Add a student

Use the Add Student tab in the Pupil Manager module to add student records to Ed:gen. This is useful if you have not imported student data from a previous management information system. It is recommended that you use the Admissions module to add new applicant records.

A wizard guides you through the stages required to create a student record. The stage you are working on is highlighted on the right hand side of the screen to help you:

Stage 1: General Pupil Details

To add a student record in the Pupil Manager module, follow the steps below:

  1. Select the Add Student tab to display stage 1 of the Add Pupil Wizard:
  2. Complete the Core Details section with the student's name. Some fields are completed for you to save time.
  3. Complete the Name Details section. Some fields are completed for you to save time.
  4. Select 'At School' from the System Status drop-down list. This indicates that the record is for a current student. Records marked 'Not Yet Arrived' are saved as applicants. Use the Admissions module if you want to add new applicant records.
  5. Click Next.

Stage 2: Administrative Details

An example of stage 2 of the Add Pupil Wizard is shown below:

To complete stage 2 of the Add Pupil Wizard, follow the steps below:

  1. Complete the School Details section:

    Field Explanation

    Year Group

    Select the current year group for the student.

    Form

    Select a form group for the student.

    Peg Number

    Enter the student's classroom or changing room peg number.

    Status

    Select the student's boarding status from the drop-down list.

    Personal Tutor

    Select a Personal Tutor for the student.

    Residential House

    Select a Residential House, if required.

    Academic House

    Select an Academic House for the student.

  2. Complete the Admissions Details section, the fields are explained below:

    Field Explanation

    Registered Date

    Select a registration date for the student, this is the date that registration documentation and fees have been received by your school. This defaults to today's date.

    Verification

    Select the identification documents which have been verified for the student.

    Entry Type

    Select the entry status of the student, this is for information only. In most cases select 'New Student' here.

    Enrolment Date

    Select an enrolment date. If you have chosen to activate the auto enrolment function, the student is automatically enrolled on the date you select here.

    Enrolment School Year

    Select the academic year that the student is enrolled in your school.

    Enrolment NC Year

    Select the year group that the student was first enrolled in your school. This may differ from the Year Group selected in the School Details section if you are adding backdated student records to Ed:gen.

    Enrolment Term

    Select the term that the student is enrolled in your school.

    Enrolment Form

    Select the form group that the student joined when enrolled in your school. This may differ from the Form selected in the School Details section if you are adding backdated student records to Ed:gen.

    Previous School

    Select the student's previous school from the drop-down list. This is linked to the Other Schools module where you can run reports on the information selected.

    Previous School Type

    Select the student's previous school type from the drop-down list. This is linked to the Other Schools module where you can run reports on the information selected.

  3. Click Next.

Click the add icon next to a field to add a new option to the drop-down list available. This is available for selected fields throughout the Add Pupil Wizard.

Stage 3: Personal Pupil Details

An example of stage 3 of the Add Pupil Wizard is shown below:

To complete stage 3 of the Add Pupil Wizard, follow the steps below:

  1. Complete the Personal Details section, using the fields and drop-down lists available.
  2. Click Next.

Click the add icon next to a field to add a new option to the drop-down list available. This is available for selected fields throughout the Add Pupil Wizard.

Stage 4: Address and Contact Details

An example of stage 4 of the Add Pupil Wizard is shown below:

To complete stage 4 of the Add Pupil Wizard, follow the steps below:

  1. Select Yes in Add Contact Details to activate this stage of the wizard.
  2. Select Yes in the Siblings drop-down list if the student you are adding has siblings. You have the option of listing the sibling group in age order. Any contacts listed for the selected sibling are displayed in Current Pupil Contacts at the bottom of the screen. Once you make your selection in the Siblings drop-down list the Add New Contact box is displayed once.
  3. Either:

Stage 5: Finish Adding a Pupil

To complete the Add Pupil Wizard, follow the steps below:

  1. In stage 4 of the wizard, select Next. You are prompted that the Pupil Creation Wizard is finished. The student is allocated a SchoolID number and is listed according to status under the appropriate tab: Current Student, Applicant or Former Student. An example of a student record is shown below:
  2. The student's School ID number is shown in brackets above General Pupil Details.
  3. Click Add another pupil to add more student records using the wizard.