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Students

 
The GPA Administrator application uses a Student to represent a student assigned to one or more classes. To add students, search for students, and update student information, click on the Students icon from the Navigation Bar at the top of your window.
 
Students are listed in alphabetical order by last name, then first name. Note that only students assigned to a class in the selected school and term are shown in the list. If necessary, use the Next and Previous links to navigate between multiple pages of students.
 
For each student, you will see a unique Student ID, the student's Grade level (e.g. PreK, 3, 12), a picture (Pic) if available, and the student's Name. All student information is clickable. For example, clicking on the Student ID leads you to further details about the selected student (see Viewing Student Information below).
 
Clicking on Grade, or the first or last Name of a student, limits the student list to only those students that match what you clicked. For example, clicking on the last name "Brown" shows all students with a last name of "Brown." Clicking on grade level "11" shows only those students in eleventh grade.
 
Further, you may click on Picture to upload a new student picture, Edit to make changes to the student's information, or Details to view detailed student information.
 
Note that you can always return to the student list by clicking on the View Students link within the Options panel in the right-hand side of your window.
 
 

Searching for Students

 
To search for a student or multiple students, use the search box in the panel on the right-hand side of your window. You may enter first and/or last names to search for, then press the "Enter" key or click on the > button. Search keywords are case insensitive, meaning that it does not matter if you enter upper and lowercase letters (e.g. searching for "brown" will find "Brown").
 
Further, partial matches are allowed. If you search for "br," you will find all names (both first and last) containing "br," including "Brown" and "Cambridge" and so on.
 
You may click on a student's Student ID or on Details to view the selected student's information (see Viewing and Editing Student Information below). If only one match is found, you will be brought directly to that student's information.
 
Advanced search functions are also available. Enter "grade" before your search keyword to focus on a specific grade level. For example, entering "grade 8" will find students in eighth grade only.
 
You may also enter a student's Student ID to quickly look up a student.
 
After your search is complete, be sure to click on the Clear Search link to end your search and return to the previous view.
 
 

Adding a Student

 
To add a new student, click on the Add a Student link in the panel on the right-hand side of your window.
 
 
In the fill-in-the-blank form that appears, specify as much or as little information about the student as you'd like. Note that fields marked in Red are required.
 
Student information includes name, birthdate, place of birth, current grade level, contact information, graduation information, Individualized Education Program (IEP) information, general demographics, spoken language information, and medical data (e.g. allergies).
 
Be sure to scroll down and click on the Add Student button when you have entered all of the information. You can also edit this information later (see Viewing and Editing Student Information below).
 
 

Viewing and Editing Student Information

 
Quick access to critical student information is important. Clicking on the Student ID or Details link from the View Students window shows information about the selected student. Such information includes the student's grade level, date of birth, contact information (address, phone, e-mail), as well as medical information and known allergies.
 
Underneath the student's name and picture, other pages of information are a click away, including Demographics (e.g. gender, ethnicity, information regarding an Individualized Education Program (IEP), permissions), Parents (i.e. information regarding parents or guardians), Emergency Contacts, and Classes to which the student is assigned.
 
In the upper right-hand corner of this view, the Edit link allows you to make changes to the selected student's information. The Picture link provides you with the ability to upload a new picture of the student.
 
 
 

Editing Student Information

 
After clicking on the Edit link (or via another means of editing a student), you will see a scrollable page of information about the selected student. Editable information includes name, birthdate, contact information, graduation information, Individualized Education Program (IEP) information, demographics, and medical information (e.g. allergies).
 
Add or edit information as necessary, noting that field names marked in Red are required. When you are done making your changes or additions, be sure to scroll down and click on the Update Student button at the bottom of the window.
 
 

Marking a Student as Inactive

 
Though you cannot delete a student, you may mark a student as inactive at the top of the window by selecting "No" from the Active dropdown box. Students are not normally deleted from the system, because historical information about each student is invaluable to school administrators and decision-makers.
 

Viewing and Editing Parent or Guardian Information

 
In the Parents view, parent or guardian information is available. To add a parent or guardian, click on the Add link. For each parent or guardian shown, you may click on the Edit link to edit his or her information or the Delete link to remove the selected parent or guardian.
 
 
To reduce the amount of data entry required, you are also able to click on the Link From Sibling link to connect this student with the same parent or guardian information as that of a sibling.
 
In the Link Parent From Sibling window that appears, a search of students with the same last name is automatically performed. Click on a Grade or Name to show students in the selected grade or with the selected first or last name. You may also search for other students in the search box at the top of the window. In addition, you may click on the Clear Search link to view all students.
 
Once found, click on the Link Parents link to connect the parent or guardian information to the current student.
 
 

Viewing and Editing Emergency Contacts

 
In the Emergency Contacts view, emergency contact information is available. To add an emergency contact, click on the Add link. For each emergency contact shown, you may click on the Edit link to edit his or her information or the Delete link to remove the selected emergency contact.
 
 
Similar to the Parents link, you are also able to click on the Copy From Sibling link to copy emergency contact information from a sibling.
 
In the Copy Emergency Contacts From Sibling window that appears, a search of students with the same last name is automatically performed. Click on a Grade or Name to show students in the selected grade or with the selected first or last name. You may also use the search box at the top of the window to search for other student names. In addition, you may click on the Clear Search link to view all students.
 
Once found, click on the Copy Emergency Contacts link to copy all emergency contacts to the current student.
 
 

Viewing and Editing Assigned Classes

 
In the Classes view, all classes the given student are enrolled in are shown. All elements of each class are clickable. Click on the Class ID link to view more details about the class. Click on the Period link to view all classes in the selected period. Click on the Instructor link to view (and edit) instructor details. Click on the Subject link or Name link to view (and edit) classes in the same subject or with the same name.
 
Click on the Remove link to unassign the student from the given class. Or click on the Details link to view more details about the class, including graduation requirements and a list of all students assigned to the given class.
 
 
To assign the given student to additional classes, click on the Assign Classes link toward the top of the window. A full list of classes appears in an Assign Classes window. If necessary, click on the Next and Previous links to navigate between multiple pages of classes. Further, search for a specific class using the search box at the top of the window.
 
Almost all of the elements for each class are clickable. In particular, click on the Assign link to assign the given student to the selected class.
 
Clicking on the other elements (Period, Instructor, Subject, Name) will search for classes within the clicked criteria. For example, clicking on a Subject of "Mathematics" will show all classes with a Subject of "Mathematics."