Maintaining past students

Use the Past students function to maintain details about students who have left your organisation.

The details of past students are:

Usually created when transferring them from current students. See Transferring current students to past students in the Current students manual.
Sometimes created directly using Past Student Maintenance. For example, for students who left prior to the implementation of Synergetic at your organisation.
Note: Historical information such as transport used, scholarships, classes and work experience are kept in case the student becomes a current student again.

How to:

Search for a past student on the system. See Searching for past students.
Create a new past student. See Creating past students.
Transfer past students back to current students. See Transferring past students back to current students.
Add a new relation for an existing student. See Adding new relations.
Import updated information through the Potentiality web service. See Importing past student changes from Potentiality.

What you can do:

What you can do…	See…
View personal information about the student, including contact details.	Past Student Maintenance - Personal tab
Maintain final-year schooling related information to: specify year level and other details of the student's final year at your organisation specify the reason for leaving and where the student has gone flag whether the past student was an International Baccalaureate student.	Past Student Maintenance - Schooling tab
Maintain entry details of the past student.	Past Student Maintenance - Entry tab
Maintain the membership details of the past student with your organisation's past student's association.	Past Student Maintenance - Association tab
View enrolment deposit details.	Past Student Maintenance - Deposit tab
Maintain family and guardianship relationships from the student's perspective.	Past Student Maintenance - Relations tab
Maintain comments about the past student.	Past Student Maintenance - Comment tab
View historical student information.	Past Student Maintenance - Student tab
View historical enrolment information for each semester/year the student attended your organisation.	Past Student Maintenance - Semester tab
View contact details for primary and alternative contacts, particularly guardians and parents.	Past Student Maintenance - Contacts tab
View details of transportation the student used to get to and from your organisation.	Past Student Maintenance - Transport tab
View details of external or internal courses that the past student attended.	Past Student Maintenance - Courses tab
View academic and co-curricular classes that the past student was involved in.	Past Student Maintenance - Classes tab
View assessment results for classes attended by the past student.	Past Student Maintenance - Results tab
View all overall assessment comments about the past student	Past Student Maintenance - Comments tab
View correspondence lessons undertaken by the past student.	Past Student Maintenance - Lessons tab
View scholarships applied for by the student and awarded at your organisation.	Past Student Maintenance - Scholarships tab
Maintain details of awards conferred on the student while at your organisation.	Past Student Maintenance - Awards tab
View materials used by the past student for external or internal courses.	Past Student Maintenance - Material tab
Maintain: public medical alerts medical details and incidents.	Past Student Maintenance - Medical tab
Maintain codes used to: cross link records back to previous systems link to other database records used at your organisation.	Past Student Maintenance - Codes tab
View details of the past student's work experience.	Past Student Maintenance - Work Exp tab
View and maintain details of any activities. You can flag activities with a follow up date.	Past Student Maintenance - Activity tab
With student photos: view the most recent photo of the student review the details of when the photo was updated flag which permissions have been provided by the parent or guardian to allow you to use the student's photo in external communications.	Past Student Maintenance - Photo tab
Maintain: legal separations court orders.	Past Student Maintenance - Legal tab
Define your own tabs or programs within Synergetic.	Past Student Maintenance - User Forms tab
Add documents, spreadsheets and pictures to a student's file.	Past Student Maintenance - DocMan tab
You can: record citizenship, passport and visa details set which citizenship or visa subclass is active at present.	Past Student Maintenance - International tab
View audit details of who last maintained the past student record and when.	Past Student Maintenance - Maint tab
View attendance and absence records of the past student.	Past Student Maintenance - Attendance tab Past Student Maintenance - Absent tab
View past communications sent to past students.	Past Student Maintenance - Comms tab
View and maintain: communications yet to be sent to the past student the past student's notification methods.	Past Student Maintenance - Current Comms tab
View and maintain events the past student is attending.	Past Student Maintenance - Current Events tab
View events the past student has attended in the past.	Past Student Maintenance - Events tab
New Zealand organisations update settings required by the New Zealand Ministry of Education (NZ MOE).	Past Student Maintenance - NZMOE tab
View and maintain: documents uploaded to the past student's DocMan tab correspondence sent to the past student emails dragged and dropped from Microsoft Outlook.	Past Student Maintenance - Correspondence tab
Import updated past student information from the Potentiality web service.	Import/Export Student Data window