Student Master Records & Archival Documentation

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Student Master Records & Archival Documentation within SmartERP.

Maintain comprehensive student master profiles, demographic registries, academic standing histories, and official document archives.

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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.

{screenshot:student-master-records-and-documentation-app-switcher-navigation}

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.

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Comprehensive Student Profile Master#

The Student Master record serves as the lifelong institutional file for each scholar, retaining biographical, academic, disciplinary, and financial transactions.

To view or manage student master profiles:

1. Navigate to Higher Education > Students > All Students.
2. Search by Student ID, Full Name, or National ID number.
3. Open the student record to access tabbed domains:
   • General Information: Full name (Amharic and English), gender, date of birth, nationality, regional state, sub-city, and primary contact details.
   • Academic Details: Enrolled faculty, department, degree program, admission cohort, curriculum year level, and current academic status (Enrolled, Suspended, Withdrawn, Graduated).
   • Family & Sponsor Details: Parents/guardians, employer sponsorship agreements, and emergency contact details.
   • Document Vault: Scanned matriculation certificates, birth certificate, signed honor codes, and visa permits for foreign scholars.

Academic History & Transcript Snapshot#

The student record features a live, read-only academic snapshot:

• Cumulative Credit Hours Earned.
• Cumulative Grade Point Average (CGPA).
• Term-by-Term SGPA progression chart.
• Academic Standing Badges (Dean's List, Good Standing, Academic Warning).

Status Changes: Suspension, Readmission & Withdrawal#

1. In the student record, click Action > Change Student Status.
2. Select status action:
   • Official Withdrawal (Clearance): Initiates institutional exit clearance.
   • Academic Suspension: Imposed for disciplinary infractions or academic probation.
   • Medical Leave of Absence: Freezes academic calendar without academic penalty.
   • Formal Readmission: Restores active enrollment into the appropriate curriculum cohort.
3. Record formal committee reference number and upload signed senate approvals.

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#