# Phase 1: enrollment, schedules and next enrollment

Status: confirmed workflow implemented locally in Phase 1. [Phase 1 MVP scope](phase-1-mvp-scope.md) supersedes the earlier assessment-gradebook plan. See [implementation evidence](phase-1-implementation.md) for the enrollment, schedule, COR, roster and manual-final-grade checks.

## End-to-end workflow

| Stage | Responsible role | Result |
| --- | --- | --- |
| School setup | School Administrator | Branches, school levels, Courses, subject units, published curriculum versions, classifications and prerequisites. Yearly or semester-based enrollment is selected per school level. |
| Period and Section setup | School Administrator | Dated enrollment periods, continuing Sections, separate Section capacities, and available Sections by Branch, Course or school-level offering, incoming Year/Grade and period, in fill-first order. |
| Class and timetable setup | School Administrator | Current-period Subject Classes with manual Teacher assignments, weekly times and class capacities. Associate usual classes with Sections. One actual class can serve several Sections with one combined roster and capacity. |
| Student review | Enrollment Staff or Registrar | Find the school-wide Student Record, confirm Course, Year/Grade and assigned curriculum, review prior final results, approved credits and necessary private documents. Registrar approves new transfer-credit mappings. |
| Prepare enrollment draft | Enrollment Staff or Registrar | Keep the returning Student's Section or suggest the first available eligible Section for an incoming Student. Prefill curriculum subjects and the Section's eligible usual classes, then review retakes, credits and other needed subjects. Preserve explicit draft changes. |
| Eligibility and clearance | Enrollment Staff, Registrar, Finance Staff and Finance Approver within their duties | Enforce prerequisites, Student/Teacher timetable checks and both capacity limits. Finance handles debt clearance and authorized payment arrangements. Missing prerequisites block the dependent subject; draft grades or pending credits do not satisfy it. |
| Finalize enrollment | Registrar | Recheck eligibility and capacity, confirm any new Section membership, finalize the reviewed class selections and issue COR together. Reject incomplete finalization without partial membership or COR. |
| View enrolled records | Student and assigned Teacher, with permitted Registrar/administrative access | Student sees own subjects, schedule and COR. Teacher sees own read-only schedule and actual class roster. These lists come from finalized class enrollment, not every member of a Section. |
| Next enrollment | School Administrator prepares setup; Enrollment Staff or Registrar prepares the Student's new draft | Use the next period's classes with the same Student identity, continuing Section and applicable curriculum version. Preserve earlier enrollment, COR, academic and financial history. No automatic Year/Grade promotion. |

## Rules retained in Phase 1

The curriculum supplies requirements and contains no Teacher assignment or weekly timetable. A Section is a continuing Student collection. Actual Subject Classes supply the Teacher, schedule and attended roster. Taking a class normally serving another Section does not change the Student's Section.

Drafts reserve no Section or Subject Class places. Existing current confirmed Section members continue counting once while their next enrollment is still a draft. Class seats are renewed for each period. If a reviewed draft loses its place before finalization, stop for Enrollment Staff or Registrar review; do not silently switch the Student's Section or classes.

The Registrar may approve an explicit capacity exception for one Student's specific assignment, with a required reason and audit history, while the configured limit stays unchanged. Keep that permission grantable to a Dean later within an explicitly defined scope. Capacity permission does not waive prerequisites, timetable conflicts or financial clearance, and does not grant grade authority.

Registrar-approved transfer credits satisfy their mapped local requirements and prerequisites. Preserve the source school, subject, grade and evidence separately. Approval updates a still-editable draft without resetting unrelated choices. Passed or credited subjects may be retaken with a warning; earlier valid passing history is retained even if a later retake fails.

Finance Staff manually marks the Student's enrollment Cleared or On Hold under the school's payment conditions, with the decision, reason or hold details, responsible person and date/time audited. Registrar finalization requires valid Cleared status. An outstanding previous balance additionally requires settlement or a Finance Approver's documented payment arrangement; ordinary Finance Staff clearance cannot waive that approval. Preserve the arrangement's approver, reason, terms and unpaid balance. Relevant financial-record changes require clearance review. Phase 1 does not require an automatic tuition-assessment or payment-rule engine.

## Confirmed rescheduling after enrollment

The School Administrator may change a Subject Class's meeting times after Students have enrolled, with a required reason. Recheck the assigned Teacher's other classes and every actually enrolled Student's other classes across the shared roster. Reject a conflicting change without a partial timetable update. Teacher timetable access remains read-only.

