Student Data Index  

The page in Admin Mode is where admins can edit the following information. (Teachers can edit much of the same information on the Setup Students in Gradebook Mode, but since changes affect all teachers, you may want to restrict this page.)

First, Middle, and Last names are for official records. The Preferred Name is what appears in gradebooks and informal reports.

ID # is a unique identifier for each student. Typically this is numbers, but it may include letters. This is necessary to distinguish students who have the same name. New students are automatically assigned an ID number, but you can change or delete this as needed. (Students may login using either their full name or their ID. Passwords are generated automatically, and are not edited on this page.)

Alternate ID is an optional secondary ID number/code, usually used for the state ID.

Email addresses are required for emailing reports, and they allow students and parents to reset their own passwords if they forget, but otherwise they are optional. You may list more than one email address for each student and parent (separated by commas or anything). Students and parents may update their own email addresses when they login (but students cannot change or remove their parents' email addresses). See Email

Phone numbers are optional. You may list multiple phone numbers for each student or parent.

Parent/Contact information is for legal guardians and anyone else you want to share grading information with, such as caseworkers or tutors. But do not use this area for Doctor contact information; that information goes in the Medical section (see below). If each parent is to have their own password, you must list each parent in their own column; otherwise it is okay to combine parents in the same column and have them share a password. Click "Add Contact" to add columns for more contacts (this is unlimited, but you can import/export only 4 contacts). Parents may update their own name, relation, email, and phone number when they login.

Allow Login is a checkbox to control whether each parent/contact and student can login. Some private schools use this to block those who have not paid their tuition yet. (To block everyone from logging in, see the page.)

Address is used for mailing report cards and login instructions. Each parent/contact can have a separate address, in which case it will print separate copies for each address. (Leave the second address blank if both parents live together.)

Residence notes can be used for anything like method of residency verification, joint custody arrangements, etc.

Transportation notes can be used for anything like bus routes, parking permits, or who is allowed to pick-up the student.

Grade Level appears on report cards, and it lets you select students by grade, e.g., to print all 9th grade report cards. Students are automatically promoted every year, so you need to adjust only those who are held back. This information is recorded separately each year, so if a student is advanced or held back, you have a historic record of that. (Not available for Adult Education)

Homeroom identifies the homeroom/advisory teacher of this student, so they can see referrals for their students. Also this is required if you take Daily Attendance. The homeroom teacher's name appears at the top of report cards. If not applicable, leave this blank. Homeroom/advisory teachers must have a SnapGrades account. (Not available for Adult Education)

Teachers can set this for their whole class on the page. Admins can do likewise on the page by clicking "Edit Section" then "Set as homeroom/advisor for whole class". This option is available for only published schedules, not draft schedules. Homeroom/advisor is reset to blank each new year.

Counselor & Asst. Prin. are the guidance counselor/advisor and assistant principal for each student. This helps administrators view all their students as a group and track discipline and referrals. They must have a SnapGrades account with the appropriate permissions.

Teachers can set this for their whole class on the page. System admins (with the "System setup" permission) may click "Bulk edit" to set this based on various filters, e.g. all 9th grade students with last names from H through Mo. To reassign all students from admin to another, select "Set Counselor to [new counselor]", "Apply to Counselor [old counselor]". Changes apply only to the selected year, but by default they are copied when you start a new year.

Language is used to automatically translate reports and email to Spanish, and the student/parent login pages. See details

Gender is used only for reporting purposes.

Birthdate is for information only.

Ethnicity is used only for reporting purposes. You can check multiple items, e.g. to check "Hispanic" with or without other items checked. You can customize this list on the page.

Special Programs are checkboxes like IEP, 504 Plan, ELL, GATE, Migrant, Head Start, Free Lunch, Reduced Lunch, At Risk, Academic Probation, and other custom groups like Athlete. Customize the checkboxes on the page. This is used only for reporting purposes. Note: This information is saved separately each year, so if a student is in a certain program one year, like "At Risk", then not in the following year, you have a historic record.

Photo is shown on student records and optionally on seating charts. See Import Student Photos


Special Needs & Medical

Switch the menu at the top of the page from "Contacts & Profile" to "Special Needs & Medical" to enter the info below. Parents and students cannot see any of this information. Only admins who have the "Data Entry" permission can see these notes, so remove that permission for other staff. Teachers can see the Special Needs, Staff Notes, and Allergies/Asthma on the page in their gradebooks, but only for their own students; they cannot look up other students, and they cannot see the other medical information.

Special Needs are brief notes for teachers, so e.g., they know which students need to sit up front because of hearing impairments or need extra time on tests because of learning disabilities. Also copy any critical medical info here, such as seizures, since teachers cannot see the other medical notes below.

Staff Notes are any other private notes, e.g. so teachers know if the student recently had a death in the family. Teachers can see these notes on the page and edit them on the page, but only for their own students.

Doctor contact information goes here (not as a Parent/Contact).

Other text boxes are for allergies & asthma, insurance, diagnoses (e.g., learning disabilities), immunizations, medications, hearing/vision tests and physical exams.


See also: Add/Edit Students, Email Alerts for Parents
Video: Student Information