Enrollment & Admissions Workflow
Admissions is how a learner becomes an enrolled member of a section for a school year.
It runs through an application whose DepEd document checklist must be satisfied before
it can be approved — and approval is the single act that materialises the roster. The
screen is school/enrollment, gated by school_enrollment with
_create/_update/_delete children.
The application lifecycle
The states an application can hold are draft, submitted, for_approval, approved, rejected and withdrawn. Approval is the good terminal decision (and creates the roster enrollment); rejection is the other:
Enrollment types
Every application has an enrollment type describing how the learner is joining. The type (together with grade level) also determines which document requirements are copied into the checklist.
| Type | Use it for |
|---|---|
new | A first-time learner entering the school. |
re_enrollment | A returning learner continuing to the next year/level. |
transferee | A learner moving in from another school. |
balik_aral | A learner returning to school after time away. |
moved_in | A learner who has relocated into the school’s area. |
Step 1 · Create the application
Creating an application records the intent and, on save, copies the applicable DepEd document requirements into a per-application checklist — drawn from the requirement catalog by grade level and enrollment type. You do not build the checklist by hand.
| Field | Required? | Notes |
|---|---|---|
| Learner | Required | The applicant. |
| School year | Required | The year being enrolled into. |
| Grade level | Required | The level being applied for. |
| Strand | Optional | For Senior High School applications. |
| Section | Optional | A target section; may be assigned later. |
| Enrollment type | Optional | new · re_enrollment · transferee · balik_aral · moved_in. |
| Remarks | Optional | Free-text notes. |
An application can be edited only while it is draft or rejected. Deleting one needs
school_enrollment_delete.
Step 2 · Submit
Submit moves the application forward (draft —or a previously rejected one— → submitted), signalling it is ready for review.
Step 3 · Work the requirements checklist
As documents arrive, update each requirement’s status. This is the gate that stands between submission and approval.
Step 4 · Approve — and materialise the roster
Approve (needs school_enrollment_update) is the pivotal act. It is
gated: every mandatory requirement must be verified
or waived first, otherwise approval is refused with a
“requirements pending” message.
When it succeeds, approving does all of the following in one step:
Sets the application approved
The application status becomes approved.
Materialises the roster enrollment
Creates the learner’s enrollment record for that school year (status enrolled, with the date enrolled) — unless one already exists for that learner and year.
Caches the learner’s current enrollment
So the rest of the module (attendance, grades, portals) knows where the learner sits now.
Writes a status-history row and a registrar decision record
The decision is traceable.
Is audited
Approval is logged as
approve_enrollment.
Rejecting an application
Reject (also needs school_enrollment_update) sets the application
rejected, writes a decision record, and is audited as
reject_enrollment (warning severity). A rejected application can be edited and
re-submitted.
The Roster tab
The Roster tab lists the learners enrolled for the current school year — the direct product of approvals. Each row shows the learner, their grade level, their section (or unassigned if none was chosen yet), and the date enrolled. This roster is exactly what feeds the section register in Learner Attendance and the class record in Grading.
Who can do what
| Action | Permit | Audited? |
|---|---|---|
| Create / edit (draft or rejected) an application | school_enrollment_create / _update | Base activity log |
| Submit an application | school_enrollment_update | Base activity log |
| Update requirement statuses | school_enrollment_update | Base activity log |
| Approve → roster | school_enrollment_update | approve_enrollment (info) |
| Reject | school_enrollment_update | reject_enrollment (warning) |
| Delete an application | school_enrollment_delete | Base activity log |
The workflow at a glance
Prerequisites
Learner exists with a verified guardian link; the current school year and target sections exist.
Create
New application → the DepEd checklist auto-populates by grade level + enrollment type.
Submit
draft/rejected → submitted.
Verify requirements
Mark each pending → submitted → verified (or waived).
Approve or reject
Approve (all mandatory reqs met) → roster materialised & audited; or reject → decision recorded & audited.
Confirm on the roster
The enrolled learner appears on the Roster tab and is ready for attendance and grades.