Student Enrollment Form
An encrypted student enrollment form for schools, language schools, tutoring centres and training providers — personal details, prior education, language level, medical notes and emergency contacts, nFADP-compliant.
About this template
This template provides schools, language schools, tutoring centres and training providers with a structured, encrypted student enrollment form. It collects student identity, prior education, course and level preferences, medical and dietary notes, emergency contacts, and billing information — in a single secure form.
What it collects
- Student identity — name, date of birth, nationality, address
- Parent or guardian details (for minors)
- Prior educational background and current institution
- Course or programme and start term
- Language level or prior qualifications (for language schools)
- Medical conditions or dietary requirements relevant to school activities
- Emergency contact details
- Consent to use photos/video in school materials (optional)
- Billing contact
Student data and nFADP
Student records are personal data subject to the Swiss Federal Act on Data Protection (nFADP). This includes health and medical information, which is sensitive personal data under Art. 5 nFADP. End-to-end encryption protects student and family data from the moment of submission.
How to use it
Use this template
Click 'Use template' to create a copy in your dashboard.
Customise for your institution
Add fields for your specific programme or curriculum requirements — instrument choice for music schools, subject preferences for tutoring centres.
Share during the admissions process
Send the enrollment link to accepted students or on your admissions page.
Why educational institutions need a digital enrollment form
Student enrollment involves a substantial collection of personal data — identity, medical history, family contact details — that must be handled with care under the nFADP. Paper forms are inefficient, hard to file, and create gaps in the record: handwriting is sometimes illegible, fields are skipped, and emergency contact details are outdated by the time they are needed.
A digital enrollment form solves all of these problems. Required fields ensure completeness. The structured data feeds into the student management system without re-entry. Medical and allergy notes are captured reliably and can be accessed by teachers and administrators on the day they are needed. Emergency contacts are current and searchable.
What a student enrollment form should include
- Student identity — legal name (and preferred name), date of birth, nationality, home address
- Parent or guardian — full name, relationship, contact number and email (required for minors)
- Emergency contact — a different person from the parent/guardian if possible
- Medical and health information — conditions, medications, allergies, special needs
- Prior education — for placement in the right class or level
- Course and term selection — which programme, which start date, full or part-time
- Photo and video consent — required for marketing materials, school yearbooks, social media
- Billing contact — for invoicing, direct debit authorisation
Data protection for minors under nFADP
When the student is a minor, the data controller (the school) must obtain consent from the holder of parental authority (Inhaber der elterlichen Sorge). In Switzerland, parental authority is typically held jointly by both parents after divorce (Art. 296 ZGB). The enrollment form should therefore be sent to a parent or legal guardian and their consent recorded. Medical data about minors is particularly sensitive and must be kept secure and accessible only to authorised staff.
Paper enrollment vs digital encrypted enrollment
| Paper enrollment | Digital encrypted enrollment | |
|---|---|---|
| Completeness | Fields skipped, illegible writing | Required fields, typed input |
| Medical data security | Visible in filing cabinets | Encrypted, access-controlled |
| Emergency access | Staff must search physical files | Searchable digital record |
| Data entry | Manual re-entry into systems | Structured data feeds directly |
Frequently asked questions
Do I need consent from both parents for a child's enrollment?
Under Swiss law, both parents who share parental authority (Art. 296 ZGB) should in principle consent to significant decisions about the child's education. For routine enrollment, consent from one parent is typically sufficient in practice, but the form should record the consenting parent's details and relationship to the student.
Is student data encrypted?
Yes. All enrollment data — including medical notes and emergency contacts — is encrypted in the browser before submission. Only authorised school staff can access it.
Can I use this form for adult students too?
Yes. The parent/guardian fields are optional and the form works for both adult and minor student enrollment.
For more context, see our education use-case page and our guide to student data management under Swiss law.