Students
Student Edit
This form allows maintenance of the student enrolment information
A summary of the student enrolment information is shown at the top of the edit form.
You can drag and drop a photo of the student onto the box to the left of the summary information.
You can navigate back to the Student Summary screen by clicking on the < button.
Student Details
First Name (Required)
The legal first name of the student.
Second Name
The legal second name of the student, if any.
Third Name
The legal third name of the student, if any.
Surname (Required)
The legal surname (last name) of the student.
Known As
The name the student is known as. For many students this may not be the same as their legal name. For example: The student's first name may be Johnathan, but the student may be known as Johny.
Gender (Required)
The physical gender of the student.
Date of Birth (Required)
Date legal date of birth of the student.
Identity Document Type (Required)
The type of identity document the school has for the student. If the school does not have identity document information, then select "None".
Id Number
The identity document number.
-- For normal Identity documents: The 13 digit identity number. -- For other document types (Passport or Foreign ID): The number of the document.
Leave the field blank if the Identity Document Type selected is "None".
Language (Required)
The home language of the student.
Ethnic Group (Required)
The ethnic group classification of the student.
Religion
The religious affiliation of the student. Leave blank if not known, or if the school has no interest in recording the affiliation.
Transport Service
The name and contact details of the transport service. This may assist the school in addressing transport issues.
Enrolment Information
Current Grade (Required)
The grade the student is enroled in.
This information is used in raising school fees. Incorrect allocation can have serious financial results.
Current Class (Required)
The class the student is allocated to.
Joined Date (Required)
The first day the student will be enroled in the school.
Suspend From
This is the first date when the student is no longer attending school although still enroled.
Example: During the COVID-19 outbreak, some parents no longer wanted to send their children to school. Instead of giving notice, the school can suspend the student until such time as the student returns to school.
Effect of suspending a student:
- The student is still viewed as enroled in the school, and
- ScholaSys will not longer process school fees for the student until such time as the 'Suspend From' date is removed.
Notice Date
The date when the school received notification that the student will leave the school.
Final Date
The last day when the student is enroled in the school.
Effect of entering a final date:
- ScholaSys will process school fees up to the final date.
- The student record will be archived the month after the final date, and the student account balance is zero.
- All forum access for the parents relating to the student will be removed the day after the final date.
- The student will be viewed as enroled in the school up to the final date.
Previous School
Name of the previous school the student attended, if any.
Has Transfer Card
Check if the school received a transfer card from the previous school if the student moved schools.
Has Previous School Report
Check if the school received a school report from the previous school if the student moved schools.
Financial Information
Payment Plan (Required)
Select the payment plan for the student
The selected payment plan is using in raising school fees. An incorrect payment plan can have serious financial results.
Deposit Required
If the school requires a deposit or debenture for student enrolments, enter the amount of deposit required.
The deposit required is not the same as the deposit already paid for the student. The school may allow the deposit to be settled over a number of months.
Required Activities (Read-only)
This list the required activities for the student.
Elective Activities
Select all the optional activities the student will participate in.
Some elective activities may be charged for.
Sibling Discount
Sibling discount may be defined as:
- A percentage of fees, or
- A fixed amount
Type of Sibling Discount
Select the basis for calculating sibling discount for the student:
- Sibling Discount %
Enter the percentage discount that should be calculated.
- Sibling Discount Amount
Sibling discount can be either a percentage or a fixed amount, but not both.
Sibling discount cannot be entered if staff discount is already defined.
Staff Discount
Staff discount may be defined as:
- A percentage of fees, or
- A fixed amount
Type of Staff Discount
Select the basis for calculating staff discount for the student:
- Staff Discount %
Enter the percentage discount that should be calculated.
- Staff Discount Amount
Staff discount can be either a percentage or a fixed amount, but not both.
Staff discount cannot be entered if sibling discount is already defined.
Banking
The Banking Information section will only be visible if Debit Order integration is configured.
Banking information is used for debit order processing.
Account Holder (Required)
The account holder information as per the bank account. Enter 'N/A' if the information is not available and this account will not be processing debit orders.
Bank (Required)
Name of the bank. Enter 'N/A' if the information is not available and this account will not be processing debit orders.
Bank Account No (Required)
The bank account number. Enter '000' if the information is not available and this account will not be processing debit orders.
Branch Code (Required)
The 6 diget branch code. Enter '000000' if the information is not available and this account will not be processing debit orders.
Account Type (Required)
The bank account type. Select any account type if the information is not available and this account will not be processing debit orders.
Signed Debit Order Mandate
Check if the school is in possession of a signed debit order mandate.
Debit Order Enabled
Check if the school fees will be paid by debit order.
Ensure the banking details are correct for this account. Having incorrect banking details will result in failure when submitting the debit order transactions.
The debit order checkbox will be disabled if a debit order was returned unpaid for any of the following reasons:
| Status Code | Description |
|---|---|
| Code: 12 | Account closed (with no forwarding details) |
| Code: 16 | Account transferred (to other banking group) |
| Code: 18 | Account holder deceased |
| Code: 26 | No such account |
| Code: 60 | Too many unpaid transactions |
When a new bank account number is saved the Debit Order Enabled checkbox will be enabled.
Debit Order Submit Day
The day of the month when the debit order should be submitted for payment.
Enter 31 if the debit order should be submitted on the last day of the month. ScholaSys will then calculate the last day of the month each time the debit order is submitted.
Enter '1' if the information is not available or this account is not enabled for debit orders.
Medical Information
Emergency Contact (Required)
Name of the person to contact in case of a medical emergency. This may be a parent or someone authorized by the parent to serve as medical emergency contact.
Emergency Contact No (Required)
The contact number of the Emergency Contact. It is best to use a cellular number.
Doctor
Name of the student's doctor.
Doctor Contact No
Contact number of the student's doctor or consulting rooms.
Medical Aid Name
Name of the student's medical aid.
Medical Aid No
Medical Aid Number of the student's medical aid.
Allergies
A list of allergies, if any.
Medication
Details of the student's medication the school should be aware of.
Vaccination Card Received
Check if the school received the students vaccination card.
Vaccination Completed
Check if the student has received all government prescribed vaccinations.
Parents
ScholaSys allows adding the details of more than one parent for each student. Use hte 'Add Parent' button to add additional parent details.
First Name (Required)
First name of the parent.
Surname (Required)
Surname of the parent.
Relationship (Required)
The relationship with the student.
Forum User
Check if the parent should be enabled for the forum.
The forum module is optional. This option will be visible if the forum integration is configured.
If the forum module is enabled, the forum will send an invitation to the parent to join the forum if the parent is set as a 'Forum User'
Receive Financials
Check if the parent should receive student account statements.
Email
The email address of the parent.
Allow Email
Check if the school may send email to the parent.
If 'Allow Email' is unchecked, the parent will receive no email correspondence, including student account statements.
Invalid Address
Check if the email address is no longer valid and the school does not have a valid email address for the parent. ScholaSys will stop sending email to the email address if the email address is marked as invalid.
Cellular Phone
The cellular phone number of the parent.
Allow SMS
Check if SMS messages may be sent to the parent.
The SMS module is optional. This option will be visible if SMS integration is configured.
Invalid No
Check if the cell number is no longer valid and the school does not have a valid cell number for the parent. ScholaSys will stop sending SMS messages to the cellular number if the number is marked as invalid.
ScholaSys will mark the number as invalid if the SMS module is enabled and the parent blacklists the school from sending SMS messages. The blacklist status will be recorded in the Notes for the student.
Delete
Check to remove the parent when saving.
The delete cannot be reversed.