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Student Label System

The Student Label System helps Adult Education programs manage student file labels, cabinet storage, intake registration, and end-of-year archive boxes.

Quickstart

Sign in, find your role, and complete your first task.

Intake workflow

Register students, enforce session hours, and log returning visits.

Address verification

Street + apt fields, NYC Geoclient, and address-aware duplicate matching.

Generate ISRF

Fill the FY2027 Individual Student Record Form from an intake record.

Archive & school year

Close out cabinets, print box labels, and scan public box QR codes.

Labels and scanning

Avery 5163 / 94205 sheets, barcodes, and public student QR pages.

User roles

What Admin, Data Lead, Data Member, and Intake Member can do.

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Who this docs site is for

  • Intake Members — register students and log visits at the front desk
  • Data Members — search, edit, and print student records in batches
  • Data Leads — manage school data, cabinets, duplicates, and rollover
  • Admins — full access across schools, users, and system settings

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What’s new for staff

Students can leave and come back the same day. Enrollment flags Missing Time-Out only after the session ends, and Fix includes Set End Time and Dismiss & Re-admit. See Enrollment dashboard.
Production lives at nycadultedlabels.nyc. Schools can use portals like school1.nycadultedlabels.nyc. See School subdomains.
Storage → Cabinets defaults to Active. Full end-of-year archive moves a cabinet to the Archived tab. Use Restore to bring it back for new files. Capacity totals ignore archived cabinets. See Cabinets and drawers.
Daily → Generate ISRF fills the FY2027 Individual Student Record Form from the student record (Admin, Data Lead, Data Member). SSN and signature stay blank. See Generate ISRF.
NEW registrations collect middle initial, home and cell phones, emergency contact, employment, Hispanic / Latino origin, race / identity, and Yes/No barriers. See Intake workflow.
Intake no longer lists every ASISTS hit that only shares a birthday. Same-DOB matches need similar names (about 50%+), a related last name, or the same home address. See Duplicates and siblings.
Print cabinet/drawer/section labels, export drawer rosters, drag students between sections, floor map, barcode locate, locked drawers, peak capacity warnings, move history CSV, and fix-from-Health/Unassigned. See Cabinets and drawers.
Preview who goes in which box and override before commit. Partial archive can move only Graduated/Transferred (etc.) while the cabinet stays Active.
Track Avery sheets by school/template; stock drops on Word download or browser print. See Label stock.
Green tip for multilingual students (Translate at top right). Print / PDF the Intake member guide for the desk.
Password sign-in requires authenticator MFA (enroll on Profile if prompted). Sessions last 12 hours. After 8 failed attempts an account locks for ~30 minutes. Admins review events at Admin → Security. See Security and User roles.
In-app Analytics (/admin/analytics) shows live MongoDB charts. Admins can sync to MotherDuck for warehouse analytics. See Analytics.
Printed labels use a 5-digit print sequence (00001…), then Last, First, DOB, Label ID barcode, and QR. Download a Word Doc from the Dashboard or Print Queue.
On Find & print, the Needs label chip shows only students who have never appeared in print history. After a successful print, confirm Yes — mark as printed so they drop off that list. See Labels and scanning.
Intake Copy alert message / Email with alert sends a structured note (school, reporter, NEW student, matches, review link). See Duplicates and siblings.
On Duplicates → Live students, Merge lets you pick which fields to keep (address as one group), shows completeness hints, and offers Undo (~60s snackbar, ~15 minutes from Recent merges). Bulk Confirm/Dismiss all same-building clears sibling-looking pairs in one step. See Duplicates and siblings.
Upload an ASISTS Access/CSV roster in School Settings, then open Duplicates → Legacy MDB import (?tab=legacy) to flag garbage rows, ID conflicts, and matches vs live students. Export any bucket as CSV. See Duplicates and siblings.
Admins can enable a “Still using the app?” prompt after idle time (default 15 minutes) under System Settings. See Data Lead tools.
Drawers use capacity 100 / 200 / 400 or Custom (1–5000) and are split into Section 01–08. Assigned on store; shown to Data Leads on the Dashboard and Cabinets — not on Intake.
Time In and Time Out must fall inside the school’s configured session window. Bad times are blocked at submit and can be fixed from the intake issues banner.
Logging a visit for an archived student shows the archive box location and QR — it does not create a new drawer for the school year.
Applicants must be at least 16. For BE or ESL they must be 21 on their birthday, or turning 21 within 6 weeks (near-eligible — intake may continue with an eligibility notice). Farther under 21: form sections lock and staff can refer to Pathways to Graduation. Birth years before 1920 need administrative confirmation.

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Live application

Production docs: https://docs.nycadultedlabels.nyc
A shorter in-app guide also lives at nycadultedlabels.nyc/docs.
Open the app: https://nycadultedlabels.nyc