# Automatic Student Reporting, Registration and Results Integration

**System:** Skulitech ERP  
**Release date:** 25 July 2026  
**Upgrade:** One-step student admission lifecycle

## Objective

A student created through the Add Student form, bulk import, or application approval is now processed in one transaction. Staff no longer need to open Admission Reporting and then Academic Registration for every new learner.

## New one-step workflow

When a valid student record is saved, the system now performs the following actions automatically:

1. Validates the mandatory Department, Course, Class, Session, Module, Academic Year, and Year Level.
2. Confirms that an annual or module fee structure exists for the selected course/class and academic period.
3. Creates the student record and Student portal account.
4. Changes the student lifecycle to:
   - `status = Registered`
   - `reporting_status = Reported`
   - `registration_status = Registered`
   - `active_for_academics = 1`
5. Records the reporting and registration dates.
6. Posts the matching annual or module tuition fee automatically.
7. Creates the semester/module enrollment record.
8. Registers the student for every active unit assigned to the selected class and module.
9. Stores stable academic IDs where the class, module, unit, session, and curriculum links are configured.
10. Verifies that the student is visible to the Academic, Marks, Results, and Enrollment Report modules before committing the transaction.

If a required step fails, the whole transaction is rolled back. This prevents half-created student records, missing billings, or students marked Registered without an academic enrollment.

## Admission paths covered

### Direct Add Student

After Save, the learner is reported, registered, billed, enrolled, and linked to class units immediately.

### Bulk Student Import

Each row is processed in its own transaction. Invalid rows are skipped without affecting valid rows. The completion message includes examples of the first validation errors, such as a missing fee structure or incomplete class setup.

### Approved Applications

`Approve & Print` now creates and fully registers the learner before printing the admission letter. Applications approved in an older version can also be synchronized when approval is opened again, but already complete registrations are not duplicated.

## Finance safeguards

- An annual or module fee must exist before automatic reporting and registration can complete.
- Existing tuition billing is reused.
- Annual and module tuition are not billed twice.
- The existing finance duplicate controls remain active.
- The student fee balance is recalculated by the finance posting workflow.

## Academic and results integration

The upgrade connects admissions to the existing academic structures:

- `semester_enrollments`
- `student_unit_registrations`
- `classes`
- `course_modules`
- `class_unit_assignments`
- `course_units`
- `units`
- `academic_years`
- `sessions`

The Marks and Marksheet modules already restrict entry to active registered students. The new workflow satisfies these controls and creates the required semester and class-unit links.

The Summative Results module recognizes the student through `registration_status = Registered`, while Enrollment Reports recognize the learner through `active_for_academics = 1`, Reported, or Registered status.

## Class-unit requirement

Only units assigned to the selected class are automatically registered. Course units that have not been assigned to the class are not treated as ready for marks. If the class has no assigned units, the student is still registered to the academic period, but the success message tells staff to assign class units before marks entry.

Where readable legacy links exist but stable IDs are incomplete, the registration is preserved and the message identifies that the stable class/unit setup should be completed before marks entry.

## Duplicate protection

The workflow uses the existing unique period controls:

- One semester enrollment per student, session, module, academic year, and year level.
- One unit registration per student, unit, class, session, module, academic year, and year level.
- One tuition billing per applicable annual or module billing period.

Repeating approval or registration does not create duplicate billings or duplicate academic registrations.

## Files added

- `includes/student_auto_registration.php`

## Files updated

- `modules/admissions/student_form.php`
- `modules/admissions/applications.php`
- `modules/admissions/reporting.php`

## Database migration

No standalone SQL migration is required. The existing runtime schema upgrade functions initialize and backfill the semester enrollment and academic/results integration columns before admission transactions begin.

## Deployment

1. Back up the current Skulitech ERP folder and database.
2. Replace the current system files with this build.
3. Open Add Student once while logged in as System Admin or Admin so the runtime schema checks complete.
4. Confirm that the active Academic Year and Session are configured.
5. Confirm that each admitting class has:
   - Department and Course
   - Module and Year Level
   - Session and Academic Year
   - Class-unit assignments
6. Confirm that Finance has configured an annual or module fee structure.
7. Add a test student and verify the checks below.

## Recommended live XAMPP test

Use a test student with a unique email and admission number.

1. Select Department, Course, Class, and Module.
2. Confirm the Fee Total preview displays a valid fee.
3. Save the student.
4. Verify the student list shows Registered and Reported.
5. Verify a tuition charge appears on the student statement.
6. Open Academic Registration and confirm the semester enrollment exists.
7. Confirm the assigned class units appear under the student registration.
8. Open Marks or Marksheet for the class and confirm the student is listed.
9. Open Summative Results and confirm the student is listed for the class.
10. Open Enrollment Report and confirm the student is Active.
11. Repeat the save/approval action and confirm no duplicate tuition, semester enrollment, or unit registration is created.

## Validation completed

- 211 of 211 PHP files passed syntax validation.
- 44 of 44 focused integration controls passed.
- New stable semester insert placeholder count: 16 of 16.
- New stable unit insert placeholder count: 16 of 16.
- ZIP integrity validation is performed during packaging.

A live MySQL/XAMPP transaction test could not be executed in the build environment because a MySQL server and PDO MySQL driver were not available. The included validation report documents the completed code-level and integration-path checks.
