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) 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 Example
| Akash |
| Jagdish |
| Ishaan |
Student Term Table Example
| (School) Term | Student | Student Term |
| Fall 2022 | Akash | Fall 2022 Akash |
| Fall 2022 | Jagdish | Fall 2022 Jagdish |
| Fall 2022 | Ishaan | Fall 2022 Ishaan |
| Spring 2023 | Akash | Spring 2023 Akash |
| Spring 2023 | Jagdish | Spring 2023 Jagdish |
| Spring 2023 | Ishaan | Spring 2023 Ishaan |
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.
|
Terms |
| Fall 2024 |
| Spring 2025 |
student term
|
Term |
Student | student term |
| Fall 2024 |
Akash |
Fall 2024 Akash |
| Spring 2025 |
Akash |
Spring 2025 Akash |
Class List
| Class List |
| English 9A |
| English 9B |
| Indian History 1 |
| Indian History 10 |
| Algebra 1 |
|
Algebra 2 |
Enrollments
| Student Term | Class | At Grade-level (automated-calculation) | Grade (manual entry-Moodle) |
| Fall 2024 Akash |
English 9A |
9 | A |
| Fall 2024 Akash |
Indian History 1 |
9 | B |
| Fall 2024 Akash | Algebra 1 | 9 | A |
| Spring 2025 Akash | English 9B | 9 | C |
| Spring 2025 Akash | Indian History 10 | 9 | A |
| Spring 2025 Akash | Algebra 2 | 9 | F |