Archiving student records

TABLE OF CONTENTS

• Visibility of a student in SEQTA
  • Status
  • Exit date
• Access to SEQTA Learn
• Access in SEQTA Engage
• Student visibility on the attendance roll page
• Students leaving mid-timetable period

Each school has different processes about how they manage student data when the student has left the school. Many jurisdictions mandate a time period for which data must be retained. Results, attendance and all other information pertaining to a student are not deleted and remain available in SEQTA.

Should you require information pertaining to a student who has left please refer to the steps in the following article:

• Accessing Information for Students that have Left

Visibility of a student in SEQTA

There are two fields that control student visibility in SEQTA. Both are found in Admin workspace>Data management>Students.

• Status. This is the primary control field and controls the ability to select a student in nearly all areas of SEQTA.
• Exit date. This specifically controls visibility in the Marks book.

Status

If the status is set to anything other than FULL, the student will no longer be visible in most areas in SEQTA (with the exception of Data management). Text references to a student by name in reports and log files are not hidden.

There are two methods for changing the student status.

1. If student accounts are managed in an external system, the status will be set by the sync once the record is no longer active in your Admin system (eg: Synergetic).

OR

2. If the student accounts are managed directly in SEQTA Teach, the status can be changed using the follow steps:
   1. Go to the Administration workspace>Data management>Students
   2. Search for the student's name, then click on the student record to open the edit window
   3. Change the Status from FULL to LEFT
   4. Click Save

Exit date

Students will remain visible in the Marks book regardless of student status. This allows teachers to change the date back to a point the student was attending the class to access or enter results and reporting data.

If the student continues to show in the Marks book after they have left the school, this indicates there is no Exit date in the student record. Refer to the article below for information on how the exit date field is populated and how to enter or edit the exit date:

• Former students showing in the Marks book

Access to SEQTA Learn

Students will have access to SEQTA Learn until their account is revoked using the SEQTA Teach User management page.

• NOTE: Suspending or removing the student account from your authentication service (eg: Active Directory) does not remove the username and password from the student account in SEQTA Teach. A student could continue to access SEQTA Learn using a saved session. Revoke access must be used after disabling the account in AD.

Access in SEQTA Engage

Parents will have access to their student's information in SEQTA Engage until the parent's account is revoked using User management, or once the student's status is set to LEFT.

• NOTE: Suspending or removing the parent account from your authentication service (eg: Active Directory) does not remove the username and password from the parent/guardian account in SEQTA Teach. A parent could continue to access SEQTA Engage using a saved session. Revoke access must be used after disabling the account in AD.

Student visibility on the attendance roll page

Students will remain on the attendance roll page until either:

• The student is unenrolled from the class
• The student status is changed to LEFT or ARCH

The roll page display will change to show that the student is no longer available.

Students leaving mid-timetable period

The process for managing students leaving mid-timetable period is as follows:

1. Unenrol student from the timetable system
2. Run a sync
3. Set the exit date for the student
4. Archive the student record in the admin system
5. Run a sync