Student and Cohort Management

Module purpose

The Student and Cohort Management module provides the bridge between institute setup, admissions, and academic delivery.

Setup defines an institute programme and publishes its curriculum. This module then creates the planned cohort that will follow that curriculum. Admissions selects the cohort while configuring a cycle programme and, after a candidate joins, hands the person into the cohort through a programme enrolment.

Institute programme and published curriculum
  -> Planned cohort
  -> Admission cycle programme
  -> Joined candidate
  -> Student and programme enrolment
  -> Cohort membership
  -> Academic planning and delivery

What this module owns

This module owns:

the cohort and its lifecycle;
the curriculum version pinned to the cohort;
the institute’s student record;
the student’s programme enrolment;
the programme-enrolment lifecycle and its regulatory history;
membership of a cohort;
the student’s current curriculum-phase assignment;
student progression evaluations and authorised decisions;
academic cohort movements caused by hold-back or delayed progression;
college and university student identifiers;
the student’s academic status and history.

What this module does not own

This module does not:

define institute programmes or curricula;
create admission cycles, seats, rounds, allotments, or admission decisions;
create phase plans, course offerings, clinical-posting blocks, learner groups, or timetables;
record attendance, competency evidence, logbooks, or assessments.

Admissions owns the admission evidence and enrolment-handoff request. Academic Planning and Delivery owns the cohort’s dated phase plans and operational academic records. This module keeps the stable cohort, student, enrolment, and membership records that connect them.

Actors and access

Access source	Access in this module
Tenant Admin	Views institutes and cohort-level summaries throughout the tenant; sensitive student details require additional access
Institute Admin	Creates and maintains cohorts and views cohort dashboards within the institute
Institute member with Academic Registrar role	Creates and manages cohorts, programme-enrolment records, lifecycle work, and student progression within the granted scope
Institute member with Student Records Officer role	Maintains authorised student and enrolment information
Institute member with Student Section Officer role	Completes enrolment handoff and resolves student-record exceptions
Institute member with Dean or Principal role	Approves sensitive programme-enrolment lifecycle decisions within the granted institute scope
Institute member with Progression Committee Member role	Reviews assigned progression evaluations and records authorised recommendations or decisions
Admission Nodal Officer	Selects an available cohort for a cycle programme and views admission-linked counts; cannot rewrite the cohort
Department Admin	Views cohort information needed for the department’s assigned courses and postings
Faculty	Views cohorts and students connected to current teaching or supervision assignments
Student	Views their own cohort, curriculum, enrolment, and academic status
Auditor role	Reads lifecycle, amendment, access, and reconciliation history within scope

Organisational scope determines which cohorts a user can reach. The user’s core or functional role determines what they can do. Academic assignments and field sensitivity may narrow access further.

Module lifecycle

Draft cohort
  -> Available for Admission
  -> Linked to an admission cycle programme
  -> Students join through enrolment handoff
  -> Active cohort
  -> Progresses through dated academic phase plans
  -> Completed cohort

A cohort may be cancelled before it becomes operational. Once admissions or enrolments exist, changes use controlled amendment or migration processes rather than deletion.

Recommended operating flow

Create the cohort for one institute programme and intake.
Pin one applicable published curriculum version.
Resolve and pin the applicable student-number policy from Setup.
Validate intake, dates, ownership, authority relationships, and required roles.
Make the cohort available to Admissions.
Select the cohort from the relevant admission cycle programme.
Complete one enrolment action after confirmed joining to create the student, programme enrolment, cohort membership, and student number.
Track university registration separately from the institute student number.
Manage any approved break, withdrawal, discontinuation, permitted migration, resumption, or completion through a controlled lifecycle request.
Use Academic Planning and Delivery to create the cohort’s actual phase plans.
Evaluate each student against the published phase-transition rules and record the authorised progression decision.
Apply the student’s next phase and any approved cohort movement without changing the pinned curriculum version.
Monitor admission, enrolment, lifecycle, progression, phase, and academic summaries from the cohort dashboard.

Documented epics

1. Planned Cohort Management

Creates a cohort, pins its curriculum version, checks readiness, makes it available to Admissions, controls amendments and cancellation, and provides its scoped dashboard and history.

Open Planned Cohort Management →

2. Student Record and Programme Enrolment

Receives an approved and joined candidate, resolves identity, and completes one retry-safe action that creates the student record, programme enrolment, cohort membership, and institute student number. It also tracks university registration, corrections, reconciliation, and history.

Open Student Record and Programme Enrolment →

3. Programme Enrolment Lifecycle

Manages approved breaks, resumption, withdrawal, discontinuation, permitted migration, exceptional readmission, and completion through rule checks, evidence, approval, effective dates, external reporting, appeals, and immutable history. Academic hold-back and repeat decisions remain part of Academic Progression rather than changing the enrolment state.

Open Programme Enrolment Lifecycle →

4. Student Academic Progression and Cohort Movement

Evaluates each student against the phase-transition conditions in their pinned curriculum version, records the authorised decision, and applies phase or cohort placement. A held-back student normally remains Active in the programme enrolment and retains the same curriculum version.

Open Student Academic Progression and Cohort Movement →

Data model

The module records and ownership rules are described in Student and Cohort Management Data Model.