Creating and Managing Student Records

TABLE OF CONTENTS

• Externally Managed Student Records
• Internally Managed Student Records

Student records can be created and managed directly in SEQTA (internally managed), or may be managed in an external system and synced into SEQTA (externally managed).

Externally Managed Student Records

Schools that manage student records in an external system, need to create the student record in the external system, then sync them into SEQTA. One exception to this may be the creation of generic accounts (Depending on school policy).

Failure to adhere to the steps above, will result in the creation of duplicate student records due to the differing codes. Consequently these records will need to be merged to prevent any confusion. This service will incur a fee and our team will provide a quote accordingly.

Internally Managed Student Records

Student records can be created and managed directly in SEQTA, through the Data Management page. Before creating a new student record, always check for an existing one first. In addition, the check to ensure no other students are using the 'Code' to be used to create the new student record.

1. Go to the Administration Workspace > Data Management > Students
2. Select 'Add Record' from the toolbar. Alternatively, to edit an existing record search for the student's name and then select the student record to open the edit window.
3. Fill in the following fields:
    

   Field Name	Details	Example
   Code *required	This code must be unique. If it matches an account in the school's Admin system the record will be synced.	JOEB
   Firstname *required	The student's first name	Joe
   Surname *required	The student's surname	Blake
   Gender *required	The student's gender	M
   Internally Managed	Tick if student record is to be managed directly through SEQTA.
   Username	Username for logging into SEQTA Learn. If using Active Directory this will be the same username.	joe.blake
   Password	Password for logging into SEQTA Learn If using Active Directory leave blank	54BlueDog
   Status	'FULL' indicates student is currently enrolled at the school. This controls their visibility in SEQTA. Only students set as FULL display in other areas in SEQTA. 'LEFT' indicates the student no longer attends and will hide the student in other areas in SEQTA.	FULL
   Campus *required	Required for student to be visible in SEQTA.	'All campus' or 'Junior campus'
   Entry date *required	Student will appear in the Mark books after this date	01/01/2018
   Exit date	Student will not appear in the Marks books after this date	01/01/2018

4.  Click 'Save'.