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The Secretary role is designed for administrative staff who manage student enrollment, maintain records, and handle day-to-day administrative communications. This role focuses on enrollment workflows and student data management.

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Permissions

Student Records

Permission: read:studentsView student profiles, contact information, and enrollment data.

Enrollment Processing

Permissions: read:enrollment, write:enrollmentProcess new student enrollments, manage documentation, and update enrollment status.

Communications

Permissions: read:communications, write:communicationsSend and receive messages with parents, handle general inquiries, and distribute circulars.

SIMAT Export

Permission: export:simatGenerate enrollment reports for SIMAT submissions to the Ministry of Education.

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Primary Workflow: Processing Enrollments

The enrollment process is the secretary’s core responsibility:

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New Student Enrollment

1

Receive Application

When a family applies for enrollment:
  1. Navigate to Enrollments > New Enrollment
  2. Choose enrollment type:
    • New student (first-time enrollment)
    • Returning student (re-enrollment)
    • Transfer student (from another school)
POST /api/enrollments
Permission: write:enrollment
2

Enter Student Information

Create student record with:Basic Information:
  • Full legal name
  • Document type (TI, RC, CC, CE)
  • Document number
  • Birth date
  • Gender
Contact Information:
  • Address
  • Phone numbers
  • Email (if applicable)
Academic Information:
  • Grade level enrolling in
  • Previous school (for transfers)
  • Special educational needs (PIAR/DUA)
3

Add Guardian Information

Register parent/guardian details:
{
  "relationship": "madre",
  "full_name": "María González",
  "document_type": "CC",
  "document_number": "123456789",
  "phone": "+57 300 1234567",
  "email": "[email protected]",
  "is_primary_contact": true,
  "has_custody": true
}
You can add multiple guardians per student.
4

Request Documents

Mark required documents:The system tracks which documents have been received.
5

Upload Documents

As documents arrive:
  1. Click Upload Document on the enrollment
  2. Select document type
  3. Choose file (PDF, JPG, PNG)
  4. Add notes if needed
  5. Mark as validated
POST /api/enrollments/{enrollment_id}/documents
Permission: write:enrollment
Documents are securely stored in Cloudflare R2.
6

Review & Approve

Once all documents are received:
  1. Review enrollment for completeness
  2. Verify document quality and authenticity
  3. Check for any missing information
  4. Change status from pending_docs to completed
PATCH /api/enrollments/{enrollment_id}
{
  "status": "completed"
}
7

Assign to Class Group

After rector/coordinator approval:
  1. Assign student to specific class group
  2. Select grade level and section (e.g., “6° A”)
  3. Choose shift (morning/afternoon) if applicable
The student now appears in teacher rosters.

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Re-Enrollment Process

For returning students, the process is simplified:
  1. Navigate to Enrollments > Re-enrollment
  2. Select current academic year and next year
  3. Choose grade levels to process
  4. Click Generate Re-enrollments
The system automatically:
  • Creates enrollment records for next year
  • Promotes students to next grade level
  • Copies student and guardian information
  • Sets status to pending_docs

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Managing Student Records

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Updating Student Information

When parents report changes:
  1. Find student in Students > Search
  2. Click Edit
  3. Update:
    • Address
    • Phone numbers
    • Email addresses
    • Guardian information
  4. Save changes
All changes are logged in the audit trail.
Managing guardian records:
  1. Go to Students > [Student Name] > Guardians
  2. Click Add Guardian or edit existing
  3. Update contact information
  4. Set primary contact and custody flags
  5. Create system login if requested (requires rector)
Guardians with system access can view their child’s grades and communications.
When a student leaves:
  1. Navigate to enrollment record
  2. Change status to withdrawn
  3. Enter withdrawal date and reason
  4. Add notes about transfer school if applicable
  5. Generate transfer certificate (if requested)
Do not delete student records. Withdrawals must be documented for auditing.

