Admissions and enrollment
Applications, Enrollments, Programs, AcademicPeriods. Review applications and carry accepted students into the right campus, program and term.
- Applications
- Enrollments
- Programs
- AcademicPeriods
Data model and import order
Connected records for application to enrolled student and the supporting ledger.
22 tables · 70 relationships
How the model is organised
Student records and attendance
Attendance, Students, Enrollments. Keep student identity, enrollment history and session attendance connected.
- Attendance
- Students
- Enrollments
Fees and collections
FeePlans, Charges, Receipts, ReceiptAllocations. Connect approved fee plans, concessions, due dates, receipts and outstanding balances.
- FeePlans
- Charges
- Receipts
- ReceiptAllocations
Faculty and timetables
ClassSessions, FacultyAssignments, Rooms, AcademicPeriods. Plan teaching assignments and publish sessions without room or faculty conflicts.
- ClassSessions
- FacultyAssignments
- Rooms
- AcademicPeriods
Campus purchasing
PurchaseRequests, Campuses, Organizations. Route departmental requests through the right campus and budget owner.
- PurchaseRequests
- Campuses
- Organizations
Institution finance
JournalEntries, JournalLines, Accounts, Organizations. Reconcile student accounts and campus expenditure to reviewed financial postings.
Keys and references
Keep student identity separate from application and enrollment. Link fees to the enrollment and attendance to the scheduled session. Retain the payment-provider reference when importing receipts, and do not allocate more than the confirmed receipt or open charge.
Every organization keeps stable source identifiers. Import references by those identifiers, never by a display name that can change. Keep monetary values with their currency and unit quantities with their units. Preserve original evidence and dated correction history.
Migration order
- Load Organizations, Users and the approved Accounts structure.
- Load Campuses, Programs, AcademicPeriods, Rooms and Students.
- Load Applications and Enrollments, then FacultyAssignments and ClassSessions.
- Load FeePlans, Charges, confirmed Receipts and ReceiptAllocations; reconcile opening journals separately.
- Reconcile source totals, test permissions and replay exception cases before opening the next operating period.
Tables
22 tables
UsersNamed staff identities and access scope.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Active, Disabled |
Date | date | yes | Business date |
Owner | reference | → Users; built-in identity projection, not a user-created login | |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Email | text | Unique normalized work email | |
Organization | reference | → Organizations | |
Active | boolean | Disable access without deleting historical attribution |
OrganizationsLegal entities with separate books and permissions.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Active, Inactive |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Currency | text | ISO currency code | |
RegistrationCode | text | Legal entity identifier | |
Parent | reference | → Organizations |
AccountsChart of accounts for the entity ledger.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Active, Inactive |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Organization | reference | → Organizations | |
Category | select | Asset, Liability, Equity, Income, Expense | |
PostingAllowed | boolean | Only leaf accounts can accept entries |
JournalEntriesBalanced, reviewed entries with a traceable source.finance
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Submitted, Posted, Reversed |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Organization | reference | → Organizations | |
Currency | text | Transaction currency | |
SourceType | text | Originating document class | |
SourceNumber | text | Stable source identifier | |
Period | text | Open accounting period | |
ApprovedBy | reference | → Users | |
ReversalOf | reference | → JournalEntries |
JournalLinesDebits and credits attached to one journal.line
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Submitted, Approved, InProgress, Completed, OnHold, Cancelled |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Journal | reference | → JournalEntries | |
Account | reference | → Accounts | |
Debit | decimal | Nonnegative debit in transaction currency | |
Credit | decimal | Nonnegative credit in transaction currency | |
BaseAmount | decimal | Converted amount using the approved posting rate | |
CounterpartyEntity | reference | → Organizations |
ProgramsAcademic programs with capacity and award context.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Active, Closed |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Campus | reference | → Campuses | |
DurationTerms | number | Planned number of academic terms | |
Capacity | number | Approved enrollment capacity | |
Award | text | Qualification or completion description |
CampusesOperating campus and legal-entity mapping.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Active, Inactive |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Organization | reference | → Organizations | |
Address | longtext | Campus address | |
TimeZone | text | Time zone for class scheduling | |
CampusLead | reference | → Users |
AcademicPeriodsTerms and admission windows used for enrollment and fees.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Open, Closed |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Campus | reference | → Campuses | |
PeriodType | select | Term, Semester, AcademicYear | |
EnrollmentOpen | date | Opening date | |
EnrollmentClose | date | Closing date |
ApplicationsApplicant evidence and the recorded admission decision.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, DocumentsPending, Submitted, Accepted, Deferred, Rejected, Withdrawn |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Program | reference | → Programs | |
Period | reference | → AcademicPeriods | |
ApplicantName | text | Restricted applicant name | |
Evidence | attachment | Required admission evidence | |
DecisionReason | longtext | Reason recorded by the registrar | |
ReviewedBy | reference | → Users | |
EvidenceSummary | text | Outstanding document or verification requirement |
StudentsStable student identity separate from each enrollment.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Active, Inactive |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
