Student Progression Management

Student Progression Management

Promote, retain, or transfer students between batches and academic years based on their performance.

Time Required: 10-30 minutes (depending on batch size) Module: Progression (Enterprise) User Role: Academic Admin

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Prerequisites

• Academic year defined for next period
• Target batches created
• Student results finalized
• Progression rules configured

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Overview

Student progression handles:

• Promotion: Moving students to next level
• Retention: Keeping students in current level
• Transfer: Moving between sections/batches
• Graduation: Completing the program

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Steps

Step 1: Navigate to Progression

1. Go to OpenEduCat > Student > Progression
2. Click Create for new progression batch

Step 2: Configure Progression Settings

Field	Required	Description	Example
Academic Year	Yes	Current year	”2024-2025”
Next Academic Year	Yes	Target year	”2025-2026”
Course	Yes	Course to process	”B.Sc Computer Science”
From Batch	Yes	Current batch	”Year 1 - 2024”
To Batch	Yes	Target batch	”Year 2 - 2025”

Step 3: Load Students

1. Click Load Students button
2. System fetches all students from source batch
3. Review student list with current status

Step 4: Apply Progression Rules

Automatic rules check:

Rule	Criteria	Action
Attendance	Minimum 75%	Block if below
Exam Results	Pass in all subjects	Block if failed
Fee Status	No outstanding dues	Warning if pending

Step 5: Review and Adjust

For each student, set progression action:

Action	Description
Promote	Move to next batch
Retain	Stay in current batch
Graduate	Complete program
Hold	Manual review needed

Step 6: Execute Progression

1. Review all student assignments
2. Click Confirm Progression
3. Students are moved to target batches

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Bulk Promotion

Promote All Eligible

1. Click Promote All Eligible
2. System promotes students meeting all criteria
3. Review exceptions list
4. Handle exceptions manually

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Progression States

┌─────────┐    Configure    ┌───────────┐    Confirm    ┌───────────┐
│  Draft  │ ─────────────> │ Validated │ ────────────> │ Completed │
└─────────┘                └───────────┘               └───────────┘

State	Description	Actions
Draft	Initial setup	Edit, Load Students
Validated	Rules applied	Review, Adjust
Completed	Progression done	View only

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Field Reference

Progression Record

Technical Field	UI Label	Type	Notes
academic_year_id	Academic Year	Many2one	Current year
next_academic_year_id	Next Year	Many2one	Target year
course_id	Course	Many2one	Course to process
from_batch_id	From Batch	Many2one	Source batch
to_batch_id	To Batch	Many2one	Target batch
state	State	Selection	draft/validated/done

Progression Line

Technical Field	UI Label	Type	Notes
student_id	Student	Many2one	Student record
action	Action	Selection	promote/retain/graduate
result	Result	Selection	pass/fail
attendance	Attendance %	Float	Attendance percentage

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Troubleshooting

Students not loading

Problem: Load Students returns empty list.

Solutions:

1. Verify students are enrolled in source batch
2. Check academic year matches
3. Ensure batch is active

Cannot promote student

Problem: Student blocked from promotion.

Solutions:

1. Check attendance percentage
2. Review exam results
3. Verify fee clearance
4. Override manually if authorized

Target batch full

Problem: “Batch capacity exceeded” warning.

Solutions:

1. Increase batch capacity
2. Create additional batch sections
3. Distribute students across batches

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Related

• Track Student Progress
• Student Records
• Enroll in Course

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Last updated: January 2026