fig. 10


• If the "No Report" option was selected, the procedure is now finished.
• If the "Do not change database" options was selected, a warning message will appear (Fig. 11).


Fig. 11


3.3 Preview / Print summary report
If the "Preview and print" or "Preview Only" options were selected, a print preview will open (Fig. 12). Click on the exit door icon or press Esc on the keyboard to exit the preview. If the "Preview and Print" option was selected, a hard copy of the report may be printed as the preview is closing. If the "Print Only" option was selected, the report will be printing automatically with no preview.


Fig. 12

• Counselor assignments are viewed on the 'Misc.' tab of the Student Editor. See Student Editor, Sec. 9 '"Edit 'Misc.' Data" for more details.
• Teacher/Advisor assignments are viewed per track in the status records in the 'General' tab of the Student Editor. See Student Editor, Sec. 7, "Edit 'General' Data" for more details.

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