Academic Calendar & Ethiopian Term Setup

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Academic Calendar & Ethiopian Term Setup within SmartERP.

Configure academic years, semester terms, registration windows, exam periods, and national public holiday calendars.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_higher_education, smarterp_student_records
• Security Groups:
  • Admissions Officer (Technical ID: smarterp_higher_ed.group_admissions_user)
  • Registrar / Academic Dean (Technical ID: smarterp_higher_ed.group_registrar_manager)
  • Faculty Member / Instructor (Technical ID: smarterp_higher_ed.group_faculty_user)
• Master Data Dependencies: Faculties, departments, ECTS modular curricula, academic semesters (Ethiopian/Gregorian calendar), tuition fee schedules, and student master files.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Higher Education app icon.
4. From the top navigation bar, open Higher Education → Academic Registry → Students / Admissions / Courses / Grading.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Student ID Number (Mandatory): Unique institutional student registration identifier
   • Full Name & National ID (Mandatory): Legal name matching Ministry of Education (MoE) enrollment records
   • Academic Program & Faculty (Mandatory): Approved undergraduate or postgraduate modular program
   • Semester Term (Mandatory): Active academic term adhering to ETA curriculum guidelines
3. Configure optional operational parameters and localized tags as required:
   • Course Prerequisite Override (Optional): Authorized waiver for advanced module enrollment
   • Tuition Sponsorship (Optional): Cost-sharing agreement or private employer corporate sponsorship
   • Dormitory & Campus Facility (Optional): Assigned residential block and meal plan access
4. Click the Save icon in the control bar to commit the record.

{screenshot:academic-calendar-and-ethiopian-term-setup-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Applied → Admitted → Registered / Enrolled → Active Study → Grades Finalized → Graduated).
• Ledger & System Impact: Semester registration automatically generates student tuition invoices in Accounts Receivable; fee settlement via Telebirr/CBE Birr marks student financially cleared.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:academic-calendar-and-ethiopian-term-setup-transaction-processing-state}

Academic Calendar Configuration#

The academic calendar establishes the operational timeline for admissions, course enrollment, instruction weeks, revision periods, final examinations, and recess breaks.

Creating an Academic Year & Semester Terms#

1. Open Higher Education > Configuration > Calendar > Academic Years.
2. Click New and enter the Academic Year (e.g., 2026/2027 (2019 E.C.)).
3. Configure the underlying terms in the Terms tab:
   • Semester I: Start date, end date, total instructional weeks (standard: 16 weeks).
   • Semester II: Start date, end date, instructional weeks.
   • Kiremt (Summer) Term: Accelerated 8-week intensive term for extension and postgraduate cohorts.
4. For each term, define strict administrative milestone dates:
   • Online Course Registration Open / Close Date.
   • Add / Drop Deadline (typically end of Week 2).
   • Midterm Assessment Week.
   • Course Withdrawal Deadline (W Grade) (typically end of Week 10).
   • Final Examination Period (typically Weeks 15–16).
   • Grade Submission Deadline for Faculty.

Ethiopian Public Holidays & University Recess Sync#

SmartERP automatically integrates statutory Ethiopian holidays to adjust instructional day counts:

• National Holidays: Meskel, Ethiopian Christmas (Genna), Timkat, Adwa Victory Day, Ethiopian Good Friday, Easter (Fasika), Eid al-Fitr, Eid al-Adha, Patriots' Victory Day, Downfall of Derg.
• If a scheduled lecture falls on a statutory holiday, the system flags the date on faculty schedules and prompts for make-up class rescheduling.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Education: Compute semester GPA and cumulative CGPA (smarterp_higher_ed.ir_cron_cgpa_calc): Runs at the end of each examination period to compute student academic standing
  • Finance: Generate semester tuition fee invoices (smarterp_higher_ed.ir_cron_tuition_invoices): Runs prior to semester registration deadline
• Custom Print Templates & Reports:
  • Official Student Academic Transcript (MoE & ETA Standards)
  • Semester Course Registration & Clearance Slip
  • Student ID Card with Cryptographic QR Verification
  • Examination Results & Faculty Grade Distribution Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#