Module 02 / 13 · Student lifecycle

Student Records

Maintain one verified master record for every student. View personal details, academic progress, documents, annual fee accounts, scholarship renewals and placement history together.

Master profileAcademic journeyDocument registerAnnual account linksStatus & history

The working flow

What happens, step by step

Confirmed admission creates a unique student record.
Student supplies permitted profile details and supporting documents.
Student section verifies identity, guardians and enrolment details.
HOD allocates the department, class and mentor; faculty updates academic records.
Year and semester progression adds new academic records while preserving earlier years.
Graduation, transfer or withdrawal triggers exit checks and a permanent history.

How this connects

The student ID links Admissions, Fees, Scholarships, LMS, Library, Certificates and Placement. Each office maintains only its own authoritative information.

One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.

Explore this workflow →

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

49 field entries

01 / Identity & contacts

21 fields

Identity & contacts: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Student ID	Automatic ID	System generated	Student / student section	Student section
University enrolment number	Text	When assigned	Student / student section	Student section
College roll number	Text	Required	Student / student section	Student section
Full name as per documents	Text	Required	Student / student section	Student section
Photograph	Image upload	Required	Student / student section	Student section
Date of birth	Date	Required	Student / student section	Student section
Gender	Select	As institution requires	Student / student section	Student section
Category	Select	Where applicable	Student / student section	Student section
Nationality	Text	Required	Student / student section	Student section
Mobile number	Telephone	Required	Student / student section	Student section
Email address	Email	Required	Student / student section	Student section
Permanent address	Long text	Required	Student / student section	Student section
Correspondence address	Long text	Required	Student / student section	Student section
City, state and postal code	Text	Required	Student / student section	Student section
Parent / guardian name and relationship	Text	Required	Student / student section	Student section
Guardian occupation	Text	Optional	Student / student section	Student section
Guardian mobile and email	Telephone / email	Required	Student / student section	Student section
Emergency contact name and relationship	Text	Required	Student / student section	Student section
Emergency contact number	Telephone	Required	Student / student section	Student section
Blood group	Select	Optional	Student / student section	Student section
Accessibility / support requirements	Long text	Optional; restricted access	Student / student section	Student section

02 / Admission & academic mapping

15 fields

Admission & academic mapping: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Admission application reference	Linked record	Required	Student section	HOD / student section
Admission date	Date	Required	Student section	HOD / student section
Admission route	Select: regular / lateral entry / transfer	Required	Student section	HOD / student section
Programme and branch	Select	Required	Student section	HOD / student section
Course duration in years	Number	Required	Student section	HOD / student section
Entry year	Number	Required	Student section	HOD / student section
Batch / admission session	Select	Required	Student section	HOD / student section
Current study year	Number	Required	Student section	HOD / student section
Current semester	Number	Required	Student section	HOD / student section
Section	Select	Required	Student section	HOD / student section
Assigned mentor	Staff lookup	Required	Student section	HOD / student section
Previous school / college and board	Text	Required	Student section	HOD / student section
Previous qualification and passing year	Text / year	Required	Student section	HOD / student section
Previous marks and percentage	Number	Required	Student section	HOD / student section
Transfer / equivalence details	Document / text	For transfer students	Student section	HOD / student section

03 / Academic records & documents

13 fields

Academic records & documents: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Semester and academic session	Select	Required	Faculty / student section	HOD / student section
Subject-wise marks / grade	Number / select	Required	Faculty	HOD
SGPA and CGPA	Calculated number	System generated	System	HOD
Attendance summary	Calculated percentage	System generated	System	Assigned faculty
Active and cleared backlogs	Linked subject list	Required	Faculty	HOD
Document name and reference	Text	Required	Faculty / student section	HOD / student section
Document file and submission date	File / date	Required	Faculty / student section	HOD / student section
Verification status and remarks	Select / text	Required	Faculty / student section	HOD / student section
Verifier and verification date	Audit record	System generated	Faculty / student section	HOD / student section
Student status	Select: active / graduated / transferred / withdrawn	Required	Faculty / student section	HOD / student section
Exit date and reason	Date / text	On exit	Faculty / student section	HOD / student section
Clearance references	Linked records	On exit	Faculty / student section	HOD / student section
Change history: old value, new value, actor, date	Audit log	System generated	System	Authorised reviewer

Approvals & operating rules

Students request changes to verified identity; they cannot silently overwrite it.
Faculty edit only their assigned academic records; HOD approves corrections after publication.
Course duration and entry year determine applicable annual records. Earlier lateral-entry years are not treated as unpaid years.

Keep people informed

Notifications

Student: document correction and profile-verification requests.
Mentor: academic concerns and assigned advisees.
Student section: progression, transfer and exit actions.

Make decisions clearly

Reports

Student master by batch, branch and status
Missing or expired documents
Semester results, attendance and backlog summary
Student-wise fee and scholarship history
Graduation and exit-clearance register

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.