​

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.

​

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

---

​

Adding Students Individually

​

When to Use Individual Entry

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

​

Step-by-Step: Adding One Student

​

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

---

​

CSV Bulk Import

​

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.

​

Quick CSV Import Overview

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)

---

​

Managing Student Profiles

​

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

​

Editing Student Information

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

---

​

Learning Centre Assignment

​

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

​

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)

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

---

​

PACE Assignments

​

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

​

Assigning PACEs to Students

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.

​

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.

---

​

Student Status Management

​

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

​

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)

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

​

Reactivating Students

When to Reactivate:

• Student returns after leave
• Student re-enrolls
• Accidental deactivation

---

​

Best Practices

​

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

​

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

​

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)

​

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)

---

​

Troubleshooting Common Issues

​

”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

​

”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

​

”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

​

”Student in Wrong Centre”

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

---

​

Related Resources