Embedded Files
Understanding student and family data
Understanding student and family data
Student and family data is the core of the BTSP. If we didn't have student and family data, BTSP's ability to automate programming, streamline individualized case management, and much more, would be worthless. This is the data that every program manager works with every day. If you need to a call list for an upcoming program, you need accurate student and family data. If you are doing the daunting task of creating bus routes, it sure would be easier if you could quickly and flexibly report on students' addresses.
Accessing, understanding, and acting on student and family data is key to making the most of the BTSP. The BTSP ensures your data is consistent, up to date, and easy to find. No more hunting through 5 excel sheets hoping that the next phone number you find is actual the parent's number.
Below, you will take a tour of student and family contact pages, and examples of this data driving your work.
Student Data Overview
Student Data Overview
Student information
Student information
Getting to student contact page
Getting to student contact page
Navigate to a student contact by searching a student's name in the search bar (1) or selecting a student under the Contacts tab (2).
The top of a student contact page provides key student details (3).
We will walk through the rest of a student contact page in the following sections.
Basic contact details
Basic contact details
Each contact record (students, guardians, donors, etc) have a basic details page. This information is located under the Basic tab, and will be opened by default. This captures the most essential information, such as name, gender, race/ethnicity, contact information (not pictured) and address information (not pictured).
Student Details - Breakthrough Student Program Details
Student Details - Breakthrough Student Program Details
The first section on the Student Details tab provides relevant program information for a student such as:
Is this contact a Breakthrough Student?
Are they active in the program?
What cohort are they enrolled in?
What is their current grade level?
When did they turn in their most recent BT paperwork.
Student Details - Breakthrough Indicators
Student Details - Breakthrough Indicators
The second section of the Student Details tab shows key Breakthrough Student Profile data points:
Primary Home Language
Person of Color
First Generation College Student
Single Parent Household
Free/Reduced Price Lunch Qualified
This section provides a count of Breakthrough Need Criteria. This is also available on the student application.
Guardians and other Relationships
Guardians and other Relationships
The student's relationships
The student's relationships
As you know, it takes a village. So how do we know who is in the village?
That is the purpose of Relationships in BTSP. Under the Student Details tab for every student, you will see the Relationships list. This is a list of all contacts related with the student, how they are related, plus other relevant contact information.
Guardian & relationship contact pages
Guardian & relationship contact pages
From the student's Relationships list, you can click on a contact's name and visit their contact page. Each non-student contact page has a Details tab with basic contact information such as name, demographics, and contact information along with a Student Information tab with a Relationships list.
The student's household
The student's household
From each student page, you can access the student's primary household by clicking on the Account Name.
A household page includes address information, number of household members, and number of BT students.
To make edits to a students housing situation, use the Manage Household button in top corner.
If a student lives with more than one student, please refer to our Managing Multiple Student Households tutorial video.
Organization Affiliations
Organization Affiliations
The student's affiliations to schools or other organizations
The student's affiliations to schools or other organizations
As you know, it takes a village. So how do we know what parts of the village a student is connected to?
That is the purpose of Organization Affiliations in BTSP. Under the Student Details tab for every student, you will see the Organization Affiliations list. This is a list of schools or organizations a student is or has been connected to, the current affiliation status, and other relevant affiliation information.
Organization Affiliation account record pages
Organization Affiliation account record pages
From the Organization Affiliations list, you can click on an account name and visit the account record page. Each organization account page has account information such as primary contact, phone number, and address along with details on contacts affiliated to that account, number of students at that account and any additional programming information.
Student Details - updating student status
Student Details - updating student status
The Student Status indicates whether a student is a part of your program.
If a student has left the program, and is not considered a Breakthrough student, their student status will be Inactive. To change a student's status to Inactive you'll need to update information using the "Deactivate Student" button on the contact record. DO NOT update the student's status using the Student Status field.
Watch the video to the right to learn how to keep your student status data up-to-date! OR access instructions for Deactivating a Student in BTSP.
Deactivating A Student In BTSP
Deactivating A Student In BTSP
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