Learner Data

Overview

Here you will learn how to keep all learner records in one place, including but not limited to:
  • Learners’ details
  • Guardians’ details
  • Account details
  • Medical details
  • Address details
  • Upload documents

Overview of Learner’s Card

To edit learners’ records:
  1. Go to School > Learners.
  2. Double-click a learner.
  3. Edit required details.
  4. Click Save.
To create a new learner:
  1. Go to School > Learners.
  2. Click Create.
  3. Fill in details.
  4. Click Save.
To add an additional guardian:
  1. Go to School > Learners.
  2. Open the learner’s card.
  3. Under Guardians and Contact Details, click + contact.
  4. Fill in the details.
Note: after clicking + contact, an empty guardian card will appear at the bottom. To enter all guardian’s details, click the double-box sign as shown below.

Taking Learner Data Out of RSM

  1. Go to School > Students.
  2. Click Learner data at the top.
  3. Select the required filters. For example, you can export only students of a particular class.
  4. Click Run report.
  5. Click the Save symbol in the top right corner.
  6. Select an Excel or PDF format in the Type filed.
  7. Click OK.

Importing New Learners into RSM

  1. Go to School > Students.
  2. Click Import students.
  3. Click Read from file.
  4. Click Select from disk and choose the file with your learner data on your computer
  5. Click OK.
  6. Match the columns in your file with the columns in the system.
Note: This is a very important step, as the success of your import will depend on whether you’ve matched the columns correctly. Pay special attention to the order of the columns.

Importing Additional Information of Learners

The system uses two unique indicators to identify learners:
  • CEMIS number
  • ID number
When you upload additional information, you need to make sure you have a CEMIS number in the file. The system will match learners by the CEMIS number. If you don’t use CEMIS numbers at your school, use ID numbers in your Excel file. Please note that you don’t need to insert Name, Surname, and other info onto the spreadsheet, you just need to insert the CEMIS number and the info you require to import, For example, email addresses. The columns need to be matched as per above guidelines.

Creating Students Manually

If you don't have an Excel spreadsheet to import a student to the system, you can create them manually. This might be helpful if you want to accept several students, for example, in the middle of the school year and there are not many of them.
You can filter the list of students by Age, Gender, Inactive students, Class, and Grade.
To add a new student:
  1. Navigate to Lists and Settings or Quick menu and click Counterparties.
  2. Click Create.
  3. Select the Learner checkbox.
  4. On the General info tab, enter the student's Name and Surname. The Full name field at the top will be filled accordingly.
  5. Fill in the necessary information: Grade, Class, Birth date, Language, and so on.
  6. On the Medical information tab (if selected in the School settings), enter any required info: Medical Aid Name, Number, Doctor, and so on.
  7. On the Bank & payment details tab (if selected in the School settings), enter all the required details.
  8. Click the Notes tab to enter notes about this student.
  9. Click Save.
10. Click Addresses / Contacts and open the Primary address created automatically by the system. Here you will specify the guardian contact details.
11. Edit the Contact name.
12. For each Address / Contact, specify the required guardian contact details, for example:
  • First Name, Middle Name, and Last Name of the guardian.
  • Relationship to learner, for example, Mother.
  • Identity number. This number must be unique and is used to identify the contact person in the system.
  • Any contact info, such as Email address, Phone number, postal Address, and so on.
13. Click Save and close.
14. If the student guardians have more than one email address, select the Use both guardians' email for emailing statements checkbox.

Deleting Duplicate Students

If you noticed that there are two students with the same Name, Surname, Class and so on, it probably means that this is a duplication. See your school files to check if this student is really duplicated or you in fact have two students with the same name.
If there is a duplication:
  1. Navigate to Quick menu > Counterparties.
  2. Open the student card you want to delete and click Document journal at the top.
  3. If there are any documents, move them to the correct student accounts:
  4. Open the document.
  5. Replace the specified student with the correct one. To select the correct student, pay attention to the code, it's a unique attribute.
  6. Click Post and close.
  7. Right-click the student in the list and then click Toggle deletion mark.