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Communication Responsibilities

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Responding to Parent Inquiries

Secretaries are often the first point of contact:
1

Check Messages

Daily routine:
  1. Navigate to Communications > Inbox
  2. Review new messages from parents
  3. Respond to general inquiries
  4. Forward complex issues to appropriate staff
2

Common Inquiries

Typical questions you can answer:
  • Enrollment requirements and deadlines
  • Document submission procedures
  • School calendar and important dates
  • Contact information for teachers/staff
  • General school policies
3

Escalate When Needed

Forward to coordinator/rector:
  • Academic concerns
  • Discipline issues
  • Policy exceptions
  • Complaints

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Sending Circulars

Distribute administrative announcements:
During enrollment periods:
  1. Go to Communications > Circulars > New
  2. Title: “Recordatorio: Fecha límite de matrícula”
  3. Select recipients: Families with pending enrollments
  4. Write reminder about:
    • Upcoming deadline
    • Missing documents
    • Where to submit
    • Contact information
  5. Schedule to send 1 week before deadline
School-wide communications:Examples:
  • Calendar changes
  • Document requirements
  • Office hours
  • Holiday schedules
  • Administrative updates
Coordinate with rector for approval on major announcements.

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SIMAT Reporting

You’re responsible for generating SIMAT exports:

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Enrollment Report (Matrícula)

1

Navigate to SIMAT

Go to Reports > SIMAT > Enrollment Export
2

Select Parameters

Choose:
  • School year
  • Reporting period (initial, final, etc.)
  • Export format (usually Latin-1 encoding)
3

Generate Export

Click GenerateThe system creates a CSV file with:
  • Student identification
  • Grade levels
  • Enrollment dates
  • Guardian information
  • All fields required by Ministry format
4

Review & Submit

  1. Download CSV file
  2. Review for completeness
  3. Upload to SIMAT portal
  4. Save confirmation number in Athena
SIMAT deadlines are strict. Set reminders for:
  • Initial enrollment report (February)
  • Mid-year updates (June)
  • Final enrollment report (November)
Coordinate with coordinator to ensure data accuracy.

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Daily Tasks

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Morning Routine

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Weekly Tasks

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During Enrollment Periods

Intensified responsibilities:
  • Process 10-30 applications daily
  • Extended communication hours
  • Coordinate with rector for capacity planning
  • Prepare class group assignments

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Reports You Can Generate

Enrollment Status

Track application progress:
  • Total applications
  • By status (pending, in review, completed)
  • Missing documents
  • Completion rate

Student Directory

Generate lists:
  • All students by grade
  • Contact information
  • Guardian details
  • Emergency contacts

SIMAT Export

Ministry reports:
  • Enrollment data
  • Formatted per Ministry specifications
  • Multiple reporting periods

Document Status

Track documentation:
  • Received vs. pending
  • By document type
  • By enrollment

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Best Practices

Data quality is critical:
  • Double-check document numbers for typos
  • Verify birth dates match official documents
  • Ensure contact information is current
  • Use consistent formatting
  • Review entries before saving
Keep digital files well-organized:
  • Use clear, consistent naming
  • Validate document uploads immediately
  • Check file quality (readability)
  • Note any discrepancies
  • Maintain paper backup for critical documents
With parents:
  • Use professional, friendly tone
  • Provide clear deadlines
  • Send confirmation receipts
  • Set realistic expectations
  • Follow up promptly
Enrollment season tips:
  • Process applications in order received
  • Create checklists for each enrollment
  • Block time for focused processing
  • Communicate wait times to parents
  • Ask for help if overwhelmed

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What You Cannot Do

Understand your limitations:
Cannot approve final enrollment - Coordinators or rectors make admission decisions for complex cases.
Cannot modify grades - Academic records are managed by teachers and coordinators.
Cannot create user accounts - Only rector can create staff accounts.
Cannot access discipline details - You can see that a case exists but not the full details.

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Collaboration with Other Roles

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Working with Rector

  • Escalate enrollment decisions for special cases
  • Request configuration changes for enrollment settings
  • Coordinate SIMAT submissions and verify data

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Working with Coordinator

  • Review pending enrollments together
  • Coordinate class assignments for new students
  • Share communications about enrollment and student affairs

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Working with Teachers

  • Notify of new students added to their classes
  • Provide enrollment documentation when requested
  • Update contact information as reported

Rector

Receives escalations and provides enrollment policy guidance

Coordinator

Collaborates on enrollment review and student assignments

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