# Phase 1 MVP: enrollment, subjects and class schedules

Status: confirmed Phase 1 scope, implemented locally on 28 October 2026. Phase 1 covers enrollment through subjects, class schedules and COR, with manual Teacher final grades. Assessment gradebooks, grading-period results and calculations are deferred. See [implementation and verification](phase-1-implementation.md) for evidence and local rollout boundaries.

## Included in Phase 1

| Area | Phase 1 behavior and responsible roles |
| --- | --- |
| School and access setup | One school per deployment with multiple Branches, school-wide Student identities, named school roles and scoped permissions. School Administrator manages authorized setup and accounts. |
| Colleges, Courses, subjects and curricula | School Administrator maintains academic Colleges, their Courses, each Course's default published curriculum, subjects/units, Major/Minor classification, curriculum versions, Year/Grade and term requirements, and prerequisites. Curricula contain no Teacher assignments or weekly schedules. |
| Enrollment calendar | School Administrator selects yearly or semester-based enrollment per school level and prepares the dated enrollment periods. |
| Sections | Continuing Student collections with separate Section Capacity. School Administrator sets available Sections by Branch, Course or school-level offering, incoming Year/Grade and period, including fill-first order. Returning Students retain their Section. |
| Ending Section membership | Registrar may end current membership with a required reason when the Student leaves the group or graduates. Free the Section place, preserve membership/enrollment/grade/audit history and leave subject enrollments intact. |
| Subject Classes and schedules | School Administrator creates offered Subject Classes, manually assigns Teachers and weekly meeting times, and associates the usual classes with Sections. One Subject Class can serve multiple Sections and eligible Courses, with one roster and shared capacity. Teacher timetables are read-only for Teachers. |
| Rescheduling | School Administrator may change meeting times after enrollment with a required reason and conflict checks for all affected Students and the assigned Teacher. Preserve original COR snapshots and audit history; current timetable views show the saved times. |
| Student directory and records | Student listing and profile with photo, Student number, permitted personal details, current records, enrollment history and private files. Preserve existing academic history and file access rules. |
| Enrollment drafts | Enrollment Staff or Registrar selects College/Course, Year/Grade and period. College filters Courses; Course selection fills College. Curriculum is applied automatically from Course setup or the returning Student's assignment and is read-only in enrollment. Prefill its subjects and the Section's eligible usual classes; allow reviewed load adjustments for retakes and other needed subjects. Suggest an initial Section for incoming Students using the fill-first rule. |
| Academic checks and credits | Block unmet prerequisites, enforce Student/Teacher timetable checks, and retain warning-only retakes. Registrar manually approves transfer-credit mappings with evidence. Approved credits update editable drafts without erasing other selections. |
| Capacity and exceptions | Enforce separate Section and shared Subject Class limits. Registrar may approve a reasoned, audited exception for one Student's specific assignment; keep permission extensible to a Dean. Automatic assignment cannot approve an exception. |
| Financial clearance | Finance Staff manually marks each enrollment Cleared or On Hold under the school's payment conditions. Past debt requires settlement or a documented arrangement approved by the Finance Approver. Registrar finalization requires valid Cleared status; retain approval and audit history. |
| Finalization and COR | Registrar rechecks eligibility and capacity, finalizes enrollment, confirms any new Section membership, and issues the COR with the reviewed subjects and schedules together. Drafts reserve no places; existing Section members remain counted once. |
| Enrollment amendments | Registrar may add/drop subjects or change the Student's Subject Class selections after COR issuance, with a reason and renewed eligibility, capacity, timetable and financial-clearance checks. Issue a new COR Version while retaining the original, amendment history, grades and prior academic attempts. |
| Rosters and views | Teachers view their own schedules and actually enrolled class rosters. Students view their own enrolled subjects, schedule and COR under existing access rules. |
| Manual final grades | The assigned Teacher directly enters and finalizes one Final Subject Grade per enrolled Student and Subject Class attempt, using the school's grade scale and passing rules. Preserve reasoned corrections and audit history. No assessment scores or grade calculation are required. |
| Basic dashboards and reports | Enrollment status/counts, Student list, class roster, Student/Teacher schedules, COR and necessary clearance lists, all limited by record scope. No assessment or grading-period analytics. |
| Audit | Record relevant setup, assignment, access, approval, file and enrollment activity in database audit history. No audit-log viewer in Phase 1. |

## Confirmed: manual final grades

Include one Final Subject Grade per Student and enrolled Subject Class attempt, entered directly by the assigned Teacher. The Teacher can save a draft and finalize the reviewed result; Student records and future enrollment checks use the finalized result. Support the school's percentage or numeric grade scale and defined passing outcomes. Do not require quizzes, assessment scores, period grades, category weights or calculated-score conversion to enter a final grade.

The existing Teacher-owned correction rule remains appropriate: a later correction requires a reason and preserves the previous result, new result, Teacher and date. Earlier attempts and approved credits remain separate. A missing or draft final grade does not establish a prerequisite pass. Registrar, School Administrator and Dean titles alone do not grant another Teacher's grade authority.

The user confirmed this addition. Manual final-grade entry is a Phase 1 requirement so returning enrollment can use verified final results for prerequisites and retakes, without building an assessment gradebook.

## Confirmed: rescheduling after enrollment

The School Administrator can reschedule a Subject Class after Students have enrolled, within their authorized scope. Require a reason and validate the proposed meeting times against the assigned Teacher's other classes and every actually enrolled Student's other classes, across all Sections represented in the shared class. Reject a conflicting change without partially changing the timetable.

