Manage Student Admissions

Manage Student Admissions

Process student applications through a multi-stage workflow from inquiry to enrollment with document verification and fee scheduling.

Time: 10–20 minutes per application Module: OpenEduCat Admission, OpenEduCat Admission Enterprise Permissions: Admission Officer or Admission Manager

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Prerequisites

• Courses and batches configured
• Admission stages defined
• Fee structures created (for automatic fee scheduling)
• Email templates configured for notifications
• Access to Admission menu

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Overview

The Admission Management system enables:

• Multi-stage application workflow
• Online application portal for prospective students
• Document upload and verification
• Previous education history tracking
• Automatic student record creation upon enrollment
• Fee schedule generation upon confirmation
• Grading-based admission decisions (with bridge module)

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Admission Workflow

Draft
    ↓ Submit
Submitted
    ↓ Confirm (moves through stages)
Stage 1 → Stage 2 → Stage 3 → ... → Final Stage
    ↓ Enroll
Done (Student Created)

At any stage:
    → Cancel → Cancelled
    → Pending → Pending (awaiting documents/info)

State	Description
Draft	Initial application, editable
Submitted	Application submitted for review
Confirm	Moving through admission stages
Pending	Awaiting additional information
Cancel	Application cancelled
Done	Enrolled as student

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Steps

1. Configure Admission Stages

1. Navigate to Admission → Configuration → Admission Stages
2. Click New
3. Configure the stage:

Field	Action
Name	Enter stage name (e.g., “Document Verification”)
Sequence	Set order number
Course	Select applicable course (optional)
Admission Group	Assign responsible team
Fold in Kanban	Check to collapse in Kanban view

4. Click Save

Common Stages:

• Application Review
• Document Verification
• Entrance Test
• Interview
• Fee Payment
• Final Approval

2. Create an Admission Application (Backend)

1. Navigate to Admission → Admission
2. Click New
3. Complete the application form:

Field	Action
Application Number	Auto-generated
First Name	Enter applicant’s first name
Middle Name	Enter middle name (optional)
Last Name	Enter last name
Title	Select title (Mr., Mrs., etc.)
Birth Date	Select date of birth
Gender	Select Male/Female/Other
Course	Select desired course
Batch	Select target batch
Register Date	Defaults to today
Application Date	Set application submission date

4. In Personal Information section:

   • Enter nationality, blood group
   • Enter emergency contact details
   • Upload photo

5. In Contact Information section:

   • Enter street address, city, state, country, ZIP
   • Enter email and phone numbers

6. Click Save (Draft state)

3. Add Previous Education

1. Open the admission record
2. Navigate to Previous Education tab
3. Click Add a line
4. Enter education history:

Field	Action
Name	Institution name
Previous Course	Course/degree name
Previous Result	Grade/percentage obtained

5. Repeat for all previous qualifications
6. Click Save

4. Upload Required Documents

1. Open the admission record

2. Navigate to Documents tab or use attachment feature

3. Upload required documents:

   • Previous marksheets
   • ID proof
   • Address proof
   • Photographs
   • Transfer certificate

4. Use the chatter for document-related communications

5. Submit Application

1. Open a Draft admission record
2. Click Submit button
3. Application moves to Submitted state
4. Admission team receives notification

6. Process Through Stages

1. Open a Submitted application
2. Review application details
3. Click Confirm to move to first stage
4. In Kanban view, drag cards between stages
5. Or use Stage field to manually change stage
6. Add notes in chatter for each stage transition

7. Enroll Student

1. Open an application in final stage

2. Verify all requirements completed

3. Click Enroll button

4. System creates:

   • Student record (op.student)
   • Linked partner record
   • Course enrollment
   • Fee schedule (if configured)

5. Application state changes to Done

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Online Application Portal

Prospective Student Registration

1. Applicant visits /admission/online portal

2. Fills online application form:

   • Personal details
   • Contact information
   • Course selection
   • Previous education

