The Group Assign Student Info function allows authorized users to update the same information for multiple students at one time. Users first search for and select the required students, then enter values under the applicable information tabs.

Only the fields in which data is entered are updated. Blank fields do not replace existing student information.

This function should be used carefully because a saved value is applied to every selected student.

Navigate to Group Assign Student Info

1. Log in to openSIS.
2. Select the required school and academic year.
3. From the left navigation menu, expand Students.
4. Select Group Assign Student Info.

Navigation: Students > Group Assign Student Info

The first step displays Search and Select Students.

Search for Students

Use the search field to locate students using basic search information.

1. Select the Search field.
2. Enter the applicable student information.
3. Review the matching records.
4. Select the checkbox beside each required student.

The student list may display:

• Name
• Moodle Synced
• Student ID
• Alternate ID
• Grade
• Section/Cohort
• Email

Verify the Student ID, grade, and other available details when students have similar names.

Use Advanced Search

Select Advanced Search when the required students must be identified using more specific criteria.

Advanced Search may include:

• Identification Information
• Access Information
• Birthday date range
• Demographic Information
• Enrollment Information
• Address Information
• Personal Contact Information
• Custom student-information categories

Enter the criteria, apply the search, and review the resulting list before selecting students.

Use Search All Schools only when students from other authorized schools should be included. Enable Include Inactive Students only when the update should apply to inactive records.

Load a Saved Filter

Previously saved Student List filters can be reused.

1. Select Load Filter.
2. Review the available named filters.
3. Select the required filter.
4. Confirm that the resulting students match the intended group.
5. Select the applicable students.

A saved filter applies its stored search criteria to the records currently available in the selected context. Always review the results instead of assuming the group remains unchanged.

Select Students

1. Select the checkbox beside each required student.
2. Use the header checkbox only when every displayed student should be included.
3. Review the selection carefully.
4. Select Next.

The next page displays the number of selected students.

For example, the page may display 2 Students Selected.

Change the Student Selection

Before entering information, confirm that the selected-student count is correct.

To revise the selection:

1. Select the selected-student summary or the instruction to change the selection.
2. Return to the Student List.
3. Add or remove student selections.
4. Continue to the information-entry page again.

Do not proceed if the selected count is unexpected.

Understand the Group Update Rule

The page displays the following important behavior:

Data entered here will replace selected students’ existing records.

This means:

• A value entered in a field is assigned to all selected students.
• Existing values in that field are replaced.
• Fields left blank are not updated.
• Different values cannot be assigned to individual students within the same group action.

If students require different information, update them separately or create smaller groups.

Use the Information Tabs

The available tabs may include:

• General Info
• School Info
• Address Info
• Medical Info
• Comment
• Documents
• Custom student-information categories

Custom tabs shown in the interface may include institution-defined categories such as:

• Students Other Info
• Sport Performance

The names and fields of custom categories depend on the student-field configuration.

Group Assign General Information

The General Info tab may include Identification, Demographic, Access, Moodle, and QuickBooks information.

Available fields may include:

• District ID
• State ID
• Date of Birth
• Gender
• Race
• Ethnicity
• Marital Status
• Country of Birth
• Nationality
• First Language
• Second Language
• Third Language
• Physically Fit
• Allow SSO Login
• Moodle synchronization
• QuickBooks synchronization
• Enable Student
• Disable Student

Enter a value only when it should apply identically to every selected student.

Be Careful with Unique Identifiers

Fields such as District ID and State ID are generally expected to identify an individual student. Assigning the same identifier to multiple students may create duplicate or inaccurate records.

Use group assignment for identifier fields only when the value is intentionally shared or the institution’s data rules permit it. Otherwise, update each student individually.

Group Assign School Information

Use the School Info tab to update applicable school or enrollment-related information across the selected students.

Before saving:

• Confirm that all selected students belong to the intended school context.
• Verify that the value applies to every student.
• Review rollover, grade, cohort, advisor, accommodation, or other available fields carefully.
• Avoid applying an enrollment value across students who require different placements.

Enrollment information affects several academic workflows and should be updated only with verified data.

Group Assign Address Information

Use Address Info only when the same address-related value applies to all selected students.

This may be appropriate for a controlled group update, but it is generally unsuitable for unrelated students with different residences.

Leaving address fields blank preserves the students’ existing address information.

Group Assign Medical Information

The Medical Info tab can apply available health-related information to the selected group.

Medical information is sensitive and is usually student-specific. Use group assignment only when:

• The same verified information applies to all selected students.
• The update is authorized.
• The institution’s privacy procedure permits a group update.
• No student-specific details are being incorrectly duplicated.

For most individual medical details, update the student’s Medical Info section separately.

Add a Group Comment

Use the Comment tab when the same comment applies to every selected student.

1. Open the Comment tab.
2. Enter the approved comment.
3. Confirm that the wording is relevant to all selected students.
4. Save the group update.

Do not include one student’s private information in a comment assigned to other students.

Assign Documents

Use the Documents tab when the same applicable document or document-related information must be assigned to the selected students.

Before continuing, confirm that:

• The document applies to every student.
• It does not contain student-specific information belonging to only one person.
• Distribution complies with institutional privacy requirements.

Individual files should usually be uploaded from the correct student’s Documents section.

Synchronize Students with Moodle

Select Sync the selected student(s) with Moodle when the chosen students should be synchronized with the institution’s configured Moodle integration.

Students without portal access cannot be synchronized. Before selecting the option:

1. Confirm that Moodle is configured.
2. Verify that every selected student has portal access.
3. Review existing Moodle status.
4. Save the group update.
5. Confirm the synchronization results.

Synchronize Students with QuickBooks

Select Sync the selected student(s) with QuickBooks when the students should be synchronized with the configured QuickBooks integration.

Students without portal access cannot be synchronized. Verify the institution’s QuickBooks setup and selected student records before applying the action.

Enable or Disable Selected Students

The available options include:

• Enable Student
• Disable Student

Select only one of these options when the same account-status change should apply to all selected students.

Disabling a student account does not record an enrollment exit or determine next-year rollover. Manage enrollment and rollover separately through Enrollment Info.

Review and Complete the Update

Before saving:

1. Confirm the number of selected students.
2. Review every tab in which data was entered.
3. Remove any unintended values.
4. Confirm that all entered values apply to every selected student.
5. Save or submit the update.
6. Open a sample of the affected student profiles.
7. Verify that the intended fields changed and unrelated fields remained unchanged.

Important: Group assignment can overwrite information across multiple student records. Review the selected students and entered values carefully before completing the update.