Students Module

Student information management is a large part of what the sERP software does, and thus this section of the guide provides information on managing the various aspects of sERP related to student bio data and attendance.

The Students module can be accessed from the main navigation menu, and contains the following sub modules:

Student List

This section enables you query sERP for student information based on mutiple criteria. To begin, select one of the following from the drop-down menu next to “Criteria”:

• All: generate a list of all students currently registered

• Name: search for individual student by name. Enter part or all of the student’s name in the box next to “Name”

• Student ID: search for individual student by student ID. Enter student’s ID in the box next to “Student ID”

• Gender: generate a list of currently registered students, based on gender

• Status: generate a list of students based on status. Select status from drop-down menu next to “Status”

• Class/Year Group: generate a list of students currenty enrolled in a particular class, or past students from a year group. Select class or year group from drop-down menu next to “Class/Year Group”

• Section: generate a list of students based on section. Select section from drop-down menu next to “Section”

• Campus: generate a list of students registered in a particular campus. Select campus from drop-down menu next to “Campus”

• Division: generate a list of students registered in a particular division. Select division from drop-down menu next to “Division”

• Dormitory: generate a list of students registered in a particular dormitory. Select dormitory from drop-down menu next to “Dormitory”

• Scholarship: generate a list of students on a given scholarship

Student List Table

Search results are displayed in the following format:

Student ID	Name	Gender	Status	Class	Actions
Student sERP ID	Student full name and link to student details	Student’s gender	Student Status	Student class and link to class details	Actions: view, edit, withdraw or delete

Student Details

Viewing Students Details

From the “Students” pane in the search results, click on the students name or simply click on “View Student’s Details” () from the “Actions” column for that student.

Note

Student data is presented in the following sections for easy identification:

• Students Information: general student information, including: student ID, full name, gender, status, date of birth, etc

• ** Guardian’s Information**: name, contact and other information pertaining to student’s parent/guardian

• Other Information: specialized information such as scholarships, fees category, last school attended, and reason for leaving last school

• Documents: allows for uploading documents related to student. Accepted formats are: jpg, jpeg, png, pdf, doc, docx, xls, and xlsx

• Additional Information: allows for adding of extra information which may not ordinarily be captured by sERP

It is also possible to view student-specific academic and financial information such as progress reports, student bill and fees payment history.

Modifying Student Details

You may update information relating to students registered in sERP at anytime. To modify student details:

1. From the “Students” pane in the search results, click on “Edit Student’s Details” () from the “Actions” column for that student. Or, click on “Edit Details” from the student details page

2. Alter the required information in the relevant section

3. Click “Update Student”

Withdrawing a Student

When a student is withdrawn, the student is added to the list of withdrawn students, and will no longer be part of enrolled students in their class. However, the students data remains intact and can subsequently be re-admitted, if required. To withdraw a student:

1. From the “Students” pane in the search results, click on “Withdraw Student” () from the “Actions” column for that student

2. Confirm student withdrawal from the dialog box

Deleting a student

1. From the “Students” pane in the search results, click on “Delete Student” () from the “Actions” column for that student

2. From the confirmation dialog box, click to confirm the deletion

Warning

Deleting data is an irreversible process

Student Registration

This section provides an interface for adding student information into the sERP system. The student registration section can be accessed from the main nagivation menu by going to

Students -> New Registration.

1. Complete the following sections:

   Hint

   Fields marked * are required

Personal Details

Captures general student information and bio data including:

• Surname *

• First name *

• Other names

• Date of Birth *

• Place of birth

• Gender *

• Nationality

• Religion

Academic Details

Captures information pertaining to the student’s relationship with the school, as well as other ‘academic-specific’ information, including:

• Student ID *

  Hint

  sERP provides the option to automatically generate student ID based on configured ID criteria. Alternatively, you may manually enter the student ID

• Date of registration *

• Class *

• Section

• Status

• Scholarship

• Fee Category

• Last school attended

• Reason for leaving last school

Contacts

Captures student contact information:

• Mobile number

• Phone number

• Area of residence

• Current address

• Postal address

Parents

Captures student’s parents’ details, including:

• Full name

• Mobile number

• Address

• Email address

• Occupation

Photo

To upload a student photo:

1. Click the camera icon on the photo placeholder

2. Select a JPEG image file from your device

3. In the crop overlay that appears, draw a selection box around the area you wish to use

4. Click Crop Image to confirm

2. Click on “Add Student”

Tip

If an error is produced during registration, you might need to clear your browser cache and reload the page and try again: https://kb.iu.edu/d/ahic

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Past Students

This section contains information about alumni, and is generally categorized into year groups. The past students section can be accessed from the main nagivation menu by going to Students -> Past Students.

