Student file module

Everything about a student, in one file.Every change, seen in time.

The student file brings together everything the system knows about a student: attendance, learning center, clubs, exit approvals, talks and forms, the personal plan, group and room. The smart dashboard sums up the picture, and the behavior change index shows when it is time to stop and take a closer look.

Book a personal demo How it works

Updated by every module A smart dashboard per student Behavior change index Access by role

Maya RosenClass 10-1 · Galil group · Carmel building, room 12

On campus

Data from:

Why one file

Everyone sees one small detail.Only together do you see the child.

The teacher sees a missed lesson. The coach sees a skipped practice. The gate sees a late return. Each detail on its own looks routine, and nobody connects them. When they are all recorded in the same file, the picture comes together on its own, and you see in time that a student needs attention.

Four people, four places

Maya Rosen’s fileThe last 14 days

Behavior change index

Knowledge stays when staff change

Counselors change, years change, and the file stays. Whoever takes over the group starts from the full picture, not from zero.

No more chasing information

Before a staff meeting, a case review or a talk with parents you open one file, instead of collecting updates from five people.

The quiet student is seen too

A student with nothing written in their file for over three weeks shows up on the group dashboard, so staff know to reach out.

To group management →

What goes into the file

Nobody fills in the file.It fills itself.

Staff keep working as usual: marking attendance, placing a student in a lesson, issuing an exit approval, filling in a talk form. Each of these actions is also recorded in the student’s file, and nobody types it twice.

Attendance

Every attendance report: present, late or absent, with the reason and the counselor’s note.

Learning center

The lessons the student is placed in, and their attendance at each one.

Clubs

The clubs they are signed up for, the sessions and their attendance at each.

Forms and surveys

One‑on‑one talks, parent contact, assessments, incidents and any form the school has built.

Exit approvals

Every exit from campus: where to, when, who approved it, and when the student actually came back.

Personal plan

The student’s goals, tasks and progress in the plan built for them.

Groups

The student’s group and class, and the counselors in charge of them.

Rooms

The building, room and bed the student is placed in.

To student attendance → To the learning center → To clubs → To exit approvals → To the personal plan → To groups and rooms → To forms and surveys →

The smart dashboard

A snapshot of every student.No searching needed.

The first tab of the file is the smart dashboard: a summary of the period, an attendance map, incidents, exits and participation in the learning center and clubs. Above them all stands the behavior change index, calculated from the data that is already in the system.

The last 30 days

Behavior change index

AI summary

Attendance map

On timeLateAbsent

Forms waiting to be filled in

Open incidents

Late returns from exits

Missed lessons and clubs

Add an incidentCreate an exit approvalCall a parentExport PDF

An AI summary of the period

A few lines in plain language about what was recorded in the file during the period you chose. Refresh it with a click.

Attendance map

Every day in a color: on time, late or absent. A run of unusual days stands out at once.

Incidents and discipline

Incidents by status: reported, in progress, wrapping up or closed, next to the latest events.

Exits from campus

When the student was on campus and when they were out, late returns, and the places they go to.

Learning center and clubs

Which lessons and clubs they take part in, and how often they were on time, late or absent.

Actions on the same screen

Add an incident, create an exit approval, call a parent or export the dashboard to PDF.

The index does not decide for you

The behavior change index is neither a diagnosis nor a grade. It signals that the student’s data shows a change worth looking into, so that you stop, open the file and talk to them. What to do next remains the staff’s decision.

From a small detail to a talk

Tuesday, 20:30.Something has changed with Maya.

Six weeks in the life of one student, in a boarding school of 284. Four staff members each record a small detail in their own module, and the file connects them.

Maya RosenBehavior change index

Low indexMedium indexHigh index

All the steps in writing

What else is in the file

From intake to the last day.It all stays in the file.

Beyond what comes in from the modules, the file holds what the school needs to know about the student: the staff’s professional records, personal details, family, documents and the people in charge.

Records

Every talk and every form stays in the file

One‑on‑one talks, parent contact, assessments, evaluations, incidents, home visits, nurse and doctor reports, case reviews. The school builds the forms in the forms and surveys module, and every form filled in about a student is saved in the records tab of their file.

Guide: why and what to document →

Personal details

Everything you need to know about the student

Contact details, ID documents, health and allergies, studies and family background. For immigrant students, also the country of birth and the date of immigration.

