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Available on Base Plan•Platform: web & mobile•4 min read

Student Directory & Demographic Dossiers

Centralized biometric, academic, parental, and healthcare profile vault for every enrolled student.

What It Is

The Student Directory is the institutional backbone of Cohort. It maintains a single source of truth for every learner's demographic details, parent contacts, address proof, national PEN mapping, medical records, and academic history.

Web Admin Navigation
Administrative Service > Academics > Student Directory
Mobile App Navigation
Cohort Admin > Academics > Students

Why It Exists & Institutional Purpose

Operational Challenge: Traditional schools store student records in fragmented Excel sheets, paper ledgers, and disjointed software, causing record mismatches during board registrations and emergency incidents.

Key Operational Outcomes
  • Prevents duplicate enrolments and maintains unbroken student records from Nursery to Grade 12.
  • Guarantees compliance with India's Digital Personal Data Protection (DPDP) Act 2023.
  • Provides 1-click access to emergency medical allergies and blood group during campus incidents.
  • Enables automatic sibling grouping to calculate multi-child tuition concessions.
Legal & Compliance Guarantee
All student documents (Aadhaar, Transfer Certificates, Birth Certificates) are encrypted at rest using AES-256 within sovereign AWS Mumbai clusters.

How to Use: Web Admin Portal

Step-by-step procedure for campus administrators, principals, and accountants on desktop viewports.

1
Navigate to Student Directory
Open the Cohort Admin web portal and select 'Academics' from the primary sidebar, then click 'Student Directory'.
Use the top filter chips to filter by Campus, Academic Session, Grade Class, or Section.
2
Search & Filter Records
Type the student's name, admission number, roll number, or parent mobile number in the search bar (press '⌘K' for quick global lookup).
3
View or Update Full Dossier
Click 'View →' on any row to open the complete tabbed profile: Demographics, Parents, Attendance, Fees Ledger, and Medical History.
4
Allocate or Change Section
Click 'Reallocate Section' to transfer a student to another section. The system automatically verifies class room seating limits before saving.

How to Use: Mobile App Workflow

Touch gestures, haptic roll-calls, and QR code workflows on mobile phones and tablets.

1
Open Cohort Admin Mobile
From the bottom navigation bar, tap 'Workspace' and select 'Academics > Students'.
2
Scan or Search Student
Search by student name or tap the camera icon to scan the QR code printed on the physical student ID card.
3
Instant Emergency Contact Call
Tap the phone icon next to Father or Mother to trigger an immediate voice call without leaving the application.

Telemetry & Mathematical Derivations

Formula derivations and institutional significance of summary KPI metrics.

Enrolled Students

Active enrolled headcount in the current academic year.

COUNT(students) WHERE status = 'ACTIVE' AND campus_id = selected_campus
Significance: Determines license tier, class teacher workload, and campus student-teacher ratios.
Document Completion Rate

Percentage of mandatory government documents verified.

(verified_documents / required_mandatory_documents) * 100
Significance: Flags admission compliance gaps before state board registration deadlines.

Role-Based Access Control (RBAC)

Enforced at PostgreSQL Row-Level Security (RLS) layer and Next.js / Expo route guards.

View AccessSuper Admin, Campus Principal, Vice Principal, Class Teacher, Front Office Staff
Edit AccessSuper Admin, Campus Principal, Admissions Incharge
Approval AuthorityCampus Principal

Safeguards & Operational Alerts

Historical Academic Session Lock
When viewing previous academic years, all student dossier fields are strictly read-only. Modifications must be made in the active academic session.
DPDP Data Privacy Rule
Student Aadhaar numbers and health diagnosis records are masked. Only authorized school counselors and clinic doctors have unmasked decryption access.
Next Topic →Classroom Roll Call & Turnout Telemetry