This article will discuss when and how to make a student inactive, and if necessary, when and how to delete a student. There are times when a student's status needs to be adjusted, such as when a student has dropped out, their Reciprocity period has ended, they are on an extended leave of absence, or their account was accidentally duplicated.
1. When should a student be active vs. inactive?
2. How to update a student's Active status?
3. When should a student account be deleted?
4. How to delete a student account?
5. How to delete student users in bulk?
6. Frequently Asked Questions
When should a student be active vs. inactive?
The "active" field allows admins to quickly deactivate users to revoke their access to the platform and remove them from Standard Reports. An active student user is a student or alumni who is enrolled in a program at the university, or has graduated to alumni status. This article outlines how to update a student's active status, and reasons why an admin would set a student to inactive status.
A student should be set to Active = No if:
- The student user has dropped out of the program, and will no longer be graduating from your institution.
- The student user was a Reciprocity law student whose access to the platform has expired.
- The student user is on a leave of absence.
A student should be set to Active = Yes if:
- The student user is currently enrolled in a program.
- The student user has graduated and is now considered an alumni.
- The student user should have access to the platform.
- The student user should be included in Standard Reports (e.g. MBA CSEA, NALP / ABA, NACE).
How to update a student's Active status?
- Navigate to the Admin tab of the student's profile.
- Select the "Edit" option next to the Student Information section.
- Update the Active field to Yes or No. Be sure to Save your changes.
When should a student account be deleted?
A student account should only be deleted when absolutely necessary. Deleting a student will permanently remove their user account and all associated data from the platform. If you only need to prevent the student from accessing the system, but need to retain their data, you should set the student to Inactive instead. An example of when to delete an account, would be when multiple instances of the same student were created in error.
How to delete a student account?
To delete a student account:
1. Select Site Settings on the bottom left navigation panel.
2. Click on Manage Users from the menu that appears. By default, the Students / Alumni page will appear.
3. Search for the desired student by entering either the student's name or Student ID number in the search box at the top or by using the appropriate filters. Select Get Results.
4. Select the action icon to the right of the student's name, email address and account type.
5. Select Delete from the menu.
6. You will then need to confirm when the "Are you sure you want to delete this student?" modal appears, check the box, and select OK. This action is permanent and is not reversible.
7. You will see a Success Message when the Student has been deleted.
How do delete student users in bulk?
To bulk delete multiple student users:
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Navigate to the Student & Alumni Directory.
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Filter for the group of students you would like to delete.
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Select the students you would like to delete by checking the box to the left of each student’s name.
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Use the Action button to select Delete Selected.
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Confirm you understand that this action is irreversible by checking the box.
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Select OK to delete the students.
Frequently Asked Questions
What will setting a student user to Active = No accomplish?
Deactivating a user will revoke their access to the platform, remove them from standard reports (e.g. MBA CSEA, NALP / ABA, NACE), and remove them as an autocomplete suggestion anywhere on the platform admins can filter for students by name, ID, or email.
Should I set my alumni users to Active = No?
No. The system recognizes users become alumni from their graduation year/term, and updates their platform permissions accordingly. Setting alumni to Active = No will revoke their access to the platform, and remove their outcome data from your standard reports (e.g. MBA CSEA, NALP / ABA, NACE).
Can I still search for inactive users?
Yes. Throughout the site, you will see the automatic filter "Active = Yes" applied. You may edit the filter to "Active = No" to see inactive students, or you may remove the filter entirely to see all students regardless of Active status.
I deleted a student user. Why do I still see their account on the platform?
Please allow the system 24 hours to delete the user. Note that when a student user is deleted, a window appears that states the following: “User has been deactivated and successfully flagged for deletion. The deletion occurs within 24 hours.” A deactivated user does not have access to the platform.
I have accidentally deleted a student user. Is this reversible?
Unfortunately, deleting a student user is an irreversible action. When an admin deletes a student user, they must check a box to confirm the following: “I understand that deleting a student user will delete the user and all data associated with their account. This action can not be undone.”
Will I still be able to view a deleted student’s data (e.g. their outcomes, job applications, booked appointments, attended events, etc.)?
No. When a user is deleted, all of their associated data is deleted. If you would like to keep a student’s data in the system and ensure they do not have access to the platform, consider setting them to inactive status.