Overview #
A Roll Number is a temporary identifier assigned to each student within a specific class or division. It is used for activities such as attendance, marks, assignments etc. Roll numbers may change every term when students move to the next term or academic year.
Best Practices #
- At the start of a new academic year (e.g., Standard 1, 9 or 11), students are admitted based on criteria such as admission date, past result or interview. Once admissions are complete, roll numbers are assigned — typically in alphabetical order (by surname or first name) or as per the institute’s policy.
- Roll numbers should be assigned only after the admission process is fully completed, and just before regular academic activities commence.
- When students are promoted from the previous class to the new class, their academic details are carried forward, but their roll number should be reset to 0 or left blank.
- After the admission process is completed and the student list is locked, roll numbers can be generated according to the institute’s roll number policy.
- Each division within the same standard should have a separate roll number range to prevent overlap. For example, in standard 8, Division A might have roll numbers 1 to 50, and Division B could have roll numbers 51 to 100.
- This is especially useful when the roll number is also used as the exam number, eliminating the need for separate exam number generation and improving accuracy, reducing confusion, and ensuring smoother exam management and record-keeping.
- This approach helps avoid duplication of roll numbers and makes it easier to manage attendance, exams, and records separately for each division, especially in schools with multiple divisions per standard.
Institutes may follow different approaches for managing roll numbers when students leave or new students join:
1. Keep Existing Roll Numbers and Add New Ones at the End
- In this method, the roll numbers of students who have left are not reused.
- New students are assigned roll numbers after the last existing roll number, which maintains the overall sequence but may create gaps.
- The advantage is that only new students need roll number updates, and existing students keep their original roll numbers.
- The updated roll number list should be shared only with new students and the concerned teachers.
2. Reassign Roll Numbers to All Current Students
- Some institutes choose to remove the roll numbers of students who have left and then reassign roll numbers to all remaining and newly joined students.
- In this case, the roll numbers change for many students. For example, Roll No. 1 may belong to Student A today but may belong to Student B after reallocation.
- The updated roll number list must be shared with all teachers and all students, since everyone’s roll number might have changed.
- Once roll numbers are assigned, they should not be changed if no students are added or removed. This ensures consistency and prevents confusion in academic records.
- If roll numbers are rearranged and a student or teacher continues to use an old roll number, it may cause errors or confusion in academic activities.
Roll Number Patterns #
- Roll numbers are assigned in sequence, starting from 1 for each class or section (e.g., 1, 2, 3). They are usually allotted based on the student’s surname, first name, or any institute-specific policy. This method is simple and commonly used in single division standard or multiple division standards. Some institutes prefer adding a prefix to roll numbers, such as P1, P2, P3, etc.
- When a standard has multiple divisions, there are two possible approaches:
- Institutes may use unique roll numbers within each division, or
- Unique roll numbers across all divisions of the same standard.
- We recommend using unique roll numbers across divisions to avoid duplication and improve clarity in examinations and reporting.
- This methodology assigns unique roll numbers to students based on their specialization or subject group. It ensures that each student has a distinct roll number, making identification and record-keeping easier.
- For example, in Standard 10, students may choose subjects such as English or Hindi, and roll numbers can be generated accordingly.
Examples: Subject-Based Roll Numbers
Type 1:
English students: 101, 102, 103…
Hindi students: 201, 202, 203…
Type 2:
English students: E01, E02, E03…
Hindi students: H01, H02, H03…
This method makes tasks like attendance, grading, and reporting simpler and more organized.
Options available in EasyEdmin #
After assigning students to their respective classes, the next step is to assign them roll numbers. EasyEdmin offers multiple effective ways to generate and manage student roll numbers. Based on your institution’s specific requirements, we recommend the most suitable method to ensure accuracy, consistency, and ease of use.
To apply this method, follow the path:
Classes → Select Particular Class → Students → More Button → Update Roll No → Rearrange → Choose Pattern and Start From
In this option, users need to select two key inputs:
- Pattern: The format in which roll numbers are to be arranged
- Start Roll No From: The starting number for the sequence
For user convenience, we have provided several predefined patterns based on student name structure and other criteria. The naming convention is broken down as follows:
First Name: Student’s Name
Middle Name: Father’s Name
Last Name: Surname
Available Roll Number Patterns:
- Last First Middle – e.g., Naik Vedant Chintanbhai
- First Middle Last – e.g., Vedant Chintanbhai Naik
- First Last Middle – e.g., Vedant Naik Chintanbhai
- Gender (Female First) & Last First Middle
- Gender (Male First) & Last First Middle
- System Entry Order (Ascending Order)
- GR Number (Ascending Order)
- Fee Paid (Ascending Order)
…and more (12+ options available).
