Exam Clearance & Digital Admit Card Issuance

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Exam Clearance & Digital Admit Card Issuance within SmartERP.

Enforce academic, financial, and attendance clearance gates before issuing secure, barcoded examination admit cards.

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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.

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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:exam-clearance-and-admit-card-issuance-transaction-processing-state}

Three-Gate Examination Clearance Protocol#

To ensure institutional compliance, students must satisfy three independent clearance gates before sitting for final examinations:

flowchart TD
    A["Student Requests Exam Permit"] --> B{"Gate 1: Academic Registration Valid?"}
    B -- No --> C["Permit Denied: Unregistered Student"]
    B -- Yes --> D{"Gate 2: Attendance >= 80%?"}
    D -- No --> E["Permit Denied: Barred Due to Absences"]
    D -- Yes --> F{"Gate 3: Tuition Fees 100% Settled?"}
    F -- No --> G["Permit Denied: Outstanding Financial Balance"]
    F -- Yes --> H["Issue Digital Barcoded Exam Admit Card"]

Automated Admit Card Generation#

Once all three gates clear:

1. Navigate to Higher Education > Examinations > Admit Cards.
2. Click Generate Batch Admit Cards.
3. Select Academic Term and Department.
4. The system compiles verified student credentials:
   • Student Identity: Full Name, Student ID (UGR/1842/19), Passport Photo.
   • Cleared Course List: List of verified courses eligible for examination.
   • Exam Timetable & Room Matrix: Exact exam date, session time, and allocated hall/seat.
   • Security Elements: High-density QR code embedding cryptographic signature and student hash.

Mobile Portal Admit Card Access#

1. Students open the Student Mobile App 48 hours prior to examination week.
2. Click Download Exam Permit.
3. The permit displays on screen with an animated anti-screenshot security watermark.
4. Students may also print a hardcopy for presentation at the examination hall entrance.

Hall Entrance QR Verification#

1. At the examination hall door, the invigilator scans the student's admit card QR code using the SmartERP Proctor App.
2. The scanner validates:
   • Verified student photo matching candidate in person.
   • Course registration confirmed for this specific hall.
   • Attendance status verified.
3. Green checkmark confirms entry; red warning alerts security to fraudulent or barred candidates.

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#