How to manage your Student Profile

MySchool enables schools to compile a full record of their student's details. Split into tabs each providing detailed information regarding the student. Each tab is connected to a user group permission, so you can restrict information or simplify the review for your non-academic teams. who may not need to access grade reports for example.

The tabs available are; Particulars, Contacts, Health, IEP, Legal, Enrolment, Assessment, Timetable, Notes, Discipline, Security, Bus, Files, and Donor. 

How to access

In most cases when you are presented with a list of students, you can open their profiles directly from the list (Courses, Class). If the student's name is blue and underlined then clicking on it will take you to their profile. Equally, you can find the students via the Super Search function on version 2, which is located in the top right corner of the screen. Use the magnifying glass icon. The main way to access student profiles is via the Administer menu, under Classes and Student, then search via class.

Student profile

The student profile is split into tabs, depending on security rights, certain tabs may not be visible to Teachers, Mentors, or Medical staff. Contact the support unit to discuss user group access and staff visibility of data. 

We can edit the tab labels if you wish to accommodate local spellings or institutional requirements. Contact our support team for help with this.

We cannot however change the layout of the contents or the labels of data fields. These are system-wide and will affect all users.

We do have other tabs for regional marketplaces such as DQSE(Malta), and BC for Canada(BC). Certain projects may also have tabs specifically designed for their system. 

Student portrait

Click on the image and the UPLOAD button to add a photo of the student. You can also click the DELETE  button to remove the uploaded photo.

Particulars

This tab holds the main details relating to the student's identity. The mandatory fields required when creating a new student are Common First name. Surname, Gender, Date of birth, and ID number. The system will also require the student to be enrolled on a class. Have a look at how security groups work within MySchool. You can enter the nationality, and add comments relative to the student.

Please note that comments are visible to all users with Student profile basic access rights.

Contacts

The contact page for students contains information relating to the guardian's profile. If the students can use the portal then they will need to have a valid primary e-mail. You can enter the main guardian email in the secondary email field so that they receive copies of communications sent to the sent. Your system must be activated to allow this, so please ask for support.

Do not enter parental/guardian emails in the primary field as these must be unique. In this case, a pop-up will inform you that the email is in use within another profile. Find the profile using advanced search, you have a duplicate profile somewhere.

Health

The health management tab provides quick access to medical information relative to the student, in terms of Doctor/Dentist contact details, as well as medical alerts and conditions if filled out. It will also list any events that have happened during school hours. To understand how to manage and configure the medical event types then read here. Contact MSM support if you wish for students, with a medical alert on their profiles.

To keep your medical information up to date, why not create a questionnaire and send it to the main guardians? Include it in your re-enrolment process and reconfirm the data that was originally captured. 

IEP

If the student has an LSE/Mentor these can be assigned here. After publishing the IEP report, historic copies will be listed here for internal reference. You can also have an IEP alert icon which shows in LMS or other views.

Legal

In the legal tab, Administrators can attach legal statements to the student's record, and manage Guardian given consent. Consent can be obtained from main guardians using the questionnaire module, it can also be updated manually on an individual student profile. If you have collected the consent on another medium outside of MySchool, you can use the mass edit tool to update your records as well.

The marital status of the guardians is also recorded here. Checking the legal alert box will place a symbol next to the student's name. If you share the comment, this will allow staff users to view the comment section. Otherwise, this is restricted to users with the required access role.

Enrolment

In the enrolment tab, users can access the classes and courses in which the student is enrolled for the current scholastic year. Use the drop-down to view previous or future enrolments. 

You can also set the student's previous schools, and their leaving date and reason. The start date must be entered manually.

Assessment

The assessment tab will show the published grade reports for the entire history of the student's enrolment. The grade reports must be set to published for them to appear here. The course assessment details show the primary assessment criteria set for the subject. 

Click on a grade or view link to open further details from the terms assessments and assignments.

Timetable

Users can view the student's timetables from this tab, and interact with the course period blocks. Either to take attendance, create course diary events for Teachers, or create assignments.

Notes

Users can add notes to a student profile;

• Academic notes
• Staff statements/comments
• Emotional statements/comments
• Confidential comments (These are restricted and controlled by a security access role)
• And any additional comments

Discipline/Behaviour/Monitoring

If you would like us to change the name of the tab within student profiles, contact our support team. We cannot change the data held within it.

In this tab, users can have an overview of attendance and behavioural events. Click on the month for further details, or mouse over the green links. To check out how these are calculated have a look at this article.

Security

To be able to use and access the student portal, the student's system access must be set to active. The system prompts the Administrator to enter a valid email for the profile, in the contact tab. A login invite can be sent via the link. 

If your school uses an SSO sign-on, this is also activated in the security tab. Each user has attributed an individual ID, this unique ID is listed here and also appears in the URL address bar.

To verify access, and to check in case of a breach. Opening the link gives access to IP, Date and Time.

Group membership shows which distribution groups students are attached to. To find out more about security and distribution groups, have a look at this article here. 

Bus routes

If you use a bus management system within your school you can monitor the bus routes used per student. Select and assign a route to a student by using the drop-down menus. The routes are created via the bus management feature.

Boarding

We can activate the boarding tab for schools who would like to use the transport request tool or hold information regarding House and boarding statuses.

Files

If you have documents which need to be attached to the student profile (e.g. Birth certificates, external diplomas, or ID card scans). They can be uploaded and stored here. Although there is a file size limit of 128M, these files will not be shared with the student. This is different from the My Files user menu item, which is for file sharing.

The file types act as filters for certain functionality. 

1. Background check is a label filter. It is not used in any other module.

2. Donation receipt is used to add a signature to the PDF receipts issued from the donation management module. Upload a Jpeg with a signature for this to appear across all receipts. This must be activated by support beforehand.

3. Grade report is used on certain custom grade reports. It is not used with the new assessment report. 

4. Permission is a label filter. It is not used in any other module.

5. Resume is a label filter. It is not used in any other module.

6. Signature is used to apply a signature jpeg to the new assessment report, Signature section. 

Users with permission to edit file types in their user group can also add types from any profile.

This can only be accessed via student profiles but applies to user files as well.

DQSE (custom tab Malta)

To show students who are involved in extracurricular clubs and organisations within the Maltese system, then this tab is custom-built for the profile. It lists informal and non-formal organisations.

To create school organisations then follow the instructions in this article. To upload the informal organisations then go to the DQSE section for further information. 

TRAX (custom tab BC, Canada)

As part of our state reporting module for our BC Canadian clients, we will activate the BC tab, holding information for 1701/TRAX and PSR data.

Ontario

If you are in Ontario, Canada, and have activated the Onsis reporting package, you will be able to store all requirements for your students' reporting.

Custom fields

In certain cases, you may wish to add custom fields to the student's profiles. Please contact our support unit to discuss adding these options to your profiles. These will populate the Others tab to hold this information. 

Top tip

If you cannot edit a student profile, then the first check would be the email contact field. If a non-valid email has been entered e.g. student@g,mail.com, then this may stop you from editing the profile. This is the case with the attached guardians as well. Please contact our team for assistance if this happens.