Archiving student records

Each school has different processes surrounding managing student data prior to them exiting the school. Results, attendance and all other information pertaining to a student remain available in SEQTA for all time.

Should you require information pertaining to a student who has left please refer to the steps in the following article:

• Accessing information and reporting on students that have left

The following sections are covered in this article:

• The student 'status' (student visibility in SEQTA)
• Access to SEQTA Learn
• Access to SEQTA Engage
• Student visibility on the attendance roll page
• Student visibility in the Marks book

The student 'status' (student visibility in SEQTA)

The student 'status' is specified in the student record. If the status is set to anything other then 'FULL', the student will no longer be visible in most areas in SEQTA.

There are two methods for changing the student status.

Method 1: If student accounts are managed in an external system, the status will be set by the sync once the record is no longer active in the Admin system.

Method 2: If the student accounts are managed directly in SEQTA, the status can be changed using the follow steps:

1. Go to the Administration workspace > Data management > Students
2. Search for the students name, then click on the student record to open the edit window
3. Change the status from FULL to LEFT
4. Click Save

Access to SEQTA Learn

Students will have access to SEQTA Learn until their account is revoked using one of the following methods:

• Revoking the account through the SEQTA 'User management' page
• Suspend or remove the account from Active Directory (if using Active Directory to manage accounts)

Access to SEQTA Engage

Parents will have access to SEQTA Engage until their account is revoked using one of the following methods:

• Revoking the account through the SEQTA 'User management' page
• Suspend or remove the account from Active Directory (if using Active Directory to manage accounts)

Any information pertaining to the student (reports, coursework etc) will remain visible until the student 'status' is changed to LEFT or ARCH. See above section 'Changing student status' for more information.

Student visibility on the attendance roll page

Students will remain on the attendance roll page until either:

• The student is unenrolled from the class
• The student status is changed to 'LEFT' or 'ARCH'

Student visibility in the Marks book

Students will remain visible in the Marks book regardless of student status. This allows teachers to change the date back to a point the student was attending the class to access or enter results and reporting data.

If the student is showing in the Marks book after they have left the school, this indicates there is no 'Exit date' in the student record. Refer to the article below for information on how the exit date field is populated and how to enter or edit the exit date:

• Student visibility in the Marks book

Students leaving mid-timetable period

The process for managing students leaving mid-timetable period is as follows:

1. Unenrol student from the timetable system
2. Run a sync
3. Archive the student record in the admin system
4. Run a sync