The Profile > Student view shows all of a student's academic information. The left column shows you the big picture: Transcript and Degree Audit. The right column shows the details: Student Info, Courses, Degrees, Programs, Awards, and Discipline.
The Student role
The Student view appears on a person's profile once they have the Student role, and remains visible as long as that is so. The role is required if you wish to record academic information for a person. If you delete the Student role, the view disappears—but any academic information you've recorded will nonetheless be preserved. Here's how you can give a person the Student role:
- Click edit roles under the profile picture, select Student from the drop-down, click Add, and then Save.
- Accept an application. This option also lets you import any academic information gathered during the admissions process.
- If your data was imported into Populi from your old system, anyone with an academic record was given the Student role (historic students were then set to Inactive).
If a student who has so much as registered to audit a single course decides to leave your school, we strongly recommend that you inactivate the Student role (as opposed to removing it altogether). To inactivate the role, click edit roles and uncheck the box next to the Student role.
- Export Grade Report: Creates a PDF of the student's grade report.
- Choose an academic term.
- Select a program.
- Check whether to include locked grades; this lets you get around any locks on the student's account (such as from a missed course evaluation deadline).
- Click Export.
- Export Schedule: Creates a PDF of the student's schedule; just select a term and click Go.
- Print Enrollment Verification: Creates a PDF of a letter verifying the student's enrollment as of the current date.
- Lock Registration and Lock Grades/Transcript: Read about adding these locks in this article.
The Transcript is your school's official record of the student's coursework (both completed and in-progress). The Degree Audit shows how the student is progressing towards earning a degree and/or specialization.
This panel displays high-level student information. Click edit to modify the student's entrance term, advisor, campus(es), and any custom student info you might be tracking.
- Student ID is automatically-generated when you give someone the Student role. Read about how student ID numbers are generated.
- The Entrance Term is selected when the student is given the role; select another from the drop-down if you need to update this info.
- Select an Advisor by typing an Advisor's name in the field. Select from the results. The student's Advisor has fairly comprehensive access to the their Academic info.
- Check to require that the student be proctored for all online tests in all courses. This can be changed at the individual test by the course faculty if necessary.
- Assign the student to a campus by clicking campus names. Doing so limits the student to courses scheduled in buildings on that particular campus. You can list as many campuses as you wish.
- If the student lives in school housing, you'll see his Room. Rooms and room plans are managed in the Campus Life view.
- If you have any custom student fields, fill them in as needed. These won't display unless you fill them in.
Courses shows each of the student's courses together with status or grade information. Select an academic term from the drop-down to see courses from that term, or choose Current Courses to see any courses currently in progress.
A guide to what's shown in the image above:
- The lock indicates that the student is finalized for that course (or that the course itself has been finalized).
- The dark-grey grades/statuses indicate that this is the final grade/status for the student in that course; the light-gray (as in LIT101 and WRI301) indicates an in-progress grade/status—these are subject to change.
- ART201 shows no grade because no grades have yet been entered for the students assignments in that course.
- LIT301 shows W, which is a course status of Withdrawn. Read about all student statuses in this article.
- THE101 shows FN, which indicates a failure for non-attendance. You can set up the parameters for such failures in Academics > Settings > Grades & Attendance.
Registering for Courses
Click edit to register the student in courses.
- Click the arrows until you're in the correct academic term.
- Begin typing in the Search field and select the course from the results.
- You can register the student as Enrolled or as an Auditor.
- Edit the enrolled date, if necessary.
- Repeat these steps as often as you wish.
- When you're finished, click Save.
Of course, there are other ways to register students in courses.
Click edit to change the student's enrollment (for current and future academic terms).
Each course shows the student's status (Auditor, Enrolled, Incomplete, or Withdrawn) and the status' effective date. If the course has been finalized, you can't change this information.
Click to delete the student from that course altogether. This will delete all of the student's grades and interaction with the course!
Programs define a student's course of study—which courses they can take, what degrees they can pursue.
Adding a program
Programs can be added to students when you import a course of study from an application or add a degree (see below). You can also manually-add one as follows:
- Click Add a program.
- Select a program from the drop-down.
