Student records

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.

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
• FERPA exports
• Co-teachers
• Creating a case

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.