Save the old and new times, reason, School Administrator and date/time in the retained schedule/audit history. Current Student and Teacher timetable views use the saved new times. Keep the original issued COR as the original snapshot; do not silently rewrite it. A changed meeting time does not change the subject, enrollment roster, Section membership or grades. Draft enrollments are rechecked before finalization and cannot reserve a conflict exception.

Registrar enrollment amendments and new COR Versions are confirmed separately below. Post-enrollment Teacher reassignment and any schedule-only COR reissue procedure are not established by the meeting-time change rule.

## Confirmed: manual financial clearance

Finance Staff manually records Cleared or On Hold for each Student enrollment after reviewing the school's payment requirements. Record the decision, reason or hold details, responsible person and date/time in audit history. An enrollment without valid Cleared status cannot be finalized by the Registrar.

Unsettled past debt requires a documented payment arrangement approved by the Finance Approver before financial clearance permits enrollment. Finance Staff cannot waive that approval by marking the enrollment Cleared. Preserve the arrangement's approver, reason, terms and history; an arrangement does not erase the debt. The Registrar cannot bypass either financial condition.

The school determines current-term fee and payment conditions; Phase 1 records the manual decision and retains the agreed balance/payment records. Automatic tuition assessment and payment-rule calculation are outside this minimal workflow. Changes to relevant financial records still require clearance review under the existing ledger-change guard.

The current implementation has settled/arrangement clearance kinds and a balance/ledger-version check, but no explicit On Hold status. Implement the agreed manual statuses and past-debt approval boundary without treating a status label as permission to waive debt. These are confirmed requirements, not a claim of completed code changes.

## Confirmed: Registrar enrollment amendments

The user confirmed Registrar amendments after COR issuance. The Registrar can add or drop subjects or change a Student's Subject Class selection with a required reason. Recheck the proposed load's curriculum eligibility, prerequisites, credit/retake rules, class capacity, Student/Teacher timetables and valid financial clearance, including any necessary past-debt arrangement approval. A capacity exception still applies only to its specific Student and target assignment.

Apply the reviewed amendment, updated current subject/class rosters and a new COR Version together, preserving the original COR and earlier versions. Retain the responsible Registrar, reason, date/time and before/after selections in audit history. A failed check leaves the confirmed enrollment and current COR unchanged. An amendment changes the existing enrollment rather than creating another Student or duplicate enrollment for the same period.

Preserve existing grades, prior attempts, approved credits and financial records. Do not transfer a grade to a different class or erase history when changing a selection. A class exception does not automatically move the Student's continuing Section. Registrar amendment authority does not grant Teacher grading authority.

The user confirmed the Phase 1 amendment lock: once the assigned Teacher finalizes a Student's Final Subject Grade, the Registrar cannot drop that subject or switch its Subject Class. The lock applies to passing and failing finalized results. Other ungraded subjects remain amendable under the normal checks. Grade corrections stay with the assigned Teacher and preserve history; they do not reopen enrollment editing for the graded subject. Reject an amendment touching a locked subject without partially applying its other changes.

The explicit Registrar amendment path updates the enrolled subject load and issues a new COR Version atomically. It retains original documents and does not reopen enrollment as a draft.

## Confirmed: ending Section membership

The Registrar may manually end a Student's current Section membership when the Student leaves the group or graduates, with a required reason. Retain who ended it, when and why, as well as the earlier membership and every enrollment's historical Section. Stop counting the ended membership toward Section Capacity.

Keep enrollment records, COR Versions, grades and audit history. Do not automatically drop subjects, remove the Student from actual enrolled class rosters, alter grades or free Subject Class seats. This is a Section-membership action, not an automatic graduation, promotion or withdrawal-from-classes workflow. A subsequent Section assignment remains a reviewed enrollment action; ending membership must not silently recreate that membership during draft refresh or finalization.

## Deferred to a later phase

- Quizzes, exams, projects, activities, recitations and assessment score entry.
- Assessment gradebooks, grading-period grades, period/category weights and automatic grade calculation.
- Conversion of calculated assessment results into grades, GPA/GWA calculation and grading analytics.
- Learning-material/module building, lesson authoring, teaching-content uploads and online exam workflows. Student admission/transcript/profile files remain part of Student records.
- Library workflows, native mobile apps and product AI features. Keep the previously agreed future integration direction without adding these workflows to Phase 1.

Earlier grading-period discussions are retained as later-phase design context. They are not Phase 1 acceptance requirements.

## Current implementation boundary

Existing application code includes broader assessment, gradebook and material features. Do not delete its data or rewrite historical results as part of this planning change. A later Phase 1 implementation must present and authorize the agreed release scope consistently; hiding navigation alone does not establish that excluded workflows are unavailable.

`GradeService::finalize` currently calculates assessment results and requires complete assessment scores even when a manual adjustment exists. Phase 1 needs a path that validates and finalizes the directly entered official result without assessment dependencies. Preserve Teacher ownership, assigned-class roster checks, grade scales, correction history and auditing.

Current tests of the earlier gradebook do not prove the revised scope or corrected Section/curriculum enrollment flow. Verify the Phase 1 flow end to end before claiming completion: setup, Student selection, suggested Section and subjects, individual adjustments, eligibility/clearance, finalization, COR, schedule and correct class rosters. Verify direct final-grade entry and correction, then a subsequent enrollment using those official results.

The local implementation uses an additive migration and retains original records and private files. Production deployment and school-specific setup remain separate.

## Consolidated implementation plan

The core Phase 1 rules above are confirmed. See [implementation plan](phase-1-implementation-plan.md) for the sequence and worked examples, and [verification](phase-1-implementation.md) for the local result. Earlier grading-period questions remain deferred.