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Student Management Overview

Comprehensive overview of student management in Zion - from initial roster setup to ongoing maintenance, centre assignments, and PACE allocations. This guide helps administrators build and maintain an accurate student database.

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Why Student Management Matters

Student Data is the Foundation:

• Goal Check requires students with PACE assignments
• Accurate rosters enable proper centre assignments
• Clean data prevents errors in reporting
• Historical records support continuity year-to-year

Zion’s Student Management Enables:

• Individual student profiles with all relevant information
• Learning centre assignments for proper Goal Check access
• PACE assignments for individualized pacing
• Status management (active vs deactivated)
• Historical tracking and reporting

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Student Management Workflow

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Initial Setup (Start of Year)

Timeline: 2-3 hours for 100-student school using CSV bulk import

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Ongoing Maintenance (Throughout Year)

Weekly Tasks (5 minutes):

• Add new enrollments
• Process withdrawals (deactivate students)
• Update contact information as needed

Monthly Tasks (15 minutes):

• Audit for data quality (duplicates, missing info)
• Verify centre assignments still appropriate
• Check PACE progression (students advancing appropriately?)

Term-End Tasks (1 hour):

• Promote students to next grade level
• Reassign PACEs for new term
• Rebalance centre assignments
• Generate term-end reports
• Archive graduating students

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Student Profile Components

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Core Information (Required)

Full Name:

• First name and last name
• Used in all reports, Goal Check, and communications
• Format: “First Last” (e.g., “John Smith”)

Date of Birth:

• Format: MM/DD/YYYY or DD/MM/YYYY (locale-dependent)
• Used for: Age calculations, grade appropriateness validation
• Example: 03/15/2013 (currently 11 years old)

Grade Level:

• Select from dropdown: Grades 1-12
• Corresponds to ACE PACE levels
• Used for: Goal Check templates, PACE validation, reporting
• Example: Grade 5

Learning Centre:

• Select from active centres in your school
• Required for Goal Check access (supervisors see students in their centres only)
• Can be changed if student moves centres
• Example: “Faith Centre”

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Optional Information

Student ID:

• Your school’s internal ID number
• Example: “2024-085”, “STU-12345”
• Useful for: Cross-referencing with other systems, avoiding name confusion

Parent/Guardian Information:

• Parent names
• Email addresses (for future parent portal)
• Phone numbers
• Emergency contacts

Enrollment Date:

• When student joined your school
• Useful for: Historical tracking, tenure calculations

Special Notes:

• Medical information (allergies, conditions)
• Learning accommodations
• Behavioral notes
• Only visible to administrators and assigned supervisors

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Adding Students

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Method 1: Individual Entry

When to Use:

• Adding 1-10 students
• Mid-year enrollments
• Quick additions
• Students with unique circumstances

Process: Time Required: 2-3 minutes per student

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Method 2: CSV Bulk Import

When to Use:

• Adding 20+ students at once
• Start of academic year
• Transferring from another system
• Faster and less error-prone for large groups

Process Overview: Time Required: 10-15 minutes for 50 students (not including CSV preparation time) See CSV Bulk Import Guide for detailed instructions.

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Learning Centre Assignments

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Why Centre Assignments Matter

Centre Assignment Enables:

• Supervisor Access: Supervisors only see students in their assigned centres
• Goal Check Workflow: Students appear in correct supervisor’s Goal Check entry
• Reporting: Centre-level reports show accurate student lists
• Dashboard Filtering: Real-time dashboards filter by centre

Without Centre Assignment:

• Student won’t appear in any supervisor’s Goal Check
• Cannot set goals or mark progress
• Missing from centre reports

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Initial Centre Assignment

Factors to Consider: Grade Level:

• Group similar grades together (e.g., Grades 1-3 in one centre, 4-6 in another)
• Enables age-appropriate curriculum and pacing

Centre Capacity:

• Don’t exceed capacity limits (typically 20-30 students per centre)
• Balanced class sizes enable better supervision

Supervisor Workload:

• Balance student count across supervisors
• Consider supervisor experience and strengths

Student Needs:

• Place students with special needs with appropriate supervisor
• Group students with similar ability levels if using ability-based centres

Example Distribution (75-student school):

• Primary Centre (Grades 1-3): 25 students
• Elementary Centre (Grades 4-6): 27 students
• Junior High Centre (Grades 7-9): 23 students

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Reassigning Students Between Centres

Common Scenarios:

• Grade progression (student moves from Primary to Elementary centre)
• Centre rebalancing (one centre too full, another has space)
• Student needs change (requires different supervisor approach)
• Supervisor changes (supervisor leaves, students reassigned)

How to Reassign: Effect of Reassignment:

• Student appears in new centre’s Goal Check immediately
• Student removed from old centre’s Goal Check
• Historical data preserved (shows which centre student was in at that time)

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PACE Assignments

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Why PACE Assignments Matter

PACE Assignments Enable Goal Check:

• Cannot set daily goals without assigned PACEs
• Goal entry interface shows assigned PACEs as columns
• Without PACEs, student effectively cannot use Goal Check

Individualized Learning:

• Each student has own PACE assignments
• Different students can work on different PACEs in same subject
• Enables true individualized pacing (core of ACE methodology)

Progress Tracking:

• Track which PACEs student has completed
• See when student started/finished each PACE
• Historical record of academic progression

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Assigning PACEs to Students

Typical PACE Load:

• Light Load: 3-4 PACEs (primary grades, struggling students)
• Standard Load: 5-6 PACEs (most students)
• Heavy Load: 7-8 PACEs (advanced students, high school)

Subject Distribution:

• Usually 1 PACE per subject concurrently
• Example: Math 1015 + English 1025 + Science 1035 + Social Studies 1045 + Word Building 1055 = 5 PACEs

Process: See PACE Assignments Guide for detailed instructions.

