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The student management module provides comprehensive tools for maintaining student records, managing guardian relationships, and tracking important student information throughout their time at your school.

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Overview

Student records in Athena ERP serve as the central profile for each student, containing:
  • Basic identification - Document type/number, full name, birth date, gender
  • Guardian relationships - Multiple guardians with roles and permissions
  • Academic history - Links to enrollments across school years
  • Special needs (PIAR) - Individualized adjustment plans for students requiring accommodations
  • Custom data - Flexible fields for school-specific information
Student records persist across school years, while enrollments are year-specific. One student can have many enrollments.

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Creating Student Records

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Manual Entry

  1. Navigate to Students → Add Student
  2. Enter required information:
    • Document type (TI, CC, CE, etc.)
    • Document number
    • Full name
    • Birth date
    • Gender
  3. Optionally add guardian information
  4. Click Save
Document type and number combination must be unique within your school.

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Bulk Import

For large-scale student registration:
  1. Navigate to Students → Bulk Upload
  2. Download the CSV template
  3. Fill in student information (name, document type/number, gender)
  4. Upload the completed CSV
  5. Review validation report
    • Successfully created students
    • Errors (duplicates, missing required fields)
    • Skipped rows
CSV format: 
nombre_completo,tipo_documento,numero_documento,genero
Juan Pérez García,TI,1234567890,M
María López Torres,TI,0987654321,F
The system automatically skips duplicate students (same document type and number) and reports them in the error list.

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Guardian Management

Guardians are parents, legal guardians, or authorized contacts for students.

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Adding Guardians

When creating or editing a student:
  1. Scroll to Guardians section
  2. Click Add Guardian
  3. Enter guardian information:
    • Document type and number
    • Full name
    • Phone and email
    • Address
    • Occupation and workplace
  4. Define the relationship to student:
    • Relationship type (mother, father, guardian, etc.)
    • Priority (1 = primary contact, 2 = secondary, etc.)
    • Is primary contact?
    • Can pick up student?
    • Is emergency contact?

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Guardian Relationships

Each student can have multiple guardians with different roles:
Main point of contact for school communications. Typically the parent or legal guardian with primary custody.Settings:
  • is_primary: true
  • priority: 1
  • Receives all school notifications by default
Additional parents, guardians, or family members who should receive important updates.Settings:
  • priority: 2 or higher
  • May or may not have pickup authorization
Individuals authorized to pick up the student from school.Settings:
  • can_pickup: true
  • Used by security and dismissal processes
People to contact in case of emergency when primary guardian is unavailable.Settings:
  • is_emergency_contact: true
  • priority: determines order of contact
Guardian information is reused across students. If multiple students share the same guardian (siblings), updating the guardian’s phone or email affects all linked students.

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Student Search and Filtering

Quickly find students using powerful search and filter options: Search by:
  • Full name (partial match)
  • Document number (exact or partial match)
Filter by:
  • Active/inactive status
  • Grade level (via enrollment)
  • Pagination (20, 50, or 100 per page)
List displays:
  • Student name
  • Document type and number
  • Age (calculated from birth date)
  • Active status
  • Guardian contact information
  • Current enrollment status

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Student Profile View

Click any student to see their complete profile:

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Personal Information

  • Full identification details
  • Contact information via guardians
  • Birth date and age
  • Gender
  • Active/inactive status

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Guardian Information

  • All linked guardians ordered by priority
  • Relationship types
  • Contact details
  • Authorization flags (pickup, emergency)

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Enrollment History

  • All enrollments across school years
  • Current enrollment status
  • Grade progression
  • Quick links to enrollment details

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Special Needs (PIAR)

PIAR (Plan Individual de Ajustes Razonables) is Colombia’s framework for individualized education plans for students with disabilities or special needs.
Store PIAR information in the piar_data field:
  • Diagnosed conditions or disabilities
  • Required accommodations
  • Individualized learning adjustments
  • Support services needed
  • Progress tracking
PIAR data is structured as flexible JSON to accommodate various requirements.

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Custom Fields (Extra Data)

The extra_data field stores school-specific information:
  • Blood type
  • Allergies or medical conditions
  • Transportation method
  • Extracurricular activities
  • Parent consent forms
  • Any other custom data your school needs

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Updating Student Information

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Edit Student Details

  1. Navigate to student profile
  2. Click Edit
  3. Update any fields
  4. Click Save
Changes are tracked with timestamps and the user who made updates.

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Managing Active Status

Set is_active to false when:
  • Student permanently transfers to another school
  • Student is no longer enrolled
  • Record needs to be archived but preserved
Inactive students don’t appear in default lists but can still be searched and accessed. Their historical data remains intact.

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Integration with Other Modules

Student records connect to:
  • Enrollments - Each enrollment links to a student
  • Academic - Class rosters, grades, and attendance reference students
  • Discipline - Behavioral cases involve students
  • Communications - Circulars and notifications reach guardian contacts

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Permissions

ActionRequired Permission
View studentsread:students or read:own_students or read:all
Create studentswrite:enrollment or write:all
Edit studentswrite:enrollment or write:all
Bulk uploadwrite:all
View guardiansread:students or read:own_students or read:all
Manage guardianswrite:enrollment or write:all

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Best Practices

Verify Documents

Always verify official documents before entering student information. Accurate records are essential for legal and administrative purposes.

Keep Guardians Updated

Regularly request updates to guardian contact information. Out-of-date phone numbers and emails hinder emergency communications.

PIAR Documentation

Maintain detailed PIAR records for students requiring accommodations. This ensures continuity of support across teachers and school years.

Privacy Protection

Student records contain sensitive information. Only grant access to staff members who need it for their role.

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Data Privacy and Security

Athena ERP protects student data through:
  • Role-based access - Only authorized staff can view/edit student records
  • Audit trails - All changes tracked with timestamp and user
  • Tenant isolation - Schools only access their own student data
  • Secure storage - Data encrypted at rest and in transit
Never share student document numbers, addresses, or guardian contact information with unauthorized individuals.

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