Table of Contents

For Counselors: Archiving or Deleting Students in Scoir

This guide explains how to manage student records when students leave your school or become inactive. We'll cover the recommended method of archiving and when deleting a student record might be necessary.

The actions described in this article require the Account Administrator or Student Counselor role. If you do not have the necessary permissions, please contact your account administrator for assistance.

Why archive instead of delete?

Archiving is the recommended way to manage student records. It:

  • Keeps student data accessible for future reference.
  • Removes students from your default roster view, making it easier to manage.
  • Disconnects the student's Scoir account from your school while preserving data.

☝️ Deleting student records is permanent and should be used only when absolutely necessary.

What happens when a student is archived?

  • The student's status in their profile is updated to "Archived."
  • They are removed from your default roster view unless you have customized it to include archived students.
  • Their Scoir account is disconnected from your school, and they lose access to school-related data and tools such as scattergrams, tasks, forms, and Admission Intelligence.
  • Despite losing access, their data remains part of your school's records and will still be included in reports such as scattergrams and alumni insights.
Please note: Data connected to accounts of archived students will still be included in your school's profile, such as scattergrams or alumni reports.

Archiving students

For schools using Clever

For schools using Clever, student records are archived automatically when they are removed from the school's Clever roster, with nightly syncs ensuring up-to-date records—no manual steps required. 

You can see a count of archived students in the Data Sync Summary on your dashboard. Click View all to see a list of those students.

For schools managing their roster manually

If your school manages the roster manually (not via Clever or ClassLink), you can archive students by following these steps:

  1. Go to the student's profile.
  2. Click Archive in the top-right corner.
  1.  The student’s account will be disconnected from your school but will remain accessible via search and filters.
    Data connected to accounts of archived students will still be included in your school's profile, such as scattergrams or alumni reports.
  2. Repeat for other students as needed.

Accessing archived students

  • Search and Filters: You can locate archived students by using the search function or applying the Roster Status filter in the student roster and selecting Archived.
  • Reporting: Archived student records can be included or excluded from standard reports by using the available filters.

Restoring archived students

Restoring an archived student reconnects it with their user account, unless they have deleted their account independently. To restore an archived student:

  1. Go to the Student Roster. Use the Roster Status filter, and choose Archived to display all archived students. You can also search for a specific student.
  1. Click on the name of the student you want to restore, opening their profile.
  2. In the top-right corner of the student's profile, click Restore.
    1. If the student was previously inactive (not registered or invited to Scoir), their status will remain inactive.
    2. If the student was active (invited and registered in Scoir), they will be fully restored and their account will be reconnected with your school.
Deleted student records cannot be recovered. All historical data associated with the student will be permanently erased from your school's account.

Although you can permanently delete archived student records, it is not recommended. We suggest keeping students archived rather than deleting them, as their records may be needed in the future.

☝️Remember, student records must be archived before they can be deleted.

To permanently delete an archived student record:

  1. Go to the Student Roster. Use the Roster Status filter, and choose Archived to display all archived students. You can also search for a specific student.
  1. Click the student's name to open their profile.
  2. Click Delete in the top-right corner and confirm the deletion.
    The Delete button is only available for current students. To remove an alumni, update their class year to a current class, and the button will appear.
  1. Repeat for other students as needed.

Key takeaways

  • Archive instead of deleting whenever possible.
  • Deleting student records is permanent and cannot be undone.

By following these guidelines, you can efficiently manage student records and maintain accurate data in Scoir.

We understand this isn't an ideal solution, and we're actively working towards developing mass delete capabilities in the future.

How did we do?

For Counselors: Student transferring high schools

For Counselors: Recording scholarships and awards for students

Contact