Student Management

Everything you need to manage your students - from enrollment to graduation. Track profiles, academic progress, guardians, medical information, and more.

---

Student Management Architecture

┌─────────────────────────────────────────────────────────────────────────────┐
│                        STUDENT MANAGEMENT SYSTEM                             │
├─────────────────────────────────────────────────────────────────────────────┤
│                                                                              │
│  ┌───────────────────────────────────────────────────────────────────────┐  │
│  │                        Student Profile                                 │  │
│  │                                                                        │  │
│  │   Personal Info • Contact Details • Photo • Documents • Medical Info   │  │
│  │                                                                        │  │
│  └────────────────────────────────┬───────────────────────────────────────┘  │
│                                   │                                          │
│                      ┌────────────┼────────────┐                             │
│                      │            │            │                             │
│                      ▼            ▼            ▼                             │
│  ┌─────────────────────┐ ┌─────────────────┐ ┌─────────────────────────┐    │
│  │   Class Placement   │ │    Guardians    │ │      Financials         │    │
│  │                     │ │                 │ │                         │    │
│  │  Grade Level        │ │ Parents         │ │  Fee Status             │    │
│  │  Class Division     │ │ Contacts        │ │  Payments               │    │
│  │  Academic Year      │ │ Emergency       │ │  Scholarships           │    │
│  │                     │ │                 │ │                         │    │
│  └─────────────────────┘ └─────────────────┘ └─────────────────────────┘    │
│                                                                              │
│  ┌───────────────────────────────────────────────────────────────────────┐  │
│  │                     Academic Journey                                   │  │
│  │                                                                        │  │
│  │  Enrollment → Classes → Subjects → Grades → Promotion → Graduation     │  │
│  │                                                                        │  │
│  └───────────────────────────────────────────────────────────────────────┘  │
│                                                                              │
└─────────────────────────────────────────────────────────────────────────────┘

---

Student Enrollment Workflow

START: New Student Enrollment
         │
         ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 1: Collect Documents                                       │
│  ─────────────────────────                                       │
│  Gather required documents from parent/guardian:                │
│  • Birth certificate                                             │
│  • Previous school records (if transfer)                        │
│  • Medical records / immunization                               │
│  • Passport photos                                               │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 2: Add Guardian (if not exists)                            │
│  ────────────────────────────────────                            │
│  Create guardian record first:                                  │
│  • Parent/guardian name                                          │
│  • Relationship to student                                       │
│  • Contact details (phone, email)                               │
│  • Address                                                       │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 3: Add Student                                             │
│  ───────────────────                                             │
│  Enter student information:                                     │
│  • Personal details (name, DOB, gender)                         │
│  • Contact information                                           │
│  • Medical information                                           │
│  • Link to guardian(s)                                          │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 4: Assign to Class                                         │
│  ───────────────────────                                         │
│  Place student in correct class:                                │
│  • Select grade level (Form 1, Form 2, etc.)                    │
│  • Select class division (Form 1A, Form 1B, etc.)               │
│  • Confirm academic year                                         │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
┌─────────────────────────────────────────────────────────────────┐
│  STEP 5: Enroll in Subjects (in Academics)                       │
│  ─────────────────────────────────────────                       │
│  Enroll student in subject classes:                             │
│  • Compulsory subjects (Math, English, etc.)                    │
│  • Elective subjects (based on stream)                          │
│                                                                  │
│  Go to: Academics → Subjects & Classes → Enroll                 │
└────────────────────────────────┬────────────────────────────────┘
                                 │
                                 ▼
                      STUDENT ENROLLED ✓

---

Overview

The Student module helps you manage every aspect of your students' school journey:

• Enroll new students and manage their admission
• Maintain complete profiles with personal, academic, and medical information
• Track enrollment status (active, transferred, graduated, etc.)
• Manage class placements across academic years
• Link guardians and emergency contacts
• Handle transfers between schools or classes

---

Accessing Student Management

1. Click People in the left sidebar
2. Select Students
3. You'll see the student list with search and filter options

---

Adding a New Student

Step 1: Start the Registration

1. Go to People → Students
2. Click the + Add Student button
3. The student registration form will open

Step 2: Personal Information

Fill in the student's basic details:

Field	Description	Required
First Name	Student's first name	✅ Yes
Middle Name	Student's middle name(s)	No
Last Name	Student's surname/family name	✅ Yes
Date of Birth	Student's birth date	✅ Yes
Gender	Male, Female, or Other	✅ Yes
National ID	Government ID number (if applicable)	No

Step 3: Contact Information

Field	Description
Email	Student's email (for older students)
Phone	Student's phone number (if applicable)
Address	Home address

