# School Administration

Shared language for the school's enrollment and learning system. Definitions will grow as the discovery interview resolves terms.

## Language

**School**:
The educational institution using the system, which may operate at one or more branches.

**Branch**:
A campus or location operated by the school.
_Avoid_: Tenant, separate school

**Student Record**:
The school's single identity and accumulated academic history for a Student across its branches.
_Avoid_: Separate student identity per branch

**Student**:
A person studying at the school, identified by one school-wide Student Record across branches.
_Avoid_: User or learner when referring specifically to a Student

**School Level**:
An educational category offered by a school, such as basic education, higher education, or vocational education.
_Avoid_: Branch, grade level

**Enrollment Cycle**:
The yearly or semester-based enrollment pattern selected by the School Administrator for a school level. It determines when a Student needs a new enrollment and COR, separately from grading checkpoints within that enrollment.

**Enrollment Period**:
A dated school year or semester in which a Student enrolls in a subject load and receives a COR. The same continuing Section may serve Students across several enrollment periods.
_Avoid_: Using grading period to mean an enrollment period

**Enrollment Batch**:
An opened enrollment intake for one Branch, school level, School Year and semester/full-year period. Staff add and process Students inside this batch.

**Student Enrollment**:
One Student's application, assessed subject load and eventual confirmed registration within an Enrollment Batch. It is distinct from opening the batch itself.

**Pre-COR**:
A provisional review of a Student's pending enrollment. It is not an official Certificate of Registration and can be saved while Accounting remains pending.

**Accounting Skip**:
Proceeding past the Accounting step while retaining pending financial review. It does not record a payment, clear a balance or authorize issuance of an official COR.

**External Transferee**:
A Student entering from another school whose past subjects are evaluated for credit.

**Course Transfer**:
A reviewed move to another Course that retains prior academic history and records the new Course's credit evaluation and entry stage.

**Department**:
An academic organizational unit within the school.

**College (Academic College)**:
A school-wide academic unit that groups degree Courses, such as the College of Engineering or College of Education. It is separate from a Branch/campus and from the school level named College. High-school offerings do not require an academic College. Existing Branch/department access scopes remain separate from this Course grouping.

**Course (Academic Program)**:
A program of study pursued by a college Student, such as BS Information Technology or BS Nursing, belonging to an academic College and governed by an assigned curriculum.
_Avoid_: Using course to mean an individual subject or class

**Subject**:
An individual area of study, such as College Algebra or General Mathematics, which may be referenced by more than one course's curriculum.
_Avoid_: Course

**Credit Units**:
The school's academic credit value assigned to a subject, shared consistently across curricula in the MVP. Weekly meeting times are recorded separately.

**Subject Classification**:
A subject's role within a particular curriculum, using the school's labels such as Major, Supporting, General Education or Elective. The same subject can have different classifications in different curricula.
_Avoid_: Treating major/minor classification as a universal property of the shared subject

**Curriculum Requirement**:
A subject's place within a curriculum version, including its year/term sequence, classification and prerequisites.

**Year / Grade Level**:
The student's stage within a course or school level, such as first-year college or Grade 8.

**Section**:
An ongoing collection of students, usually formed from incoming students who normally stay together. Membership is separate from the student's curriculum requirements and actual subject-class enrollments.
_Avoid_: Using section to mean a scheduled subject class

**Subject Class**:
An offered subject for an academic period, with a teacher, weekly meeting times and its own actual enrolled-student list. It can normally serve several Sections while keeping one roster and shared capacity.
_Avoid_: Section, course

**Class Capacity**:
The configured allowable student count for a Subject Class, counted across all Sections represented in its roster.

**Section Capacity**:
The configured allowable number of Students with current confirmed membership in a Section. Proposed memberships in enrollment drafts do not reserve places, and Subject Class capacity is a separate count.

**Capacity Override**:
An explicit exception approved by a Capacity Approver for one Student's specific Section or Subject Class assignment, with a recorded reason. It leaves the configured headcount limit unchanged and does not waive academic or timetable eligibility.

**Capacity Approver**:
A school role granted authority to approve capacity exceptions within its assigned scope. The Registrar has this responsibility in the MVP; a Dean can be granted the same authority when enabled by the school.

**Home Section**:
Another name for the student's Section or block; it is not a second kind of student group. Recording a Section remains optional in the MVP.

