School Admissions in TouteGestion: Application, Decision and Enrolment
TouteGestion treats admission as a controlled transition from applicant information to an active student record. The application remains its own record while the school reviews supporting information, records a decision and only then enrols an admitted applicant into the current academic structure.
What the admissions workflow does
Admissions captures the prospective pupil before they become an active student. The live application stores identity, previous-school information, guardian and parent contacts, emergency contact, health and learning-support information, transport needs, class applied for, consent, photo and supporting documents.
1. Create an application with a school-generated application number
A user with students.manage permission creates the application. Surname and other names are mandatory, and TouteGestion generates the next admission number for the school. If a class is selected, both the class identifier and its current name are retained.
2. Record consent and validate uploaded evidence
The workflow requires an explicit yes/no decision for pupil-photo use. Photos are limited to JPEG, PNG or WebP and 5 MB; supporting documents are limited to PDF, JPEG, PNG or WebP and 10 MB each. If file persistence fails during initial creation, the workflow cleans up the partial upload/application.
3. Review and verify supporting documents
Application documents have verification states of pending, verified or rejected, with verification notes, verifier and timestamp. Verification actions are audit logged.
4. Record the admission decision
The school records status, admitted class where relevant, commencement/completion year information and remarks. The decision stores the deciding user/date and writes an admission.decide audit event. An enrolled application is protected from a later decision overwrite.
5. Enrol only an admitted applicant
Enrolment refuses applications that are not admitted and applications already linked to a student. TouteGestion generates the next student code using the current academic-year context and creates the student from the approved application information.
6. Carry applicant information into the student record
Enrolment transfers identity, nationality, language, address, health/support needs, transport, previous-school history, guardian/parent details, primary contact and emergency contact. The student retains admission_application_id.
7. Place the student in the current academic year
If a class is selected and a current academic year exists, TouteGestion creates a class membership for the student using that class and academic year.
8. Preserve the applicant photo without making enrolment depend on it
TouteGestion attempts to copy the application photo to the student's storage path. If copying fails, enrolment remains successful but staff receive a warning to re-upload the photo.
9. Create or link the selected guardian portal account
When a notification contact is selected, enrolment attempts to create or reuse that contact's account and links it to the student through the guardians relationship. New accounts receive temporary credentials. Missing email or notification failure produces a warning rather than rolling back the student.
10. Keep the transition auditable
Admission decisions, document verification, enrolment and guardian-account creation write audit events. The application stores enrolled_student_id while the student stores the source application ID.
Worked example
A parent applies for Ama to join Primary 4 with a photo and birth certificate. Staff verify the certificate and admit her. Enrolment generates her student code, creates the student record and current-year Primary 4 membership, copies her photo and links or creates the selected guardian portal account. The source application remains linked.
Practical configuration checklist
- students.manage access assigned appropriately
- applicant and proposed class reviewed
- photo-use consent explicitly recorded
- documents verified where required
- admission decision recorded
- admitted status confirmed before enrolment
- current academic year available for class placement
- student code system-generated
- student linked to source application
- guardian email available for automatic portal creation
- notification warnings followed up
- audit trail retained
Connect admissions, students, academics and school operations.
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