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Deleting Student Records

This article outlines the correct process for permanently deleting a student record in the system. This action should be taken with caution, as it is irreversible. Before deleting a student, it is essential to follow the correct deletion order to ensure all linked records are removed systematically. 

Table of Contents

  • Before You Begin

  • Deletion Order

  • Step-by-Step: Deleting a Student Record

  • Alternative Options to Deletion

  • Important Notes and Best Practices

Before You Begin

Student deletion is a permanent removal of the student’s data, including their enrollments, classes, attendance, and staff associations. This should only be done for administrative cleanup—such as removing duplicate or erroneous records created by mistake.

⚠️ Warning: Deleting a student record is irreversible. All associated data including schedules, enrollments, and contact information will be permanently removed from the system.

Deletion Order

To successfully delete a student record, all associated data must first be removed in a specific order. This ensures the system allows the deletion without error messages.

Deletion Order:

Delete Classes

  • Go to the student’s profile > Classes tab.

  • Remove all course enrollments manually.Screenshot 2025-05-07 at 8.59.21 AM


Delete Staff Associations

  • In the IS Staff tab on the student's dashboard, delete all listed staff assignments.Screenshot 2025-05-07 at 9.00.37 AM


Delete Enrollments

  • Navigate to the Enrollment Tab on the student's dashboard.

  • Remove all enrollment entries.

  • Be sure to delete both current and historical records.Screenshot 2025-05-07 at 9.02.22 AM

Delete Additional Data (if applicable)

Check for linked records such as Assessments, Special Programs, or Discipline Entries and delete them as needed. 

The student cannot have any associations in order for the student to be deleted.

Step-by-Step: Deleting a Student Record

Once all associated data is removed using the correct order above:

  1. Go to the student's dashboard and select the Registration Tab.

  2. Scroll to the bottom of the Registration page.

  3. Click the Delete Student & Records button.

  4. Confirm the deletion when prompted.Screenshot 2025-05-07 at 9.05.40 AM

🔐 Permissions Required: Only users with the appropriate /admin/registration/edit.php permissions will be able to delete or make edits to this page.

Alternative Options to Deletion

In many cases, students cannot be deleted due to system-linked data or compliance records.

⚠️ Master Agreement Restrictions

If a student has ever had a Master Agreement (MA) that was:

  • Archived

  • Sent out for signature

  • Or signed and returned

…it will permanently associate the record, preventing deletion. This is a system safeguard to preserve legally binding or compliance-based documentation.

Important Notes and Best Practices

  • Never delete students who have been reported to CALPADS or have any significant historical data.

  • Ensure that all deletions follow your school or district’s data retention policies.

  • When in doubt, use the withdraw or floating note option option to preserve audit records.

If you're unable to delete a student due to this restriction (for example, a duplicate record), we strongly recommend adding a floating note to alert staff.

Steps to Add a Note:

  1. Go to the Student Dashboard.

  2. Navigate to the Student Notes section.

  3. Add a new note (e.g., “Duplicate record – do not use” or “Locked due to MA signature”).

  4. Save the note; it will appear as a visible indicator across student views.

This helps prevent confusion or accidental usage of an unusable or restricted record.