Alumni records and events
Students who pass out stay on record as alumni, with their register number, batch, class and school. Keep them in alumni groups by batch, and plan reunions and other events for a group.
PLANSScale only
The problem it solves
- Once a batch leaves, its records sit in old registers and nobody can find a former student's details.
- The school wants a Class of 2016 reunion and has no list of who was in that batch.
- Former students' records are mixed with the current rolls, so the strength figures are wrong.
- Years of former students are typed again when the school moves to a new system.
How it works
- When a student completes school, the office ticks Is Graduate on the student's record with the completion date. Or the Former Students sheet of the import brings in many at once.
- Alumni > All Alumni lists every former student, with the register number, name, batch, class, department and school. Group the list by batch, class, department or school.
- Under Alumni > Alumni Group, make a group for a batch, such as Class of 2026. Choosing the batch fills the Students tab with its students; remove or add lines as needed.
- Plan an event for the group, such as a reunion, on the group's Events tab: its name, venue, who is responsible, dates and stage.
- The Alumni dashboard counts the alumni groups and shows them by batch.
Everything it does
Alumni records
- A former student is a student with Is Graduate ticked, the Course Completion Date and the Graduation Date
- All Alumni: register number, name, batch, class, department and school; search by any of them
- Group by Batch, Course, Department or Institution; the Archived filter shows former students moved off the rolls
- The student's form shows the alumni group they belong to
- Former students stay on record and are not counted as students on the rolls
Alumni groups
- Name, Batch, the school (Entity), Created Date and Description
- Fees Amount: the membership fee of the group, or 0
- Students tab: the students of the batch, filled in when you choose it, with register number, class, department and school
- Events tab: the group's events with the venue, who is responsible, dates and stage
- A group can be archived
Bringing alumni in
- Former Students sheet of the set-up import: Register No and Completed On, for students who are also in the Students sheet with their last class
- Each one is moved off the rolls (archived), marked as passed out on that date and listed in the alumni group of their batch
- A group named Alumni and the batch is made for each batch by itself
Dashboard
- The first screen of the Alumni menu: the number of alumni groups, groups made this period, and groups by batch
Who uses it
School officeMarks students as passed out, keeps the alumni groups and brings in former students from a sheet.
Principal or alumni coordinatorFinds the students of a batch and plans a reunion or another event for them.
Education administratorHas the Alumni menu: All Alumni, Alumni Group and Alumni Creation.
Where you use it
- Web: Alumni > Dashboard, All Alumni, Alumni Group and Alumni Creation (education administrators)
- Web: the student's form, Is Graduate and the alumni group
- Not in the Campus app or the parent portal: alumni do not have their own login or pages
- Not by message: an alumni group does not send messages to its members by itself
What you control
Settings
- Who sees the Alumni menu: people with the Administrator role of Education
- Fees Amount per alumni group: 0 when there is no fee
Works with
SmartMy EventsThe events of an alumni group are events of SmartMy Events, with its invitations, tickets and the gate on the day.
Questions
Do former students count in our student numbers?
No. Alumni and students who have left are kept without limit and are not charged.Can we make a whole class alumni in one step?
Use the Former Students sheet of the import, which marks every student in it as passed out and puts them in their batch's alumni group. The Alumni Creation screen lets you choose a batch and its students, but it does not yet mark them as alumni.Can we send a message to all the alumni of a batch?
Not from the alumni group. It has no messages of its own. Invitations to an event of the group go out with SmartMy Events.Can alumni sign in and update their details?
No. Alumni have no portal or app pages. The office keeps their records.Can we bring in former students from our old system?
Yes. Put them in the Students sheet with their last class and in the Former Students sheet with the date they completed. They come in as alumni, grouped by batch.Related features
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See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.