Overview

openSIS allows administrators to control which student fields are actively used within the system.

By enabling, disabling, hiding, or requiring specific fields, institutions can customize student profiles and registration forms to match their operational requirements.

This helps:

• Simplify data entry
• Reduce unnecessary information collection
• Improve user experience
• Maintain clean student records

Accessing Student Fields

To manage student field visibility and usage:

1. Navigate to:
   Settings > Student Settings > Student Fields
2. Select the category containing the field.
3. Locate the field you wish to modify.
4. Open the field settings using the edit option.

Understanding Field Visibility Options

Student fields can be configured using several control options.

These settings determine how the field behaves throughout the system.

In Use

The In Use setting determines whether a field is actively available for use.

Enabled

When enabled:

• The field appears in student profiles.
• The field can be used during data entry.
• Information can be collected and maintained.

Disabled

When disabled:

• The field is no longer actively used.
• New data entry may be restricted depending on the configuration.
• Existing data remains stored unless the field is deleted.

This option is useful when a field is no longer required but historical information should remain available.

Hide

The Hide setting controls field visibility.

Enabled

When enabled:

• The field is hidden from normal display.
• Existing data remains stored.
• Administrators can preserve information without displaying the field.

Disabled

When disabled:

• The field remains visible to authorized users.

This option is commonly used when institutions temporarily stop collecting certain information.

Required

The Required setting determines whether users must complete the field before saving a record.

Enabled

When enabled:

• The field becomes mandatory.
• Users cannot save records without entering a value.

Disabled

When disabled:

• The field becomes optional.

Examples of commonly required fields:

• Student Identification Number
• Government Identification Information
• Residency Status

All Schools

The All Schools option is available in multi-school environments.

Enabled

The field becomes available across all schools within the institution setup.

Disabled

The field remains available only within the current school configuration.

This setting helps institutions standardize student information collection across multiple campuses.

Editing Existing Field Settings

To modify a field:

1. Locate the field.
2. Click the edit icon.
3. Update:
   • In Use status
   • Hide setting
   • Required setting
   • All Schools setting
4. Save the changes.

The updated configuration takes effect immediately.

Common Use Cases

Temporarily Hiding a Field

An institution may stop collecting transportation information for a period of time.

Instead of deleting the field:

• Enable Hide
• Preserve existing student data

Making a Field Mandatory

An institution may require students to provide residency information.

Enable:

• Required

to ensure the information is collected consistently.

Standardizing Fields Across Schools

District administrators may wish to use the same custom fields across multiple schools.

Enable:

• All Schools

to make the field available throughout the institution.

Best Practices

• Disable or hide fields instead of deleting them when historical data must be preserved.
• Use Required settings only for essential information.
• Review field usage periodically.
• Keep student profiles simple and relevant.
• Standardize fields across schools when consistent reporting is required.