Enrollment¶
Who does this: Registrar Where: Students → Enrollments How often: At intake, at promotion, and whenever a child joins or leaves
An enrollment is one child, in one academic year, in one class. It is the single most important record in the system, because almost everything else attaches to it: attendance, marks, the fee account, the bus seat, the report card.
Enrollment = Student × Academic Year × Grade × Section
Why the school works this way¶
Because it is what keeps the past intact.
When a child moves up a grade, the system creates a new enrollment. It does not edit the old one — it has no way to reach it. So last year's class list, last year's register, last year's fee account and last year's report card go on saying exactly what they said at the time, for as long as the school keeps records.
A report printed for 2026–27 in the year 2031 reproduces the original. Not because somebody was careful, but because none of the records it reads can be reached from the 2031 enrollment at all.
The practical consequences are worth knowing:
- There is no "change the student's class for next year" anywhere. There is enrolling them again.
- A child moved from 4A to 4B in November is shown in 4A for October's register and 4B for December's. Both are correct.
- A bursary awarded for one year simply stops when the year does. Nobody has to remember to remove it.
What is on an enrollment¶
| Student | The child |
| Academic Year | The year this enrollment is for |
| Grade and Section | The class |
| Roll No. | Their number within the class, this year |
| Enrolled On | The date |
| Promoted From | The previous year's enrollment, when this one came from a promotion |
One enrollment per child per year. The system enforces it.
Process — enrolling a child¶
- Open the enrollment. It is created either by Enroll Student on an accepted application, by Enroll in Current Year on a student's file, or directly at Students → Enrollments → New.
- Choose the section, and give the child a roll number if the school uses them.
- Press Confirm Enrollment.
What Confirm checks¶
Three things, in order, and each is something a registrar cannot check by eye:
| Check | Why |
|---|---|
| The year is open | You cannot enrol a child into a closed year |
| The section has room | Nobody holds four hundred class sizes in their head. The message says how many of how many seats are taken. |
| Blocking documents are verified | The school undertook not to admit a child whose required papers are unverified. The message lists exactly which documents are missing. |
The section's gender is checked too, wherever an enrollment is written — at enrolment, at promotion, and in bulk reallocation. There is one rule and it is not in any screen, so no screen can be configured around it.
What Confirm produces¶
Confirming raises a draft fee account for the child's year, priced from the published fee structure for their grade if there is one.
If the finance office has not set next year's prices yet, the account is still created, just unpriced — admissions run months ahead of the fee table, and an enrolment that waited for the finance office's calendar would be an enrolment nobody could make. See Fees and collection.
The lifecycle¶
| Status | Meaning | Reached by |
|---|---|---|
| Draft | The child has a place; nothing is committed | On creation |
| Active | Enrolled and attending | Confirm Enrollment |
| Completed | The year finished normally | Complete, or automatically when the year closes |
| Withdrawn | The family left during the year | Withdraw |
| Transferred Out | The child moved to another school during the year | Transfer Out |
Reset to Draft exists for a correction made straight away.
Withdrawn and transferred-out enrollments are never turned into Completed, including by the year's close. The distinction between a child who finished the year and one who left in November is what that year's fee and attendance reports are built on.
The two statuses are not the same thing¶
This catches people once, and then never again:
| The student's status | Is this child at the school? Active · On Medical Leave · On Vacation · Inactive · Transferred |
| The enrollment's status | What happened to this child in this particular year? Draft · Active · Completed · Withdrawn · Transferred Out |
A child with three completed enrollments and one active one is an Active student who has been at the school for four years. A child who left in 2027 is a Transferred student whose 2026–27 enrollment stays Completed for ever.
When the year closes¶
Closing the academic year Completes every enrollment still active in it. See Academic calendar.
What is coming later¶
Promotion is currently done by enrolling children into the new year. The promotion run — moving a whole class forward in one operation, with its seven outcomes, capacity and gender checks, and the clearance steps before a transfer certificate is issued — is a later stage. The design already holds the link back to the previous enrollment that it will use. See What is available today.