Student Records (SIS) Function

Relevant Definitions

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The SIS

The Student Information System (SIS) manages all student records, which includes student biographical information like date-of-birth, and parent phone numbers as well as student academic information like that which appears on the student's transcripts.  Moodle has course completion information, but not relate those courses to a specific school term.

A student record is created in the SIS for each student that attends the school.  The record is created during the student Intake process.

SIS stores student record for each student.

Transcript

The most important function of the SIS is to provide a student transcript. The transcript shows the classes taken in each term by the student, the grades, and calculates the overall grade point average of the student as well as the term grade point average.

The following image shows a typical transcript document:

The header contains biographical information.  The body of the document shows the specific year and term the classes were taken in and the grade the student achieved.  Various Grade-point averages are calculated.

Student Term Records

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PEMS develops the information required for the transcript by making a unique record for every grading period (school term) that the student attends the school.  A diagram of the data relationship for school terms is shown below:

For each individual student, there are multiple student term records.  Each student term record is related to only one school(school) term record. However, when all the students are considered, the school term record will be related to multiple student term records, one for each student enrolled in that particular term.

(School) Term Table Example

Fall 2022

Spring 2023

Student Table

Akash

Jagdish

Ishaan

Student Term Table Example 

(School) Term	Student	Student Term
Fall 2022	Akash	Fall 2022 Akash
Fall 2022	Jagdish	Fall 2022 Jagdih
Fall 2022	Ishaan	Fall 2022 Ishaan
Spring 2023	Akash	Spring 2023 Akash
Spring 2023	Jagdish	Spring 2023 Jagdish
Spring 2023	Ishaan	Spring 2023 Ishaan

 

Is there a typo on the chart above? Should it say School-Term Records on the purple box on the right? - NO it was just over complicated explaination

 

Enrollments

Students take classes during each term. When a student is enrolled in a class, the record that represents the class that specific student took in that specific term is called the enrollment record.  The enrollment record relates the classes a student takes to the student term record.  The grades a student achieves, A, B, C, D etc. are recorded in the enrollment records.  Class Names, from the related class records appear on the student transcript.

To create the transcript, PEMS creates a report of completed enrollments sorted by student term.