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Student profiles

The 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, 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.

Actions

  • Export Grade Report: Creates a PDF of the student's grade report.
    1. Choose an academic term.
    2. Select a program.
    3. 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).
    4. 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.

Transcript and Degree Audit

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.

Student Information

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. It consists of the four-digit year of entry followed by a six-digit number.
  • 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.
  • Exit date and Exit Reason fields display after a student has exited the school or has had the Student role inactivated or removed.

Courses

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.

  1. Click the arrows until you're in the correct academic term.
  2. Begin typing in the Search field and select the course from the results.
  3. You can register the student as Enrolled or as an Auditor.
  4. Edit the enrolled date, if necessary.
  5. Repeat these steps as often as you wish.
  6. When you're finished, click Save.

Of course, there are other ways to register students in courses.

Editing 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.

Removing Courses

Click to delete the student from that course altogether. This will delete all of the student's grades and interaction with the course!

Programs

Programs define a student's course of study—which courses they can take, what degrees they can pursue.

Adding and changing programs

Click Add a program. Select a program from the drop-down and Save.

  • You can do this as often as you like. Just click add to enroll the student in additional programs.
  • You can also enroll a student in a program by adding a degree from that program (see below).
  • To change a program's status, hover over the program name and click edit.
  • You can delete the program or change its status to Inactive or Active.
  • When you inactivate a program, the student's degrees in that program will also be set to Inactive.
  • Programs may also be set to Inactive when you grant or deactivate a degree from that program (see below).

Degrees

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.

  1. Click Add Degree.
  2. 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).
  3. 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.
  4. Enter an anticipated completion date. This date is available in various reports
  5. Click Save to list the degree. You can list as many degrees as you need to.

Editing Degrees

Hover over a Degree to and click edit to change any of the details. This is also how you add a specialization.

Granting Degrees

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.

Honors

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

  1. Click add an honor.
  2. Select the honor. Some honors will prompt you to choose a term, degree, or program as well.
  3. Click Save.

Remove an honor by clicking .

Discipline

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

  1. Click add disciplinary action.
  2. Select the action. Your selection will trigger a system tag of the same name which will display for the duration of the discipline.
  3. Enter start and (optional) end dates.
  4. Add optional comments and files (no limit, so go crazy!).

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.

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