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Manage student records, track academic progress, and handle cohort data across all program stages.

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Overview

The Student Management system provides comprehensive tools for managing student information, tracking academic status, and monitoring cohort progression from enrollment through graduation.

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Student List View

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Search & Filters

Quick Search

Search by name or document number with real-time results

Status Filter

Filter by: Cursando, Egresado, En Pausa, Retirado

Cohort Filter

View students by enrollment semester (e.g., 2024-1, 2024-2)
// Filter example
const [filterStatus, setFilterStatus] = useState('Todos');
const [filterCohort, setFilterCohort] = useState('Todos');
const [searchTerm, setSearchTerm] = useState('');

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Table Features

The student table displays:
ColumnDescription
CódigoStudent ID (e.g., EST-2024-01-001)
EstudianteFull name and email
DocumentoDocument type and number
TrayectoriaEntry cohort and graduation cohort with icons
EstadoStatus badge (color-coded)
InfoComments indicator (blue dot if comments exist)
AccionesView, Edit, Delete buttons + Drive folder link
alt=“Student table with cohort badges and status indicators” />

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Bulk Operations

1

Select Students

Use checkboxes to select individual students or click the header checkbox to select all on the current page
2

Choose Action

A floating dock appears at the bottom with options for Edit or Delete
3

Apply Changes

Bulk edit opens a modal to update fields across all selected records
Bulk delete is permanent. A confirmation dialog will appear before deletion.

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Student Form

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Form Sections

The student form is organized into collapsible sections:

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1. Identificación (Identification)

  • First name, second name, last names (letters only)
  • Document type: CC, TI, CE, PAS, PEP
  • Document number (auto-validates based on type)
  • Issue date and location
  • Gender and marital status
  • Date and place of birth
  • Auto Drive Folder Creation: Toggle to automatically create a Google Drive folder
// Name validation
const handleNameInput = (e) => {
  const onlyLetters = /^[a-zA-Z\u00C0-\u00FF\s]*$/;
  if (onlyLetters.test(value)) {
    setFormData(prev => ({ ...prev, [name]: value }));
  }
};

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2. Contacto (Contact)

  • Mobile phone (required)
  • Email (required, validated)
  • Landline
  • Country/Nationality
  • Address, neighborhood, city, department
  • Socioeconomic stratum

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3. Académico (Academic)

  • Entry cohort (e.g., 2024-1) - required
  • Entry date
  • Status dropdown with icons:
    • 🟢 Cursando (Active)
    • 🎓 Egresado (Graduated)
    • ⏸️ En Pausa (Paused)
    • ❌ Retirado (Withdrawn)
    • 🔄 Reingreso (Re-entry)
Conditional Fields:
  • If Egresado: Show graduation cohort and degree date
  • If Retirado/En Pausa: Show withdrawal reason field
  • If Reingreso: Show re-entry date and resolution number
The Drive folder integration section shows in the Academic tab. If a folder exists, you can open it directly. If not, click “GENERAR CARPETA” to create one.

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4. Laboral (Employment Tracking)

  • Employment status: Empleado, Independiente, Desempleado, Estudiante
  • Company name
  • Current position
  • Sector (Público, Privado, Mixto)
  • Salary range (< 1 SMMLV, 1-2 SMMLV, > 2 SMMLV)
  • Company phone

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5. Observaciones (Comments)

Free-text area for notes, observations, or special circumstances.

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Document Management Tab

When viewing/editing an existing student:
Student form with all sections
The documents tab shows:
  • File uploader
  • Folder tree navigation
  • Document list with preview
  • Download and delete options

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Import Students

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Excel Import

Navigate to Students → Import to upload a spreadsheet:
1

Download Template

Click “Descargar Plantilla” to get the Excel template with required columns
2

Fill Data

Complete all required fields: Nombre1, Apellido1, Cedula, Email, Cohorte_Ingreso
3

Upload File

Drag and drop or click to select your Excel file (.xlsx, .xls)
4

Review & Import

Preview detected records and click “Importar” to process
Duplicate document numbers will be skipped. The system shows which records were imported and which were rejected.

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Export Options

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Export Modal

Click Exportar to open the export wizard:

Excel Export

Download selected or all records as .xlsx with formatting

CSV Export

Plain CSV format for data processing
Export options:
  • Current Selection: Export only selected students (if any selected)
  • Filtered Results: Export all students matching current filters
  • All Records: Export entire database

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Custom Columns

Choose which fields to include in the export: 
const availableFields = [
  'ID_Estudiante', 'Nombre1', 'Apellido1', 'Email',
  'Cedula', 'Cohorte_Ingreso', 'Estado', 'Fecha_Egreso'
];

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Status Badges

Color-coded visual indicators: alt=“Student status badges with color coding” />
  • 🟢 Cursando: Green badge with dot
  • 🔵 Egresado: Indigo/purple badge
  • 🟡 En Pausa: Amber badge
  • 🔴 Retirado: Red badge

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Cohort Format

Cohorts use the format YYYY-S where:
  • YYYY = Year (e.g., 2024)
  • S = Semester (1 or 2)
Examples: 2024-1, 2024-2, 2023-2 
const formatCohortDate = (val) => {
  const d = new Date(val);
  return `${d.getFullYear()}-${d.getMonth() + 1 <= 6 ? '1' : '2'}`;
};

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ID Generation

Student IDs are auto-generated when creating new records: 
Format: EST-YYYY-MM-NNN
Example: EST-2024-03-001

- EST = Entity type (Estudiante)
- YYYY = Year
- MM = Month
- NNN = Sequence number (auto-incremented)
Source: Fronted/src/utils/idGenerator.js

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Drive Folder Integration

Every student can have a dedicated Google Drive folder for document storage.

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Automatic Creation

When creating a student:
  1. Toggle “Carpeta de Drive” checkbox (enabled by default)
  2. On save, the system creates a folder structure: 
    Estudiantes/
  └── [Student Name] - [ID]/
  3. The folder URL is saved to the student record

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Manual Creation

For existing students without folders:
  1. Open the student in edit mode
  2. Navigate to the Académico section
  3. Click GENERAR CARPETA
  4. Folder is created and linked automatically

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Folder Access

Access folders from:
  • Student table: Click the folder icon in the Actions column
  • Student form: Click “ABRIR CARPETA” in the Academic section
  • Documents tab: Built-in folder explorer

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Notifications

The system shows toast notifications for:

Success

Student created, updated, or deleted successfully

Warning

Validation errors or missing required fields

Error

Server errors or connection issues

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Source Code Reference

Key components:
  • Student list: Fronted/src/pages/students/StudentList.jsx:17
  • Student form: Fronted/src/pages/students/StudentForm.jsx:28
  • Import tool: Fronted/src/pages/students/StudentImport.jsx
  • API methods: Fronted/src/services/api.js (students namespace)

Dashboard

View student analytics

Thesis Tracking

Link thesis to students

Document Repository

Manage student documents

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