E10 - Student data

Modified on Thu, 14 Aug at 12:44 AM

TABLE OF CONTENTS

Preamble
- View options
Headings explained
Active / Inactive students
Warning colours

Preamble

The Students > Student data screen contains student information. Data can be manually entered, imported and downloaded (depending on external systems) into this screen. Data can also be easily exported to excel.

View options

Filter: Select the year level to view.

View: Check boxes to display preferred fields.

Headings explained

Note that only fields marked with an asterisk are mandatory fields.

Heading	Details
*Code	Unique alphanumeric identifier which should match the school's admin system to enable sync matching. If a duplicate code is entered, E10 will display a warning and will highlight the code with a red box. If a code is not present E10 will automatically generate one.
Name	Student's name: <SURNAME, First name> order is preferred. eg SMITH, Jane
*Year	Year level of the student.
StatewideID	This is the official state wide code used by the relevant Education authority to identify the student and used by the school’s Student Management System. It may be different to the shorter internal student code.
M/F	Gender. M = Male, F = Female, X = Unspecified Used to identify students by colour in class lists management screens. M = blue, F = pink, X = white.
Indigeneity	Enter A if the student identifies as indigenous.
Boarder	Enter Y to categorise students as boarders. Used for Interviews
Letter	Enter the letter group of the student. Letters A - Z may be used. Note that E10 will insert the year level of the student; the user does not need to enter the year level. Used for exports, sorting or class list management purposes.
Number	Enter the number group of the student. Single digit numbers (only) 0 - 9 may be used, along with some additional honorary characters $ & < > { } ~ % * ` ~ Note that E10 will insert the year level of the student; the user does not need to enter the year level. Used for exports, sorting or class list management purposes.
House	If Houses have been set up in Students > Sporting house data
Email	Email address. Used for Choice.
Phone
Comment	Free text. Displays in class lists.
GUID	A unique identifier generated by an external system. This field is not usually referenced by the user.
WebCode	WebCodes will be populated if the student has been included in an Choice form.
Funding	Allowable values: A-Z and 1-9
Class	All classes the student is enrolled in will display, one class per column. It is possible to enter or delete class codes from these cells, but be aware that there is no clash management occurring. Best class list management practice methods: A) Students > Class list manager (By class, letter, or auto-populate) B) Students > My Classes
Active	This column will display the status of each student as 'Active' or 'Inactive' and can be sorted so that inactive students appear at the bottom of the table.

Active / Inactive students

Active students: display in white and are included in class lists, exports and syncs to external systems.

Inactive students: display in grey and are not included in class lists, exports and syncs to external systems.

There are three methods available to make a student inactive:

1) Use the view options to select the 'Active' column and change the 'Active' status to 'Inactive' in that column for the relevant students.

2) Click on the student code, hit delete on the keyboard. A pop up will ask if the user wishes to:
Active: Make an inactive student active again. (If the student is already active, then their status will not change.)

Inactive: Make an active student inactive. They will be retained in the file, with selected subjects, but not be enrolled in those classes.
Delete: deletes the student completely from the file.

Be sure to click Apply to enact the changes.

3) Click on the student code, right click. Select the Change status option.

The slide out above will open with the same options.

If the option to delete a student is greyed out, it may be because the feature has been disabled in Setup > School Info > Admin system control (disable create students etc).

Warning colours

E10 will warn of student issues. Some may be safe to be ignored, but others must be corrected.

In the example above:

9101242 Knowles, Eilidh: This student code has been use on more than one occasion. Student codes must be unique, so this warning must be corrected.

9101299 Whitcombe, Sasha: This student has the exact same name as another student. This warning can be ignored if in fact there are two students of this name.

9101594 Sutton, Makenzie: This student has incorrect classes; such as two classes on the same line, or is breaking a mixing rule, or two classes of the same type as shown here. Both are Science classes. This may be acceptable if they are to be allocated to "Science" in multiple rotations.