> ## Documentation Index
> Fetch the complete documentation index at: https://docs.ardoiseeduc.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Pupils and enrolment

> Pupil records, classes, enrolment and marketplace requests.

<Note>This page concerns Ardoise School in the OHADA scope, subject to enabled modules and permissions. School, school accounting and payroll are not offered in Austria. Check local requirements; CountryConfig does not certify compliance.</Note>

## Pupil record

Every pupil has a single record (student number, name, date of birth, guardians) and a separate **enrolment** for each school year - re-enrolling a pupil who is repeating a year creates a new enrolment rather than editing the existing history, so that the pupil's path stays readable year by year.

## Classes

A class (ClassRoom) belongs to a school year and a level (e.g. Sixième, Terminale). Its **maximum capacity** is enforced server-side: an enrolment beyond capacity is refused, including for requests coming from the public marketplace.

## Enrolment requests from the marketplace

A family interested in your school can submit an enrolment request directly from your public profile on [ardoiseeduc.com](https://ardoiseeduc.com). These requests arrive on your dashboard:

<Steps>
  <Step title="Reception">
    The request appears with the child's name, their age, the intended class and the parent's contact details.
  </Step>

  <Step title="Processing">
    Accepting a request actually creates the pupil and their enrolment.
  </Step>

  <Step title="Payment of registration fees">
    Once accepted, the family pays the registration fees - either directly to the school, or by
    Mobile Money through FedaPay when the school has enabled collection by Ardoise (see [Subscription and pricing](/en/plateforme/abonnement)) - then books an appointment slot to complete the file.
  </Step>
</Steps>

## End-of-year promotion

At the end of the school year, the Censeur (or the Director, or the Founder) moves a whole class from one academic year to the next from the **End-of-year promotion** screen, instead of re-enrolling each pupil one at a time.

<Steps>
  <Step title="Choose the years">
    Select the year ending and the year starting. They must be different.
  </Step>

  <Step title="Choose the outgoing class">
    The list of pupils enrolled in that class for the ending year is displayed.
  </Step>

  <Step title="Decide for each pupil">
    For each pupil, choose a destination class, or one of the two other outcomes:

    * **Not promoted**: the pupil is left out of the batch. A repeater is handled by choosing a destination class of the same level - the system then records the enrolment as a repeat.
    * **Graduated (leaves the school)**: the pupil has finished their schooling (see below).

    The **Send everyone to...** selector applies the same destination to the whole class at once - including graduation, since a Terminale leaves as a class.
  </Step>

  <Step title="Confirm the promotion">
    The promotion is written in one go: each pupil's old enrolment is closed and a new one is created for the starting year. If a single row is refused, nothing is written - there is never a half-promoted class.
  </Step>
</Steps>

### Graduation

A pupil marked **Graduated** in the promotion finishes their schooling: their enrolment for the ending year is closed, no new enrolment is created, and their status changes to **Graduated**. The school can then tell its finishers apart from pupils it simply has not re-enrolled yet.

## Transferring a pupil to another Ardoise school

When a family moves to another school that uses Ardoise, the secretariat transfers the pupil's record from the **Student transfers** panel in the Secretary portal. Only the Secretary, Director and Founder roles can export or import a transfer.

A transfer has two sides: the departing school exports an encrypted file that the family carries, and the receiving school imports it with a one-time code. The pupil's student number is permanent - the receiving school keeps the original number, no new one is generated.

### Departing school (outgoing pupil)

<Steps>
  <Step title="Export the record">
    In the **Outgoing pupil** tab, select the pupil and run the export. Ardoise generates an encrypted file (`transfert-<student number>.ardoise`) to download and hand to the family, plus a **one-time code**.
  </Step>

  <Step title="Relay the code by phone">
    The code is the actual secret: it never travels with the file. Give it to the receiving school (or the family) **by phone only**, never through the same channel as the file.
  </Step>

  <Step title="The pupil is marked as transferred">
    The export marks the pupil as transferred at your school. A second export of the same pupil is refused: the record is issued only once.
  </Step>
</Steps>

### Receiving school (incoming pupil)

<Steps>
  <Step title="Import the file with the code">
    In the **Incoming pupil** tab, upload the `.ardoise` file you received and enter the one-time code relayed by phone.
  </Step>

  <Step title="The record is recreated">
    Ardoise creates the pupil with their original student number, recreates their guardians and attaches their history (grades, discipline) as a **read-only snapshot**. Your school's live grades and report cards are computed only from your own entries - the imported history is archival, not editable.
  </Step>
</Steps>

<Warning>
  The import is refused if the code is wrong, the file is corrupt, or a pupil with the same student number already exists at your school. Confirm the code by phone with the departing school before retrying.
</Warning>

## Guardians and siblings

A pupil can have several guardians - useful for blended families or shared custody. A guardian marked as the primary payer is the one to whom fee notifications are sent by default.


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