One Child, One Record, From Admission to Leaving
The accounts clerk has one list and the class teacher has another. That is the whole problem, and it is fixed by there being one record that both of them open.
What hangs off the student
Everything the school does to a child during the year is recorded against the same record.
Parents and their numbers
Father, mother or guardian with the mobile number every absence alert and fee reminder will use.
Documents
Birth certificate, transfer certificate and the admission form, stored against the record instead of in a file somebody has to find.
Class history
Which class and section, year by year. A child who repeated a year, or joined in Class 6, reads correctly.
Attendance and marks
The same record the teacher marks and the same record the report card comes off.
The bus and the room
The stop the child is picked up at, and the hostel room if there is one, kept where the office already looks.
Year end
Students move up with their history intact. The transfer certificate for a child leaving comes off that same record, and anyone who passes out stays on the alumni list. A student who left in June stops showing on the fee register, which is an old and annoying kind of mistake.
It stores, it does not verify
A transfer certificate sits against the record as a scan. Whether it is genuine, and whether the birth date on it is right, is your office’s judgement the way it always was. What changes is that three people can see the same document without walking to the almirah.
Frequently asked questions
Can we bring students in from Excel?
Yes. Student lists, parent contacts, fee balances and past marks are imported from your sheets or your old software, and the office checks the balances before go-live.
Who can see a student’s full record?
That depends on the role. A class teacher works with attendance and marks, the office with admissions and fees. Your institution owns the data, and the proposal covers taking a complete copy.
Does a college record look different?
It is set up with semesters, courses and combinations instead of classes and sections. The record itself behaves the same way.
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