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Student Roster Management

Complete guide to managing your student roster in Zion - from initial import to ongoing profile management, learning centre assignments, and PACE allocations.

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Student Management Overview

Key Responsibilities:
  • Add new students (individual or bulk CSV import)
  • Assign students to learning centres
  • Manage student profiles and status
  • Assign PACEs to students
  • Deactivate/reactivate students as needed
Estimated Time:
  • Individual entry: 2-3 minutes per student
  • CSV bulk import: 5-10 minutes for 50+ students

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Adding Students Individually

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When to Use Individual Entry

  • Adding 1-5 new students
  • Mid-year enrollments
  • Transfer students
  • Quick additions

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Step-by-Step: Adding One Student

1

Navigate to Students

Click “Management” → “Students” in sidebar
2

Click Add Student

Click “Add Student” button
3

Fill Student Form

Enter required fields: first name, last name, date of birth, grade level, learning centre
4

Save

Click “Save Student”
5

Assign PACEs

Immediately assign PACEs to new student (or do later)

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Student Form Fields

Required Fields: First Name:
  • Student’s legal first name
  • Example: “John”, “Mary”, “Emmanuel”
  • Used in all reports and Goal Check entries
Last Name:
  • Student’s legal last name
  • Example: “Smith”, “Nakato”, “Obiang”
Date of Birth:
  • Format: MM/DD/YYYY or DD/MM/YYYY (based on your locale)
  • Used for: Age calculations, grade progression
  • Validation: Must be reasonable (typically 4-18 years ago)
Grade Level:
  • Dropdown: Grades 1-12
  • ACE PACE levels correspond to grades
  • Used for: PACE assignment validation, reporting
Learning Centre:
  • Dropdown: Select from active learning centres
  • Required: Every student must be in a centre
  • Can change later if needed
Optional Fields: Student ID:
  • Your school’s internal student ID number
  • Example: “2025-001”, “STU-12345”
  • Useful for cross-referencing with other systems
Contact Information:
  • Parent/guardian names
  • Phone numbers
  • Email addresses (for future parent portal)
Notes:
  • Special needs, allergies, or relevant information
  • Only visible to administrators and assigned supervisors
Start Minimal: During bulk entry, only fill required fields. Add optional details later as needed.

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CSV Bulk Import

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When to Use CSV Import

  • Initial school setup (20+ students)
  • Start of academic year (new cohort)
  • Transferring from another system
  • Faster than individual entry for large groups
See detailed CSV Bulk Import Guide for complete instructions.

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Quick CSV Import Overview

1

Download Template

Navigate to Students → Click “Import Students” → Download CSV template
2

Fill Template

Open in Excel/Google Sheets, fill one row per student
3

Upload CSV

Return to Zion, upload filled CSV file
4

Validate

Zion validates data, shows errors if any
5

Confirm Import

Review preview, click “Import X Students”
6

Assign PACEs

After import, assign PACEs to all students
CSV Template Columns:
  • first_name (required)
  • last_name (required)
  • date_of_birth (required, format: YYYY-MM-DD)
  • grade_level (required, 1-12)
  • learning_centre_name (required, must match existing centre)
  • student_id (optional)
  • parent_name (optional)
  • parent_email (optional)
  • parent_phone (optional)
  • notes (optional)
Estimated Time: 10 minutes for 50 students (vs 2 hours individual entry)

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Managing Student Profiles

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Viewing Students

Student List View:
  • Navigate to “Management” → “Students”
  • Shows all active students in table format
  • Columns: Name, Grade, Learning Centre, Status, Actions
Filters:
  • By learning centre
  • By grade level
  • By status (active/deactivated)
  • Search by name
Sort Options:
  • Alphabetically by name (default)
  • By grade level
  • By learning centre
  • By date added

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Editing Student Information

1

Find Student

Navigate to Students list, search or scroll to find student
2

Click Edit

Click “Edit” button next to student name
3

Modify Fields

Update any fields (name, grade, centre, etc.)
4

Save Changes

Click “Save Student”
What Can Be Changed:
  • Name (if misspelled or legal name changed)
  • Date of birth (if entered incorrectly)
  • Grade level (for grade promotion)
  • Learning centre (reassignment)
  • Student ID
  • Contact information
  • Notes
What Cannot Be Changed:
  • Student’s historical Goal Check data
  • Past PACE assignments

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Learning Centre Assignment

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Initial Assignment

When adding students, assign to a learning centre based on:
  • Grade Level: Group similar grades together
  • Centre Capacity: Don’t exceed capacity limits
  • Supervisor Load: Balance student count across supervisors
  • Student Needs: Consider special needs, abilities, learning styles

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Reassigning Students to Different Centres

Common Scenarios:
  • Centre rebalancing (one centre too full)
  • Student needs change (requires different supervisor)
  • Grade progression (moving to older student centre)
1

Edit Student

Navigate to Students, click “Edit” on student
2

Change Centre

Select new learning centre from dropdown
3

Save

Click “Save Student”
4

Verify Access

Ensure new centre’s supervisor can now see student in their dashboard
Effect of Reassignment:
  • Student immediately appears in new centre’s lists
  • Student disappears from old centre’s lists
  • Historical Goal Check data preserved (shows which centre student was in at that time)
  • Supervisor sees student on next dashboard refresh
Mid-Term Reassignments: Reassigning students mid-term disrupts their routine and supervisor relationships. Best to do during term breaks unless urgent.

