How to View Edit Pupil Student Historical Information.pdf

How to View/Edit Pupil/Student Historical 

Information 

Applicable to SIMS .net version 

7.108 onwards. 

Permissions required 

You will need to be a member of any of the following user groups in System Manager to view/edit historical 

information: 

Administration Assistant, Admissions Officer, Pastoral Manager (Registration Information only), Returns 

Manager, Returns Operator, School Administrator, SEN Coordinator. 

Please see your System Administrator/Manager if you are not sure whether you have the required 

permissions. 

Introduction 

There may be occasions when you need to edit historical information recorded against a specific 

pupil/student. For example, a pupil/student may have changed registration groups before it has been 

possible to record the change within SIMS .net. 

If the change is made in the Registration panel then the registration group membership will be changed as 

from today. It will therefore be necessary to edit the historical data for that pupil/student so that it can be 

seen exactly when their membership of the new registration group began. 

It is currently possible to: 

• view any pupil/student name changes. 

• view any changes of address. 

• view/edit all aspects of pupil/student registration. 

• view/edit ethic/cultural data such as ethnicity, ethnic data source, etc. 

Page 1 of 9 

Capita Children’s Services, Franklin Court, Stannard Way, 

Priory Business Park, Cardington, Bedford MK44 3JZ. Tel 01234 838080 

1059-003

1. Select Focus | Pupil (or Student) | Pupil (or Student) Details to display the Find Student browser. 

2. Search for and then select the required pupil/student. The Pupil (or Student) Details page is 

displayed. 

Viewing/editing name changes 

Whenever a change is made to a pupil’s surname, or forename, it is automatically recorded as historical 

data. It is possible, to view or edit this information, and to also manually enter any name changes that may, 

for example, have occurred before the pupil/student joined your school. 

1. Click the Basic Details hyperlink to display the Basic Details panel. 

2. Click the History button to open the Previous Names for [Name] dialog. 

3. Any existing name changes are shown. To view or edit the details, highlight the name, then click the 

Open button to open the Edit Previous Name for [Name] dialog. 

4. Make any required changes and select the Reason for the change from the drop-down list e.g. 

Divorce. 

5. The Date of Change defaults to today’s date and should be changed by clicking the Calendar 

button and selecting the required date. 

6. Click the OK button twice then click the Save button on the toolbar to save any name changes. 

How to View/Edit Pupil/Student Historical Information Page 2 of 9

Viewing changes of address 

Any changes made to a pupil/student’s address are automatically recorded in their history and can be 

viewed as follows: 

1. Click the Addresses hyperlink to display the Addresses panel. 

2. Click the History button to open the Preview Addresses for [Name] dialog. 

3. Click the OK button to close the dialog. 

Viewing/editing historical registration data 

1. Click the Registration hyperlink to display the Registration panel. 

2. Click the History button to open the History Details dialog. 

Selecting the academic year and effective date range 

1. The Effective Date Range defaults to today’s date to the end of the current academic year. Change 

the date range by clicking the adjacent Browser button to open the Select Effective Date Range 

dialog. The date range should be the date that you want to apply any change to. 

2. If required, select a different Academic Year from the drop-down list. The Effective Date Range 

defaults to the dates for that academic year. 


3. Select the required radio button. If the Custom dates radio button is selected, you will need to enter 

From and To dates or click the Calendar button and select the required dates. Click the OK button 

to confirm your selection. 

Viewing registration data 

1. Beneath the Effective Date field there are two additional fields entitled Cursor Day and Cursor 

Date. The data displayed in these fields will display the day and date highlighted as the cursor is 

moved backward and forward along the calendar. This can be useful when information in the screen 

changes, e.g. a change in registration group, and you want to see the exact date that this change 

was made. 

NOTE: The effective date is shown with a green vertical line indicating the start and a red vertical 

line indicating the end. 

The Cursor 

Day and 

Cursor Date 

fields show the 

current location 

of the cursor. 

Shows the date 

range that any 

change will be 

applied to. 

The Scheme 

Name column 

shows the data 

that can be 

edited. 