Current Student and Teacher schedules show saved new meeting times. Preserve the original issued COR snapshots and retain old/new times, reason, School Administrator and date/time in audit history. This does not change subjects, enrolled rosters, Section membership or grades. Pending drafts are rechecked against the current timetable before finalization. Registrar enrollment amendments/new COR Versions are confirmed below. Teacher reassignment and any schedule-only COR reissue procedure remain separate policies.

## Confirmed enrollment amendments

The Registrar may add/drop subjects or change a Student's Subject Class selections after COR issuance with a required reason. Recheck curriculum and prerequisite eligibility, credit/retake rules, capacity, timetables and valid financial clearance. Apply the reviewed amendment and new COR Version together while retaining all earlier COR Versions and the Registrar's before/after amendment audit history. Failed checks leave the confirmed enrollment and current COR unchanged.

Current rosters reflect the accepted amended selection. Preserve existing grades, prior attempts, credits, financial records and the Student's continuing Section. Do not transfer grades between classes or create a duplicate same-period enrollment to implement an amendment. Once the Teacher finalizes the Student's grade for a subject, the Registrar cannot drop or switch that subject's class, whether the result passes or fails. Other ungraded subjects remain amendable. Teacher grade corrections preserve history and do not reopen the Registrar's drop/switch access.

## Confirmed manual final-grade input

The user confirmed that the assigned Teacher enters one Final Subject Grade per actually enrolled Student and Subject Class, saves a draft, and finalizes the reviewed result. Validate against the school's official percentage or numeric grade scale and passing rules. There are no assessments, quiz scores, grading-period results, category weights or automatic grade calculations in this workflow.

Teacher finalization makes the result official under the previously agreed ownership rule. A later Teacher correction requires a reason and preserves the previous and new result, Teacher and date. Only official final results appear as such in Student records and satisfy prerequisites. Registrar, Dean and School Administrator roles do not independently grant another Teacher's grading authority.

A missing or draft grade is not a pass. Existing official history and approved credits continue to support enrollment checks alongside the newly entered official final results. Do not infer a pass from class attendance or completed enrollment.

The Phase 1 path finalizes manually entered subject results without assessment calculations. Earlier assessment and grade records remain retained.

## Views, reports and audit

Use the basic role-specific views in [Dashboards Reporting and Access](dashboards-reporting-and-access.md): enrollment status/counts, Student listing, actual class rosters, Student/Teacher schedules, clearance lists, COR and a simple official final-grade list. Student photos, enrollment files and transcripts remain private Student-record features.

Audit setup, access, document activity, draft changes, capacity approvals, transfer-credit approvals, clearance, finalization, manual final grades and corrections in the database. An audit-log viewer remains outside Phase 1.

## Deferred

Assessment gradebooks, quizzes, exams, projects, recitations, score entry, grading-period results, weights, automatic grade calculation, calculated-score conversions, GPA/GWA, teaching materials/modules, online exams, library workflows, product AI and native mobile applications belong to a later phase. Earlier discussion of those features does not make them Phase 1 requirements.

## Phase 1 verification

Verify setup through incoming and returning enrollment for college and high school, including a yearly and semester-based school level. Check curriculum-derived load, editable defaults, shared classes, eligibility, debt clearance, scoped capacity exceptions, COR, timetables and actual rosters together.

Verify fill-first incoming suggestions, persistent Section membership, no draft reservation, competing finalizations, preserved staff adjustments, transfer-credit evaluation and warning-only retakes. Preserve all existing finalized academic records, CORs and private files.

Verify an assigned Teacher can enter and finalize a result without assessments, a reasoned correction preserves history, and the next enrollment uses the official outcome. Do not require deferred grading-period or quiz workflows for release acceptance.

## Ending Section membership

The Registrar may manually end a Student's current Section membership with a required reason when the Student leaves the group or graduates. Retain membership history, enrollment records, COR Versions, grades and audit history. The Section place is freed, but subject enrollments, class rosters and Subject Class capacity remain unchanged. Ending membership does not automatically promote, graduate or withdraw the Student from classes, and a later draft must not silently recreate the ended membership.

## Consolidated implementation plan

The core Phase 1 rules are confirmed. See [Phase 1 implementation plan](phase-1-implementation-plan.md) for the delivery sequence and worked examples. Use weekday/start/end meeting entries for manual scheduling and conflict checks. Grading-period formulas and release rules remain deferred.