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Module · Student records and lifecycle

One record from enquiry to alumnus

The student record starts at the first enquiry and stays with the person through enrolment, study, graduation and alumni life. It holds the health card and school events too, and every module reads from it and writes back to it.

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SCREENSHOT SLOT · platform-student-records-hero
Live in Elvis ERP
The student lifecycle
Sample data
  1. Enquiry Created by the pipeline or chatbot
  2. Applicant Documents and offer on the record
  3. Enrolled Programme, class and fees assigned
  4. Active student Attendance, results and library activity
  5. Graduate Transcript and certificates issued
  6. Alumnus Connected through the alumni module
In the product

See Student records and lifecycle the way your team will

Every screen is built for the people who use it every day. This is the working view, not a mock-up.

  • Role-based views
  • Live data
  • Works on mobile
SCREENSHOT SLOT · platform-student-records-tour
Capabilities

What the record holds

Complete profile Personal details, programme, campus, class or batch and status, kept current from one screen.
Guardians and contacts Link parents and guardians to each student, with the contact preferences they choose. Communication
Documents Store certificates, identification and forms against the record, with a note of who added them.
Status changes Handle transfers, deferrals, withdrawals and graduation with the right approvals.
History and audit trail See who changed what and when on sensitive fields, so questions have answers. Security Bulk import and update Load cohorts from a spreadsheet and update many records at once, with checks before anything is saved. Migration Health card Keep a student health record with allergies, emergency contacts and clinic visits, visible only to the roles you choose. It records what staff enter and makes no medical judgements. Access control Events Run school events with a calendar, registrations and attendance, and see each student's participation on their record. ECA and CCA Conduct and activities Behaviour records and extra-curricular achievements attach to the same profile, for the staff who are meant to see them. Behavioural analysis
One profile

Everything about a student, in one place

A registrar, a teacher and a bursar need different views of the same person. Permissions decide what each of them sees.

  • Sections for personal, guardian, academic, fee, attendance and results information.
  • Custom fields and forms follow your terminology. [CONFIRM CUSTOM FIELD OPTIONS]
  • Search by name, ID, class, programme or guardian.
  • Students and parents see their own record in the portals and apps.
Elvis Connect mobile apps
Sections on the record
Sample data
Personal details Guardians Documents Programme and intake Class or batch Fees and payments Attendance Results and transcripts Health card Events Library and transport Hostel Communication log Audit trail
Lifecycle

Status changes that update everything else

When a student transfers, defers or withdraws, the change should not depend on someone remembering to tell finance and the timetable.

  • Requests routed to the right approver, with the reason recorded.
  • Approved changes flow to fees, timetable, campus and communication.
  • The full history stays on the record.
  • Graduation prepares the student for transcripts and the alumni module.
See how finance is affected
Lifecycle requests
Sample data
  • Transfer between campuses Approved by registrar Approved
  • Deferral request Waiting for documents Pending
  • Withdrawal Refund review with finance In review
  • Graduation clearance Final results outstanding Due
How it works

A record that builds itself

01 Create from the application When an offer is accepted, the applicant becomes a student and their details carry across.
02 Enrol and assign Place the student on a programme, intake, class or batch and generate their fees.
03 Keep it current Attendance, results, payments and requests add to the record as they happen.
04 Graduate and connect Issue final documents and move the person into the alumni community.

Where the record connects

Admissions and CRM The pipeline creates the record. Academics and curriculum Programmes, intakes and classes attach to the record. Alumni Graduates stay linked to the same person. Security and trust Role-based access and audit trails protect sensitive fields. Student behavioural analysis Conduct and incidents recorded privately, with early alerts for staff. ECA and CCA Clubs, sports and achievements on the same record. Short courses Workshops and short programmes, each with their own intake and fees. For the registrar and academic office How records teams work in Elvis ERP. Improve retention and outcomes Use the full record to spot students who need support.
FAQ

Student record questions

Can one student have several guardians?
Yes. You can link more than one parent or guardian and set who receives which messages.
How are sensitive records protected?
Role-based permissions control access by role, campus and module, and audit trails show who changed what and when on sensitive records. See security and trust for the four layers.
Who can see the health card?
Only the roles you grant access to, such as a nurse or welfare officer, and changes are recorded in the audit trail. It stores what staff enter. It does not diagnose or advise on health.
Can we import records from spreadsheets or an old system?
Yes. Migration audits the source, cleans the data, migrates it and validates the result with you before go-live.
What about students who study across campuses?
The record stays single. Campus-level roles decide who at each campus can see or edit it.

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