If required, click the Zoom button to increase the size of the months displayed in the grid. 

. 


The Scheme Name column lists the various groups of data that can be viewed or edited. These include: 

• Year Groups 

• Class/Reg Group in Year 

• Years Taught In 

• Houses 

• Boarder 

• Attendance Mode 

Clicking on each row, e.g. Year Group will display relevant information in the Selected Scheme and 

Selected Year Groups fields as shown in the following graphic: 

Editing registration data 

The method of editing each ‘scheme’ is the same. The following example describes how to edit a 

pupil/students Year Taught In. 

1. Ensure that the required academic year and effective date have been selected as described on page 

3. 

2. Select Years Taught In in the Scheme Name column. 

3. Click the Action button to view a drop-down list of options as follows: 

The orange bar 

shows the 

pupil/student’s 

current Year 

Taught In. 

The green line 

shows the first date 

in the Effective 

Date Range from 

which any changes 

will apply 


4. Click the required Curriculum Year heading in the Years Taught In column (using the scroll bars if 

necessary), then click the New button to make the change. 

Click the new 

Curriculum 

Year and then 

the New button 

to make the 

change. 

Alternatively, 

double-click in 

the required 

row by the 

green line. 

5. Alternatively, double click the new Curriculum Year bar to open an Add/Edit Date Range dialog. 

Edit the dates if required. 

6. If you have made a mistake, highlight the required orange block and click the Delete button. 

7. Click the OK button to confirm any changes then click the Save button on the toolbar to save the 

pupil/student record. 

Editing ethnic/cultural information 

Editing ethnic/cultural historical data can be useful if you have inaccurately recorded ethnicity for example 

and wish to correct it back to when the information was first entered. The following information can be edited: 

• Ethnicity 

• Ethnic Data Source (except Northern Ireland) 

• Religion 

• Home Language 

• Mother Tongue (except Northern Ireland) 

• English as an Additional Language 

1. Click the Ethnic/Cultural hyperlink to display the Ethnic/Cultural panel. 

2. Click the History button to open the History Details dialog. 


3. Ensure that the required academic year and effective date have been selected as described on page 

3. 

4. Select Ethnicity in the Scheme Name column. 

5. Click the Details button to open the Ethnicity dialog. If necessary, scroll down to identify the current 

ethnicity. Alternatively, click the Action button to view a drop-down list of options including the 

ethnicities that can be selected. 

6. Click the required Ethnicity heading in the Ethnicity column (using the scroll bars if necessary), then 

click the New button to make the change. 

7. Alternatively, double click the orange bar to open an Add/Edit Date Range dialog. Edit the dates as 

required. 


8. If you have made a mistake, highlight the required orange block and click the Delete button. 

9. Click the OK button to confirm any changes the click the Save button on the toolbar to save the 

pupil/student record. 


For more information, please refer to: 

• Managing Pupil/Students in SIMS .net handbook. 

All handbooks can be accessed from the Documentation Centre which is launched by clicking the 

Documentation button on the Home Page in SIMS .net. Once open, click the Handbooks button and select 

the required handbook from the Handbooks page. 

A sample selection of help sheets are available from the Documentation Cente in SIMS .net which can be 

accessed by clicking the Documentation button on the toolbar, then clicking the Help Sheets button. All 

available help sheets can be obtained from our SupportNet home page (http://support.capitaes.co.uk) by 

clicking the Documentation button, then selecting Help Sheets from the Categories drop-down list. 

Training courses 

For information on training courses, please contact your SIMS Support Provider. 

Providing feedback on this help sheet 

If you have any suggestions or comments about this or any of our other help sheets, please email 

helpsheets@capita.co.uk. 

Help sheet revision history 

Doc. Version Change Description Date 

1059-001 Initial Release 05/07/06 

1059-002 Updated to reflect SIMS .net new look released with 7.78 plus some 

general improvements to text. 

23/01/07 

1059-003 Updated cross references with new documentation location. 06/11/08

How to View Edit Pupil Student Historical Information.pdf

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