**Section Membership**:
A Student's confirmed association with their continuing Section, established for a new membership when the Registrar finalizes enrollment. Existing membership continues across enrollment periods, and attending a Subject Class with another Section does not change it.

**Ended Section Membership**:
A previous Section association ended by the Registrar with a recorded reason, such as leaving the group or graduating. It no longer occupies a Section place, while enrollment records, grades and audit history remain intact and subject enrollments continue separately.

**Suggested Section**:
A proposed initial Section for an incoming Student without existing Section membership, using the first eligible group with available capacity in the School Administrator's chosen order. Enrollment Staff or the Registrar can review and change the suggestion while preparing enrollment.

**Section Availability**:
The Sections made available by the School Administrator for a particular Branch, Course or school-level offering, incoming Year/Grade and enrollment period. Availability supplies eligible groups for new Student assignments while the Section's identity and continuing memberships remain separate.

**Class**:
A shorter name for a Subject Class, with its own teacher, timetable and student roster.
_Avoid_: Course, complete Section

**Class Schedule**:
The meeting days and times associated with a subject class.

**Class Rescheduling**:
A School Administrator's reasoned change to a Subject Class's meeting times, checked against affected Students' and the Teacher's other classes. The current timetable changes while the original issued COR and audit history are preserved.

**Student Schedule Conflict**:
An overlap between the meeting times of subject classes in a student's proposed or enrolled subject load.

**Teacher Timetable**:
The weekly meeting times of the subject classes assigned to a teacher for an academic period.

**Teacher Schedule Conflict**:
An overlap between the meeting times of different subject classes assigned to the same teacher.

**Subject Teacher**:
The teacher responsible for grading students in an assigned subject or class, with final authority over their grades.

**Teacher Assignment**:
The designation of the subject teacher responsible for a subject class during an academic period.

**Curriculum**:
The school-wide named academic framework, with a description, which may be selected by multiple Courses. Each Course defines its own subject plan under that Curriculum.
_Avoid_: Syllabus, timetable

**Course Subject Plan**:
The Course-specific set of subjects and prerequisites arranged by Year/Grade and semester or full school year. It includes Major/Minor classification and Lecture/Laboratory credit allocations. Teacher assignments and weekly meeting times belong to offered subject classes.

**Unit Type**:
An instruction component such as Lecture or Laboratory. A Course subject may use multiple Unit Types, each with allocated credits and a configured per-credit or fixed price. The allocated credits total the subject's academic credits.

**Curriculum Version**:
An identifiable, publishable revision of a Course Subject Plan. Published versions remain fixed for assigned Students.

**Curriculum Assignment**:
The curriculum version governing a student's requirements within a program or school level.

**Course Default Curriculum**:
The published curriculum configured in School setup for incoming Students of a Course. Enrollment automatically uses it; enrollment staff cannot substitute a different version. Returning Students retain their existing Curriculum Assignment even after the default changes. Publishing the first curriculum sets the initial default; later default changes are an explicit School Administrator setup action.

**Grading Policy**:
The school's rules for calculating and expressing grades and determining passing outcomes. Policies are assigned to classes according to their school level or subject.

**Grading Scale**:
The official grade values and their meaning under a grading policy, such as percentage grades (75, 80, 85) or numeric ratings (1.0, 2.0).

**Grade Conversion Table**:
A school-defined mapping from calculated results or result ranges to official grade values in the assigned grading scale.

**Grading Template**:
A school-defined set of assessment categories and contribution weights used by classes at a particular school level or for a particular subject.

**Grading Period**:
A defined checkpoint within an Enrollment Period for recording subject results, such as a quarter or the school's semester grading period. It does not create another enrollment or COR.

**Assessment**:
A graded item within a class, such as a project, activity, recitation, quiz, or exam.

**Assessment Score**:
A student's earned score for an assessment, recorded against that assessment's maximum possible score.

**Learning Material**:
A teacher-provided file or link associated with a class and organized by subject and topic, such as a PDF, document, slide deck, or video link.

**Grade**:
A Student's recorded result for a subject under the assigned Grading Policy, subject to the assigned Teacher's review and permitted edits. It may be entered directly or derived from assessment results.

**Grading-Period Grade**:
A Student's result for one subject during one configured Grading Period within their enrollment.

