Sahel EDU

Giving each student a student number: rules, format and mistakes to avoid

The student number identifies one student and only one, from entry into the school to departure. It never changes, it is never reused, and it says nothing except “this student”. This guide gives the rules of good numbering, an example format, how to carry over old numbers and the mistakes that create duplicates.

What a student number is, and what it is not

The school’s student number identifies the student in the school’s number register. It is not the same as the position number in a class list, which changes every year, nor the desk number of an exam, which only makes sense for one paper.

In secondary schools, a national unique number is assigned to each student on the official platform cartescolaire.cm, according to sources we have consulted, and is used in particular to pay compulsory contributions. This number is separate from the school’s own: keep both in the file, without one replacing the other. For primary schools, check with your supervising authority what applies to your case.

The rules of good numbering

Six rules are enough to avoid most problems. They apply to a paper register as to a spreadsheet or software.

One number per student, one student per number: never two students with the same one, never one student with two.
A number that never changes, neither on changing class, nor on repeating a year, nor on re-enrolment.
A number that is never reused, even when the student has left the school.
A number that carries no information that can change, such as the class or the stream.
A number assigned in one place, by one person or one tool, in sequence.
A register that keeps the date of assignment, the student’s name and, where relevant, the old number.

An example format

A simple format combines the year of entry and a sequence number. As an example, 26-0001 stands for the first student who entered in 2026, and 26-0002 for the next. The year gives a reading cue; the sequence number guarantees uniqueness.

Choose enough digits for the whole life of the school: if the school ever reaches thousands of enrolled students, the format must be able to grow without renumbering anyone.

Year of entry on two digits, then a hyphen.
Sequence number on four digits, with leading zeros.
No class letter or stream in the number.
A school prefix if several schools share the same register.

Carrying over old numbers

When the school changes tools, do not renumber: a student who loses their number also loses the link with their old report cards and certificates. Keep the old number, file it in the student’s record, and create new numbers only for new students.

List all the old numbers, with the student’s name and date of birth.
Look for duplicates before carrying the list over: two students for one number, or one student for two numbers.
Correct these cases separately, keeping a trace of the correction.
Carry over the corrected list as it is, without assigning any number again.

The mistakes that create duplicates

Most duplicates come from simple gestures, repeated.

Reusing the number of a departed student for a new arrival.
Renumbering every year, by class or in alphabetical order.
Writing numbers by hand with no central register, each person in their own notebook.
Enrolling an already known student as a new one because the name is spelled differently.
Confusing the school number with the national number and keeping only one.

With Sahel EDU

In Sahel EDU, the student number is assigned by the software, never by hand: when a student enters, they receive a school number and a network number of the form S-CM-…. The national unique number, when the student has one, is recorded separately and is never invented. In a transfer within the network, the student keeps the same number, and the previous school decides on the departure.

When files are brought in, old student numbers are kept and the student is placed in their class. The guided import checks each line before writing, handles duplicates and creates nothing until you have approved the preview; at admission, a namesake already known to the network is flagged.

Frequently asked questions

What is a student number?

It is the unique number that identifies a student in the school’s register, from entry to departure. It does not change and is not reused.

Are the school number and the national number the same thing?

No. In secondary schools, the national unique number is assigned by the official platform, according to the sources we consulted. Keep it next to the school number, without confusing them.

Can a student’s number change when they repeat a year?

No. The number follows the student throughout their schooling in the school, whatever their class or repeated year.

How can old numbers be carried over into software?

By keeping them as they are after looking for duplicates. In Sahel EDU, the carry-over keeps the old numbers and the import checks each line before writing.

Can a number be typed by hand in Sahel EDU?

No. The software assigns the numbers itself, which avoids duplicates. Only an old number carried over at set-up is kept.

Try Sahel EDU for free

Try Sahel EDU free for 30 days, no commitment. Afterwards, the price is negotiated with your school and confirmed in writing.

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