# For the registrar: every student's record in one place

Canonical page: https://www.skwela.app/features/registrar

Enrollment season, requirements, guardians and the paper the school issues, in the words your office already uses.

## Student Record

Everything your staff need about one student, on one page.

**Enrollment**: the student's placement for one School year: year level, section, type and status.  
**LRN**: the DepEd Learner Reference Number, printed on every document the school issues.  
**Statement**: one School year's fees, payments and discounts in a single card.  
**Release**: sharing one quarter's grades with every family at once.  

- Each student record has five sections: Overview, Financials, Academics, Enrollment and Documents. (source: `lib/students/CONTEXT.md`)
- Enrolling a student walks through four steps: Student, Enrollment, Documents and Payment. (source: `lib/students/CONTEXT.md`)
- Enrollment types are New, Returning, Transferee and Cross-enrollee. (source: `lib/students/CONTEXT.md`)
- A possible duplicate (same name and date of birth) is flagged before a second record is created. (source: `lib/students/CONTEXT.md`)
- Grades are encoded one subject at a time, and each quarter is released to every family at once; nothing reaches families before that. (source: `lib/students/CONTEXT.md`)
- The registrar reviews each requirement a family sends and accepts it, or rejects it with a reason. (source: `lib/students/CONTEXT.md`)

## Guardian Record

The adults responsible for each student, and how they reach the Family Portal.

**Guardian**: any adult responsible for a student: a parent, grandparent, aunt or other guardian.  
**Primary contact**: the Guardian the school reaches first.  
**Portal access**: whether a Guardian can sign in to the Family Portal, and the Invite that grants it.  

- A Guardian can be linked to several students, with the relationship recorded on each link. (source: `lib/parents/CONTEXT.md`)
- Each Guardian record shows a child summary of every linked student, read straight from the student record. (source: `lib/parents/CONTEXT.md`)
- Staff send each Guardian an Invite to the Family Portal and can see whether it is invited, expired or active. (source: `lib/parents/CONTEXT.md`)

## Data Migration

Bring your existing spreadsheets: your records arrive through Imports, and nothing is overwritten.

**Migration**: a set of Imports run in the right order.  
**Template**: a blank spreadsheet with the exact columns, plus a filled example.  
**Report**: a file of every skipped or failed row and the reason, ready to fix and re-import.  

- Fee structures, students, parents and guardians, enrollments, other fees and operating expenses can all be imported from CSV. (source: `lib/imports/CONTEXT.md`)
- Each record type has a template with the exact columns and a filled example. (source: `lib/imports/CONTEXT.md`)
- Files are checked before upload; ₱ signs and thousands separators are cleaned up and flagged rows are called out. (source: `lib/imports/CONTEXT.md`)
- Nothing is overwritten: records that already exist are skipped and listed in the report. (source: `lib/imports/CONTEXT.md`)

## Printed Documents

The official paper your school issues, previewed exactly as it prints.

**Release**: printing or downloading a document.  
**Hold**: an SF10 held back while the student's balance is unsettled.  
**Signatories**: the registrar and principal named on the paper.  

- Form 137 (SF10) prints in its DepEd variants for Elementary, Junior High and Senior High. (source: `components/form-137/Form137Template.tsx`)
- Certificates of Enrollment, Good Moral Certificates and Clearance Forms print from the student record. (source: `lib/students/CONTEXT.md`)
- Receipts, the Statement of Account and Payment History print for any student. (source: `components/statement-of-account/SOAPrintTemplate.tsx`)
- While a student's fees for the school year are unsettled, the SF10 preview is marked DRAFT. (source: `lib/print/CONTEXT.md`)
- Documents print on Letter or Legal paper with your school's name, logo and signatories. (source: `lib/print/CONTEXT.md`)

## Next step

[Request a demo](https://www.skwela.app/request-demo). We reply within 1 working day, by email or text, whichever you gave us.