Student Records Templates

1) What are student records?

Student records are files and documents maintained by educational institutions that contain academic and personal information about a student. These records are essential for tracking a student’s progress, achievements, and overall development. Student records typically include comprehensive information that provides a clear picture of a student’s educational experience from the moment they enroll until graduation.

2) Types of student records

There are many types of student records that an educational organization may be responsible for. Each serves a specific purpose in documenting different aspects of a student’s life.

• Grades and academic progress are records of a student’s grades in various subjects. They’re used to assess a student’s performance over time.
• Transcripts are official documents that summarize courses taken, grades received, and credits earned. They’re often required for college and job applications.
• Attendance tracking monitors a student’s presence in school and individual classes. These records are essential for ensuring that students meet the required attendance criteria and for identifying patterns of absence.
• Class lists feature the names of students enrolled in specific classes. This helps teachers and administrators keep track of student enrollment and manage classroom activities efficiently.
• Course schedules outline the specific classes a student is taking during a semester or academic year. They help organize a student’s daily routine and ensure they meet all their academic requirements.
• Discipline and behavioral logs document any disciplinary actions taken against a student, including reasons and outcomes. They’re important for tracking behavioral issues and implementing appropriate interventions when necessary.
• Extracurricular activity records capture a student’s involvement in activities outside of the regular academic curriculum, such as sports, clubs, and volunteer work.
• Graduation records certify that a student has met all the necessary requirements to complete their education at a particular level and verify a student’s eligibility for graduation.
• Health and medical information might be kept about a student’s medical history, immunizations, and any ongoing health issues. These records ensure that schools can provide appropriate care and accommodations for students with medical needs.
• Scholarship records track the awards and financial aid a student has received. These records are important for managing financial support and ensuring that students meet the criteria for maintaining their scholarships.
• Financial records detail the financial transactions between a student’s family and the educational institution, including tuition payments, fees, and other related expenses. They are essential for managing the financial aspects of a student’s education.
• Test scores include the results of standardized tests, exams, and other assessments. They provide valuable insights into a student’s academic performance.

3) Purpose and importance of student records

Student records offer an official record of a student’s educational experience. They’re used for various administrative and academic purposes, such as tracking academic progress and supporting transitions to higher education. Proper maintenance of student records not only ensures that all relevant information is accurately documented, it also helps identify trends so educators can provide students with the resources, opportunities, and support they need to succeed.

4) Customizing student record templates

Jotform’s no-code online Form Builder and library of free, pre-built templates make it easy to create custom student record forms that meet your specific needs and branding. You can easily tailor each document to ensure that all relevant information is captured and organized in a way that supports your administrative and educational goals.

Drag and drop form elements to add and order the fields you want to include, modify the layout, update the fonts and colors, upload your logo, add e-signature sections, and more. You can also connect with hundreds of useful integrations, like Google Drive, Dropbox, Slack, and Zoom, to streamline your workflow and ensure your data is synced across apps.

5) Maintaining updated student records

It’s important that student records reflect the most up-to-date information. Instead of dealing with paper records that need to be physically updated or replaced, you can use Jotform to efficiently capture data online and automatically update your records in real time so that your information is always accurate. Set up automated email notifications to stay informed about new form submissions, and instantly generate polished PDFs of your online records that you can share, download, and print.

Jotform’s real-time data accuracy also improves operational efficiency by ensuring authorized users can access the most current information whenever necessary. Easily review, search, and manage data from any desktop or mobile device with Jotform Tables. You can also use Jotform Report Builder to instantly transform data into charts, graphs, and live dashboards that help you identify trends and monitor changes in real time.

6) Access and confidentiality of student records

The Federal Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student records. This law grants parents, guardians, and students over the age of 18, or anyone who is attending a postsecondary institution at any age, the right to access educational records and data, as well as the right to have those records corrected. To protect student data and confidentiality, Jotform works with educational providers to prevent unauthorized disclosure and ensure compliance with FERPA. Jotform implements robust security measures, including a secure 256 Bit SSL connection, CCPA and GDPR compliance features, end-to-end encryption, and password protection. You can use these features to safeguard sensitive student information so it’s only accessible by authorized parties.

7) Sharing student records with parents and guardians

Jotform provides features that make it easy to share student records with parents and guardians. These sharing options can ensure that families are kept informed about their child’s progress and are able to actively participate in their education. Quickly share student records with authorized parties via a link or in an email. You can also download PDFs of records so you can print and share them physically. With Jotform, schools can securely share records while maintaining control over who has access to this sensitive information.