1. Overview #
In EasyEdmin, the academic structure reflects how real-world educational institutions organize people and programs. At the center is the Student — all academic and administrative processes relate back to that entity.
VERY IMPORTANT: The academic structure is common across all academic sessions (ex. 2024-25 and 2025-26). Therefore, any changes made to its mapping will also affect summary reports generated for previous sessions. It is recommended to review and update mappings carefully to avoid unintended impact on historical data and reports.
2. Hierarchy #
The academic structure follows a top-down institutional hierarchy:
EasyEdmin
└── Institute
└── Department
└── Class Group
└── Class
└── Student 3. Structure Breakdown #
3.1 EasyEdmin #
Overview:
The overall system/ERP that manages academic, administrative, financial, and other institutional functions.
Relationships & Constraints:
- A single EasyEdmin instance can host the operations of one or more institutes managed by the same organization/trust/management.
- An EasyEdmin instance required a valid license to run.
- An EasyEdmin instance must be registered before it can be used, and it can be registered with one—and only one—EasyEdmin account.
3.2 Institute #
Overview:
The top-level organisational unit corresponds to a legally registered educational institution. An organisation operating under a common public name may comprise multiple independently registered legal institutions. For example, an institution publicly known as “ABC International School” may be legally registered as “ABC Primary School” and “ABC Secondary School.” To maintain regulatory compliance and operational clarity, it is recommended that each legal entity be configured as a separate institute in EasyEdmin, as reporting and operations are conducted independently.
Relationships & Constraints:
- At least one institute must be set up in EasyEdmin to access and use the academic and administrative modules of the ERP system.
- More than one institute can be created as needed.
3.3 Department #
Overview:
A unit within the institute that organises and groups related academic sections based on educational level, curriculum structure, or age group. Examples include Pre-Primary Section, Lower Primary Section, or Upper Primary Section. Each unit typically follows its own academic framework, timetable structure, assessment methods, and administrative rules.
Relationships & Constraints:
- A department must belong to one and only one Institute
- At least one Department must exist within an Institute to enable operations under its organizational hierarchy.
- More than one Department can be created under a single Institute as needed.
3.4 Class Group (often referred as Standard) #
Overview:
A logical sub-grouping under a department used to organize related classes that belong to the same academic level or cohort (for example, all Standard 5 classes). It provides an intermediate level of academic structuring that allows administrators to apply common configurations—such as curriculum frameworks, assessment rules, and policies—before further dividing students into individual classes or sections (for example, Standard 5 A, Standard 5 B).
Relationships & Constraints:
- A class group must belong to one and only one Department
- At least one Class Group must exist within a Department to enable operations under its organizational hierarchy.
- More than one Class Group can be created under one Department as needed.
3.5 Class #
Overview:
Represents the actual instructional group or batch of students within the academic structure (for example, “Standard 5 A”). This is the lowest and most granular academic level at which students are enrolled in the system. Classes are used for day-to-day academic operations such as attendance tracking, timetable scheduling, subject allocation, assessments, examinations, and teacher assignments. All student records, academic activities, and performance data are primarily managed at this level.
Relationships & Constraints:
- A class must belong to one and only one Class Group
- At least one Class must exist within a Class Group to enable operations under its organizational hierarchy.
- More than one Class can be created under one Class Group as needed.
3.6 Student #
Overview:
Student represents an individual learner enrolled within a specific class. Each student record serves as the central unit for all academic and administrative operations in the ERP. Attendance tracking, grade recording, examination management, fee processing, and report generation are all linked directly to the student level.
Relationships & Constraints:
- A Student at a time can remain active in only one Class in an academic session.
- Academic promotion moves a Student between Classes of the same institute.
Frequently Asked Questions #
Core Academic Structure #
Can this structure be adapted per institute?
Yes, the hierarchical levels (like departments and classes) can be configured to match your institute’s organization — whether it’s a small school, large college, or multi-department academic setup.
Does this structure affect user access?
Yes, the academic structure helps control how users (admins, teachers, staff) access and manage information based on where they are placed within the hierarchy. This helps enforce context-aware operations.
How is this structure maintained over time?
Institutes can update or expand their academic hierarchy as needed — for example with new departments or classes — and the system adjusts student memberships accordingly.
Is Class Group same as Grade / Standard?
Yes, Class Group works at the same level as of Grade/Standard. It is a logical grouping of related classes belonging to the same academic level. It allows administrators to apply common curriculum, assessment rules, and policies to multiple classes.
Can a student be enrolled in multiple classes at the same time?
A student may be enrolled in multiple Regular classes within the same session but can be active in only one of them. In the other classes, the student should remain inactive. Additionally, a student may be active in either a Provisional or a Vocational class.
Is it possible to change a student’s institute at a later stage?
No, this is not permitted. Changing the institute is treated as a new admission into a different institution. In such cases, the student must complete a fresh registration process in the new institute.