Step 4: Enrollment Details

Field	Description	Required
Student Number	Unique ID (auto-generated or manual)	✅ Yes
Admission Date	Date student was admitted	✅ Yes
Student Type	Regular, Transfer, Repeating, Special Needs	✅ Yes
Grade Level	Grade/Form the student is entering	✅ Yes
Class	Specific class division (e.g., Form 1A)	✅ Yes

Step 5: Guardian Information

You can add guardians during registration or later:

1. Click + Add Guardian
2. Enter guardian details (name, relationship, contact)
3. Set as primary guardian if applicable
4. Add additional guardians as needed

Step 6: Save the Student

1. Review all entered information
2. Click Create Student
3. The student is now enrolled and visible in the student list

Save Time with Required Fields

Focus on required fields first. You can always add additional information later by editing the student's profile.

---

Student Profile

Viewing a Student Profile

1. Go to People → Students
2. Click on a student's name or the View button
3. The full student profile opens with multiple tabs

Profile Tabs

Tab	What It Contains
Overview	Summary of student info, photo, quick stats
Personal	Detailed personal information, address, documents
Academic	Current enrollment, class history, academic performance
Guardians	Linked guardians and emergency contacts
Medical	Health information, allergies, medications
Financial	Fee status, payment history, scholarships
Documents	Uploaded files (birth certificate, report cards, etc.)
Activity	History of changes and events for this student

---

Editing Student Information

To Update Any Information:

1. Open the student's profile
2. Click the Edit button (pencil icon) in the section you want to change
3. Make your changes
4. Click Save

Uploading a Student Photo

1. Open the student's profile
2. Click on the photo placeholder or existing photo
3. Click Upload Photo
4. Select an image file (JPG, PNG - max 5MB)
5. Crop if needed
6. Click Save

Photo Guidelines

• Use a clear, recent photo
• Student should be facing the camera
• Good lighting, plain background preferred
• Photo will appear on ID cards and reports

---

Student Status

Students can have different enrollment statuses:

Status	What It Means	When to Use
Active	Currently enrolled and attending	Default for enrolled students
Transferred Out	Left for another school	When student transfers to another school
Graduated	Completed their education	When student completes final year
Withdrawn	Left school (not transfer)	When student leaves without completing
Suspended	Temporarily not attending	During disciplinary suspension
Expelled	Permanently removed	After expulsion decision

Changing Student Status

1. Open the student's profile
2. Go to the Academic tab
3. Click Change Status
4. Select the new status
5. Enter the effective date
6. Add a reason/note (required for some status changes)
7. Click Confirm

Status Changes Are Important

Status changes affect class lists, fee calculations, and reports. Always verify before changing a student's status.

---

Class Enrollment

Enrolling a Student in a Class

1. Open the student's profile
2. Go to the Academic tab
3. Click Enroll in Class
4. Select:
   • Academic Year (e.g., 2025)
   • Grade Level (e.g., Form 2)
   • Class Division (e.g., Form 2A)
5. Click Enroll

Moving a Student to Another Class

1. Open the student's profile
2. Go to the Academic tab
3. Find the current enrollment
4. Click Transfer or Change Class
5. Select the new class
6. Enter the effective date
7. Click Confirm

Promoting Students to Next Grade

At the end of the academic year:

1. Go to People → Students
2. Use filters to select students from a specific class
3. Select the students to promote (or use Select All)
4. Click Actions → Promote
5. Verify the promotion details:
   • Current class → New class
   • Academic year
6. Click Confirm Promotion

---

Managing Guardians

Adding a Guardian to a Student

1. Open the student's profile
2. Go to the Guardians tab
3. Click + Link Guardian
4. Either:
   • Search for an existing guardian in the system, OR
   • Click Create New to add a new guardian
5. Set the relationship:
   • Relationship type (Father, Mother, Legal Guardian, etc.)
   • Set as Primary Guardian (Yes/No)
   • Set as Emergency Contact (Yes/No)
6. Click Link

Guardian Relationships

Relationship	Description
Father	Biological or adoptive father
Mother	Biological or adoptive mother
Legal Guardian	Court-appointed guardian
Grandparent	Grandmother or grandfather
Aunt/Uncle	Extended family member
Sibling	Adult brother or sister (18+)
Foster Parent	Foster care parent
Step Parent	Step-mother or step-father
Other	Any other relationship

Setting the Primary Guardian

The primary guardian is the main contact for the student:

1. Go to student's Guardians tab
2. Find the guardian you want to set as primary
3. Click the ⋮ menu
4. Select Set as Primary

Primary Guardian

Only one guardian can be primary. This person receives primary communications and is the first contact for school matters.

---

Emergency Contacts

Setting Up Emergency Contacts

1. Go to student's Guardians tab
2. For each guardian, you can mark them as an emergency contact
3. Set the priority order (1 = call first, 2 = call second, etc.)

