Registrar & Admissions Playbook

ROLE PLAYBOOK

Registrar & Admissions Playbook

You are the keeper of who belongs in the school. This playbook walks you through the registrar's day in ERPat School — building the learner and guardian records, running an admission from application to an approved roster placement, and keeping learner data clean enough to survive a DepEd LIS/EBEIS check. Every screen you touch is permission-gated and every important decision is written to the audit trail.

Who you are

The registrar / admissions officer owns the school's identity and admissions domains. In a typical school you are the person who:

• Maintains the learner master index — each learner's LRN, name, and personal details.
• Maintains the guardian directory and, critically, verifies the link between a guardian and a learner (this is the Data Privacy gate that later lets a parent see their child online).
• Processes enrollment applications through their DepEd document checklist and approves them, which places the learner on the section roster.
• Runs the LIS/EBEIS data validation and the SF1-style masterlist export before you file anything with DepEd.

Permissions you need

Ask your system administrator to grant your role the base school permission plus the page enablers below. These are toggled in the Roles editor (Settings → Team → Roles); see Roles & Access Map for the full preset.

Your screens

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Maintain learners & guardians

Identity comes first: you cannot enrol a learner who does not exist, and you cannot give a parent portal access without a verified guardian link. Do these before an admission, not during it.

SOP — Add a learner (with LRN)

1. Open the Learners page

   Go to school/learners from the School menu. The list shows LRN, name, sex, birth date, guardian count and status, with filters for status and sex.

2. Click Add Learner and fill the profile

   First name and last name are required; everything else is optional but worth completing: middle name, suffix, birth date, sex, birth place, mother tongue, religion, nationality (defaults to Filipino), address, contact number, email, and prior school.

3. Enter the LRN inline

   Type the 12-digit Learner Reference Number in the LRN field on the same form. It is stored as an identifier of type lrn — a complete, unique LRN is exactly what the LIS validator later checks for.

4. Set the status and save

   New learners are active. Other statuses are inactive, graduated and transferred out. Save — the learner now appears in dropdowns across enrollment, attendance and grading.

SOP — Add a guardian, link a learner, and verify

A guardian is a person; the link is the relationship between that person and a specific learner. A link is what carries the access rights — and it is not trusted until you verify it.

1. Add the guardian

   On school/guardians, click Add Guardian. First name and last name are required; also capture relationship, occupation, employer, mobile, email and address. Save.

2. Link the guardian to a learner

   Open the guardian's Link modal and choose the learner, the relationship, the access level (defaults to full), and the flags — primary contact, pickup authority, emergency contact. Save. The new link starts unverified.

3. Verify the link

   Once you have confirmed the relationship against a document (birth certificate, ID, enrolment form), use Verify on the link. This is the RA 10173 gate — it stamps verified by and verified at, flips the link to verified, and is audited as verify_guardian (critical severity).

SOP — Provision portal logins

A portal account is a core ERPat customer account created from the person's profile. You provision it; the person then sets their own password.

1. Confirm an email exists

   Provisioning needs the guardian or learner to have an email on their profile. If the email is missing, add it first; if the email is already used by another account, provisioning is refused — use a different address.

2. Provision from the profile

   Use Provision parent portal login on a guardian (needs school_guardians_update) or Provision student portal login on a learner (needs school_learners_update). This creates a customer account with a temporary password.

3. Tell them to use “forgot password”

   The parent/student then goes to the portal sign-in and uses forgot password to set their own. Portals also require the core allow_customer_signin setting to be on and the relevant portal toggle enabled — see Administration.

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Process an enrollment application

An application is a request to enrol a learner for a school year; an enrollment is the roster placement it produces. Approving is the only thing that turns one into the other. The lifecycle:

SOP — Create & submit an application

1. Start the application

   On school/enrollment, click Add Application (needs school_enrollment_create). Choose the learner (required), school year (required) and grade level (required); for Senior High add the strand, and you may pre-select a section. Pick the enrollment type and add remarks.

2. Let the checklist auto-populate

   On create, the applicable DepEd document requirements for that grade level + enrollment type are copied into a per-application checklist. You do not build it by hand.

3. Submit it

   Open the application's view and use Submit. This moves it draft → submitted. You can only submit from draft or rejected; you can only edit while it is draft or rejected.

Enrollment types

The type matters because it decides which document requirements are copied onto the checklist — a transferee's checklist differs from a new learner's.

SOP — Work the requirements checklist

As documents arrive, update each requirement's status. There are four:

1. Open the application view

   Each requirement row shows its label, whether it is mandatory, and its current status.

2. Update each requirement

   Change its status to submitted, verified, or waived as the situation warrants (needs school_enrollment_update).

3. Clear every mandatory requirement

   Before you can approve, every mandatory requirement must be verified or waived. Non-mandatory items can stay pending.

SOP — Approve to build the roster

1. Check the gate

   Approval needs school_enrollment_update and is blocked while any mandatory requirement is still pending — you will get a “requirements pending” message. Clear them first.

2. Approve

   Use Approve on the application (add optional remarks). ERPat then, in one action: sets the application approved; materialises the roster enrollment in school_learner_enrollments (status enrolled, with today's date) — unless the learner already has an active enrollment for that year; caches the learner's current enrollment; writes a status-history row and a registrar decision record; and audits the action as approve_enrollment.

3. Confirm on the Roster tab

   Switch to the Roster tab — it lists the current school year's enrolled learners with grade level, section (or “unassigned”) and date enrolled. Your learner should be there.

SOP — Reject an application

If an application cannot proceed, use Reject (needs school_enrollment_update). It sets the application rejected, writes a decision record with your remarks, and is audited as reject_enrollment (warning severity). A rejected application can be edited and re-submitted later.

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Compliance checks & exports

Before you deal with DepEd, use ERPat's internal aids to find data problems early. These are preparation tools only — the official forms and submission stay in DepEd LIS/EBEIS.

SOP — Run LIS/EBEIS data validation

1. Open Reports & Compliance

   Go to school/reports. The top of the page shows summary counts (active learners, current-SY enrolled, sections, open support cases, released report cards) and the current school year.

2. Run the validator

   Run LIS/EBEIS data validation. It sweeps all learners and flags missing or malformed LRNs, incomplete demographics, and duplicate LRNs, and hands you a fix-list.

3. Fix at the source

   For each flagged learner, open school/learners, correct the LRN or demographic field, and re-run the validator until it is clean.

SOP — Export the SF1-style masterlist

1. Confirm the export permit

   Downloading needs school_export. The export is audited as export.

2. Download the CSV

   Use the Masterlist export on the Reports page. It produces an SF1-style learner CSV, clearly labelled “FOR INTERNAL VALIDATION ONLY — not a DepEd LIS/EBEIS official form,” and is CSV-injection-safe.

3. Use it to prepare, not to file

   Open it to cross-check your masterlist before entering data into the official DepEd systems. It is a working copy, not a submission.

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Tips that save you time

Common mistakes

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Where to next