Getting started with Student Database

Our Student Database provides a central record containing all information collected from students who have created an account on the Rubric portal.

To access the database, go to Student Services > Student Database on your portal. From there, you can view a table of all students whose data is being collected.

Student data access permission 

The information shown in the Student Database depends on the data access permission settings

• On the Rubric portal for Students > User Profile Settings, if students check the box for “Grant Union access to your data”, that means union staff will be able to view the students’ activities on Rubric such as: memberships, ticket purchases, merchandise orders, form submissions, etc. Otherwise, those information will not be made available for union staff to view.
• If the union wishes to override the access permission above and view all student activity data on Rubric, admins can:  
  • Go to https://admin.hellorubric.com/
  • Go to Settings > Campus Settings
  • Scroll down to Student Data Access
  • Turn on the toggle for "Override Student Data Permission"

What information are collected?

By default, if data access is granted as described above, the table will show:

• General details such as: User ID, full name, mobile number, email, last transaction date, user created date.
• When clicking on a user ID field from the table, you can view the student's profile that shows more data collected on their activities on Rubric (eg: memberships, event tickets, merchandise purchases, etc.) 
• If you collect additional information about a student such as degree, graduation year, study level (full time/part-time), etc. , that information will be also appear on the Student's Profile page, on the Student Meta Data tab. See How to collect additional information about a student if you want to learn more on how to collect additional data on your students on Rubric. 

How are information is collected?

Student data is being collected in different ways depending on the type of information

• For general details (as listed above): Information will be automatically recorded when a student signs up to create an account on Students Rubric platform https://campus.hellorubric.com/ 
• For additional information that is specific to your own union: After the students have successfully created log in details and entered the verification code, they will be taken to a new page where they will answer all the custom questions configured in the Admin Portal.

How to add a student in the database

To add a student who is not in the database:

• Click on Create New Student button 
• Fill in the basic information such as: Full name, Email, and Student ID
• Click Create Student
• If you ask more information in the Student Meta Data form (see How to collect additional information about a student), you will be taken to the Student Meta Data form for the new student you just created and you can start filling in and save the form.
• The student's profile can now be found on the database table with all information added from the previous steps.