update api and add more features
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# Student Promotion and Enrollment Management Plan
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## 1. Core Rule
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A student who passes the current level should not be automatically placed into the next level.
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The student should first be marked as:
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**Eligible for Promotion**
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After that, the parent or guardian must complete enrollment for the promoted level.
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Once the parent completes enrollment, the student becomes:
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**Promoted and Enrolled**
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No separate school approval is required.
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## 2. Promotion Principle
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Promotion and enrollment are separate steps.
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### Promotion
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Promotion confirms that the student passed the current level and qualifies for the next level.
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### Enrollment
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Enrollment confirms that the parent or guardian wants the student to continue at the school in the promoted level for the next school year.
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Once enrollment is completed by the parent, the student should be officially assigned to the new promoted level.
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## 3. Promotion Statuses
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Recommended statuses:
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- Not Reviewed
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- Eligible for Promotion
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- Awaiting Parent Enrollment
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- Enrollment Started
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- Promoted and Enrolled
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- Conditional Promotion
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- Repeated Level
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- On Hold
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- Withdrawn
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- Graduated
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- Not Enrolled for Next Year
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## 4. Status Definitions
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### Not Reviewed
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The student has not yet been evaluated for promotion.
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### Eligible for Promotion
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The student passed the current level and qualifies for the next level, but the parent has not started enrollment yet.
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### Awaiting Parent Enrollment
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The student is eligible for the next level, and the system is waiting for the parent to complete enrollment.
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### Enrollment Started
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The parent has started the enrollment process but has not completed all required steps.
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### Promoted and Enrolled
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The parent completed enrollment for the promoted level. The student is officially placed into the next level for the new school year.
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### Conditional Promotion
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The student has pending academic or administrative requirements before promotion eligibility can be finalized.
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Examples:
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- Makeup exam required
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- Missing final grade
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- Attendance review
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- Academic condition pending
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### Repeated Level
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The student did not meet the passing requirements and must repeat the same level.
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### On Hold
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The student cannot continue through the promotion process because of an unresolved issue.
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Examples:
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- Missing academic result
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- Enrollment form incomplete
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- Financial hold, if used by school policy
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- Required documents missing
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### Withdrawn
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The student is no longer continuing at the school.
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### Graduated
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The student completed the final level and does not move to another school level.
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### Not Enrolled for Next Year
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The student passed and was eligible for promotion, but the parent did not complete enrollment before the deadline.
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This should not be treated as failure. It means the student passed but did not continue enrollment.
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## 5. Promotion Eligibility Criteria
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A student may become eligible for promotion when the school confirms that the student passed the current level.
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Eligibility may be based on:
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- Final academic result
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- Required subject completion
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- Final average
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- Attendance requirement, if applicable
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- Makeup exam result, if applicable
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- Level completion status
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The school should define these rules clearly per level or program.
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## 6. Updated Workflow
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### Step 1: Academic Result Finalized
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Teachers or academic staff submit the student’s final result for the current level.
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The system records:
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- Final average
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- Passed or failed result
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- Attendance result, if required
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- Current level completion status
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- Teacher comments, if needed
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### Step 2: Promotion Eligibility Check
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The system checks whether the student passed the current level.
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If the student passed, the system marks the student as:
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**Eligible for Promotion**
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or
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**Awaiting Parent Enrollment**
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The student is not yet moved into the next level.
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### Step 3: Parent Enrollment Required
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The system notifies the parent or guardian that the student is eligible for the next level and must complete enrollment.
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The notification should include:
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- Student name
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- Current level completed
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- Promoted level
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- Enrollment deadline
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- Required documents, if any
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- Required payment or deposit, if applicable
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- Instructions to complete enrollment
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### Step 4: Parent Starts Enrollment
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When the parent begins the enrollment process, the student status becomes:
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**Enrollment Started**
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The enrollment process may include:
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- Confirming student information
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- Confirming parent or guardian information
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- Confirming the promoted level
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- Uploading required documents
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- Accepting school policies
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- Paying registration fee or deposit, if applicable
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- Submitting the enrollment form
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### Step 5: Parent Completes Enrollment
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Once the parent submits all required enrollment information and completes required payment, if applicable, the enrollment is considered complete.
