This is a core module, included in RosarioSIS. Below is a description of the programs that make up the Students module, along with screenshots illustrating their functions.
Student Info
The Student Info program lets administrators consult and edit student information. The “General Info” tab contains general information such as the student’s name, gender, birthdate and photo. This is also where you can set his username and password, so the student can log into the system. Below the general fields are the enrollment records. It contains the enrolled date, dropped date, school, grade level and calendar. This is also where you can specify the rolling / retention options for the next school year.
Addresses & Contacts
The “Addresses & Contacts” tab is where you will record the student’s address. One student can have multiple addresses for residency, mailing, bus dropoff and bus pickup. At each address, you can add an existing or a new contact (parent or tutor). One address can be associated to multiple contacts. Addresses and contacts are used for mailing labels.
To create parent users based on contact information, please use the Students > Create Parent Users program.
Medical
The “Medical” tab is where you can store and quickly retrieve information about the student’s physician, and health related comments. Below the tab, you can also add, edit or remove immunizations or physicals, medical alerts and nurse visits.
Comments
By default, only teachers can consult and add their own comments about the student, so the conversation or remarks remain private. Comments are saved per quarter or semester, depending on the configuration.
Students, parents, and teachers can consult student information. They can eventually edit this information if allowed to from the Users > User Profiles program.
To add new fields or new tabs to this program, please use the Students > Student Fields program.
Add a Student
The Add a Student program is a utility program to add a student to the system and enroll the student in school. It displays the fields of the “General Info” tab. You can optionally set the username and password, so the student can log into the system. Below the general fields are the enrollment records. You can select the enrollment date, the grade level and calendar. Students having an enrollment start date set in the future will be inactive. You can access them by checking the “Include Inactive Students” checkbox when on the “Find a Student” form.
Group Assign Student Info
The Group Assign Student Info program is a utility program offering a convenient way to assign student information to various students at once. The dropdown at the top of the screen allows you to select a category of fields, those being the same tabs available on the Student Info program. To reset the value of a dropdown field to “N/A”, please select the “No Value” option. To set a checkbox field to the unchecked state, click on the “?” icon and leave the checkbox unchecked. Other field types (date, text, large text) won’t be reset when left empty or untouched. Below the fields is a list of students. Check the boxes next to the students for which you want the information to be assigned.
Associate Parents with Students
The Associate Parents with Students program is a utility program to associate a student account with one or more parent accounts. First, select a student from the list. The working student will be displayed in the left menu. The program will then list any associated parent accounts. To remove the association, click the “-” icon next to the parent’s name. To associate a parent account with the student, use the “Find a User” form. Then in the resulting list, check the box next to the parent that you want to associate.
Teachers can consult associated parents for students in their class.
Advanced Report
The Advanced Report program is a report that you can customize. Pick the fields you want and get the list of students with the fields you chose. Fields include general fields such as the student’s name and enrollment related fields, address fields, general info fields, medical fields, food service account fields, student billing fields and course fields (scheduling). On the right of the screen is the “Find a Student” form. You will notice 2 widgets, “Birth Month” and “Birth Date”, to get the list of students who will have their birthday on a certain day. The resulting list of students can be exported to an Excel file by clicking on the “Export list” icon above the list.
Teachers can generate reports for students in their class.
Add / Drop Report
The Add / Drop Report program is a report to consult the list of students enrolled or dropped during the timeframe. You can narrow the dates of the report using the date dropdowns at the top of the screen.
Add / Drop Breakdown over Time
The Add / Drop Breakdown over Time view is a statistical chart showing the number of students enrolled or dropped during the timeframe. This is the breakdown of enrolled and/or dropped students per month. You can narrow the dates of the report using the date dropdowns at the top of the screen. To save the statistical chart as an image, right-click on it. Click the “List” tab to get an exportable list of the data.
