Menu names below are quoted from the official UDISE+ functionality guide for school users (version dated 9 July 2026). The portal can change between years. If something looks different, check the latest guide on the portal or ask your block MIS coordinator.
This guide covers everything a school does with student records in UDISE+, in the order you will usually need it, from setting up sections at the start of the year to transfers, dropouts and APAAR IDs.
Key terms first
- PEN (Permanent Education Number): the student’s ID, generated by the system. See PEN explained.
- Active: the student’s profile is mapped to a school.
- Dropbox: the profile is passive and not mapped to any school. This is where students wait between schools.
- Inactive: the profile is inactive and not mapped to any school.
Step 1: Check your school dashboard and profile
The School Dashboard shows the classes in your school, as per the School Profile, and how many students are enrolled in each. Under School Details you can see the School Profile (Head of School, basic information, academic session start and end dates, medium of instruction, language group and vocational education details) and School Privileges, which lists the functions available to your login.
Step 2: Set up sections (Section Management)
- Create: choose the class from the dropdown and click “add”. You can give the section an alias.
- Delete: you can only delete the last section created, and you must first shift its students to another section.
- Edit: change the section alias. Letters, numbers and special characters are allowed, but not a hyphen.
Step 3: Finish last year’s progression
Progression moves students from the previous academic year into the current one. Do this before anything else for the new year.
- Go to Student Movement and Progression → Progression Activity and select the class and section.
- Fill in the required details for each student and update.
- When every student in the section is done, finalise the progression for that section.
- When every section is done, finalise the progression for the whole school.
Need to change something after finalising? Use the correction button in the progression module.
Step 4: Bring in students who came from another school
A student who already has a UDISE+ record must be imported, not added again. There are two routes.
A. The student is already in the Dropbox (the previous school has released them):
- Go to Student Movement and Progression → Import.
- Choose Within State or Outside State, depending on where the student is mapped in the Dropbox.
- Search by the student’s PEN and date of birth.
- Enter the date of admission, class and section, and click Import.
You can also find Dropbox students under Dropbox Student List, by searching with a UDISE code or the State, District, Block and School filters, and then importing.
B. The student is still Active in the old school (the old school has not released them). Use Student Release Request Management:
- On the Generate tab, choose Within State or Outside State. For Outside State, also select the state of the old school.
- Search with the student’s PEN and date of birth, enter the admission details in your school, and generate the request. This only works if the student is still Active in the old school.
- The old school sees the request on its Approve tab and approves or rejects it. Once approved, the student moves to the Dropbox and you can import them (route A).
If the old school rejects the request (within the same state only): open “View Student Release Request(s) Within State (Sent)” and use Escalate to Destination Admin to send it to the block, district or state admin. This button can be used only once. If the admin also rejects it, the request closes and you must generate a new one. For outside-state requests there is no escalation; generate a fresh request. You can cancel a request you sent if the other school has not acted on it yet.
Step 5: Add genuinely new students
Add Student is only for new admissions in the current year with no existing record in the portal, typically first admissions to pre-primary or Class 1. From the dashboard, select the class, click Add, enter the details, check them and save. The student appears in the class’s active list.
Step 6: Complete each student profile
Open a profile by clicking the student’s name in the active list. Each profile has four parts: General Profile (basic and personal details), Enrolment Profile (admission and academic details), Facilities Profile (facilities the school provides to the student) and Vocational Details. Save and submit each.
Step 7: Correct names, dates of birth and Aadhaar details
- Student name: use Student Name Update in the left menu. A name can be updated only once, major changes are not allowed, and you cannot change it if an admin has already updated it.
- Gender, date of birth, parents’ or guardian’s name: if the student’s Aadhaar is not verified, edit these in the General Profile. If Aadhaar is verified, ask your block, district or state admin.
- Aadhaar number and name as per Aadhaar: editable in the General Profile only if Aadhaar is not verified. Once Aadhaar is verified and an APAAR ID has been generated, the Aadhaar number cannot be changed by the school; contact the admin.
Step 8: Aadhaar verification and APAAR
- Aadhaar MBU module: select the class and section and click Validate AADHAAR from UIDAI. After a successful check, use Revalidate for MBU where it applies. The module shows whether the student’s mandatory biometric update is completed or pending.
- APAAR module: make sure the student’s Aadhaar is verified and the profile is complete, then select the class and section and click generate. See APAAR ID explained.
Step 9: Moving students between classes or sections
- Use Class/Section Shift: select the student, choose the new class or section, and update.
- From Pre-Primary 3 (Nursery/KG3) to Class 1, both class and section can be changed.
- From Class 2 to Class 12, the school can only change the section. For a class change, contact your admin.
Step 10: Students who leave
- Transfer or dropout: go to Transfer Module/Mark Dropout, search by PEN, fill in the details and update. The student moves to the Dropbox, where their next school can import them.
- Inactivate: use the Inactivate Student Module, choose With PEN or Without PEN, select the class and section, click Inactive and fill in the details. To mark a student inactive due to death, contact the admin.
- Dropbox Students (under List of All Students) lets you update the sub-status and remarks of students in the Dropbox.
Searching and tracking students
- Global Student Search: find students by PEN, name, Aadhaar number or date of birth.
- Track Student: follow a student directly by PEN.
- Reporting Module: reports for monitoring your school’s data.
Common mistakes to avoid
- Using Add Student for a child who already has a PEN. This creates a duplicate record. Import instead, or raise a release request.
- Starting new-year work before progression is finalised.
- Correcting names or dates of birth after Aadhaar is verified. Fix details before verification, because afterwards only an admin can change them.
- Trying to generate APAAR before Aadhaar is verified and the profile is complete.
