Protect student demographic information

Sometimes, a student has special circumstances that must be kept private. For instance, you might not want another school to view the demographic information of a student who is currently in a youth custody center.

In these situations, you can flag an active student as “private” or "semiprivate."

Notes: 

  • If the Enable "private" student filter is selected in your district's Student preferences and a student is flagged as private: They do not appear in a student search at a school or district that is not associated with them.

  • If a student is flagged as semiprivate: The search results from the Student Search widget on an Intermediate Organization or School homepage for which a semiprivate student is not enrolled returns only Name, IDs, and Status.

    The Enable "private" student filter preference is not used for students who are flagged as “semiprivate”.

  • See your Aspen system administrator for details.

To flag a student as "private" or "semiprivate":

  1. Log on to the District or School view.
  2. Click the Student tab.
  3. Search for and select the student.
  4. Click the Details side-tab. The details page for that student displays the Demographics, Addresses, Activities, and Photo sub-tabs.
  5. Click the Demographics sub-tab.
  6. Select the Private or Semiprivate checkbox.
  7. Click Save.

Notes:

  • If a private student withdraws from their primary school and is not enrolled in a secondary school, the private flag is removed.

  • If a private student is cross-enrolled at a secondary school, users at that school and district can view the student’s information. The student must be associated with the secondary school before he or she is marked private; otherwise, the private flag will prevent the secondary school from finding them in Aspen and enrolling them.

  • If a private student is cross-enrolled and withdraws from their primary or secondary school, they are still marked private at the school they currently attend.

  • If a semiprivate student withdraws from their primary or secondary school, the semiprivate flag is not removed.
Note: Students marked private will not appear in the search results when searching for a related student in the Student Registration wizard.