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The student status becomes:
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**Promoted and Enrolled**
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No additional school approval is needed.
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### Step 6: New School-Year Record Created
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After parent enrollment is completed, the system creates the student’s new school-year enrollment record.
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The new record should include:
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- Student ID
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- Parent ID
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- New school year
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- Promoted level
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- Enrollment status
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- Enrollment completion date
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- Source promotion record
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## 7. Decision Logic
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```text
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IF student did not pass current level:
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promotion_status = repeated_level
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ELSE IF student passed current level AND parent has not started enrollment:
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promotion_status = awaiting_parent_enrollment
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ELSE IF student passed current level AND parent started enrollment BUT enrollment incomplete:
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promotion_status = enrollment_started
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ELSE IF student passed current level AND parent completed enrollment:
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promotion_status = promoted_and_enrolled
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ELSE:
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promotion_status = on_hold
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```
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## 8. Enrollment Completion Rule
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Enrollment should be considered complete when all required parent-side actions are finished.
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Required actions may include:
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- Enrollment form submitted
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- Required student information confirmed
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- Required parent information confirmed
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- Required documents uploaded
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- Required agreement accepted
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- Required registration fee or deposit paid, if applicable
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Once these are complete, the system should automatically finalize the promotion.
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## 9. Record Update Rule
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The system should not overwrite the student’s current-level record.
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Instead, it should:
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1. Keep the current school-year academic record unchanged.
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2. Create a promotion eligibility record.
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3. Wait for parent enrollment.
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4. Create a new enrollment record for the next school year after parent enrollment is complete.
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5. Assign the student to the promoted level only in the new school-year record.
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## 10. Level Mapping
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The school should maintain a clear level progression map.
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Example:
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| Current Level | Next Level |
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| KG1 | KG2 |
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| KG2 | Grade 1 |
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| Grade 1 | Grade 2 |
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| Grade 2 | Grade 3 |
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| Grade 3 | Grade 4 |
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| Grade 4 | Grade 5 |
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| Grade 5 | Grade 6 |
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| Grade 6 | Grade 7 |
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| Grade 7 | Grade 8 |
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| Grade 8 | Grade 9 |
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| Grade 9 | Youth |
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| Youth | Graduated |
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The system should store this mapping in configuration or a dedicated table, not hard-code it inside controller logic.
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## 11. Recommended Data Model Updates
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### student_promotion_records
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Recommended fields:
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- promotion_id
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- student_id
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- parent_id
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- current_school_year
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- next_school_year
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- current_level_id
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- promoted_level_id
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- promotion_status
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- passed_current_level
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- enrollment_required
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- enrollment_status
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- enrollment_id
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- parent_notified_at
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- enrollment_deadline
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- enrollment_completed_at
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- promotion_finalized_at
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- created_at
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- updated_at
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### enrollment_applications
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Recommended fields:
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- enrollment_id
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- student_id
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- parent_id
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- school_year
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- requested_level_id
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- source_promotion_id
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- application_status
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- submitted_at
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- completed_at
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- required_documents_status
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- payment_status
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- created_at
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- updated_at
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### promotion_conditions
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Recommended condition type:
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- parent_enrollment_required
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Example:
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- condition_type: parent_enrollment_required
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- description: Parent must complete enrollment for the promoted level.
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- status: pending
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- deadline: enrollment deadline date
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## 12. Parent Portal Requirements
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The parent portal should show the parent a clear action.
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Example message:
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“Your child has passed the current level and is eligible for promotion to [Promoted Level]. Please complete enrollment for the new school year by [Deadline].”
