The Comments section allows authorized users to maintain administrative notes associated with an individual student. Comments can be used to record relevant observations, follow-up information, internal updates, and other student-specific details that do not belong in more specialized areas such as Medical Info, Attendance, Behavior, Grades, or Communication.

From this page, users can add comments, review existing entries, export the available comment information, and print the comment record.

Navigate to Student Comments

1. Log in to openSIS.
2. Select the required school and academic year.
3. From the left navigation menu, expand Students.
4. Select Student Information.
5. Search for the required student.
6. Select the student’s name.
7. Under Student Details, select Comments.

Navigation: Students > Student Information > Student’s Name > Comments

The Comments page displays the student’s available comment records. If no comments have been entered, the list remains empty.

Understand the Purpose of Student Comments

Student comments provide a place for authorized staff to record information that is relevant to the student’s administrative record but is not already managed through another openSIS function.

Appropriate comments may include:

• Administrative follow-up notes
• Information supplied by the student or family
• Documentation reminders
• General student-support notes
• Record-verification information
• Internal follow-up requirements
• Relevant academic or service observations
• Notes about information that needs correction
• Other institution-approved student details

Comments should be factual, concise, professional, and directly related to the student.

Choose the Correct Area for the Information

Before adding a comment, determine whether the information belongs in another part of the student record.

Use:

• Medical Info for medical alerts, provider details, immunization records, medical notes, and nurse visits.
• Attendance for attendance-related records.
• Behavior for behavior incidents and disciplinary information.
• Communication for messages and communication activities.
• Enrollment Info for enrollment, exit, grade, program, and rollover information.
• Documents for files that must be retained in the student’s document repository.
• Grades for academic performance and grade records.

Use Comments only when the information does not belong more appropriately in one of these areas.

Add a Student Comment

1. Open the student’s Comments page.
2. Select Add Comment.
3. Enter the requested information in the available fields.
4. Review the comment for accuracy.
5. Save or submit the comment.
6. Confirm that it appears on the Comments page.

If the comment form includes a date, title, category, or other configured information, complete those fields according to the institution’s procedures.

Do not add a comment until you have confirmed that the correct student profile is open.

Write an Effective Comment

A useful student comment should explain:

• What happened or what information was received
• When the event or update occurred, if relevant
• What follow-up is required
• Who is responsible for the next step, when applicable
• Whether supporting documentation exists elsewhere in the record

For example, instead of entering a vague note such as “Documents pending,” identify which required document is pending and the applicable follow-up date, if institutionally appropriate.

Comments should be understandable to another authorized staff member who may review the record later.

Keep Comments Objective

Use neutral, professional language. Record verifiable information and avoid:

• Personal opinions
• Insulting or judgmental wording
• Assumptions about the student or family
• Unverified allegations
• Unnecessary medical details
• Unrelated personal information
• Passwords or authentication credentials
• Payment-card or banking details
• Information copied from another student’s record

A student comment may remain part of the institutional record. Write each entry with that possibility in mind.

Review Existing Comments

When comments are available:

1. Review the displayed entries.
2. Check the date and other identifying information.
3. Confirm that the note belongs to the selected student.
4. Review related information in other student-profile sections when necessary.
5. Follow the institution’s process for correcting an inaccurate entry.

Do not create a second comment merely to repeat an existing note unless a new development or follow-up action must be recorded.

Export Student Comments

The Excel icon allows authorized users to export the available comment information.

1. Open the student’s Comments page.
2. Review the comments currently displayed.
3. Select the Excel icon.
4. Open the generated file.
5. Verify that the exported information belongs to the correct student.
6. Store the file securely.

The exported file may contain sensitive information and should be shared only with authorized recipients.

Print Student Comments

1. Open the student’s Comments page.
2. Select the print icon.
3. Review the print preview.
4. Confirm that the correct student and comments are shown.
5. Select the appropriate printer or save-to-PDF option.
6. Complete the print process.

Collect printed pages immediately and store or dispose of them according to the institution’s privacy and record-management policies.

Add Comments for Multiple Students

When the same type of information must be assigned to several students, use:

Students > Group Assign Student Info

After selecting the students, open the Comment tab and enter the applicable information. Data entered through Group Assign Student Info is applied to all selected student records.

Use the group option only when the same comment genuinely applies to every selected student. For student-specific details, add the comment from the individual student profile.

Correct or Update Comment Information

If an existing comment is incomplete or no longer current:

1. Follow the available edit process when permitted.
2. If editing is unavailable or restricted, add an updated comment that clearly explains the new information.
3. Do not remove historical information unless deletion is authorized by the institution.
4. Retain the necessary context so other users can understand the sequence of events.

Institutional record-retention rules should determine whether a comment can be edited, deleted, or superseded.

Protect Student Privacy

Comments may contain educational or personally identifiable information. Therefore:

• Access comments only for authorized work.
• Do not share screenshots through unapproved channels.
• Do not leave printed comments unattended.
• Store exported files securely.
• Avoid including information that is not necessary.
• Confirm the student before adding or exporting a comment.

Important: Student comments are part of the student’s administrative record. Enter only accurate, relevant, and professionally written information.