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The enrollment module manages the complete student enrollment lifecycle, from initial registration through document collection to enrollment status tracking. It integrates with SIMAT (Sistema Integrado de Matrícula) for Colombian schools.

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Overview

Enrollment in Athena ERP represents the relationship between a student and a specific school year. Each enrollment tracks:
  • Academic placement - Grade level, group/class assignment, and shift
  • Enrollment status - From pending documents to active, graduated, or withdrawn
  • Required documents - Digital document collection and validation
  • Status history - Complete audit trail of enrollment changes
  • SIMAT integration - Status sync with Colombia’s national enrollment system
Students can have multiple enrollments across different school years, but only one enrollment per school year.

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Enrollment Workflow

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1. Create Enrollment

There are two ways to create an enrollment:
Enroll a student already in the system:
  1. Navigate to Enrollments → Create Enrollment
  2. Select the student from your school’s student list
  3. Choose the school year
  4. Specify grade level, group code, and shift
  5. Set initial status (typically “pending_documents”)
The enrollment starts in “pending_documents” status, waiting for required documentation.

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2. Document Collection

Every enrollment requires supporting documents to be uploaded: Supported document types:
  • Birth certificate (Registro Civil)
  • Previous school transcript
  • Health records
  • Parent/guardian identification
  • SISBEN certificate (if applicable)
  • Special needs documentation (PIAR)
Upload process:
  1. Navigate to the enrollment details page
  2. Click Upload Document
  3. Select document type
  4. Upload file (PDF, PNG, or JPG, max 10MB)
  5. Optionally add document version identifier
Documents are securely stored in cloud storage and accessible only to authorized staff.
Documents can be replaced by uploading a new file of the same type. The system maintains the upload history.

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3. Review and Validation

Once documents are collected:
  1. Staff with enrollment permissions review uploaded documents
  2. Mark documents as validated or rejected
  3. Update enrollment status to “in_review” or “active” as appropriate
  4. System maintains a complete audit trail of who made changes and when

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4. Status Management

Enrollment status follows this typical progression:
1

pending_documents

Initial state - waiting for required documents to be uploaded
2

in_review

Documents received and under review by enrollment staff
3

active

Enrollment approved and student is active for the school year
4

withdrawn / graduated / archived

Final states when student leaves or completes the school year
Status changes are tracked automatically:
  • Each status change records the new status, timestamp, and user who made the change
  • View complete status history on the enrollment detail page
  • Filter enrollment lists by current status

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Finding and Managing Enrollments

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List View Features

The enrollments list provides powerful search and filtering: Filters:
  • School year
  • Grade level
  • Status (pending, active, withdrawn, etc.)
  • Search by student name, document number, or enrollment ID
Display information:
  • Student name and document
  • Grade level and group
  • School year
  • Current status
  • Number of documents uploaded
  • Created and updated dates

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Enrollment Details

Click any enrollment to view complete details:
  • Full student information with link to student profile
  • Current and historical status
  • All uploaded documents with preview/download
  • SIMAT sync status (for Colombian schools)
  • Audit trail of changes

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SIMAT Integration

SIMAT (Sistema Integrado de Matrícula) is Colombia’s national student enrollment system.
For schools in Colombia, Athena ERP can sync enrollment data with SIMAT:
  • SIMAT status tracking - Store SIMAT-specific enrollment status and metadata
  • Sync indicators - View last sync time and any sync issues
  • Extra data storage - Additional SIMAT fields stored in extra_data and simat_status
Contact your school administrator to enable SIMAT integration features.

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Bulk Operations

For efficient enrollment processing during peak periods: Mass enrollment:
  • Upload CSV with student and enrollment data
  • System creates or updates student records
  • Creates enrollments in batch
  • Reports any errors or duplicates
Status updates:
  • Filter enrollments by criteria
  • Update status for multiple enrollments at once
  • Useful for batch-approving reviewed enrollments

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Permissions

Enrollment operations require specific permissions:
ActionRequired Permission
View enrollmentsread:enrollment or read:all
Create/edit enrollmentswrite:enrollment or write:all
Delete enrollmentswrite:enrollment or write:all
Upload documentswrite:enrollment or write:all
View documentsread:enrollment or read:all
Deleting an enrollment also removes all associated documents permanently. This action cannot be undone.

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Best Practices

Document Standards

Establish clear document requirements and formats. Communicate these to parents/guardians during registration.

Status Workflows

Define your school’s enrollment workflow and status transitions. Train staff on consistent status management.

Periodic Reviews

Regularly review pending enrollments to ensure timely processing and document collection.

Data Accuracy

Verify student information matches official documents before activating enrollments.

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