---
title: Student records
category: student-management
order: 1
lastUpdated: 2026-06-08
featureAvailability: GA
roles: [admin, facilitator]
navigationPath: Students → (open a student)
relatedArticles: [student-management/importing-students, student-management/ferpa-exports, student-management/co-teachers, cases/creating-cases]
---

## At a glance

- **Who uses it:** Admins maintaining the directory; facilitators working on a specific student.
- **When to use it:** Whenever you open a student to read context, edit details, or kick off a case.
- **Permissions required:** Admins see every student at the school; facilitators see students attached to their cases or assigned to them; teachers see their own students.
- **Navigation path:** Students → open a student.

## Purpose

The student record is the single home for everything AmplifyED knows about a student — identity fields, the case history, attached teachers, attention-rule flags, and the controls for the FERPA dossier export.

## Fields

- **Legal name** and **preferred name** (preferred is used in the UI; legal appears on the dossier export).
- **Email** (optional; used only if the student is invited to a portal feature).
- **Grade level.**
- **Classroom teacher** (drives default routing for teacher-feedback notifications; previously labeled "Primary teacher").
- **Notes** — short admin-facing description, not the case notes.
- **Aliases** — alternate IDs from SIS / LMS imports.

## Tabs on the student profile

- **Overview** — identity fields, current attention-rule flags, classroom teacher.
- **Cases** — every case ever opened, with status and outcome.
- **Teachers** — current assignments, including co-teachers.
- **Activity** — recent notes and intake submissions.
- **Audit** — every read, export, and edit on this record (admin only).

[SCREENSHOT: student-profile-overview]
_Students → open student, Overview tab with identity fields on the left and the case history on the right._

## Step-by-step

### Edit identity fields

1. Open the student.
2. Click **Edit**.
3. Update the field. Changes are audit-logged.

### Add an alias

If the same student exists under a different ID in your SIS or LMS:

1. **Overview → Aliases → Add**.
2. Enter the alias source (e.g. `Canvas`) and ID.
3. Save. Future imports matching that alias will route to this record.

### Export the FERPA dossier

Click **Export record** in the header. See [FERPA exports](/help/student-management/ferpa-exports).

## Tips & best practices

- Keep **Preferred name** updated — it's what teachers and facilitators see.
- Use aliases instead of duplicating records when SIS and LMS disagree on a student ID.
- Don't store extra PII in the **Notes** field — it ends up in the dossier export.

## Common mistakes

- Editing legal name to match a nickname — the legal name is the FERPA-formal field; use **Preferred name** for nicknames.
- Manually creating a record that already exists in an alias — use search first.

## Related articles

- [Importing students](/help/student-management/importing-students)
- [FERPA exports](/help/student-management/ferpa-exports)
- [Co-teachers](/help/student-management/co-teachers)
- [Creating a case](/help/cases/creating-cases)

## FAQ

**Can I merge two student records?**
Yes — admins can merge from **Students → ⋯ → Merge**. A preview shows what changes; the merge is audit-logged and reversible by request.

**Why can't I delete a student?**
Only admins can delete. Deletion is permanent for the student, every case, and every note — usually you want to mark inactive or wait for retention deletion instead.