- Select the entrance term—typically, this is the first term in which the student registers for courses in this program, but some schools reckon this differently.
- Likewise, enter the start date for the student's entry into the program.
- Select the previous education level—the level the student had attained at time of entry into the program.
- Select the enrollment status. For the vast majority of students, you'll want to leave this at Automatic. If you wish the student to be considered enrolled at a level other than what his specific course enrollments would indicate, select a different status.
- This enrollment status will start as of the time you select it and carry forward into each subsequent academic term until you change it again.
- You can also set enrollment status for individual academic terms (see below).
You can add as many programs as you like. You cannot have more than one active version of the same program at a time.
Read about how to handle student exits and leaves of absence.
There are two aspects to modifying programs—changing the program details and managing term enrollment statuses. This article covers student exits, which usually involve modifying a program.
- Hover over the program name and click edit.
- Change any of the fields you wish to modify.
- If you change a program to inactive, you'll be prompted for an exit date and exit reason. When you inactivate a program, the student's degrees in that program will also be set to Inactive. (Programs can also be inactivated when you grant or deactivate a degree from that program—see below.)
- When you're done, click Save.
Managing enrollment status
If you wish the student to be considered enrolled at a level other than what his specific course enrollments would indicate in a particular term, you can manage that here.
- Click manage enrollment status.
- You'll see a list of all terms in which the student was enrolled. The enrollment status defaults to Automatic. If you wish to change the student's status in any of those terms, select a different one from the drop-down.
- You can add an enrollment status for a term not listed. Select it from the Add... drop-down and make your status selection. When the student enrolls in that term, he'll be assigned that status regardless of his actual enrollment.
- You can delete the status for a term with no enrollments by clicking . If the student later enrolls in that term, his status will default to Automatic.
The enrollment statuses you select will be figured in to the various reporting tools around Populi.
You'll see Degrees on both Student and Alumni profiles (provided you have Academic information on file for your alums). A student can have multiple degrees and majors/minors (a.k.a. "specializations"). They might be:
- Pursuing: The student is still working towards this degree.
- Inactive: The student is no longer pursuing this degree.
- Granted: The student has earned this degree.
The Catalog Year refers to the Academic Year's Degree requirements they're being held to. Read more about that here.
Add a Degree
Registrars, Academic Admins, and a student's Advisor can add or edit a student's degrees.
- Click Add Degree.
- Select the Degree and enter the Pursuing Date. If the student is not enrolled in that Degree's Program, Populi adds that Program to the student (see Programs, above).
- Select a Catalog Year from the drop-down. The Catalog Year determines which degree requirements the student will be held to. Only change the Catalog Year if you want the student to fulfill requirements from a different Academic Year.
- Enter an anticipated completion date. This date is available in various reports
- Click Save to list the degree. You can list as many degrees as you need to.
Hover over a Degree to and click edit to change any of the details. This is also how you add a specialization.
If you change the status to Granted, you'll be prompted for the Granted Date. If you wish for the student's Program to become Inactive, leave the box checked.
Adding a specialization
If the degree offers any specializations, select one from the drop-down and click add to list it.
Once it's listed, you can go back and enter its granted date. You can add multiple specializations to the student's degree.
If you've set up academic honors in Academics > Settings > Honors, you can view and add the student's honors here. Honors are organized by Program, Degree, Term, and Student. Depending on how you've set them up, Honors can be automatically or manually applied.
Adding an honor
- Click add an honor.
- Select the honor. Some honors will prompt you to choose a term, degree, or program as well.
- Click Save.
Remove an honor by clicking .
If you've taken disciplinary action against the student, record that here. If the student has already been disciplined, you'll see a system tag to that effect.
Click the action name to view and edit individual discipline actions, or the files number to download or delete those files.
Adding and editing discipline records
- Click add disciplinary action.
- Select the action.
- Enter start and (optional) end dates.
- Choose whether to attach the disciplinary action's system tag to the student. If you add the tag, anyone with the Staff role will be able to see it.
- Add optional comments and files.
To delete an action, click its name and then Delete. Doing so permanently removes the action and all associated comments and files from the student's record.