1. Select search criteria:

   • All: show all past students

   • Year Group: show past students from specific alumni year group

2. Click “List Students”

Available actions

The following actions can be performed for past students:

• View Student Details: sERP retains student data even after completion

• Edit Student Details: allows authorized personnel to modify past student information

• Record Bill Payment: sERP allows for colleting arrears owed by students even after they may have left the school

• Delete Student: completely remove student records from sERP

Withdrawn Students

This section contains information about students who have left the school but did not complete their programme. The withdrawn students section can be accessed from the main nagivation menu by going to Students -> Withdrawn Students.

1. Select search criteria:

   • All: show all withdrawn students

   • Date Withdrawn: show withdrawn based on withdrawal date. This option allows you to specify a date range for the search

2. Click “List Students”

Available actions

The following actions can be performed for past students:

• View Student Details: sERP retains student data even after completion

• Edit Student Details: allows authorized personnel to modify past student information

• Re-admit student: allows authorized personnel to re-enroll student into active students list, without having to re-enter their registration information

• Delete Student: completely remove student records from sERP

Attendance

The attendance section enables authorized personnel record daily student attendance. Attendance data can subsequently be viewed from the reports. Attendance data is also included in student progress reports.

The attendance section can be accessed from the main nagivation menu by going to Students -> Attendance.

1. Select the class you wish to record attendance for from the drop down menu next to “Select Class”

2. Select the date you wish to record attendance for

3. Click on “List Students”

4. From the resulting class register, check the box in the column labelled “Present” for each student. If student is absent, simply leave the box unchecked.

5. Click “Record Attendance”

Deleting Attendance Records (Admin)

Admin users can delete all attendance entries for a given class and date from the “Delete Attendance Record” pane on the same page.

1. Select the Class and Date for which you wish to delete attendance

2. Click “Delete Attendance”

Warning

Deleting attendance records is irreversible. All entries for the selected class and date will be permanently removed.

Sections

This section allows for managing sections. It can be accessed from the main navigation menu by going to Students -> Sections.

Adding Sections

1. From the “Add Section” pane, enter the name of section next to “Section Name”

   Tip

   You can add multiple sections at once by clicking on the (+) icon

2. Click on “Add Section/s”

Modifying Section Data

1. From the “Sections” pane, click on “Edit Section” ()

2. Enter the new name of the section in the box next to “Section Name”

3.Click “Modify Section”

Delete Section

1. From the “Sections” pane, click on “Delete Section” ()

2. From the confirmation dialog box, click to confirm the deletion

Warning

Deleting data is an irreversible process

Campuses

The campuses section of the student module provides interfaces that allow you add, modify and/or delete campus/location data. It can be accessed from the main navigation menu by going to Students -> Campuses.

Adding Campus/es

1. From the “Add Campus” pane, enter the name of campus next to “Campus Name”

   Tip

   You can add multiple campuses at once by clicking on the (+) icon

2. Click on “Add Campus/es”

Modifying Campus Data

1. From the “Campuses” pane, click on “Edit Campus” ()

2. Here you can:

   • Enter the name of the campus in the box next to “Campus Name”,

   • In the box next to “Headmaster’s Signature”, click the camera icon to upload a JPEG image. In the crop overlay that appears, draw a selection box around the signature area and click Crop Image to confirm. The cropped image is automatically appended to terminal reports that require a headmaster’s signature.

3.Click “Modify Campus”

Delete Campus

1. From the “Campuses” pane, click on “Delete Campus” ()

2. From the confirmation dialog box, click to confirm the deletion

Warning

Deleting data is an irreversible process

Dormitories

This section allows for managing student dormitories. It can be accessed from the main navigation menu by going to Students -> Dormitories.

Adding Dormitories

1. From the “Add Dormitory” pane, enter the name of dormitory next to “Dormitory Name”

   Tip

   You can add multiple dormitories at once by clicking on the (+) icon

2. Click on “Add Dormitory/ies”

Modifying Dormitory Data

1. From the “Dormitories” pane, click on “Edit Dormitory” ()

2. Enter the new name of the dormitory in the box next to “Dormitory Name”

3.Click “Modify Dormitory”

Delete Dormitory

1. From the “Dormitories” pane, click on “Delete dormitory” ()

2. From the confirmation dialog box, click to confirm the deletion

Warning

Deleting data is an irreversible process

Promotions

The promotion section offers a flexible and easy way to move students from one class to another. This is particularly useful for handling bulk promotions at the end of each academic term/semester. The promotion section can be accessed from the main navigation menu by going to Students -> Promotions.