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PACE Progression

When Student Completes a PACE:

1. Administrator marks PACE as completed (future feature: auto-complete)
2. Assign next PACE in sequence (e.g., 1015 → 1016)
3. Student continues uninterrupted

PACE Numbering:

• 1001-1012: Grade 1 PACEs across subjects
• 1013-1024: Grade 2 PACEs
• 1025-1036: Grade 3 PACEs
• And so on through Grade 12 (1133-1144)

See PACE Catalog for complete PACE reference.

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Student Status Management

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Active vs Deactivated

Active Students:

• Appear in all lists, dashboards, Goal Check
• Can have goals set and progress marked
• Counted in reports and metrics
• This is default status for all students

Deactivated Students:

• Hidden from active lists (filter required to see)
• Cannot have new goals set
• NOT counted in active reports/metrics
• Historical data preserved (past Goal Check entries remain)
• Can be reactivated later if needed

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When to Deactivate Students

Permanent Departures:

• Student withdrew from school
• Student transferred to another school
• Graduated (optional - some schools keep graduates for historical records)

Temporary Absences (Long-Term):

• Extended illness (months)
• Family leave (semester abroad, etc.)
• Maternity leave (some older students)

Administrative:

• Duplicate student entries (deactivate duplicate, keep one)
• Data entry errors (create new correct entry, deactivate incorrect one)

When NOT to Deactivate:

• Short-term absences (days or weeks) - keep active, just mark 0 pages on absent days
• Summer break - keep active for continuity into next term
• Temporary suspensions - keep active

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How to Deactivate

What Happens:

• Student immediately removed from active lists
• Supervisors no longer see student in Goal Check
• Historical Goal Check data remains intact
• Student profile still accessible with filter

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How to Reactivate

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Student Data Quality

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Common Data Issues

Duplicate Students:

• Same student entered twice (different spellings, typos)
• Causes: Bulk import errors, multiple administrators adding students
• Detection: Sort students by name, look for similar names with same DOB
• Solution: Keep one entry, deactivate duplicate

Missing Information:

• Students without centre assignments
• Students without PACE assignments
• Missing contact information
• Solution: Regular audits to find and fix

Incorrect Assignments:

• Student in wrong grade level
• Student in wrong centre
• Student with inappropriate PACEs (too easy/hard)
• Solution: Spot-check randomly, correct as found

Outdated Information:

• Old contact information
• Students who withdrew but still active
• Graduated students still in system
• Solution: Annual cleanup (end of term)

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Monthly Data Audit Checklist

Run These Checks Monthly (15 minutes):

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Best Practices

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Initial Setup (Start of Year)

2-3 Weeks Before Term Starts:

1. Finalize student enrollment list
2. Create CSV with all student data
3. Import CSV into Zion
4. Verify import success (student count matches)

1 Week Before Term:

1. Assign all students to learning centres
2. Balance centres by grade/capacity
3. Notify supervisors of their student lists

First Week of Term:

1. Assign PACEs to all students
2. Have supervisors verify their rosters
3. Correct any errors or missing data
4. Test Goal Check with few students

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Mid-Year Enrollment

New Student Joins:

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Student Withdrawal

Student Leaves:

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Annual Cleanup (End of Year)

Last Week of Term:

1. Generate final reports for all students
2. Deactivate graduating seniors (optional)
3. Export student data for archival
4. Prepare for next year’s grade promotions

Before New Term:

1. Promote all continuing students to next grade
2. Rebalance centre assignments (new grade groupings)
3. Update PACE assignments for new academic year
4. Reactivate any students returning from leave

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Troubleshooting Common Issues

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”Student Not Appearing in Goal Check”

Causes:

1. Student not assigned to learning centre
2. Student has no PACE assignments
3. Student is deactivated
4. Supervisor not assigned to student’s centre

Solutions:

1. Assign student to a centre
2. Assign 4-6 PACEs to student
3. Reactivate student if appropriate
4. Verify supervisor assigned to correct centre

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”Cannot Deactivate Student”

Cause: Student may have active Goal Check entries for today Solution: Wait until next day, or have supervisor remove today’s entries, then deactivate

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”Duplicate Student Entries”

Cause: Student added twice (CSV import + manual entry, or two administrators) Solution:

1. Identify which entry has more/better data
2. Keep that one as active
3. Deactivate the duplicate
4. Note in deactivated entry: “Duplicate of [correct entry ID]"

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"Student in Wrong Grade for Age”

Causes:

1. Data entry error (typo in DOB or grade)
2. Student legitimately held back or advanced
3. Student transferred mid-year from different system

Verify: Check enrollment forms for correct DOB and grade, correct as needed

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Related Resources