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The parent should be able to:
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- View the promoted level
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- Start enrollment
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- Confirm student information
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- Upload required documents
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- Pay required enrollment fee, if applicable
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- Submit enrollment
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- View enrollment status
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## 13. Admin Panel Requirements
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The admin panel should allow staff to view:
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- Students eligible for promotion
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- Students awaiting parent enrollment
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- Students with enrollment started
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- Students promoted and enrolled
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- Students not enrolled for next year
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- Students repeating the level
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- Students on hold
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Admin users should also be able to:
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- Set enrollment deadlines
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- Send reminders
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- View enrollment completion status
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- Export pending enrollment lists
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- View promotion history
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## 14. Reminder Process
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The system should send reminders to parents who have not completed enrollment.
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Suggested reminders:
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- First reminder after student becomes eligible
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- Second reminder halfway before deadline
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- Final reminder before deadline
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- Expiration notice after deadline
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Each reminder should be logged.
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## 15. Deadline Handling
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If the parent does not complete enrollment before the deadline, the student should be marked as:
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**Not Enrolled for Next Year**
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This means:
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- The student passed the current level.
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- The student was eligible for promotion.
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- The parent did not complete enrollment.
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- The student should not be counted as enrolled for the next school year.
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## 16. Reports
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The system should generate reports for:
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- Students eligible for promotion
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- Students awaiting parent enrollment
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- Students with enrollment started
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- Students promoted and enrolled
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- Students not enrolled for next year
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- Students repeating the level
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- Students on hold
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- Promotion summary by current level
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- Enrollment completion summary
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- Parent enrollment pending list
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## 17. Permissions
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Access should be controlled by role.
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### Teacher
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Can submit academic results and promotion recommendations.
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### Academic Coordinator
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Can review academic eligibility and promotion readiness.
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### Parent or Guardian
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Can complete enrollment for the promoted level.
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### Registrar or Admin Staff
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Can view promotion and enrollment status, send reminders, and export reports.
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### Administrator
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Can configure levels, promotion rules, deadlines, and system settings.
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## 18. Audit Trail
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Every promotion and enrollment action should be logged.
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Audit log should track:
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- User who made the action
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- Date and time
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- Student affected
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- Old value
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- New value
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- Action type
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- Notes, if any
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Important audited actions:
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- Academic result submitted
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- Student marked eligible for promotion
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- Parent notified
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- Enrollment started
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- Enrollment completed
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- Student marked promoted and enrolled
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- Student marked not enrolled for next year
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- Manual status changes
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## 19. Implementation Phases
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### Phase 1: Promotion Rules and Level Mapping
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- Create level progression table.
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- Create promotion status rules.
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- Define final levels.
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- Define repeat-level behavior.
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### Phase 2: Eligibility Engine
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- Build academic eligibility check.
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- Generate promotion eligibility records.
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- Mark eligible students as awaiting parent enrollment.
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### Phase 3: Parent Enrollment Flow
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- Build parent enrollment action.
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- Allow parent to confirm information.
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- Allow parent to upload documents, if needed.
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- Allow parent to pay registration fee or deposit, if applicable.
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- Mark enrollment complete automatically when required steps are done.
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### Phase 4: Record Update
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- Create next-year enrollment record after parent enrollment completion.
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- Assign promoted level only in the new school-year record.
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- Preserve current-year academic history.
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### Phase 5: Notifications and Reports
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- Notify parents when students become eligible.
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- Send reminders before deadline.
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- Generate pending enrollment reports.
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- Generate promoted and enrolled reports.
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## 20. Final Rule
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The system should follow this rule:
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**Passed Current Level + Parent Completed Enrollment = Promoted and Enrolled**
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Therefore:
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**Passed ≠ Enrolled**
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**Eligible for Promotion ≠ Promoted and Enrolled**
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**Promoted and Enrolled = Student passed current level + Parent completed enrollment**
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Reference in New Issue
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