Overview #
The Academic Class Management System is a critical academic administration area responsible for the systematic configuration and governance of class structures at the commencement of each academic year or academic term.
This responsibility is usually handled by the Principal, Department Head, or a similar authority. For system purposes, this role is treated as the Academic Coordinator, who has the authority to define, manage, and maintain academic class configurations in line with institutional policies.
The Academic Coordinator manages standards, divisions, class student limits, subjects, roll number patterns, and examination number patterns, ensuring consistency and reliability across all academic and examination processes.
Functional Responsibilities #
The Academic Coordinator performs the following core system functions:
This is the process of collecting and tracking details of students interested in admission before and during the admission period. It helps institutes plan admissions, follow up with applicants, and confirm seats based on availability and institute rules.
Class Group Configuration involves the management of class divisions for each standard or class group. It includes defining department and stream details, student capacity, and related settings. The process also covers configuration of roll and examination number patterns, as well as student display order and name format and kind of related other settings.
For new entry standards (e.g., Std 1, Std 9), the Academic Coordinator manages class formation based on student strength and, where applicable, subject preferences, and then allocate students in class accordingly.
For continuing standards, the Class Teacher assigns students to appropriate classes for the next academic term before the current term concludes or the new academic term begins.
Configuration and maintenance of subject mappings for each standard based on the active curriculum, with support for subject additions, removals, or updates.
The Academic Coordinator manages students to specific classes along with their respective compulsory and optional subjects during class configuration to maintain accurate academic records. The Academic Coordinator may move students based on subject preferences or class capacity.
After the academic term begins, the system supports approved student transfers between class divisions, managed by the Academic Coordinator based on valid requests and availability, while preserving all academic and attendance records.
