Configure Courses and Batches

Configure Courses and Batches

Set up course batches (classes/cohorts) to organize students into manageable groups within each course.

Time required: 10 minutes per batch

Module: openeducat_core

User role: System Administrator, Academic Admin

Prerequisites

• System Administrator or Academic Admin role
• Course created
• Academic year configured

Steps

Step 1: Navigate to Batches

1. Go to OpenEduCat -> Course -> Batches
2. Or from a course record, go to Batches tab
3. Click Create

Step 2: Enter Batch Information

Field	Required	Description	Example
Name	Yes	Batch identifier	”Batch 2024-A”
Code	Yes	Unique code	”BSCS-2024-A”
Course	Yes	Parent course	”B.Sc Computer Science”
Start Date	Yes	Batch start	2024-08-15
End Date	Yes	Batch end	2028-05-31

Step 3: Set Batch Capacity

Field	Description	Example
Max Students	Batch capacity	40
Min Students	Minimum viable	15

Step 4: Assign Section/Division

For multiple sections within a batch:

Section	Description	Capacity
Section A	Morning batch	40
Section B	Afternoon batch	40
Section C	Evening batch	30

Step 5: Link to Academic Year

1. Select the Academic Year
2. Batch inherits year calendar
3. Term dates apply automatically

Step 6: Configure Batch Options

Option	Description
Allow Late Entry	Permit joining after start
Auto-Progression	Move to next year automatically
Attendance Threshold	Batch-specific attendance

Step 7: Assign Batch Coordinator

1. Go to Faculty tab
2. Select batch coordinator
3. Coordinator manages batch activities

Step 8: Save Batch

Click Save to create the batch.

Batch Naming Conventions

Recommended naming patterns:

Pattern	Example	Use Case
Year-Section	2024-A	Simple batches
Course-Year	BSCS-2024	Course-specific
Intake-Semester	Fall2024-S1	Semester system

Managing Multiple Batches

Batch Progression

At year end:

1. Go to Action -> Progress Batch
2. Select target year
3. Students move to next batch
4. Create new batch for new intake

Merging Batches

1. Select batches to merge
2. Go to Action -> Merge Batches
3. Choose primary batch
4. Students consolidated

Field Reference

Batch (op.batch)

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
code	Code	Char	Unique per course
course_id	Course	Many2one	Parent course
start_date	Start Date	Date	Batch start
end_date	End Date	Date	Batch end
max_students	Capacity	Integer	Maximum students
state	State	Selection	draft/active/done

Troubleshooting

Cannot add students to batch

Check batch capacity hasn’t been reached and batch is in Active state.

Batch dates conflict

Batch dates must fall within the academic year dates.

Students not progressing

Verify progression rules are configured and student meets requirements.

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Related: Configure Courses | Configure Subjects