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Admission

Purpose​

An Admission represents a prospective student's application to join a School for a specific Academic Year and Class.

Admissions provide the transition between an Applicant and a Student.

Not every Admission results in a Student record.

Student and Enrollment records are created only after an Admission is approved and converted.

Business Context​

Admission is the primary onboarding process for new Students.

Examples:

  • New Student Application
  • Kindergarten Admission
  • Transfer Admission
  • Mid-Year Admission

Admissions allow Schools to:

  • Collect applicant information
  • Collect parent information
  • Review supporting documents
  • Evaluate eligibility
  • Approve or reject applicants
  • Create Student records

Relationships​

Admission to School​

  • Each Admission belongs to exactly one School.
  • A School may contain many Admissions.

Admission to Academic Year​

  • Each Admission belongs to exactly one Academic Year.
  • An Academic Year may contain many Admissions.

Admission to Class​

  • Each Admission targets exactly one Class.
  • A Class may receive many Admissions.

Admission to Student​

  • An Admission may result in a Student.
  • A Student may originate from exactly one Admission.

Admission to Student Enrollment​

  • Upon successful conversion, a Student Enrollment is created.
  • The created Enrollment belongs to the Academic Year and Class selected during Admission.

Key Design Decisions​

Admission and Student are Separate Entities​

Admissions and Students represent different stages of the lifecycle.

Examples:

200 Applications

  • 150 Approved
  • 50 Rejected

Only approved admissions create Student records.

Admissions are Academic-Year Specific​

Every Admission must target an Academic Year.

Examples:

  • Admission for 2026-2027
  • Admission for 2027-2028

This supports future-year admissions while the current Academic Year remains active.

Admissions Target a Class​

An Admission specifies the Class being applied for.

Examples:

  • Grade 1
  • Grade 5
  • Grade 11

Section assignment is not part of Admission.

Section assignment occurs during Enrollment management.

Parent Account is Not Required​

Parents are not required to create User accounts before submitting an Admission.

Admissions may capture:

  • Father Information
  • Mother Information
  • Guardian Information

Parent User creation may occur later.

This supports:

  • Walk-in Admissions
  • School-assisted Admissions
  • Online Admissions

Student Creation Through Conversion​

Student records are created only when an Admission is approved and converted.

Conversion creates:

  • Student
  • Student Enrollment

Parent onboarding may occur during or after conversion.

No Seat Reservation Model​

Seat reservation, waitlists, quotas, and reservation categories are excluded from the initial model.

Approved Admissions may be converted directly into Students.

Interview and Assessment Support​

The platform supports:

  • Review Notes
  • Assessment Notes

Formal interview workflows, rankings, merit lists, and assessment stages are excluded from the initial version.

Admission Sources​

Admissions may be created by:

Parent​

Through self-service admission forms.

School Administrator​

Through School administration interfaces.

Receptionist​

Through School administration interfaces.

Admission Staff​

Future role if required.

Attributes​

Identity​

  • AdmissionId
  • ApplicationNumber

School Context​

  • SchoolId
  • AcademicYearId
  • ClassId

Applicant Information​

  • FirstName
  • MiddleName
  • LastName
  • DateOfBirth
  • Gender

Parent Information​

  • FatherName
  • MotherName
  • GuardianName
  • ContactEmail
  • ContactPhone

Documents​

  • DocumentReferences

Review​

  • ReviewNotes
  • AssessmentNotes

Status​

Possible values include:

  • Draft
  • Submitted
  • UnderReview
  • Approved
  • Rejected
  • Withdrawn
  • Converted

Audit​

  • CreatedAt
  • CreatedBy
  • UpdatedAt
  • UpdatedBy

Identity Rules​

Application Number​

Application Number is the primary identifier for an Admission.

Examples:

  • APP-2027-000001
  • APP-2027-000002

Application Number is distinct from Student Admission Number.

Student Admission Number​

Admission Number is assigned after conversion.

Examples:

  • ADM-000001
  • ADM-000002

The Admission Number belongs to the Student and remains permanent.

Status Lifecycle​

Draft​

Admission is being prepared but has not been submitted.

Submitted​

Admission has been submitted for review.

UnderReview​

School is reviewing the application and supporting documents.

Approved​

Admission has been approved.

Student records have not yet been created.

Rejected​

Admission has been rejected.

Withdrawn​

Applicant has withdrawn the application.

Converted​

Admission has been converted into:

  • Student
  • Student Enrollment

No further processing is required.

Documents​

Admissions may contain supporting documents.

Examples:

  • Birth Certificate
  • Transfer Certificate
  • Previous Report Card
  • Photograph
  • Address Proof

Documents should be stored in object storage and referenced through URLs.

Document binaries should not be stored directly in the database.

Constraints​

Admission Uniqueness​

Application Number must be unique within a School.

Conversion Rule​

Only Approved Admissions may be Converted.

Student Creation Rule​

Student records must only be created through successful Admission conversion.

Enrollment Creation Rule​

Conversion must create a corresponding Student Enrollment.

Administrative Ownership​

School Administrators may:

  • Create Admissions
  • Review Admissions
  • Approve Admissions
  • Reject Admissions
  • Convert Admissions

Receptionists may:

  • Create Admissions
  • Update Admissions

Parent access may be supported through future self-service admission portals.

Exclusions​

The following capabilities are excluded from the initial Admission model:

  • Seat Reservation
  • Waitlists
  • Quotas
  • Merit Ranking
  • Interview Workflows
  • Assessment Workflows
  • Scholarship Processing

These capabilities may be introduced through future admission extensions.

Future Considerations​

The following capabilities may be introduced later:

  • Online Admission Portal
  • Parent Self-Service Admissions
  • Interview Scheduling
  • Merit Lists
  • Waitlists
  • Scholarship Evaluation
  • Reservation Categories
  • Automated Admission Workflows

These capabilities should not require redesign of the Admission model.

Summary​

Core decisions:

  • Admission and Student are separate entities.
  • Admissions are Academic-Year specific.
  • Admissions target a Class.
  • Parent accounts are not required.
  • Student records are created only through Admission conversion.
  • Conversion creates Student and Student Enrollment records.
  • Application Number and Admission Number are separate identifiers.
  • Supporting documents are supported.
  • Seat reservation and waitlists are excluded from V1.
  • Review notes and assessment notes are supported.