Student Records Templates

1. What are student records?

Student records are files and documents maintained by educational institutions that contain academic and personal information about a student. These records are essential for tracking a student’s progress, achievements, and overall development. Student records typically include comprehensive information that provides a clear picture of a student’s educational experience from the moment they enroll until graduation.

2. What are the types of student records?

There are many types of student records that an educational organization may be responsible for. Each serves a specific purpose in documenting different aspects of a student’s life.

• Grades and academic progress are records of a student’s grades in various subjects. They’re used to assess a student’s performance over time.
• Transcripts are official documents that summarize courses taken, grades received, and credits earned. They’re often required for college and job applications.
• Attendance tracking monitors a student’s presence in school and individual classes. These records are essential for ensuring that students meet the required attendance criteria and for identifying patterns of absence.
• Class lists feature the names of students enrolled in specific classes. This helps teachers and administrators keep track of student enrollment and manage classroom activities efficiently.
• Course schedules outline the specific classes a student is taking during a semester or academic year. They help organize a student’s daily routine and ensure they meet all their academic requirements.
• Discipline and behavioral logs document any disciplinary actions taken against a student, including reasons and outcomes. They’re important for tracking behavioral issues and implementing appropriate interventions when necessary.
• Extracurricular activity records capture a student’s involvement in activities outside of the regular academic curriculum, such as sports, clubs, and volunteer work.
• Graduation records certify that a student has met all the necessary requirements to complete their education at a particular level and verify a student’s eligibility for graduation.
• Health and medical information might be kept about a student’s medical history, immunizations, and any ongoing health issues. These records ensure that schools can provide appropriate care and accommodations for students with medical needs.
• Scholarship records track the awards and financial aid a student has received. These records are important for managing financial support and ensuring that students meet the criteria for maintaining their scholarships.
• Financial records detail the financial transactions between a student’s family and the educational institution, including tuition payments, fees, and other related expenses. They are essential for managing the financial aspects of a student’s education.
• Test scores include the results of standardized tests, exams, and other assessments. They provide valuable insights into a student’s academic performance.

3. Purpose and importance of student records

Student records offer an official record of a student’s educational experience. They’re used for various administrative and academic purposes, such as tracking academic progress and supporting transitions to higher education. Proper maintenance of student records not only ensures that all relevant information is accurately documented, it also helps identify trends so educators can provide students with the resources, opportunities, and support they need to succeed.

4. How can I customize Student Records templates?

You can personalize layouts, fields, text, and branding using Jotform PDF Editor, making it easy to adapt each template to your institution’s policies and documentation needs.

Drag and drop elements to add and order the fields you want to include, modify the layout, update the fonts and colors, upload your logo, add e-signature sections, and more. You can also connect with hundreds of useful integrations, like Google Drive, Dropbox, and Slack to streamline your workflow and ensure your data is synced across apps.

5. How does Jotform Sign work with Student Records templates?

Jotform Sign allows administrators, educators, or guardians to electronically sign student-related documents, helping schools manage approvals and acknowledgments efficiently.

6. Are student records created with Jotform secure?

The Federal Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student records. This law grants parents, guardians, and students over the age of 18, or anyone who is attending a postsecondary institution at any age, the right to access educational records and data, as well as the right to have those records corrected. To protect student data and confidentiality, Jotform works with educational providers to prevent unauthorized disclosure and ensure compliance with FERPA. Jotform implements robust security measures, including a secure 256 Bit SSL connection, CCPA and GDPR compliance features, end-to-end encryption, and password protection. You can use these features to safeguard sensitive student information so it’s only accessible by authorized parties.

7. Are Student Records templates suitable for different education levels?

These templates work for early education, K–12 schools, higher education, vocational training, and private courses, making them flexible for various academic environments.

8. How are completed Student Records PDFs stored and shared?

Completed documents are saved as PDFs that can be securely downloaded, shared digitally, or printed for physical records and audits.

9. How do Student Records templates improve administrative efficiency?

By standardizing documentation and automating PDF creation, Student Records templates reduce manual work, improve data accuracy, and streamline record management across educational teams.