**Final Subject Grade**:
A Student's overall result for a particular Subject Class attempt during an Enrollment Period. Its finalized passing outcome establishes subject completion; an interim Grading-Period Grade alone does not.

**Grade Finalization**:
The subject teacher's confirmation that reviewed grades are official results for a class, effective immediately upon finalization.

**Grade Correction**:
A subject teacher's recorded change to an already finalized grade, with a required reason and history preserving the previous grade, corrected grade, teacher, and date.

**Prerequisite**:
A subject requirement that must be satisfied before a student may enroll in another subject.

**Subject Load**:
The subjects included in a student's enrollment for a particular academic period.

**Retake**:
A new enrollment attempt in a subject the student previously took or received credit for. Each attended attempt retains its own academic result and history.

**Requirement Completion**:
Satisfaction of a curriculum requirement through a valid passing result or an approved equivalent credit. A later failed retake does not cancel an earlier valid pass in the MVP.

**Suggested Subject Load**:
The prescribed starting set of subjects for a student's course, assigned curriculum, year or grade level and applicable term. It does not prescribe teachers or weekly meeting times.

**Section's Usual Classes**:
The offered Subject Classes normally serving a Section during an academic period. They provide the regular student's default class choices for applicable curriculum subjects, while individual enrollment may add or omit classes without changing Section membership.

**Draft Subject Load**:
The Student's proposed subjects, with Subject Classes recorded where selected, before enrollment is finalized. It remains subject to academic eligibility and review by Enrollment Staff or the Registrar.

**Regular Student**:
A student taking the standard subject sequence for their year or grade level and period under the assigned curriculum.

**Irregular Student**:
A college student whose subject load differs from the standard sequence in the assigned curriculum, such as through retakes or subjects from different year levels.

**Transfer Credit**:
Approved recognition of a subject completed at another school as equivalent to a subject in the student's assigned curriculum. The credit satisfies the corresponding curriculum requirement and prerequisite checks, while its original grade is retained separately and excluded from the school's computed grade average.

**Transfer Credit Evaluation**:
The registrar's manual review of a transferee's previous academic records to decide which external subjects satisfy local curriculum requirements. Similar names or unit values alone do not establish an approved equivalency.

**School Administrator**:
The school role responsible for authorized system setup, account access and academic configuration, including curricula, Subject Classes, schedules and Teacher assignments.
_Avoid_: Admin when the full role name is needed to identify responsibility

**Enrollment Staff**:
School personnel who maintain permitted Student details and prepare or adjust enrollment drafts for Registrar review.

**Teacher**:
A person assigned to teach one or more Subject Classes. Subject Teacher identifies the Teacher responsible for a particular class and its grades.

**Registrar**:
The school role with final authority to finalize enrollment and authorize COR release once the required academic and financial clearances are satisfied. The registrar also approves transfer-credit equivalencies.

**Dean**:
An academic leader responsible for a college or faculty, with system access determined by explicitly assigned permissions and scope.
_Avoid_: Using Dean as a synonym for Registrar, School Administrator or Department Monitor

**Finance Staff**:
School personnel who maintain permitted financial records and record a Student enrollment's financial clearance as Cleared or On Hold.

**Finance Approver**:
The school role authorized to approve payment arrangements for outstanding balances within its assigned scope.

**Department Monitor**:
The school role that views permitted class progress and grade-finalization summaries without acquiring a Subject Teacher's grading authority.

**Librarian**:
The school role responsible for library resources and borrowing records.

**COR**:
The school document issued for a successfully finalized enrollment.

**Enrollment Amendment**:
A Registrar-authorized change to a Student's enrolled subjects or Subject Class selections after COR issuance, with a reason, renewed checks and retained academic/audit history. It issues a new COR Version while preserving the original.

**COR Version**:
An issued COR representing the reviewed enrollment at a particular point in its history. A later amendment issues another version without replacing earlier issued documents.

**Financial Clearance**:
Finance Staff's recorded Cleared or On Hold decision for a Student's enrollment under the school's payment conditions. Cleared is required for Registrar finalization, and unsettled past debt also requires a payment arrangement approved by the Finance Approver.

**Payment Arrangement**:
A documented agreement allowing enrollment with an outstanding previous balance, authorized by the Finance Approver and recording the approver, reason and payment terms.