Rules – Institutions

Requirement 1:

• User has to be assigned to a Security – Role that has View* Institution enabled
• User has to be assigned to an Administration > Security – Group
  • Security – Group has to be linked to an Institution or
  • Security – Group has Area (Education) or any of its child linked to the Institutions
• Click here for guide on how to Setup Security Permissions

Requirement 2:

• User has to be assigned to an Institution through Add Staff workflow
• The Staff Position Title of the user has to be linked to a Security – Role that has View* Institution enabled
  • This can be configured in Administration > System Setup > Field Options > Staff Position Titles
• Click here for guide on how to Add Staff to an Institution
• Click here for guide on how to Assign Security Role to a Staff Position Title

Requirement 3:

• User has to be assigned to a Security – Role that has View* Institution enabled
• User who are assigned to an Institution through Add Staff workflow and the Institution is a Non-Academic Institution
  • System will retrieve all the Academic Institutions that is linked to the child Area (Education) of the Non-Academic Institution

Requirement 4:

• User is flagged as a super_admin in security_users table.
• This will only be enabled to System Administrators

In Institution list page, system displays the following information in a table form.

• Logo
• Code
• Name
• Area (Education)**
• Type
• Status

In Institution list page, system will allow user to perform the following actions:

• Import Institutions
• Advanced Search

When a user has access to view only one Institution, system will not display Institution list page. User will be directed to Institution > Dashboard instead.

* This will correspond to Add, Edit and Delete actions as well
** This is configurable in Administration > System Configuration > System Setup. System will display the Area (Education) level that is selected from there

• Name*
• Alternative Name
• Code*
• Classification*
• Sector*
• Provider*
• Type*
• Ownership*
• Gender*
• Date Opened*
• Address*
• Postal Code
• Locality*
• Latitude**
• Longitude**
• Area Education*
• Area Administrative
• Contact Person
• Telephone
• Fax
• Email
• Website
• Other Information***

* Fields are mandatory. Please see below table for additional logic.
** These fields will generate a map in view mode and mandatory option can be turned off in Administration > System Setup > System Configuration > Institution (dropdown)
*** These fields are custom fields that can be configured in Administration > System Setup > Custom Fields

• Any updates in Institution page will record who modifies and when it gets modified by these two fields Modified by and Modified on.
• Updates to Institution General information will not be linked to any Academic Period

• System will store the information of the user and when the Institution gets deleted in deleted_records table.
• System will restrict the delete action if the Institution has any of the following records linked to it
  • Institution Attachments
  • Institution Positions
  • Institution Shifts
  • Institution Classes
  • Institution Subject
  • Students
  • Institution Subjects
  • Staff
  • Staff Behaviours
  • Staff Transfer In
  • Staff Transfer Out
  • Staff Release In
  • Staff Release
  • Students
  • Student Behaviours
  • Institution Student
  • Absences
  • Institution Bank Accounts
  • Institution Fees
  • Institution Lands
  • Institution Buildings
  • Institution Floors
  • Institution Rooms
  • Institution Grades
  • Assessment Item Results
  • Institution Rubrics
  • Institution Quality Visits
  • Examination Centres
  • Examination Item Results
  • Institution Committees
  • Examination Centres
  • Examinations

(Not editable)

• Institution Status is dependant on the Date Closed field. If it has passed today’s date, the status will display as Inactive.
• Date Closed field will be hidden during Add Institution. It will be visible only when user intends to update the Institution.
• System will verify if there is any pending workflows before user is able to enter Institution Closed date.
• No activity can be done on Inactive Institution.

(Editable only during creation of the Institution)

• Academic Institution are for schools.
• Non-Academic Institution are for Institutions whose purpose is to manage schools.
  • User stories
    • As a Ministry of Education Officer, I want to assign the District Officers to each District so that these Officers are able to manage the Institutions in their jurisdiction
    • As a District officer of District A, I want to be able to view the schools that are in my District so that I am able to manage those schools
  • Pages that has Students information are removed from Non-Academic Institutions.

(Editable)

• This field will determine if user is able to view the institution through Security access. – See View Institution requirements in above table.

(Not Editable)

Values for Institution Shifts

• Single Shift Owner
• Multiple Shift Owner
• Single Shift Occupier
• Multiple Shift Occupier

System will generate the shift values based on the shifts configured for the Institution in Institutions > Academic > Shifts Page.

• Single Shift Owner
  • Only one shift is created for this Institution
  • Location of the shift is held at the same Institution
• Multiple Shift Owner
  • More than one shifts are created for this Institution
  • Location of the shifts are held at the same Institution
• Single Shift Occupier
  • Institution only occupies one shift
  • Location of the shift is held at another Institution
• Multiple Shift Occupier
  • Institution occupies more then one shifts
  • Location of the shifts are held at another Institution

This field is dependant on what is chosen for Institution Sector.

User have to configure the list of providers of a sector.