Once the desired pattern is selected and the sequence starting number is set, click the “Update” button to generate and save roll numbers.
Manual Roll Number Update Options
After roll numbers are generated using a predefined pattern, there should be an option to manually update them. This flexibility is useful for addressing practical needs such as:
- Batch organization
- Transportation or vehicle sharing
- Parent or administrative requests.
Manual updates should be completed before academic activities begin. Roll number exchanges between students are not recommended. Instead, new roll numbers can be manually assigned as long as they have not been previously used.
After roll numbers are auto-generated, EasyEdmin also provides flexible options to manually update roll numbers for individual students or groups as needed:
This option allows you to update the roll number of a selected student and automatically reassign roll numbers for all students listed after them, starting from a specified number.
To apply this method, follow the path below:
Classes → Select Particular Class → Students → More Button → Update Roll No → More Button (next to the specific student’s full name) → Rearrange from Here
In this option, you can manually update the roll number for a particular student and regenerate roll numbers for all subsequent students in the list.
You will need to specify the “Start Roll Number From” value to begin the new sequence. Finally, click the “Update” button to save the assigned roll numbers.
This method is useful when you want to assign a specific roll number to a particular student.
To apply this method, follow the path below:
Classes → Select Particular Class → Students → More Button → Update Roll No → More Button (next to the specific student’s full name) → Move
In this option, you manually enter the new roll number for the selected student. The new roll number must be unique and not assigned to any other student in the same class.
This option is very useful when you need to manually update the roll numbers of multiple students at once.
To apply this method click on following path below:
Classes → Select Particular Class → Students → More Button → Update Roll No → More Button → Bulk Edit
In this section, you will see each student’s current roll number along with a text box to enter the new roll number. You can update roll numbers for multiple students simultaneously. All newly assigned roll numbers must be unique to avoid duplication.
Option for Carry-Forward Students with Reset Roll Numbers
During promotion, student academic records are migrated to the destination academic year/class with roll numbers reset, requiring selection of both source and destination year, department, and class.
This can be done through the following path:
Classes → More (top-right corner) → Carry Forward Students
While carrying forward students, you need to specify:
- Source Academic Year, along with its Department and Class (the class from which students are being promoted)
- Destination Academic Year, along with its Department and Class (the class to which students will be moved)
Technical FAQs #
Will updating a student’s roll number impact their existing records, such as attendance, marks, or fee details?
No, EasyEdmin provides a secure and robust framework where all student-related activities are linked to a unique Student Key (Stud ID). This ensures that even if the roll number changes, all academic and administrative records—including attendance, marks, and fees—remain accurate and unaffected.
What should be done if a student joins the class at a later stage?
Students who join after the academic year has begun should be assigned the next available roll number in the sequence. This maintains consistency and prevents overlap or duplication with existing roll numbers.
Can the same roll number be used across different academic years?
While it’s technically possible, it is not recommended. To ensure data clarity and maintain the integrity of historical records, a new roll number should be assigned for each academic year or session.
Can roll numbers be edited after being assigned?
Yes, roll numbers can be edited if necessary. However, such changes should be made before the start of academic activities.
What happens to the roll number if student transfers to another section/division or specialization?
If a student is transferred to a different section, a new roll number should be assigned based on the new section’s sequence.
How are roll numbers handled for repeating or detained students?
Repeating students should be treated as new entries for the academic year, and a new roll number should be assigned in line with the current year’s sequence.
What should be done if two students accidentally receive the same roll number?
This is not possible in EasyEdmin. The system is designed to automatically prevent duplicate roll number assignments, ensuring that each student within a class or section has a unique roll number at all times.
Is the roll number linked to my personal details?
Student’s personal and academic information is linked through a unique Student Key. The roll number is part of this information and current roll number is displayed along with other details.
Can roll numbers be reused for new students if someone leaves the class?
It’s not recommended to reuse roll numbers of students who have left. Instead, it’s best to assign the next available roll number to new students. This avoids confusion and preserves the original record trail for students who were previously enrolled.
What is the difference between ‘Rearrange’ and ‘Move’ options while updating roll numbers?
Rearrange: Automatically reassigns roll numbers from a selected student onward, based on a new starting number. It is useful when inserting or reordering students.
Move: Assigns a specific roll number to a student, without affecting others. Ideal for individual updates.
What’s the best time to lock the student list before assigning roll numbers?
Lock student list immediately after admissions finalized and before academic sessions begin.
When is the Roll Number used as the Exam Number?
The Roll Number can be used as the Exam Number when each class has only one division, or when multiple divisions of the same class have been assigned distinct, non-overlapping ranges of roll numbers.