From the “Promote Students” pane:

1. Select the class from which you would like to promote students, from the drop down menu nex to “Class”

2. From the drop menu next to “Student”, check the box next to each student in the selected class you wish to promote. Alternatively, simply check the box next to “Select All” to promote all students in the class.

3. From the drop down menu next to “Move To”, you can select from the following:

   • Past Students: select this option to move student(s) to alumni year group. You’d then need to specify which year group to move the student(s) to from the drop down menu next to “Year Group”

   • Withdrawn List: select this option to add selected student(s) to the list of withdrawn students

   • You may also move the selected student(s) to a new class by simply selecting the new class you wish to move the student(s) to

4. Click “Save”

Warning

You must only promote students to a new class after SBA marks have been entered and reports validated for the current academic period.

Prefects

This section allows you to appoint students to prefectorial positions. The prefects section can be accessed from the main navigation menu by going to Students -> Prefects.

1. Enter the ID of the student you wish to appoint prefect in the box next to “Student ID”

2. Ener the prefectorial position you wish to appoint the student to in the box next to “Position”

3. Click “Save”

Updating prefectorial postion

1. From the “Prefects” pane, click on “Modify Positon” () next to the prefect

2. Enter the new position

3. Click “Save”

Scholarships

This section allows you to define and manage scholarships. Scholarships provide a way of waiving all or partial fees for selected students. The scholarship section can be accessed from the main navigation menu by going to Students -> Scholarships.

Creating a new scholarship

From the “Add Scholarship” pane:

1. Enter a name for the new scholarship in the box next to “Scholarship Name”

2. Specify a percentage value between 1-100 in the box next to “Percentage”

3. Check the box next to each billable item you would like the scholarship to be applied to next to “Fee Items Affected”. You may select all items by checking the box next to “Select All”

4. Click on “Add Scholarship”

Note

When a student is assigned to a scholarship, the items on the student’s bill will be discounted by the total amount representing the percentage value defined for that scholarship

Modifying a scholarship

1. From the “Existing Scholarships” pane, click on “Edit Scholarship” () from the “Actions” column for the scholarship

2. Update the following:

   • Scholarship Name

   • Percentage

   • Fee Item Affected

3. Click on “Modify Scholarship”

Deleting a scholarship

1. From the “Existing Scholarships” pane, click on “Delete scholarship” ()

2. From the confirmation dialog box, click to confirm the deletion

Warning

Deleting data is an irreversible process

Health Records

Students can have a structured health record attached to their profile, accessible from the student details page under the Health Records tab.

Health record fields include:

• Blood Type: the student’s blood group (e.g. O+, AB-)

• Allergies: known allergic reactions

• Medical Conditions: chronic or significant medical conditions

• Vaccination History: a record of vaccinations received

• Emergency Contact Name: name of a medical emergency contact

• Emergency Contact Phone: phone number for the emergency contact

• Notes: any additional health-related notes

Click Edit Health Record (or Add Health Record if none exists yet) from the Health Records tab to open the health information form. Fill in the relevant fields and click Save.

Note

One health record exists per student. It can be updated at any time. Health record data is only visible to users with sufficient access permissions.

Disciplinary Records

Disciplinary incidents are logged against a student’s profile and are accessible from the Disciplinary Records tab on the student details page.

Each disciplinary record contains:

• Incident Date: the date the incident occurred

• Incident Type: the category of the incident (e.g. Misconduct, Truancy, Insubordination)

• Description: a detailed account of the incident

• Action Taken: the disciplinary measure applied

• Status: whether the incident has been resolved or remains open

Adding a Disciplinary Record

1. From the student’s details page, click the Disciplinary Records tab

2. Click Add Incident

3. Fill in the incident date, type, description, and action taken

4. Click Save Incident

Managing Records

• Click Mark Resolved to close an incident once follow-up is complete

• Click Delete to permanently remove an erroneous record

Tip

All disciplinary incidents across the school can be viewed in aggregate via Reports > Disciplinary Report, with filtering by class and incident type.

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