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PACE Assignments

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Why PACE Assignments Matter

Required for Goal Check:
  • Students MUST have assigned PACEs before Goal Check can begin
  • Goal entry shows PACEs as columns
  • Without PACEs, student cannot have goals set
Individualized Learning:
  • Each student has their own PACE assignments
  • Different students can work on different PACEs in same subject
  • Allows personalized pacing

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Assigning PACEs to Students

1

Navigate to Student Profile

Click on student name from Students list
2

Click Assign PACE

In student detail page, click “Assign PACE” or “Manage PACEs”
3

Search for PACE

Use PACE catalog search (by number or subject)
4

Select PACE

Click on PACE to assign it to student
5

Repeat

Assign 4-6 PACEs (one per subject typically)
6

Save

Click “Save PACE Assignments”
Typical PACE Load Per Student:
  • Light Load: 3-4 PACEs (struggling students, primary grades)
  • Standard Load: 5-6 PACEs (most students)
  • Heavy Load: 7-8 PACEs (advanced students, high school)
See PACE Assignments Guide for detailed instructions.

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PACE Catalog Structure

PACE Numbering: 1001-1144 (144 total PACEs in catalog) Subjects:
  • 1001-1012: English
  • 1013-1024: Math
  • 1025-1036: Science
  • 1037-1048: Social Studies
  • 1049-1060: Word Building
  • And more…
Each PACE has ~36 pages typically. See PACE Catalog Reference for complete list.

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Student Status Management

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Active vs Deactivated

Active Students:
  • Appear in all lists and dropdowns
  • Can have goals set and progress marked
  • Counted in dashboard metrics
  • Included in reports
Deactivated Students:
  • Hidden from active lists
  • Cannot have new goals set
  • NOT counted in dashboard metrics
  • Historical data preserved
  • Can be reactivated later

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Deactivating Students

When to Deactivate:
  • Student withdrew from school
  • Student transferred to another school
  • Long-term absence (extended illness, family leave)
  • Graduation (optional - some schools keep graduates for records)
1

Navigate to Student

Find student in Students list
2

Click Deactivate

Click “Deactivate” button next to student
3

Confirm

Read confirmation dialog, click “Deactivate”
What Happens:
  • Student immediately removed from active lists
  • Supervisors no longer see student in Goal Check entry
  • Historical data preserved (all past Goal Check entries remain)
  • Can generate historical reports including this student

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Reactivating Students

When to Reactivate:
  • Student returns after leave
  • Student re-enrolls
  • Accidental deactivation
1

View All Students

Toggle “Show Deactivated” filter on Students page
2

Find Student

Locate deactivated student
3

Click Reactivate

Click “Reactivate” button
4

Update Information

Edit student to update grade, centre if needed
5

Verify PACE Assignments

Ensure PACE assignments are still appropriate

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Best Practices

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Initial School Setup

Week 1-2 Before Term Starts:
  1. Gather complete student roster (names, DOBs, grades)
  2. Decide centre assignments (balance by grade/ability)
  3. Create CSV file with all students
  4. Import CSV into Zion
  5. Verify import success (student count matches)
Week 1 of Term:
  1. Assign PACEs to all students (4-6 per student)
  2. Verify each student has PACEs assigned
  3. Test: Have supervisor set goals for a few students

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Mid-Year Enrollments

New Student Joins:
  1. Add student immediately (individual entry)
  2. Assign to appropriate centre based on grade/capacity
  3. Assign PACEs matching their current level
  4. Inform supervisor that new student added
  5. Supervisor sets goals starting next day
Student Withdraws:
  1. Generate final reports for that student
  2. Deactivate student profile
  3. Document withdrawal date in notes
  4. Inform supervisor

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Annual Maintenance

Start of Academic Year:
  1. Promote students to next grade (mass update if needed)
  2. Rebalance centre assignments (new grade groupings)
  3. Update PACE assignments for new academic year
  4. Reactivate any students returning from leave
End of Academic Year:
  1. Generate final reports for all students
  2. Optionally deactivate graduating seniors
  3. Document academic year completion
  4. Archive student data if needed (export to CSV)

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Data Quality

Regular Audits (Monthly):
  • Verify all active students have assigned PACEs
  • Check for duplicate student entries
  • Update grade levels if mid-year promotions occur
  • Correct any misspelled names
Red Flags:
  • Student with 0 PACEs assigned (cannot do Goal Check)
  • Student in wrong grade for their age
  • Duplicate student entries (same name and DOB)

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Troubleshooting Common Issues

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”Student Not Appearing in Goal Check”

Causes:
  1. Student has no PACE assignments
  2. Student is deactivated
  3. Supervisor not assigned to student’s centre
Solutions:
  1. Assign PACEs to student
  2. Reactivate student if appropriate
  3. Assign supervisor to student’s learning centre

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”CSV Import Failed”

Common Errors:
  • Learning centre name doesn’t match exactly (check spelling, case)
  • Date format wrong (use YYYY-MM-DD)
  • Grade level not 1-12
  • Missing required fields (first_name, last_name, date_of_birth, grade_level, learning_centre_name)
Solution: Download error report, fix CSV, re-upload

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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

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”Student in Wrong Centre”

Cause: Assigned to incorrect centre during import or entry Solution: Edit student, change learning centre, save

CSV Bulk Import

Complete guide to importing students via CSV

PACE Assignments

How to assign and manage student PACEs

PACE Catalog

Complete PACE catalog reference (1001-1144)

Learning Centres

Create centres before assigning students

Goal Check

Understand how student PACE assignments enable Goal Check

CSV Templates

Student import CSV template and format reference