Assigning Counselors to Students

Tools are available to assign counselors via Administration>Assignments>Assign Counselors and/or via Student Data>Mass Change.

TABLE OF CONTENTS

• Assigning Counselors by Student List via Student Data>Mass Change
• Assign Next Year Counselors Tool
• Assign Counselors by Student Name
• Replace Counselors
• Missing a Counselor?
• Rollover

Assigning Counselors by Student List via Student Data>Mass Change

On the Student Data>Mass Change tab, you can select a student list that you've created and mass update various fields for students.

For counselor assignments, there are 2 options in the dropdown: "Current Year Counselor" and "Next Year Counselor."

If you are setting this up pre-rollover, you can select "Next Year Counselor" and run the update.

If you are setting this up post-rollover, you can select "Current Year Counselor" and run the update.

Assign Next Year Counselors Tool

This tool is found via Administration>Assignments>Assign Counselors>Assign Next Year Counselors.

The process will update students who are currently in <YOUR> High School and have a next year assignment of <SAME> High School.

1. Select the GRADE LEVEL or a STUDENT LIST in "Step 1"
2. Select either "Use the student's current year counselor for their next year counselor" or "Remove next year's counselor assignment." 
   • The "Remove..." option will clear out student's counselors.
3. Click "Update Next Year Assignments."

Assign Counselors by Student Name

This tool is found via Administration>Assignments>Assign Counselors>Assign Counselors by Student Name.

This screen will assist you in assigning counselors to students.

1. To begin, please select a grade to update. 
   • If 'Current Student Information' is selected, the grade reflects students currently in that grade.
   • If 'Next Year Assignment Information' is selected, the grade represents the student's grade indicated in his/her's Next Year Assignment.
2. After that, each counselor in the school is allowed a range of letters for students. 
3. When the assign button is hit, the students with last names within that range will be assigned to the appropriate counselor. 
   • If 'Next Year Assignment Information' is selected, the student's next year assignment will be updated.
   • If 'Current Student Information' is selected, the student's current year record is updated.

Replace Counselors

This tool is found via Administration>Assignments>Assign Counselors>Replace Counselors.

This screen will assist you in replacing counselors for students.

1. To begin, please select a grade or student list to update. 
2. After that, select the counselor that you wish to replace with the appropriate one. 
3. When finished, hit the Assign button. 

Missing a Counselor?

In order to assign a staff member as a counselor, they must be marked as a Counselor first.

To do so, navigate to the Staff module in Genesis and look up that staff member.

After opening the employee's staff record, look for the "Counselor" checkbox on their Demographics page.

Check it off if it is not already checked and save the screen.

Rollover

A new field was added to the Setup>Schools>(Click on School)>Modify School tab.

The district can check/uncheck the option prior to rollover.

• In Rollover, always use next year counselor even if it is blank: By default in rollover, if the student is remaining in the same school and has a blank counselor in their next year assignment, the students counselor will remain the same as the current year.  This option will allow rollover to blank out the counselor.