ExternalStudentId | text | Unique legacy student identifier | |
ContactEmail | text | Authorized student contact | |
GuardianContact | text | Where institution policy requires it | |
RestrictedNotes | longtext | Restricted notes with separate access |
EnrollmentsStudent placement in a program and academic period.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Active, Deferred, Withdrawn, Completed |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Student | reference | → Students | |
Application | reference | → Applications | |
Program | reference | → Programs | |
Period | reference | → AcademicPeriods | |
EnrollmentDate | date | Effective admission date | |
WithdrawalDate | date | Effective withdrawal when applicable | |
TransferFrom | reference | → Enrollments |
FeePlansApproved charge schedule and policy version for an enrollment.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Submitted, Approved, Superseded, Cancelled |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Enrollment | reference | → Enrollments | |
Currency | text | Fee currency | |
PolicyVersion | text | Approved fee-policy version | |
ConcessionAmount | decimal | Authorized concession amount | |
ConcessionReason | longtext | Reason and approver evidence | |
ApprovedBy | reference | → Users |
ChargesStudent fee obligations and due dates.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Issued, PartPaid, Paid, Reversed |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
FeePlan | reference | → FeePlans | |
Amount | decimal | Charge before allocated receipts | |
Currency | text | Charge currency | |
DueDate | date | Contractual due date | |
ChargeType | select | Tuition, Registration, Examination, Facility, Other | |
ReversalOf | reference | → Charges | |
Student | reference | yes | → Students; must match FeePlan.Enrollment.Student |
AllocatedAmount | decimal | Read-only sum of active ReceiptAllocations.Amount | |
OutstandingAmount | decimal | Read-only Amount less active allocations and approved reversal amounts |
ReceiptsConfirmed collection evidence against a student account.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | PendingConfirmation, Confirmed, Reversed |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Student | reference | → Students | |
PaymentReference | text | Unique bank or payment-provider event | |
Amount | decimal | Confirmed received amount | |
Currency | text | Receipt currency | |
ConfirmedDate | date | Actual bank confirmation date |
ReceiptAllocationsAllocation of one receipt across student charges.line
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Active, Reversed |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Receipt | reference | → Receipts | |
Charge | reference | → Charges | |
Amount | decimal | Allocated amount bounded by available receipt and outstanding charge |
RoomsTeaching spaces with capacity and campus ownership.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Available, Unavailable |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Campus | reference | → Campuses | |
Capacity | number | Approved seating capacity | |
RoomType | select | Classroom, Laboratory, Studio, LectureHall | |
Accessible | boolean | Published accessibility attribute |
FacultyAssignmentsFaculty allocation to programs for an academic period.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Active, Completed, Cancelled |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Faculty | reference | → Users | |
Program | reference | → Programs | |
Period | reference | → AcademicPeriods | |
PlannedHours | decimal | Assigned teaching hours | |
LoadLimit | decimal | Institution-approved load limit | |
Group | reference | yes | → StudentGroups |
ClassSessionsScheduled teaching sessions linked to faculty and room.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Conflict, Submitted, Published, Completed, Cancelled |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Assignment | reference | → FacultyAssignments | |
Room | reference | → Rooms | |
Period | reference | → AcademicPeriods | |
StartsAt | datetime | Local session start | |
EndsAt | datetime | Local session end | |
PublishedBy | reference | → Users | |
Group | reference | yes | → StudentGroups; must match Assignment.Group |
ConflictReason | text | Room, faculty or capacity conflict requiring resolution |
AttendanceDated student attendance for one class session.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Submitted, Corrected |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Enrollment | reference | → Enrollments | |
Session | reference | → ClassSessions | |
AttendanceState | select | Present, Absent, Late, Excused | |
RecordedBy | reference | → Users | |
CorrectionReason | longtext | Mandatory reason when correcting submitted attendance |
PurchaseRequestsCampus expenditure request against a budget owner.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique within the owning organization |
Name | text | yes | Descriptive record label |
Status | select | yes | Draft, Submitted, Approved, Rejected, Cancelled |
Date | date | yes | Business date |
Owner | reference | yes | → Users |
StartDate | date | Planned start where scheduling applies | |
EndDate | date | Planned finish; cannot precede StartDate | |
Campus | reference | → Campuses | |
Amount | decimal | Requested amount | |
Currency | text | Budget currency | |
CostCenter | text | Approved departmental cost center | |
Justification | longtext | Purpose of the purchase | |
ApprovedBy | reference | → Users |
StudentGroupsTeaching cohorts within a program and academic period.master
| Field | Type | Required | Details |
|---|---|---|---|
Code | text | yes | Unique group code within the campus and period |
Name | text | yes | Published group label |
Program | reference | yes | → Programs |
Period | reference | yes | → AcademicPeriods |
Campus | reference | yes | → Campuses |
Capacity | number | yes | Approved group capacity |
Status | select | yes | Draft, Active, Closed |
GroupMembershipsEffective-dated enrollment allocation to a teaching group.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Number | text | yes | Unique membership reference |
Enrollment | reference | yes | → Enrollments |
Group | reference | yes | → StudentGroups |
StartDate | date | yes | First effective membership day |
EndDate | date | Last effective day after transfer or withdrawal | |
Status | select | yes | Draft, Active, Ended |
Owner | reference | yes | → Users |