Admission and Student Records for Coaching Centres

Every admitted student gets one record that carries the admission form, the parent contacts and the chosen subjects. Batches, instalments, attendance and test marks all hang off it.

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What the admission form captures

The office fills the form once, at the counter, and the rest of the system reads from it.

Student and school

Name, photo, date of birth, the school or college the student attends, the class or year, and the board or university.

Parent and guardian contacts

Father, mother or guardian with the number each one answers on. Absence notes and instalment reminders go to the number marked for messages.

Course and subjects chosen

The course taken, such as a board repeater course or an entrance crash course, and the subjects the student has paid for.

Fee plan agreed

The total fee heads, any concession allowed and the number of instalments. The instalment dates then appear in the fee module.

Documents and admission number

A marksheet copy, an identity proof and the centre’s own admission number. Scans can be kept against the record.

What sits on the record afterwards

Through the year the record gathers more. The batch for each subject, the attendance marked in those sittings, and the instalments paid and still due all collect here. Every test score with its rank in that batch joins them, along with the topics covered and the messages sent to the parent. The office answers a parent on one screen. No register has to be pulled out.

Leaving, pausing and rejoining

Batch change

A student moved from a morning batch to an evening one keeps the same record. The old batch attendance stays where it was marked.

Dropping a subject

A subject given up is closed on the record. The fee effect of that change is worked out by the office under its own rules.

Leaving the centre

The student is marked as left, with the date and a reason. Pending instalments stay visible until the owner writes them off.

Rejoining later

An old student who comes back is reopened rather than created afresh. The earlier test history is still readable.

What this module does not do

It does not decide refunds or concessions, which the owner settles case by case
It does not hold school report cards, only the marks of the centre’s own tests
It does not file anything with a board or university on the student’s behalf
Tax treatment of fees received is a matter for the centre’s accountant or advisor

FAQ

Frequently asked questions

Can two children of one parent be linked?

Yes. Each child keeps a separate record, and the shared parent number lets the office see both from one search.

Is a printed admission form still needed?

That is the centre’s call. Many offices print a filled form for the parent to sign and keep the scan on the record.

Who may change a fee plan after admission?

Only the roles the owner names. A changed plan leaves the earlier instalments and receipts untouched.

Can old admission registers be loaded in?

Yes. Names, parent numbers, batch allotment and pending instalments come across from your register or sheet for the office to verify.

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