Student Data Management¶
Comprehensive guide to managing student records, academic history, and institutional data in DEEPS.
Student Database Overview¶
Database Structure¶
DEEPS organizes student information in a comprehensive relational database:
🗂️ Student Records System
├── 👤 Personal Information
│ ├── Student ID & Registration Details
│ ├── Names & Contact Information
│ ├── Demographic Data
│ └── Emergency Contacts
├── 🎓 Academic Information
│ ├── Program Enrollment
│ ├── Academic Standing
│ ├── Course History
│ └── Graduation Requirements
├── 📊 Performance Data
│ ├── Semester Results
│ ├── GPA Calculations
│ ├── Credit Accumulation
│ └── Academic Progression
└── 📋 Administrative Records
├── Enrollment Changes
├── Status Modifications
├── Special Circumstances
└── Audit Trail
Data Privacy and Security¶
DEEPS implements comprehensive privacy protection:
Local-Only Processing: - All data remains on institutional servers - No external data transmission - Complete offline functionality - FERPA compliance built-in
Access Controls: - Role-based user permissions - Audit logging for all access - Session management - Secure authentication
Student Registration¶
Adding New Students¶
Individual Student Entry:
-
Basic Information
-
Contact Details
-
Academic Program
Bulk Student Import:
For registering multiple students: - Use provided Excel template - Include all required fields - Validate data before import - Review import report for errors
Student ID Management¶
ID Format Configuration:
Examples:
REG/2024/001 - Registration/Year/Sequential
CS/24/0001 - Department/Year/Sequential
2024001 - Year + Sequential Number
Duplicate Prevention: - Automatic uniqueness validation - Cross-reference existing records - Integration with institutional systems - Manual override capability for special cases
Viewing Student Records¶
Student Search and Navigation¶
Search Methods:
Student Record Dashboard:
┌─────────────────────────────────────────────┐
│ 👤 JOHN DOE SMITH (REG/2024/001) │
├─────────────────────────────────────────────┤
│ 📊 Academic Summary │
│ Program: BSc Computer Science │
│ Year: 1/4 Status: Good Standing │
│ CGPA: 3.25 Credits: 30/120 │
├─────────────────────────────────────────────┤
│ 📅 Recent Activity │
│ • Semester 1 Results Processed │
│ • Academic Standing Updated │
│ • Transcript Request Fulfilled │
├─────────────────────────────────────────────┤
│ 🎯 Actions │
│ [View Full Record] [Edit] [Transcript] │
└─────────────────────────────────────────────┘
Academic History View¶
Semester-by-Semester Breakdown:
Academic Year 2024/2025
SEMESTER 1
Course Code | Course Name | Credits | Grade | Points
CS101 | Programming I | 3 | A | 12.0
MA101 | Calculus I | 4 | B+ | 14.0
EN101 | English I | 3 | A | 12.0
PH101 | Physics I | 4 | B | 12.0
Semester Summary:
Credits: 14 GPA: 3.57 Quality Points: 50.0
CUMULATIVE SUMMARY:
Total Credits: 14 CGPA: 3.57 Quality Points: 50.0
Updating Student Information¶
Personal Information Updates¶
Editable Fields: - Contact information (email, phone, address) - Emergency contact details - Name corrections (with proper authorization) - Demographic information updates
Change Tracking:
Change Log for REG/2024/001:
Date | Field | Old Value | New Value
2024-03-15 | Email | old@email.com | new@student.edu
2024-03-10 | Phone | +254 700 111 222 | +254 700 123 456
2024-02-28 | Address | Home Address | Campus Housing
Academic Status Changes¶
Status Management:
| Status | Description | Triggers |
|---|---|---|
| Active | Currently enrolled and attending | Default for enrolled students |
| Academic Probation | GPA below minimum threshold | CGPA < 2.0 |
| Academic Suspension | Temporary removal from studies | Repeated probation |
| Leave of Absence | Temporary approved absence | Medical/personal reasons |
| Withdrawn | Voluntarily left program | Student request |
| Graduated | Completed degree requirements | Graduation processing |
Status Change Process: 1. Review academic performance and circumstances 2. Apply institutional policies and procedures 3. Update student record with new status 4. Generate notification letters if required 5. Log change in audit trail
Student Transfers¶
Transfer Student Processing¶
Incoming Transfers:
- Credit Evaluation
- Review transcripts from previous institutions
- Apply institutional transfer credit policies
- Map courses to current curriculum
-
Calculate transferable GPA
-
Record Integration
Outgoing Transfers: - Generate official transcripts - Provide course descriptions - Prepare transfer documentation - Update student status to "Transferred"
Program Changes¶
Internal Program Transfers:
Evaluation Process: 1. Review current academic standing 2. Check new program requirements 3. Map completed courses to new program 4. Calculate remaining requirements 5. Update degree audit system
Program Change Summary:
From: Bachelor of Arts in Literature
To: Bachelor of Science in Computer Science
Course Mapping:
✓ General Education Requirements: 30 credits
✓ Mathematics Requirements: 12 credits
✗ Science Requirements: Need 16 additional credits
✗ Programming Requirements: Need 24 credits
Remaining Requirements: 40 credits (1.5 years)
Academic Progression Tracking¶
Degree Audit System¶
Progress Monitoring:
DEGREE PROGRESS AUDIT
Student: John Doe Smith (REG/2024/001)
Program: Bachelor of Science in Computer Science
Requirements Status:
├── General Education (30 credits required)
│ ├── ✅ English (6/6 credits)
│ ├── ✅ Mathematics (8/8 credits)
│ ├── ⏳ Sciences (12/16 credits)
│ └── ❌ Humanities (0/6 credits)
├── Core Courses (60 credits required)
│ ├── ✅ Programming Fundamentals (12/12 credits)
│ ├── ⏳ Data Structures (6/12 credits)
│ └── ❌ Advanced Topics (0/36 credits)
└── Electives (30 credits required)
└── ❌ Free Electives (0/30 credits)
Overall Progress: 44/120 credits (37%)
Graduation Requirements Tracking¶
Prerequisites and Dependencies: - Track course prerequisites - Monitor sequential course completion - Flag missing requirements early - Generate academic planning reports
Graduation Eligibility:
Graduation Checklist for REG/2024/001:
Academic Requirements:
□ Complete 120 total credits (44/120 completed)
□ Maintain minimum 2.0 CGPA (Current: 3.25 ✓)
□ Complete all core courses (20% complete)
□ Satisfy residency requirement (2/4 years ✓)
Administrative Requirements:
□ Clear all financial obligations
□ Complete exit surveys
□ Submit graduation application
□ Pay graduation fees
Estimated Graduation: May 2028
Data Management¶
Backup and Recovery¶
Automatic Backups: - Daily incremental backups - Weekly full system backups - Real-time transaction logging - Multiple backup location support
Recovery Procedures:
Recovery Options:
1. Individual record restoration
2. Batch data recovery
3. Point-in-time database restoration
4. Complete system restore
Data Integrity¶
Validation Rules: - Student ID uniqueness enforcement - GPA calculation verification - Credit hour consistency checking - Academic standing accuracy
Error Detection and Correction: - Automated consistency checks - Duplicate detection algorithms - Data validation during import - Manual override capabilities for special cases
Data Archival¶
Historical Data Management: - Archive graduated student records - Maintain long-term accessibility - Comply with institutional retention policies - Enable historical reporting and analysis
Continue to Processing Exams to learn about handling examination results.