Student dossier

The Student dossier is the workspace per student. On the left you pick a class and a student; on the right you see that student in seven tabs. Administrators and teachers use the same page. For teachers this is their class workspace: the former My classes has been merged into it, and the old address opens the Student dossier automatically.

Where to find it

• Administrator: Sidebar → Education → Student dossier.
• Teacher: at the top of the sidebar, Student dossier, with Attendance, Homework and Progress below it.

Who can do this

• Administrators with the permission Manage students (manage_students).
• Teachers always, but only for students in the classes they are linked to in Teacher and Class Management. A teacher cannot download the passport photo and cannot delete documents or document templates.
• The Student dossier module must be part of your organization's package (the education packages). You do not switch a module on yourself: change the package via Settings → Settings, tab General, or ask Aqlemy.

Step by step: open a student

1. Pick a class in the class filter (All Classes), or search with Search students....
2. Click the student. At the top you see the photo, class, Student ID and Special Needs; an administrator also sees Download passport photo.
3. Choose a tab: Statistics, Homework, Attendance, Progress, Exams, Dossier Records or Certificates.

The tabs

• Statistics: homework, progress, presence, average grade, recent absences and tests, and the parent information (mother and father details, address).
• Homework: this student's homework. Set the status per assignment (Completed, Not Completed, Pending), edit, duplicate or delete an assignment. Under Warning Settings you set after how many days open homework counts as overdue.
• Attendance: pick a date and set the student to Present, Absent, Late, Left early or Unset; the History is below.
• Progress: the progress items of the student's class, updatable per item.
• Exams: the student's exam results; you can change a grade with a remark here.
• Dossier Records: recorded events and agreements (see below).
• Certificates: report cards and certificates (see below).

For the whole class at once, use the Attendance, Homework, Progress and Exams pages.

Step by step: record a dossier entry

1. Tab Dossier Records → New Record.
2. Choose the Type: Official warning, Incident report, Guidance Plan, Communication Log, Follow-up, Parent Meeting, Behavioral Note, Achievement or Other.
3. Fill in Title and Content, choose the Priority (Low, Medium, High, Urgent) and optionally add Attachments (max. 10 MB per file).
4. Turn on Requires parent acknowledgment if the parent must acknowledge it.
5. Click Create. The parents are notified. The record shows "Awaiting parent acknowledgment" or "Acknowledged by parent".

Parents, teachers and administrators can reply to a record. Mark resolved marks a record as resolved; Reopen reverses that.

Step by step: make a report card or certificate

1. Tab Certificates → New Document.
2. Choose the Document Type, for example 1st Term Report Card, 2nd Term Report Card, Final Report Card, Quran Transition Certificate, Appreciation Certificate or Custom Certificate, or one of your own templates.
3. Fill in the grades per course, the social behaviour and the comments, plus the academic year and semester.
4. Under Signatures, enter the names and draw the signatures of the teacher and the head of education.
5. Click Create Document. You can then View, Print or Download the document.

Combine merges two or more comparable report cards (same template) into one, for example a final report. Manage Templates lets you create your own document templates.

I can't see it / it doesn't work

• The menu item is missing (administrator). You lack the Manage students permission, or the Student dossier module is not in the package.
• I can't see a student. Check the class filter and the search term. A teacher only sees students of their own classes; the administrator links teachers to classes in Teacher and Class Management.
• "No classes for the selected academic year". No classes have been created for the current season yet.
• I can't fill in attendance or progress. The student is not in a class (both are tied to a class), or the chosen day is a holiday or not a lesson day.
• I can't delete a document. Teachers cannot delete documents and templates; ask an administrator.

Frequently asked questions

Can I download or export the whole dossier as a PDF? No, that is not possible. You can print or download a document from the Certificates tab, and an administrator can download the passport photo.

Where did My classes go? It is now the Student dossier. Pick your class in the class filter to see your students.

Are parents notified of a dossier record? Yes, the linked parents are notified of a new record. With Requires parent acknowledgment you can see whether they acknowledged it.

How do I put a student in a class? Not here: use Manage students in Teacher and Class Management, or process a registration.