Virtual Virginia

SIS Instructions: Registration, Grades, and Account Creation

Student registration, course enrollment, student information updates, mentor accounts, and final course grade retrieval are all managed by local school counselors in Genius, Virtual Virginia’s Student Information System (SIS).

To access Genius, a counselor must log in using their counselor login credentials.

Email Address Requirements

  • Student Email Address
    • A unique, school-approved student email address is required as a condition of enrollment. Instructors will contact the student at this email address, so the email account must be active and regularly checked by the student.
    • The student email address cannot match the parent/guardian’s, counselor’s, or mentor’s email address.
    • If the school does not provide school-assigned email addresses to its students, then a personal email address for the student must be provided.
  • Parent/Guardian Email Address
    • A unique parent/guardian email address is required as a condition of enrollment. Instructors and Virtual Virginia administration will contact the parent/guardian at this email address with important information about their child, so the email account must be active and regularly checked by the parent/guardian.
    • The parent/guardian email address cannot match the student’s, counselor’s, or mentor’s email address.
    • If the parent/guardian says they do not have an email account, they are required to create a free personal email account. Virtual Virginia recommends Gmail as a free option for this requirement.

Genius SIS Instructions for Counselors

How to create a student in Genius

Before you can enroll a student, that student must have an account in Genius. If the student has an account but is affiliated with another school, ask the VVA registrar to change the student’s affiliation. You will not be able to create a duplicate account.  Virginia public school students can only be enrolled with a State Testing Identifier (STI) number.

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Students tab at the top of the page.
  3. Click the Add Student button on the left side of the page.
  4. Complete all of the yellow-highlighted fields.
    • You are required to enter a confirmed, non-Virtual Virginia email address for the student.
    • A confirmed email address is also required for the student’s parent/guardian, and this address cannot match the student’s email address.
  5. Click the Save button.

How to update a student’s information in Genius

To update a student’s information in Genius:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Students tab at the top of the page.
  3. Click the name of the student whose information will be updated.
  4. Click Edit Information on the left side of the page and enter the student’s updated information as needed.
  5. Click the Save button.

How to enroll a student in Genius

Remember that a student must already have an account in Genius before that student can be enrolled in a course. To create a student in Genius, see the instructions above.

To enroll a student in Genius:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Students tab at the top of the page.
  3. Click the name of the student you wish to enroll.
  4. Click Enroll in Section on the left side of the page.
    • If you see a red notice at the bottom of the page asking you to update the student’s email
      address, you must do this and save. Once complete, return to step 2.
  5. Click the Type dropdown selector and choose the term (full-year, fall block/semester, spring block/semester, summer) for which this student will be enrolled in a course.
    • Visit the Courses page to see what terms a course is available.
  6. Click the Course dropdown selector to choose the course.
    • If you cannot find a course in the term you selected, try choosing “Core Course” as the Type and then searching for the course.
  7. Click the Mentor dropdown selector to choose the student’s mentor.
    • If the mentor you want to select is not listed, you will need to create that mentor in Genius (see instructions later on this page). For now, select one of the mentors listed and you can change the student’s mentor after completing the enrollment process.
  8. For Start Date, select a date that is closest to your school’s start date. Choose accurately, as you will not be able to change this yourself later. (End dates are flexible and may be communicated with individual instructors.)
  9. Click the checkbox to certify that the listed support elements will be provided to the student.
  10. Click the green Enroll button at the bottom of the page.

To view all of your current enrollments, click the Enrollments tab at the top of the page and then click the Get Data button. All enrollments for each student will appear.

How to withdraw a student’s enrollment in a course in Genius

To withdraw a student from a course enrollment in Genius:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Students tab at the top of the page.
  3. Click the name of the student you wish to withdraw from a course.
  4. Click Course Withdrawal on the left side of the page.
  5. Click Request new drop.
  6. In the Course dropdown selector, choose the course to drop.
  7. In the Main Reason dropdown selector, choose the comment that best matches the reason for this student’s withdrawal from the course selected.
  8. Click the Save button. An automated email will be sent to confirm the student’s withdrawal from the course selected.

How to create a mentor in Genius

To create a mentor account in Genius:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Mentors tab at the top of the page.
  3. Click the Add Mentor button on the left side of the page.
  4. Complete all of the yellow-highlighted fields.
    • An official, school-assigned email address is required for a mentor. Personal email addresses are not allowed.
    • Please include a phone number (and extension, if applicable).
  5. Click the Save button.

How to update a current mentor’s information in Genius

To update a current mentor’s information in Genius:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Mentors tab at the top of the page.
  3. Click the name of the mentor whose information will be updated.
  4. Click Edit Information on the left side of the page and enter the mentor’s updated information as needed.
  5. Click the Save button.

Note: If a mentor is no longer actively mentoring, please deactivate their mentor account. Follow the instructions above, and on the Edit Information page, click the Status dropdown selector and choose Inactive. This will deactivate and archive the mentor’s account.

Do NOT use these steps to replace a previous mentor’s information with a new mentor’s information. If there is a new mentor at your school, please create a new mentor account for that person.

How to assign a different mentor to a student in Genius

To assign a different mentor to a student in Genius:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Affiliations tab at the top of the page.
  3. Click the name of your school.
  4. Click Current Enrollments on the left side of the page.
  5. Click the Pencil/Paper icon to the left of the student’s name.
  6. Click the Mentor dropdown selector (the current mentor’s name should be displayed) and choose the student’s new mentor.
  7. Click the Save button.

How to retrieve mentor login IDs

To retrieve a mentor’s login ID in Genius:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Affiliations tab at the top of the page.
  3. Click the name of your school.
  4. Scroll to the bottom of the page to the Users table, which includes the login IDs for all mentors assigned at your school.

How to retrieve final course grades

To retrieve your students’ final course grades:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. Click the Affiliations tab.
  3. On the next screen, select your school’s name.
  4. On the left side of the next screen, click on Current Enrollments. This will give you a list of your current students.
  5. You can locate specific students in the list and retrieve their final course grades from the Grade column (see image below).
  6. Click on the pencil icon for each student to see the teacher’s comments.

The Grade column shows the Final Course Grade

How to create a Parent Auditor Account

A Parent Auditor Account enables parents/guardians, via the Genius SIS, to access teacher contact information, monitor student login activity, and view course grades.

If a Parent Auditor was not created during student registration, please do the following to create one:

  1. Using your counselor ID and password, log in to Genius. If you can’t remember your password, click the “forgot password” link.
  2. On the next screen, click the Students tab. This will give you a list of students.
  3. You can locate specific students in the list. Click on a student’s name to visit their student page.
  4. In the menu on the left, click Parent Auditor Account. Here, you can see if a Parent Auditor Account already exists for this student.
    • If a Parent Auditor Account exists for this student and the email address is correct, you don’t need to go further. Please do not create a duplicate Parent Auditor Account!
    • If a Parent Auditor Account exists for this student and the email address is incorrect or needs to be updated, please contact the registrar at tavy.young@virtualva.org.
    • If a Parent Auditor Account does not exist for this student, proceed to the next step.
  5. To create a Parent Auditor Account, enter the first name, last name, and email address for the parent/guardian requesting the Parent Auditor Account.
  6. Click Create. The account will be created, and an automated email will be sent to the parent/guardian.
  7. Please share with the parent/guardian the URL of the Parent Auditor Account web page: https://www.virtualvirginia.org/parent-auditor. This page provides account access instructions.

For questions and additional information about registration and enrollment in Genius, contact the Virtual Virginia registrar.

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