Family and external contacts

Who supports the student off campus

Family members with their contact details, a record of the contact with the parents, and professionals outside the school who support the student.

Documents

See at once what is missing

The school defines which documents are required for every student, and the file shows what has been uploaded and what is still missing. Any other document is kept next to them.

Guide to onboarding a new student →

People in charge

Who is in charge, one tap away

The counselors and staff in charge of the student, with phone, WhatsApp and email. No need to ask who their counselor is or look for a number.

Privacy and permissions

All the information in one place.Not everyone sees everything.

A student file holds personal and sensitive information about minors, and the system is built accordingly: those who don’t need to see it can’t, and whatever is opened is logged.

Contains sensitive information under the Protection of Privacy Law

Maya RosenClass 10-1 · Galil group

This notice appears at the top of every file. Every time a file is opened it is logged, for example:

Rotem Almog viewed the file20:30

Yael Cohen viewed the file08:15

Shani Dahan downloaded a document09:40

Rotem Almog exported the smart dashboard20:41

Access by role

Every staff member sees the students they are responsible for, and the parts of the file their role needs.

Every view is logged

The system records who viewed the file, who downloaded a document from it, and when.

A separate care journal

The care team’s records are kept in a protected journal, with view permissions of its own.

Servers in Israel

Data is hosted on AWS in Israel. Smart Campus is certified to ISO 27001 and ISO 27799.

For every role

One file.Everyone finds what they need in it.

1Counselors

Open the file before a talk with a student or with parents, see what has happened since their last shift, and document it in a short form.

2Care team

See what counselors and teachers have documented, next to the care journal, and come to every session with the full picture.

3Teachers and coordinators

The attendance they mark in lessons and clubs goes into the file automatically, with no extra report to the counselors.

4Management

See every student’s smart dashboard before a case review, a staff meeting or an inspection visit, and the whole school on the management dashboard.

To the management dashboard →

FAQ

Questions we hear in every demo

What is a digital student file?

The place that holds everything the school knows about a student: personal details, family and documents, people in charge, timetable, attendance, exit approvals, professional records and the personal plan. Instead of a binder, an Excel file and WhatsApp messages, there is one file that is updated by the whole system.

Where does the information in the file come from?

From the staff’s everyday work in the other modules: attendance, learning center, clubs, forms and surveys, exit approvals, personal plan, groups and rooms. Every report goes into the student’s file automatically, so nothing has to be typed twice.

What is the smart dashboard?

The first tab of the file. It shows a snapshot of the student for the period you choose: a written summary, the behavior change index, an attendance map, incidents, exits from campus and participation in the learning center and clubs.

What is the behavior change index?

An index the system calculates from the data it holds about the student, shown as a percentage and a level. It is meant to draw attention to a student for whom something has changed. It is not a diagnosis, and it does not replace the staff’s judgment.

What does the AI summary include?

A few lines describing what was recorded in the file during the chosen period, such as attendance, absences, incidents and late returns from exit approvals. You can refresh it with a click.

Which forms can be saved in the file?

Any form the school has built in the forms and surveys module, for example a one‑on‑one talk, parent contact, an assessment, a student evaluation, an incident, a home visit, a nurse report or a case review. A form filled in about a student is saved in the records tab of their file.

How do you make sure no student is overlooked?

The dashboard of every group shows which students have had nothing written in their student file for over three weeks: no one‑on‑one talk, no assessment and no evaluation. That way staff reach out to the quiet students too.

What happens when a counselor is replaced?

The file stays. The new counselor sees what has been documented about the student, according to their permissions, and starts from the full picture instead of getting to know the student from scratch.

Who can see the file?

Only people with permission, according to their role. At the top of every file there is a notice that the information is sensitive under the Protection of Privacy Law, and the system logs every view and download.

Can information be exported from the file?

Yes. The smart dashboard is exported to PDF, and the student’s attendance and exit approval lists are exported to Excel or PDF.

Where is the data stored?

On servers in Israel, on AWS. Smart Campus is certified to ISO 27001 and ISO 27799.

Next step

Let’s open one student’sfile together.

In the demo we will go through a sample file: the smart dashboard, the tabs, a one‑on‑one talk form, and how every report in the system reaches the file on its own.

Book a demo Guide to documentation