eduPass Search Tips 

Welcome to the eduPass e-learning course eduPass Search Tips.

In this module you will learn how to search for users within the eduPass system.

The eduPass search facility is flexible with the option to search quickly and effectively for both single and multiple users.

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eduPass search fields

To access eduPass, navigate to https://edupass.education.vic.gov.au/UserPortal and log in with your Department username and password.

There are two search fields available to you in the eduPass system, the Search within and Search for fields. The two fields work in conjunction with each other to return a final result. 

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Search within is a drop-down list of predefined searches. There are pre-defined searches available in this list for searching in the eduPass system.

Slide 3

Search for can be used to search across all of the following fields for students:

•	Username
•	DisplayName
•	FirstName
•	LastName
•	HomeGroup 
•	PreferredGivenName
•	SchoolCampus
•	SchoolCode
•	SchoolCodeAndSchoolHomeGroup
•	SchoolCodeAndSchoolYear
•	SchoolName.

Slide 4

You use the Search for field combined with a Search within predefined search. We will now demonstrate combining searches without adding any further data. The default search in the Search within field is ‘All Active Students’.

Active in the context of eduPass means all students who have an active enrolment. As a Delegated Administrator you are able to access all students who have an active enrolment in all of the schools for which you are assigned delegation rights.

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Basic searching

Click in the Search for field.   

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The field is now active.

Click on the Search button.    

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All active students at school(s) that the Delegated Administrator is associated with are returned.

Now, we will change the pre-defined search in Search within and add data to the Search for field to search for students with the surname Smithers in Year 2.

Click on the Search within drop-down arrow.    

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Select All Active Students - Year 2.   

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Click in the Search for field.   

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Type smithers and then click on the Search button.   

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Two matching students are returned.

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Searching by school number 

We have displayed all active students in the search results.

You may be a Delegated Administrator across more than one school. If so, you can search by school number. This is entered in the search for field and is combined with the pre-defined search you have chosen in the search within dropdown menu.

In this example, the results show students from schools 9800 and 9810.

Click in the Search for field.   

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Type 9800 and then click on the Search button.   

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The students from school 9800 are shown.

Double-click in the Search for field.  

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Press the Backspace key on your keyboard.  

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Type 9810 and then click on the Search button.   

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The students from school 9810 are now shown.

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Two additional predefined searches by school number are available; they are entered in the Search for field using the ‘|’ character (known as the vertical bar or pipe). 

For example:

•	School Number|Home Group 
•	School Number|Year Level.

Tip: The vertical bar can be found on your keyboard either beside or below the Backspace key on most Australian keyboards. 

Slide 19

Let’s try the School Number|Home Group search.

The Search for field is active.

Type 9810|02A and then click on the Search button.   

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The students in home group 2A at school 9810 are shown.

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Managing your search results

We have displayed all active students in the search results.

eduPass returns 30 records on each page. You can select individual users by clicking the check box next to their name.

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You can select all users on the page using the check box adjacent to the Display Name column header.
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You can sort the results by clicking on the column header. The results are currently sorted by Display Name, A–Z.

Note: You can reverse the order of the data in all the displayed columns except Home Group and School Year.

Click on the Display Name column header.  

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The results are now sorted Z–A.

You can navigate forward and backward between pages, or go to the first or last page of the results, using the navigation buttons at the bottom-right of the screen.

Click on the Next Page button.   

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Page 2 of the results is displayed.

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Wildcard search

We have displayed all active students in the search results.

eduPass also has a wildcard search function. The wildcard symbol is ‘%’. 

Type %j into the Search for field and then click on the Search button.   

Slide 27

All students with a ‘j’ in any of the 11 fields are returned – the obvious ones being students with names that begin with ‘j’. Notice that Chris Grech is also returned – he has a ‘j’ in his username.

Slide 28
Tips

Some tips for you to remember:

•	Search within is a drop-down list of pre-defined searches you can use to narrow the search data set you want to access.
•	You can enter the details of the individual(s) for whom you want to search in the Search for field.
•	You can combine Search within and Search for to return data records quickly and easily in eduPass.
•	eduPass has a wild card function; the wildcard symbol   is ‘%’. 

Slide 29

Congratulations! You have completed this module.

In this module you have learnt about Searching in eduPass.