Student Profile

MySchool enables schools to compile a full record of their students details. This provides schools with a comprehensive set of data with which they can produce reports, and manage their student population effectively. This video outlines the sections available in a student profile.

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 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 on 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 for Teachers, Mentors, or Medical staff. Contact the support unit to discuss user group access and staff visibility of data. 

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 students 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 into 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 guardians profile . If the students are able to use the portal then they will need to have a valid e-mail. If they have a mobile/cell phone then this data can be entered here. Relationships can also be siblings as well as Guardians/parents. Each User will need to be entered into the system.

Avoid entering parental/guardian mail or phone details in the student record. These must be added to the new contact Guardian record instead. They are visible from this screen. 

Health

The health management tab provides quick access to medical information relative to the student, in terms of Doctor/Dentist contact details, also medical alerts and conditions if filled out. It will also list any events that have happened during school hours. To understand how to enter the data, and configure the medical event types then read here. If you wish for students with a medical alert problem to have an easy to spot reference icon next to their name, then contact MSM support.

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

Legal

In the legal tab, Administrators can attach legal statements to the students record, and attribute 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 ave collected the consents on another medium outside of MySchool, you can use the mass edit tool to update your records as well.

Marital status of the guardians is also recorded here. Checking the legal alert box will place symbol next to the students name across many screens. 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. Start and end dates are set in the year management screen, but can be altered for individuals via this screen. 

You can also set the students previous schools, and their leaving date and reason. 

Assessment

The assessment tab will show the published grade reports for the entire history of the students 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 access a students timetable from this tab, and interact with the course blocks set. Either to take attendance, creating course diary events for Teachers, and creating assignments.

Notes

Users can add notes to a students profile in terms of :

• 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

If the student has had a disciplinary event noted on their record, then this will be recorded here, it also provides a monthly summary for their attendance. Take a look at the attendance section to find out more about attendance taking.

Security

To be able to use and access the student portal, the 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 a SSO sign on, then this can be activated in the security tab. Each user is 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 breach, then Users activity can be monitored directly from this tab. 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 then have a look at this article here. 

Bus routes

If you use a bus management system within your school then 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.

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. This will be attached to the overview panel in the Review page.

DQSE (custom tab Malta)

To show students who are involved in extra curricular 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 on this article. To upload the informal organisations then go to the DQSE section for further information. 

Custom fields

In certain cases, you may wish to add custom fields to the students profiles. Please contact our support unit to discuss adding these options to your profiles. We can use the Others tab to hold this information. 

Top tip

If you cannot edit a student profile, then 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.