Student Breakdown
The Student Breakdown program is a statistical chart showing the number of students based on one of the student fields. For example, if we select “Grade Level” from the dropdown at the top of the screen, this will show the breakdown of students per grade level. Student fields of the following types are available for selection: pull-down, select multiple from options and checkbox. By default, all active students will be counted. To reduce the set of students, click the “Advanced” link. To save the statistical chart as an image, right-click on it. Click the “List” tab to get an exportable list of the data.
Print Letters
The Print Letters program is a utility to print letters for any number of students. It provides with a rich text field powered by TinyMCE, allowing you to format text, and insert images. Below the text field are the substitutions. Substitution codes will automatically be replaced with the correspondent student field’s value. Below the substitutions is a checkbox to “Hide Headers”. Those headers contain student information such as the school, date, the student’s name and grade level. Above the text field is the “Mailing Labels” checkbox. Check it to display the student’s address above the letter text. To generate the letters, click the “Print Letters for Selected Students” button. A PDF file will be generated, ready to print. Consult an example.
Print Student Labels
The Print Student Labels program is a utility to print student labels for any number of students. Teachers may use student labels on folders or other places related to their students’ work. The student’s teacher and room can be included on the label, below the student’s name. You can also print address labels for the student or the contacts at this address. To generate the labels, click the “Create Labels for Selected Students” button. A PDF file will be generated, ready to print. Consult an example and another example.
Print Student Info
The Print Student Info program is a report to print student information for any number of students. You can select any student information categories (the same tabs that are available on the Student Info screen). At the top of the screen is the “Mailing Labels” checkbox. Check it to display the student’s address above the student information. To generate the student information, click the “Print Info for Selected Students” button. A PDF file will be generated, ready to print. Consult an example.
Student Fields
The Student Fields program lets administrators set up student fields. You can add, edit, and delete student fields, but also categories (the same tabs that are available on the Student Info screen). Fields can be of the following types: pull-down, select multiple from options, text, long text, checkbox, number, date, and files. You can also choose whether the field is required and set its default value. Fields and categories apply to all schools. To control who can view or edit those categories of fields, please head to the Users > User Profiles program.
At the top of the screen, the dropdown lets you change the view to display address or contacts fields.
Address Fields
The Address Fields are fields that are linked to the student’s address (see the Addresses & Contacts tab).
Contact Fields
The Contact Fields are fields that are linked to the student’s contacts (see the Addresses & Contacts tab).
Enrollment Codes
The Enrollment Codes program lets administrators set up enrollment codes. It consists of a simple list from which enrollment codes can be added, edited or removed. Enrollment codes are of 2 types: “Add” for the students you enroll in the school, and “Drop” for the students that you are withdrawing from school. The “Rollover Default” column lets you pick which code will be used when rolling students from one school year to the next. Enrollment codes are available for selection below the “General Info” tab on the Student Info program.
Create Parent Users
The Create Parent Users program is a utility to create parent users out of contacts. You must first select the student field that was used to record the parents’ email address. Then, the list will let you select one of the contacts associated to students. Those contacts can be added from the “Addresses & Contacts” tab of the Student Info program. Students in the list are not available for selection if no valid email address was found in the parents email field or no contacts were found. Above the list is the “Send email notification to Parents” checkbox. Check it to email parents and let them know about their new account and communicate their credentials. The email text can be customized. When creating parent accounts, a random password will be set, and the username will be the email address. Also, the parent will be automatically associated with the student. Please make sure you first have set an email address for your administrator user on the “General Info” tab of the Users > User Info program.
Registration
The Registration program lets parents or students enter their personal and contact information. As an administrator, you can configure and preview this form. First, you can configure contacts, and below you can check the student fields categories you would like to appear on the form. Students can only be registered once through this form, and students already having an address will be considered as registered.
Remove Access
The Remove Access program is a utility to remove access to the system. For example, you might want to remove access to students (and parents) who are not paying their tuition. To revoke students’ access, enter a prefix that will be added to the student’s username. This prefix should be kept private. If you wish to also remove access for their associated parents, please check the “Remove Access for Associated Parents” checkbox. Parent users will be moved under the “No Access” profile. To grant access back to students, click the “Grant Access” link. Students having their username prefixed will be listed.
