Documents & Compliance
Student Compliance Tracking
Monitor mandatory admission paperwork, track missing records, and generate compliance rosters in YeneSchool.
Student Compliance Tracking
Educational authorities and school accreditation standards require institutions to maintain complete, verified records for every enrolled student. The Student Compliance Dashboard (/documents) allows Registrars and Directors to monitor document completeness across all grade levels in real time.
Standard Compliance Checklist
When a student enrolls, the system automatically opens a compliance checklist based on the school's configured admission requirements:
| Required Document | Description | Format Accepted | Mandatory? |
|---|---|---|---|
| Birth Certificate | Official government-issued birth certificate verifying age and legal name | PDF, JPG, PNG | Yes (All Grades) |
| Immunization Card | Health and vaccination card signed by a licensed clinic or hospital | PDF, JPG, PNG | Yes (KG โ Grade 4) |
| Transfer Certificate (TC) | Official clearance certificate from the student's previous school | Yes (Transfer Students) | |
| Prior Academic Transcript | Certified report card or transcript from the last completed grade | Yes (Grades 1 โ 12) | |
| Guardian ID / Kebele Card | Government ID card of the designated primary guardian | PDF, JPG, PNG | Yes (All Students) |
| Passport Photo | Recent digital passport photo for ID badge printing | JPG, PNG | Yes (All Students) |
Navigating the Compliance Dashboard
To review student compliance status:
- Open the left sidebar menu and click Documents.
- Select the Student Compliance tab.
- Use the filter dropdowns to narrow results by Academic Year, Grade Level, or Section (e.g. Grade 9A).
- Each student displays a summary badge:
- ๐ข Compliant (100%): All mandatory files uploaded and verified.
- ๐ก Incomplete: Some mandatory documents are missing or pending review.
- ๐ด Non-Compliant: No verified documents on record.
Step-by-Step: Direct Document Upload by Registrar
While parents can submit documents through their portal, Registrars can also upload physical documents scanned during in-person office visits:
- Click on a student's row to open their Compliance Detail Drawer.
- Click the Upload Document button next to the missing document item.
- Drag and drop the scanned file (PDF, JPG, or PNG, up to 10MB).
- Enter any optional notes (e.g., "Original document verified by Registrar on 2018-01-15 EC").
- Click Verify & Save. The document is instantly marked as Approved.
Exporting Compliance Audit Rosters
For regulatory inspections or ministry reporting:
- Click the Export Report button at the top right of the table.
- Choose your preferred format: Excel (.xlsx) or PDF Summary.
- The generated roster highlights:
- Student Full Name and ID Number
- Grade and Section
- Checklist status for each mandatory document
- Date of verification and reviewing registrar's name
Next Steps
- Parent Uploads & Review Queue โ Review pending submissions from parents
- Institutional Policies & Handbooks โ Upload school-wide policies and bylaws
- Registrar Student Management โ Manage student academic profiles