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Student Data Collection Form Template

Efficiently Gather Important Student Information

Collecting vital information about your students can be daunting, especially with diverse learning needs. This Student Data Collection Form Template is designed to help educators easily capture essential details about each student, ensuring a smoother teaching experience and improved student support. With this template, you can streamline your data collection, enhance communication with parents, monitor student progress, and simplify record-keeping, all while adhering to WCAG-aligned standards for accessibility. Start using the live template to simplify your data gathering today.

Use this Template (FREE) Live Preview
Student full name
Date of birth
Gender identity
Woman
Man
Non-binary
Prefer to self-describe
Prefer not to say
Email address
Mobile phone number
Mailing address (optional)
Institution or school name
Education level
Primary/Elementary
Middle school
High school
Undergraduate
Graduate
Vocational/Trade
Prefer not to say
Other
Please Specify:
Program or major (if applicable)
Expected graduation or completion date
Enrollment status
Full-time
Part-time
Not currently enrolled
Prefer not to say
Emergency contact full name
Emergency contact phone number
Medical information or accommodations we should be aware of (optional)
Emergency contact relationship
Parent/Guardian
Sibling
Relative
Friend
Spouse/Partner
Prefer not to say
Other
Please Specify:
Devices and internet access available to you
Laptop
Desktop
Tablet
Smartphone
Home internet access
Public internet access only
None of the above
Prefer not to say
Preferred contact method
Email
Phone call
Text message
No preference
Prefer not to say
I consent to the collection and use of my information for educational and administrative purposes
Strongly disagree
Disagree
Neither agree nor disagree
Agree
Strongly agree
Type your full name as your signature
Date of signature
Additional notes or comments (optional)
I consent to receive communications about school updates and services
Yes
No
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Paper art illustration of a student data collection form with various fields and sections for information gathering

When to use this form

Use this form at the start of a term, when a student transfers, or anytime records need an update. Teachers, counselors, and office staff get accurate contact details, course info, and support needs in one place. You can onboard new students faster, reduce back-and-forth emails, and personalize instruction from day one. Pair it with the Student information sheet form for a quick snapshot, or use the First day of school questionnaire form to learn routines and preferences. If scheduling or placements change midyear, the form captures updates so teams stay aligned and families stay informed.

Must Ask Student Data Collection Questions

  1. What is your full legal name and preferred name?

    This ensures rosters, transcripts, and communications match official records while honoring how the student wants to be addressed. It prevents duplicate records and improves day-to-day rapport.

  2. Who are your primary contacts and how should we reach them?

    Collect guardian names, phone numbers, emails, and communication preferences to enable timely updates and emergency outreach. Clear channels cut delays and missed messages.

  3. What grade level and which courses are you taking this term?

    Knowing current placement helps with scheduling, prerequisites, and targeted support. For deeper planning, you can tie responses to the Academic planning form.

  4. Do you have any learning accommodations or support needs we should know about?

    Documenting accommodations, accessibility tools, or tutoring needs lets staff act early and reduce barriers. If extra help is requested, route the student to the Tutor request form.

  5. What goals, interests, or extracurriculars should we consider this year?

    Interests and goals guide lesson choices, projects, and mentorships that keep students engaged. This context also informs advising and club or program referrals.

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