# Phase 1 dashboards, reporting and access

Status: Phase 1 role pages and access are implemented locally. See [scope](phase-1-mvp-scope.md) and [verification](phase-1-implementation.md). Assessment gradebooks, materials, quizzes, grading-period results and automatic calculation are deferred; their routes and controls are unavailable while historical records remain retained.

## School role names

Use Student, Teacher or Subject Teacher, Registrar, Enrollment Staff, School Administrator, Finance Staff, Finance Approver and Department Monitor where their responsibilities apply. Use Dean for the academic leader, with capacity-override access only when explicitly granted. Librarian is reserved for library responsibilities in a later phase. A role name alone does not grant unrelated academic, financial or administrative permissions.

Use Account or User for account management or behavior common to several roles. Use Staff as a collective term, and name the responsible school role for a specific action. The shared definitions are in [CONTEXT.md](../CONTEXT.md).

## Basic home views

| Role | Main contents | Main actions |
| --- | --- | --- |
| School Administrator | Enrollment totals, setup readiness, available Sections, class and Teacher assignments | Maintain authorized setup, accounts, curriculum, Sections, capacities, class schedules and Teacher assignments |
| Enrollment Staff | Student search, enrollment drafts, eligibility issues and clearance status | Maintain permitted Student records, prepare and adjust subject/class selections, and prepare transfer-credit evidence |
| Registrar | Drafts ready for review, transfer-credit evaluations, capacity exceptions, finalized enrollment and amendment/COR history | Approve transfer credits and scoped capacity exceptions, finalize enrollment, apply checked amendments and issue retained COR Versions |
| Finance Staff / Finance Approver | Necessary balance and Cleared/On Hold lists, payment-arrangement status | Finance Staff maintain permitted financial records and manually record clearance; Finance Approver approves documented arrangements for unsettled past debt |
| Teacher | My Schedule and My Classes with actually enrolled Students | View own read-only timetable and class roster; enter/finalize direct final grades and record reasoned corrections |
| Student | Own enrolled subjects, schedule, COR and permitted record details | View own records; see their own official final grades |

Keep these views inside the same responsive application. Use straightforward lists and relevant counts rather than adding assessment analytics or a separate application per role.

## Intended Phase 1 permissions

| Role | Main permissions | Record scope |
| --- | --- | --- |
| School Administrator | Account/access setup, yearly or semester-based enrollment per school level, dated enrollment periods, Courses, subjects, curricula, Sections, capacity limits, available Sections and fill-first order, Subject Classes, schedules and Teacher assignments; official grade-scale and passing-rule setup | School or assigned Branches, with separate permissions for sensitive records and reports |
| Enrollment Staff | Permitted Student details and private files, draft enrollment, subject/class selections, eligibility review and transfer-credit evidence preparation | Authorized Branches and records |
| Registrar | Enrollment Staff functions plus transfer-credit approval, explicit capacity exceptions, enrollment finalization, reasoned enrollment amendments and new COR Versions | Authorized Branches and records; this role does not edit another Teacher's grades |
| Finance Staff | Permitted charges/payment records and manual Cleared/On Hold decisions; cannot waive Finance Approver approval for past-debt arrangements | Authorized financial records and Branches |
| Finance Approver | Finance Staff functions plus documented payment arrangements | Authorized financial records and Branches |
| Teacher | Own timetable and class roster; direct final-grade entry, finalization and reasoned corrections | Assigned Subject Classes and enrolled Students; timetable and Teacher assignments are read-only |
| Student | Own enrolled subjects, schedule, COR and permitted personal records; official final results | Own Student identity and enrolled classes |
| Department Monitor, if needed | Permitted roster/schedule and enrollment-related academic summaries | Explicitly assigned Branch/department/class scope; no grade editing |

A person may have separately scoped role assignments under the existing access model. Combining Registrar access in Branch A with Teacher access in Branch B must not spread either role's permissions across both Branches. Teacher grade authority requires assignment to that Subject Class. School Administrator, Registrar or Dean status does not provide a blanket grading override.

Assessment, quiz, grading-period and Learning Material actions are later-phase responsibilities. The Phase 1 implementation must enforce the release boundary for direct requests as well as navigation; hiding a menu item alone is insufficient. Preserve prior records rather than deleting excluded-feature data.

## Enrollment-amendment access

The Registrar can amend enrolled subjects or Subject Class selections after COR issuance with a required reason, renewed eligibility/capacity/timetable/financial checks and a new COR Version, retaining all earlier documents and audit history. Ordinary Enrollment Staff draft-editing permission cannot apply this action. Preserve grades, previous attempts, credits, financial records and Section membership. Amendment authority does not grant grade editing or timetable administration. Failed checks leave current enrollment, rosters and COR unchanged.

The Registrar cannot drop or switch a subject once that Student's Final Subject Grade there is finalized, including a failed result. Other ungraded subjects can still be amended. Teacher grade corrections retain their own required reason and history and do not reopen drop/switch permission. Reject an amendment touching a locked subject without partial changes or COR issuance.