3. Uploads required documents

4. Submits application

5. Receives confirmation email with application number

Track Application Status

1. Applicant logs into portal
2. Views application status
3. Sees current stage and any pending requirements
4. Can upload additional documents if requested

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Field Reference

Admission Model (op.admission)

Field	Technical Name	Type	Required	Description
Application No	application_number	Char	Auto	Unique identifier
First Name	first_name	Char	Yes	Applicant first name
Middle Name	middle_name	Char	No	Applicant middle name
Last Name	last_name	Char	Yes	Applicant last name
Title	title	Many2one	No	Salutation
Birth Date	birth_date	Date	No	Date of birth
Gender	gender	Selection	No	m/f/o
Course	course_id	Many2one	Yes	Target course
Batch	batch_id	Many2one	Yes	Target batch
Register Date	register_date	Date	No	Registration date
Application Date	application_date	Date	Yes	Submission date
Stage	stage_id	Many2one	No	Current stage
State	state	Selection	No	Workflow state
Student	student_id	Many2one	Readonly	Created student
Partner	partner_id	Many2one	No	Linked contact
Prev Education	prev_education_ids	One2many	No	Education history
Company	company_id	Many2one	No	Multi-company

Previous Education (op.admission.line)

Field	Technical Name	Type	Required	Description
Admission	admission_id	Many2one	Yes	Parent admission
Name	name	Char	Yes	Institution name
Prev Course	prev_course_id	Many2one	Yes	Previous course
Prev Result	prev_result	Char	No	Grade obtained

Admission Stage (op.admission.stage)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Stage name
Sequence	sequence	Integer	No	Display order
Course	course_id	Many2one	No	Course filter
Admission Group	admission_group_id	Many2one	No	Responsible team
Fold	fold	Boolean	No	Collapse in Kanban

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Fee Schedule Integration

When a student is enrolled:

1. System checks for fee structures linked to course
2. Creates fee schedule records automatically
3. Generates payment timeline based on fee terms
4. Student can view fees in portal

Configure Automatic Fee Scheduling

1. Navigate to Fees → Fee Structures
2. Create/edit fee structure
3. Link to course
4. Set fee terms and installments
5. When admission is enrolled, fees auto-generate

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Grading Bridge Features

With openeducat_admission_grading_bridge:

• View applicant’s previous grades
• Set minimum grade requirements for courses
• Automatic eligibility checking
• Grade-based admission decisions

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Views Available

View	Features
Kanban	Stage-based cards with drag-and-drop
List	Table with state badges
Form	Full application details
Calendar	Timeline by application date
Pivot	Analysis by course, stage, date
Graph	Visual admission statistics

Kanban View

• Cards show: Photo, name, course, application date
• Drag between stages
• Color-coded by state
• Quick action buttons

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Troubleshooting

Issue	Cause	Solution
Cannot submit	Missing required fields	Complete all required fields
Cannot enroll	Not in final stage	Process through all stages first
Duplicate application	Same email/phone	Check existing records
Fees not generated	No fee structure	Configure fee structure for course
Portal not accessible	Portal not enabled	Enable website portal module
Stage not showing	Course filter mismatch	Check stage course configuration

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Best Practices

1. Define clear stages: Create stages that match your admission process
2. Document requirements: List required documents per course
3. Timely processing: Move applications through stages promptly
4. Communication: Use chatter for all applicant communications
5. Portal enablement: Enable online applications to reduce data entry
6. Fee integration: Link fee structures for automatic billing

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Security Notes

Role	Capabilities
Admission Officer	Create, read, write applications
Admission Manager	Full CRUD including delete
Portal User	Submit and view own applications
Student	View own admission history

Record Rules

• Officers see applications in their assigned stages
• Managers see all applications
• Portal users see only their own applications

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Related Tasks

• Configure Courses and Batches
• Set Up Fee Structures
• Manage Student Records