Create Alumni Records

Create Alumni Records

Add alumni to the system by converting graduated students or creating new alumni records. Track alumni career progress, contact information, and group memberships.

Time required: 5-10 minutes per record

Prerequisites

• Alumni Manager role
• Alumni module installed
• Student has graduated (for conversion)
• Alumni groups created (optional)

Overview

Alumni records can be created by:

1. Converting students: Graduated students become alumni
2. Direct creation: Add alumni not in student system
3. Bulk import: Upload alumni from external sources

Convert Student to Alumni

Step 1: Find Graduated Student

1. Navigate to OpenEduCat > Students > Students
2. Filter by status “Graduated” or “Completed”
3. Open the student record

Step 2: Initiate Conversion

1. Click Convert to Alumni button
2. Conversion wizard opens

Step 3: Enter Alumni Details

Field	Required	Description	Example
Alumni Group	Yes	Assign to group	”Engineering-2024”
Graduation Year	Auto	From student record	2024
Degree	Auto	From course	”B.Tech Computer Science”
Current Status	No	Employment status	”Employed”

Step 4: Add Employment Information

Field	Description	Example
Employer	Current company	”Tech Solutions Inc.”
Designation	Job title	”Software Engineer”
Industry	Work sector	”Information Technology”
Location	Work location	”New York, USA”

Step 5: Update Contact Information

Verify and update:

Field	Description
Email	Current email address
Phone	Active phone number
LinkedIn	Professional profile URL
Address	Current residence

Step 6: Complete Conversion

1. Review all details
2. Click Convert to Alumni
3. Student record updated with alumni status
4. Alumni record created and linked

Create Alumni Directly

For alumni not in the student system:

Step 1: Access Alumni Records

1. Navigate to Alumni > Alumni
2. Click Create

Step 2: Enter Personal Information

Field	Required	Description	Example
Name	Yes	Full name	”John Smith”
Email	Yes	Contact email	”john.smith@email.com”
Phone	No	Phone number	”+1 555-0123”
Date of Birth	No	Birth date	1995-06-15

Step 3: Add Academic History

Field	Description	Example
Course	Completed program	”Bachelor of Commerce”
Batch	Graduation batch	”2020-2024”
Graduation Year	Year completed	2024
Roll Number	Student ID (if known)	“BCom-2024-042”

Step 4: Assign Alumni Group

1. Select Alumni Group field
2. Choose appropriate group
3. System adds to group membership

Step 5: Save Record

Click Save to create the alumni record.

Alumni Status Options

Status	Description
Active	Verified, engaged alumni
Pending	Awaiting verification
Inactive	Not responding/engaged
Honorary	Special membership

Bulk Import Alumni

Import multiple alumni from CSV:

Step 1: Prepare Import File

Create CSV with columns:

name,email,graduation_year,course,alumni_group,employer,designation
"John Smith","john@email.com",2024,"B.Tech","Engineering-2024","Tech Inc","Developer"
"Jane Doe","jane@email.com",2024,"MBA","MBA-2024","Finance Corp","Analyst"

Step 2: Import Records

1. Go to Alumni list view
2. Click Favorites > Import Records
3. Upload CSV file
4. Map columns to fields
5. Click Import

Alumni Portal Access

Enable alumni to access self-service portal:

1. Open alumni record
2. Click Create Portal User
3. System creates user account
4. Alumni receives welcome email
5. Can access portal features

Field Reference

Alumni Record

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
partner_id	Contact	Many2one	Linked contact
email	Email	Char	Contact email
phone	Phone	Char	Phone number
course_id	Course	Many2one	Academic program
batch_id	Batch	Many2one	Student batch
graduation_year	Graduation Year	Char	Year completed
alumni_group_id	Alumni Group	Many2one	Group membership
employer	Employer	Char	Current company
designation	Designation	Char	Job title
state	Status	Selection	active, pending

Troubleshooting

Student conversion button missing

Problem: “Convert to Alumni” not visible.

Solution:

1. Check student status is “Graduated”
2. Verify Alumni module is installed
3. Confirm user has Alumni Manager role

Duplicate alumni error

Problem: “Alumni already exists” message.

Solution:

1. Search existing alumni by email
2. Update existing record instead
3. Check for duplicate student records

Cannot assign alumni group

Problem: Group dropdown is empty.

Solution:

1. Create alumni groups first
2. Verify groups are active
3. Check group company matches

---

Related: Manage Alumni Groups | Alumni Portal | Convert to Alumni