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:
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
Alter the required information in the relevant section
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:
From the “Students” pane in the search results, click on “Withdraw Student” () from the “Actions” column for that student
Confirm student withdrawal from the dialog box
Deleting a student
From the “Students” pane in the search results, click on “Delete Student” () from the “Actions” column for that student
From the confirmation dialog box, click to confirm the deletion
Warning
Deleting data is an irreversible process
Student Registration
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 *
Status
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
Upload image to be used as student photo ID
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.
Select search criteria:
All: show all past students
Year Group: show past students from specific alumni year group
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.
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
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.
Select the class you wish to record attendance for from the drop down menu next to “Select Class”
Select the date you wish to record attendance for
Click on “List Students”
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.
Click “Record Attendance”
Sections
This section allows for managing sections. It can be accessed from the main navigation menu by going to Students -> Sections.
Adding Sections
- 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
Click on “Add Section/s”
Modifying Section Data
From the “Sections” pane, click on “Edit Section” ()
Enter the new name of the section in the box next to “Section Name”
3.Click “Modify Section”
Delete Section
From the “Sections” pane, click on “Delete Section” ()
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
- 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
Click on “Add Campus/es”
Modifying Campus Data
From the “Campuses” pane, click on “Edit Campus” ()
- Here you can:
Enter the name of the campus in the box next to “Campus Name”,
In the box next to “Headmaster’s Signature”, select a JPEG image for the headmaster’s signature, which will appear on student progress reports.
3.Click “Modify Campus”
Delete Campus
From the “Campuses” pane, click on “Delete Campus” ()
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
- 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
Click on “Add Dormitory/ies”
Modifying Dormitory Data
From the “Dormitories” pane, click on “Edit Dormitory” ()
Enter the new name of the dormitory in the box next to “Dormitory Name”
3.Click “Modify Dormitory”
Delete Dormitory
From the “Dormitories” pane, click on “Delete dormitory” ()
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:
Select the class from which you would like to promote students, from the drop down menu nex to “Class”
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.
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
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.
Enter the ID of the student you wish to appoint prefect in the box next to “Student ID”
Ener the prefectorial position you wish to appoint the student to in the box next to “Position”
Click “Save”
Updating prefectorial postion
From the “Prefects” pane, click on “Modify Positon” () next to the prefect
Enter the new position
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:
Enter a name for the new scholarship in the box next to “Scholarship Name”
Specify a percentage value between 1-100 in the box next to “Percentage”
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”
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
From the “Existing Scholarships” pane, click on “Edit Scholarship” () from the “Actions” column for the scholarship
Update the following:
Scholarship Name
Percentage
Fee Item Affected
Click on “Modify Scholarship”
Deleting a scholarship
From the “Existing Scholarships” pane, click on “Delete scholarship” ()
From the confirmation dialog box, click to confirm the deletion
Warning
Deleting data is an irreversible process
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