## Ending Section membership

The Registrar can end current Section membership with a required reason when a Student leaves the group or graduates, retaining who ended it and when. Preserve enrollment records, COR Versions, grades and audit history. This frees only the Section place: it does not drop subjects, remove the Student from enrolled class rosters or free Subject Class seats. Normal Student-record editing by Enrollment Staff does not grant this Registrar action. Later assignments and enrollment amendments retain their own checks.

## Manual financial-clearance access

Finance Staff manually records Cleared or On Hold for each permitted enrollment, following the school's payment requirements. Registrar finalization requires valid Cleared status. An unsettled past balance also requires settlement or a documented payment arrangement approved by the Finance Approver; a manual Cleared label does not grant a debt exception. Preserve decision and arrangement history, reasons, approver, payment terms and date/time in database audit records. The Registrar has no independent financial override. Changes to relevant financial records require clearance review.

Current-term tuition/payment-rule calculation is outside the Phase 1 clearance workflow. Finance Staff and Finance Approver retain financial-record access within scope; Enrollment Staff and Registrar receive only the clearance information needed for enrollment.

## Rescheduling access

School Administrator schedule changes follow the separate confirmed rescheduling rule: require a reason, check every actually enrolled Student and assigned Teacher for conflicts, reject a conflicting save, update current timetable views and preserve original COR snapshots and audit history. Teacher access alone does not permit rescheduling. This does not grant authority to change subjects, Section membership or official grades.

## Capacity-override access

The Registrar is the Phase 1 approver for Section Capacity and Subject Class capacity exceptions. Keep this as a distinct scoped permission that a Dean can receive later. Explicitly define the Dean's Branch/faculty/department scope, including authority over a shared class; the title alone does not imply school-wide access. A permitted Dean approval would not require another Registrar approval of the same exception, while enrollment finalization remains the Registrar's responsibility.

Each exception covers one Student's specific assignment, requires a reason and leaves the configured limit unchanged. Record the approver, affected limit and assignment, reason and date/time in database audit history. Another over-capacity assignment needs its own approval. Enrollment Staff cannot approve an exception using normal draft-editing permission, and School Administrator setup permission alone is not the capacity-override permission.

Capacity approval does not waive prerequisites, Student/Teacher timetable checks or financial clearance. It also does not grant enrollment finalization, transfer-credit approval or Teacher grade authority.

## Basic reports

| Report | Contents | Intended access |
| --- | --- | --- |
| Enrollment register/status list | Finalized enrollments and separately labeled drafts or cases awaiting clearance | Registrar, Enrollment Staff and authorized School Administrator |
| Student directory/profile | Student number, image, permitted details, current records, enrollment history and private files | Student-record readers/managers within scope; own-record access remains separate |
| Class roster | Actually enrolled Students in a Subject Class, including eligible Students from several Sections or Courses | Assigned Teacher and authorized Registrar or class readers |
| Student schedule / COR | Reviewed enrolled subjects and schedules for the selected period, with the issued COR | Student concerned and authorized enrollment roles |
| Teacher timetable | Assigned Subject Classes and weekly meeting times | Teacher concerned and authorized schedule administrators/readers |
| Clearance list | Required debt, clearance and payment-arrangement status | Finance roles; Registrar/Enrollment Staff receive only the clearance information their duties require |
| Final-grade list | Directly entered official final results and correction history under the confirmed manual-entry workflow | Assigned Teacher and authorized academic readers; Students receive only their own official results |

Do not add grading-period grade sheets, quiz analytics or GPA/GWA reports to Phase 1. Print/export formats still need the school's selection.

## Record and report boundaries

All list, search, summary, detail, file, print and export requests check the permission and relevant scope on the server. Changing a URL, Student identifier or Branch filter must not expand access. Summary totals and exported rows use the same definitions and filters.

Enrolled-Student counts use finalized enrollments, with drafts shown separately. School-wide Student counts use distinct school-wide identities. A continuing Section membership count is separate from a current-period Subject Class roster count. A clearance arrangement does not erase the outstanding balance.

Prerequisite checks use official final passing results or approved credits. A draft or missing result is not a pass. Only the assigned Teacher finalizes/corrects the grades; corrections preserve history. GPA/GWA calculation remains deferred.

Every relevant setup change, sensitive access, file action, draft update, approval, clearance, finalization and final-grade change is audited in the database. No role receives an audit-log viewer in Phase 1.

## Phase 1 access verification

- Students cannot access another Student's private files, COR, schedule or official results by changing identifiers.
- Teachers see only their assigned timetable/rosters and cannot change schedules using teaching permission.
- Registrar, Enrollment Staff and Finance duties retain their separate approval and record scopes.
- Capacity exceptions require the explicit permission and reason, apply to one assignment and do not waive another eligibility check.
- Combined roles do not broaden each other's Branch or class scope.
- Lists, summaries, print views, downloads and later exports apply the same access rules.
- An assigned Teacher can enter/finalize a result without assessments, while unauthorized roles cannot; corrections and prior attempts remain traceable.
- Deferred gradebook, quiz and grading-period workflows are outside the Phase 1 release boundary, with retained historical data preserved.

## Consolidated Phase 1 plan

The core Phase 1 rules, including Registrar termination of Section membership, are confirmed. See [Phase 1 implementation plan](phase-1-implementation-plan.md) for the implementation sequence and acceptance checks. Keep reports basic and scoped, and defer grading-period formulas and assessment weights.