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Administrators, enrolment officers and assessors can maintain students. Read-only staff can view them. Trainer logins use assigned-class information in the portal rather than the general student directory.

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Find a student first

Open Students and use Search students. You can search by name, email, phone, student number or USI. Search covers records beyond the current page. Use the full email address when searching by email; names support prefix matching, so check spelling if a student does not appear.

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Add a student

  1. Choose Add student.
  2. Enter the student’s name. A single name is accepted.
  3. Add contact, birth, address and reporting information you have collected.
  4. Choose Add student to save.
For example, add Taylor Example with taylor@example.com when practising with fictional records. Do not invent a USI or a reporting answer. Only a name is needed to create the record. Not asked yet and Chose not to answer mean different things: choose the one that matches what happened. Missing reporting answers can be completed later; review the readiness messages before reporting or issuing a statement.

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Update details

Open the student, choose Edit details, make the changes and choose Save changes. Use Reason for the change when an explanation will help someone reading the history later. Use the student’s USI section for verification status and history. Administrators and enrolment officers handle verification. Typing a USI does not make it verified. The Training section shows bookings and issued statements. Other sections include Questions, Contact notes, Documents, Tasks and History. Available sections depend on your access.

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Archive or restore

Choose Archive, explain Why is it being archived?, then confirm Archive. The record and history remain, including for reporting where required. Students are not deleted. To bring a student back, find their archived record and choose Restore. An archived student cannot receive a new statement until restored. Next: book the student into a class.