Student records¶
Who does this: Registrar Where: Students → Students How often: Continuously
A student file is the child as a person. It holds what does not change from year to year, and nothing that does.
What is on the file — and what is not¶
| On the student file | Not on the student file |
|---|---|
| Name in English and Arabic, preferred name | Their class |
| Gender, date of birth, place of birth, nationality | Their roll number |
| Photo | Their attendance |
| National ID / residency permit number, passport number, birth certificate number, border number | Their fees |
| Admission number and admission date | Their marks |
| Status | Their bus seat |
| House | |
| Transport type | |
| Guardians and emergency contacts | |
| Documents |
Everything in the right-hand column belongs to a year, and lives on the enrollment. The student form still shows the current class, section and roll number at the top — it reads them from this year's enrollment, live. It does not store them, which is why they are always right and never need correcting after a promotion.
The admission number¶
Permanent. It follows a child from KG1 to Grade 9 and appears on every certificate the school ever issues them. It does not carry a year and does not restart — the year in it would be the year the child joined, which is not the year anybody reading the number cares about.
It is allocated automatically. Nobody types one.
Process — registering a child directly¶
Most children arrive through Admissions, which creates the file for you. When a child is registered directly — a mid-year arrival, or a data import:
- Students → Students → New.
- Fill in the child's details. Name, gender, date of birth and nationality are required; the identity numbers are recorded as the family produces them.
- Save. The admission number is allocated.
- Add Guardians on their tab (see below).
- Add Emergency Contacts — name, relationship and phone.
- Press Refresh Checklist to work out which documents this child has to produce.
- Press Enroll in Current Year to open their enrollment.
Guardians¶
Guardians are recorded per child, with the full set of details: name in English and Arabic, relationship, mobile, WhatsApp number, alternate phone, email, address, national ID, nationality, occupation and employer.
Three flags decide what each guardian does:
| Flag | Consequence |
|---|---|
| Payer | Invoices are addressed to them |
| Primary Contact | School messages go to them |
| Authorised for Pickup | They may collect the child |
Why payer and primary contact are separate flags
A father can be the payer for one child and not for another — split families, a sponsor funding one sibling, a grandparent paying for the eldest only. A single "main guardian" flag would force the school to record one of those two facts wrongly.
Only one guardian per child can be the payer, and only one can be the primary contact. The system enforces both.
Siblings share a guardian by sharing one contact card, not one guardian record: one login, one set of contact details, a separate guardian row per child. That is what allows the flags to differ between siblings.
Who gets invoiced¶
The guardian flagged as payer. If none is flagged, the child's own contact is used. The finance office asks one field and never has to re-decide the rule per document.
Statuses¶
| Status | Meaning | How |
|---|---|---|
| Active | At the school | Set Active |
| On Medical Leave | Away, expected back | Medical Leave |
| On Vacation | Away, expected back | On Vacation |
| Inactive | No longer attending | Set Inactive |
| Transferred | Left for another school | Mark Transferred |
A status is about the child. It is not the same thing as the enrollment status, which is about one year — see Enrollment.
Transport type¶
Recorded on the child: None, School Bus or Private. It is answered at admission, whether or not the school runs a bus that year, and it prints on the ID card.
It also keeps itself honest: activating a bus allocation sets it to School Bus, and ending the child's last allocation sets it back to None. The two never drift apart. See Transport.
The billing tab¶
Shows who pays for this child and the fee accounts raised across the years — one per year, side by side, each with its own balance. Nothing here totals two years together, which is exactly the point.
What the student form gives you quickly¶
| Button at the top | Shows |
|---|---|
| Enrollments | Every year this child has been at the school |
| Documents | Their checklist, with the outstanding count on the badge |
| Outstanding | Straight to the documents still missing |
| Enroll in Current Year | Opens a draft enrollment for the running year |
| Refresh Checklist | Re-resolves which documents this child needs |
Enroll in Current Year refuses in two situations, and both messages say what to do: no year is active for the school, or the child is already enrolled in it.
ID cards and privacy¶
Every child's file carries a token used by the QR code on their ID card. The code contains no readable details about the child — a card found in a car park tells a finder nothing. Scanning it inside the school resolves to the child; scanning it anywhere else resolves to nothing.
Who can see what¶
| Student files, guardians, contacts | Documents | |
|---|---|---|
| Staff member | read | no access |
| Registrar | read, write, create | full |
| Administrator | full, including delete | full |
Document rows carry residency permit, passport and border numbers. A teacher who needs to phone a parent does not need the child's identity papers, so the documents tab is not shown to general staff at all.
Deleting a student is the Administrator's alone: a student file is what years of attendance, marks and invoices hang off.