Adding Non-Guardian Emergency Contact

Sometimes you need emergency contacts who aren't guardians:

1. Go to student's Guardians tab
2. Click + Add Emergency Contact
3. Enter their details:
   • Name
   • Phone number(s)
   • Relationship to student
   • Priority order
4. Click Save

---

Medical Information

Recording Medical Details

1. Open the student's profile
2. Go to the Medical tab
3. Click Edit Medical Information
4. Enter relevant information:

Section	What to Record
Blood Type	A+, B-, O+, etc.
Allergies	Food, medication, environmental allergies
Conditions	Chronic conditions (asthma, diabetes, etc.)
Medications	Current medications the student takes
Doctor	Name and contact of family doctor
Insurance	Medical insurance details
Special Needs	Any learning or physical accommodations needed

Privacy

Medical information is sensitive. Only authorized staff can view and edit this section. Ensure compliance with privacy regulations.

---

Importing Students in Bulk

Preparing Your Import File

1. Go to People → Students
2. Click Import
3. Click Download Template to get the CSV template
4. Fill in the template with student data:
   • One student per row
   • Follow the column headers exactly
   • Required fields must be filled

Import File Format

Column	Example	Required
first_name	John	✅
last_name	Smith	✅
date_of_birth	2010-05-15	✅
gender	male	✅
grade_level	Form 1	✅
class_division	Form 1A	✅
admission_date	2025-01-15	✅
guardian_name	Mary Smith	No
guardian_phone	+263771234567	No
guardian_relationship	mother	No

Uploading the Import File

1. Click Choose File and select your CSV
2. Click Preview Import
3. Review the preview:
   • ✅ Green rows = Ready to import
   • ⚠️ Yellow rows = Warnings (will import with issues noted)
   • ❌ Red rows = Errors (won't import, need to fix)
4. Fix any errors in your file and re-upload if needed
5. Click Import Students
6. Wait for the import to complete
7. Review the summary report

---

Searching for Students

Quick Search

Use the search bar at the top of the student list:

• Type a name (first, last, or full)
• Type a student number
• Type a phone number or email

Advanced Filters

Click Filters to narrow your search:

Filter	Options
Status	Active, Transferred, Graduated, etc.
Grade Level	Form 1, Form 2, Grade 5, etc.
Class	Specific class divisions
Gender	Male, Female
Student Type	Regular, Transfer, Special Needs
Admission Year	Year the student was admitted
Age Range	Filter by age

Saving Filter Presets

If you frequently use the same filters:

1. Set up your filters
2. Click Save Filter
3. Give it a name (e.g., "Form 4 Active Students")
4. Access saved filters from the Saved Filters dropdown

---

Student Reports

Available Reports

Report	Description
Class List	All students in a specific class
Grade Level Summary	Student count by grade level
Enrollment Report	New enrollments over a period
Transfer Report	Students who transferred in/out
Age Distribution	Students by age group

Generating a Report

1. Go to People → Students
2. Click Reports
3. Select the report type
4. Set parameters (date range, class, etc.)
5. Click Generate
6. View on screen or export to PDF/Excel

---

Student ID Cards

Generating ID Cards

1. Go to People → Students
2. Select students (use checkboxes)
3. Click Actions → Generate ID Cards
4. Select the ID card template
5. Click Generate
6. Download PDF for printing

---

Common Questions

How do I find a student who graduated?

1. Go to People → Students
2. Click Filters
3. Change Status to "Graduated"
4. The student will appear in the filtered list

How do I correct a student's name?

1. Open the student's profile
2. Click Edit in the Personal Information section
3. Update the name
4. Click Save

Can I delete a student record?

Student records cannot be deleted to maintain historical records. Instead:

• Change their status to "Withdrawn" or "Transferred"
• They will no longer appear in active student lists
• Historical records are preserved for reporting

How do I handle siblings?

1. Add each sibling as a separate student
2. Link the same guardian(s) to each sibling
3. The guardian's profile will show all their children

---

Best Practices

Start of Year Checklist

1. Review and update all active student profiles
2. Verify emergency contact information
3. Process grade promotions
4. Enroll new students
5. Update medical information

Keep Records Complete

Complete student records help with:

• Emergency situations
• Academic reporting
• Communication with parents
• Regulatory compliance

Use Consistent Naming

• Always use the student's legal name in official fields
• Use the "Preferred Name" field for nicknames
• This ensures consistency in official documents

---

Related Topics

• Guardians & Contacts - Managing parents and emergency contacts
• Teachers - Assigning teachers to classes
• School Structure - Setting up grades for enrollment
• Subjects & Classes - Managing class divisions