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Is your school district using a student management system? If not, it should be. 

Also known as a student information system, student record system, or student information management system, a student management system gives your district the capacity to better organize and manage student data. This results in a better learning experience for both students and teachers. And that, in turn, means better student outcomes.

Forward-thinking school districts are already well aware of this fact. There’s a reason the EdTech market is projected to reach $132.4 billion USD by 2032 — up from $18.5 billion in 2023. Modern technology and effective learning go hand-in-hand.

With that in mind, let’s go over a few key benefits of deploying a student management system. 

What Is a Student Management System? 

Student management systems establish a single source of truth about each student in a school district, storing and tracking workload, personal information, grades, attendance, health information, and more. They also streamline the administrative work typically performed by teachers behind the scenes and track all data generated by a student as they learn. Finally, student management systems can also be used to monitor performance at the district level. 

RELATED: Smart Automation For Education: Using ERP Software To Improve Efficiency And Reduce Costs

What Does A Student Information System Do? 

A student information system simplifies information tracking and improves both communication and administration by making student data readily accessible to all stakeholders in a student’s educational journey. It also streamlines back-office processes by collecting and orchestrating information that includes: 

• Student performance
• Behavioral trends
• Demographic information
• Health information
• Registration, permission, and consent forms
• Grades and transcripts
• Schedules
• Contact information
• Student engagement
• Extracurricular activities

A student management system may also help a district manage administrative tasks such as: 

• Billing and payment management
• Digital registration
• Progress tracking
• Course management
• School management
• Attendance management
• Student admissions and applications
• Self-service portals for parents, students, and faculty
• Multiple assessment types, including summative, formative, and diagnostic. 
• Progress tracking and lesson management
• Onboarding
• Secure messaging

While there’s some overlap, student management systems are distinct from school management systems. A school management system also includes information about faculty and administrative staff. It basically serves as a functional intersection between SIS and HRP. 

Key Benefits of Student Information Management Systems 

Some of the most significant benefits of student management systems include: 

Less Busywork, More Learning

With the right software, you spend less time maintaining records, managing paperwork, and doing cumbersome administrative tasks. This means you can dedicate more time and energy to the school.

More importantly, it means teachers can spend less time shoring up the foundation of the learning experience and more time in the classroom with their students. They can not only keep track of each student’s progress, but also take immediate action to course-correct or provide assistance the moment they see a student beginning to struggle. 

More Communicative, Collaborative Learning

A student’s learning experience doesn’t stop when they leave the classroom. It also includes extracurricular activities and their home life. A student management system keeps all this information in one place, making it a great deal easier for teachers to keep track of each individual student. 

More importantly, it facilitates communication between teachers and parents, allowing the latter to take a more active role in their child’s education. The student, meanwhile, is given more ownership over their learning journey, making it easier to ask questions or seek help. 

A Single Source of Truth for Student Data

No more lost hours chasing down multiple copies of the same student record. With a student management system, everything is in one place — grades, attendance, activities, performance, and more. In addition to fewer administrative headaches, this means a smoother transition between classes and grades as every teacher has access to the same student records.

This can also lead to better transparency and accountability, since everyone involved in a student’s education has access to a well-organized collection of data about that student. 

More Efficient Scheduling

Traditionally, school administrators manage timetables and schedules. However, dedicated school administration software provided through a student management platform allows much of this process to be automated. This results in better time management and timetable management.

Sustainability

Between physical files, records, forms, and announcements, schools used to go through immense volumes of paper and ink. With a student management system, this is no longer necessary. Nearly everything can now be digitized, making the school more sustainable and cost-effective while also establishing an easily-reviewed digital audit trail. 

Remote Accessibility

Student management software can be accessed from anywhere at any time, provided you’ve the proper authorization. All you need is a smartphone, tablet, or PC to connect. This facilitates better information sharing while also giving students and teachers more freedom with regard to how they engage with learning. 

RELATED: K‑12 ERP for School Districts: Supporting Business Needs of Schools Today and Tomorrow

Who Can Use Student Management Systems?

Although K-12 schools typically experience the best outcomes, any educational institution or center of learning can benefit, including: 

• Childcare programs
• Private schools
• Technical schools
• Private tutoring and test prep services
• Extracurricular programs
• School recruitment officers
• Higher education 

RELATED: Benefits of ERP Software for Education

What To Look For In A Student Management Solution

Many SIS vendors have a general background in education. Not all vendors will have the right background for your needs. In addition to asking the right questions when evaluating a vendor, you should also make sure you understand two things: What data the solution should collect, and what features are non-negotiable. 

In terms of data, a student management solution should provide consistent information about a student’s schedule, including information about field trips, extracurricular activities, and absences. You’ll also want to make sure it collects general information about each student’s age, demographics, and contact information, as well as health data. Last but certainly not least, the system should track performance details such as grades and transcripts.

As far as must-have features go, a student information system needs: 

• An intuitive interface
• Strong customer support
• A reliable, transparent billing system
• Support for hybrid, public, and private cloud deployments
• Strong data security
• Built-in compliance tools
• Extensibility and flexibility. 
• A simple student onboarding process. 
• Robust data management tools. 

Spark Better Student Outcomes with Sparkrock 

We live in a time of hybrid learning, digital transformation, and rapid technological evolution. Choosing the right student management system has never been more important. You need a platform developed by a vendor that understands the unique challenges of your school district — a solution developed with your unique needs in mind. 

That’s where we come in. Our software not only makes it easier to manage student information, but also simplifies purchasing, reporting, budgeting, scheduling, and employee management. 

Don’t just take our word for it, though — contact us for a demo, and let us show you firsthand.