Managing Students

The student management system handles Hebrew school enrollment, class assignments, attendance tracking, grades, and tuition billing.

Viewing Students

Student Directory

Access the student directory from the admin menu → Students:

• Search: Find students by name or parent name
• Filter by Class: View students in specific grades or classes
• Filter by Status: Active, graduated, withdrawn
• Sort: By name, grade, enrollment date

Student Information

Each student record contains:

• Full name and date of birth
• Grade level
• Parent/guardian information (linked to member records)
• Emergency contacts
• Medical information and allergies
• Class assignments
• Attendance history
• Grades and exam results

Adding Students

Option 1: Quick Add

1. Navigate to Students → Add Student
2. Enter student name and date of birth
3. Select or create parent member
4. Add grade level and optional class assignment
5. Save the record

Option 2: Onboarding Workflow

For comprehensive enrollment with automatic tuition billing:

• Use the Student Onboarding Workflow
• Guided 4-step process
• Automatic parent linking
• Tuition tier selection
• Invoice generation

Student Profile

Basic Information Tab

• Name (first, middle, last, Hebrew name)
• Date of birth
• Gender
• Grade level
• Enrollment date
• Status (active, graduated, withdrawn)

Parent/Guardian Tab

• Linked parent member(s)
• Primary contact designation
• Emergency contacts
• Pickup authorization list

Medical Information Tab

• Allergies
• Medications
• Medical conditions
• Doctor information
• Insurance details

Academic Tab

• Current class assignments
• Previous classes (history)
• Attendance records
• Grades and exam scores
• Progress notes

Class Assignments

Assigning Students to Classes

1. Open the student profile
2. Click "Academic" tab
3. Click "Assign to Class"
4. Select class definition from dropdown
5. Specify enrollment date
6. Save assignment

Bulk Assignment

Assign multiple students to a class at once:

1. Navigate to the Class Definition
2. Click "Add Students"
3. Select students from the list
4. Click "Enroll Selected Students"

Attendance Tracking

Recording Attendance

1. Navigate to Class

   Go to Classes → Select the class.

2. Click "Take Attendance"

   Opens attendance form for today's date.

3. Mark Each Student

   Options: Present, Absent, Tardy, Excused

4. Add Notes

   Optional notes for absences or issues.

5. Submit

   Attendance is saved and visible to parents.

Viewing Attendance Reports

• Individual Student: View attendance history in student profile
• Class Report: See all students' attendance for a date range
• Export: Download attendance data to Excel

Grades & Assessments

Recording Grades

1. Navigate to student profile → Academic tab
2. Click "Add Grade"
3. Select assignment or exam
4. Enter score and total possible points
5. Add comments if needed
6. Save grade

Progress Reports

Generate report cards:

1. Navigate to Classes → Select class
2. Click "Generate Report Cards"
3. Select grading period
4. Review and approve grades
5. Email reports to parents or print

Tuition Management

Student Tuition Records

Each student has tuition tracking:

• Tuition tier assignment
• Amount per student
• Sibling discounts (if applicable)
• Payment status
• Linked invoices

Viewing Tuition Invoices

From student profile:

1. Click "Financial" tab
2. View all invoices for this student
3. See payment history
4. Check outstanding balances

Parent Communication

Parent Portal Access

Parents can view their children's information through the member portal:

• Class schedules
• Attendance records
• Grades and progress
• Tuition invoices
• School announcements

Sending Messages

Contact parents directly:

1. Open student profile
2. Click "Email Parents"
3. Compose message
4. Send to one or both parents

Withdrawing Students

Withdrawal Process

1. Open Student Record

   Navigate to the student's profile.

2. Click "Withdraw Student"

   Button in student actions menu.

3. Enter Withdrawal Date

   Specify last day of attendance.

4. Select Reason

   Options: Graduated, Moved, Transferred, Family decision, etc.

5. Add Notes

   Optional context about the withdrawal.

6. Process Tuition

   Decide on refunds or prorating final invoice.

7. Confirm Withdrawal

   Student marked as withdrawn, removed from active class roster.

Importing Students

Bulk Import Process

1. Download student import template
2. Fill in student information:
   • Student first/last name
   • Date of birth
   • Grade level
   • Parent email (to link to existing member)
3. Upload completed template
4. Review preview and fix any errors
5. Confirm import

Exporting Student Data

Export Options

• Student List: Names, grades, contact info
• Attendance Report: Attendance records for date range
• Grade Report: All grades for a class or student
• Medical Info: Allergies and medical needs (restricted access)
• Emergency Contacts: For field trips or emergencies

Best Practices

Common Questions

Can one student have multiple parents?

Yes! Link the student to both parent member records. Designate one as primary contact for billing purposes.

What if a student changes grades mid-year?

Update the grade level in their profile. You can also move them to a different class if needed.

How do I handle sibling discounts?

Sibling discounts are typically applied at the tuition tier level. See Tuition Tiers for details.

Can parents see their child's grades?

Yes, if you enable grade visibility in settings. Parents with portal access can view their children's grades and attendance.

What happens to a student's records after graduation?

Students marked as "Graduated" remain in the system but are filtered from active lists. Their records are preserved for alumni purposes.

Related Documentation

• Student Onboarding - Add students with full workflow
• Tuition Tiers - Configure tuition pricing
• Managing Invoices - Billing families
• Managing Members - Parent accounts