The database contains all students in your school, or in your whole district if you have a district account. It contains students from all years, including former students no longer in your school/district. (This does not slow the database.) Each student is then linked to specific schools for specific years; e.g., the same student record may be linked to your elementary school for 2010-2011 and 2011-2012, and your middle school for 2012-2013. When you view students, it lists only those students at your school for the selected year. Change the menus at the top of the screen to view past years or other schools.

You cannot directly query the database, but you can Export it to a spreadsheet or data file, which you may then analyze in Excel, Crystal Reports, or other software.

Note: When you search for a student by name, it searches only the school and year you have selected in the menus at the top of the screen. When you search for an ID or email address, it searches the entire database of all students in your district, past and present.

Add Students

Click "Add Students" to manually enter a new student, or you may Import multiple students. Adding students simply enrolls them at your school for the year; it does not place them in classes (unless you import scheduling data along with student data). If a student already exists in the database with the same name or ID, it asks you if that's the correct student; otherwise it creates a new student record.

Edit Students

Select a student to edit their name, ID, email, phone, grade level, homeroom, photo, medical information, etc. See student data for details.

Note: When you update contact information and other general information, it updates the same record for any schools and years linked to it. But the grade level, counselor, asst. principal, homeroom, and programs like ELL, At Risk, GATE, etc. are saved separately for each year.

Delete Students

Select a student and click "Delete/Withdraw" to remove them. This may give you up to three options:

Withdraw the student from your school for the year, but do not delete anything.

Delete the student and their grades and attendance from your school for the year. If the student is/was enrolled in other school years, you must delete them from each school year separately. The student record itself will be deleted only if it is no longer linked to any school years. This cannot be undone!

Purge any student records that are unused and not in any classes. This is used to delete any bad data that anyone imported or entered accidentally. This will not delete any valuable data, so you should do this occasionally to keep your database clean. Click "Preview" to see which records will be deleted.

Merge Duplicates

If you accidentally have two student records for the same student, select one of the records and click the "Fix Dupes" button. This safely merges the two records together, retaining as much information as possible from both records. (If it does not find the other record because the student name is misspelled so badly, edit the records to correct the spelling then try "Fix Dupes" again.)

If no student is selected, "Fix Dupes" will scan all currently enrolled students to find any possible duplicate records. When it finds two records with reasonably similar names (allowing for misspellings and nicknames), it prompts you to merge them together or keep them as separate students. (If it does not find all the pairs you were expecting, try selecting the specific student record first, as that uses looser criteria to find more matches.) Fixing duplicates helps keep your database clean.

Note there is no option to split a student record. So if teachers have mistakenly entered grades for the wrong student record, they must add the correct student record to their gradebooks, reenter all the grades manually, and remove the incorrect student record.


See also: Student Data Fields, Import Students