Documentation
Academic Years
Academic Years defines the operating academic year or session for an institution or campus. This page documents purpose, navigation, screens, fields, actions, value usage, validations, date handling, and examples using the locked AkshaEDU header-only standard.
Purpose
Academic Years is used to define the official academic year or session for an institution or a specific campus scope in AkshaEDU.
This feature belongs to AkshaEDU Setup > Academic Setup and follows the standard Education header-only pattern with list page, create/edit page, summary panel, controlled statuses, and date-focused validation.
Business Purpose
Use Academic Years to establish the time window in which teaching, attendance, examinations, fees, and learner progression operate. Many downstream processes depend on an academic year being available before operational transactions can begin.
The page supports both institution-level academic years and campus-level academic years. When Campus is left blank, the record is treated as institution level, which is reflected in the summary panel.
- Creates the formal academic calendar window for a school, college, university, or academy.
- Supports campus-specific academic years where required.
- Provides the current-year indicator used by downstream academic and transactional features.
- Acts as a foundational dependency for Terms / Semesters and multiple learner lifecycle processes.
Screen Overview
Available screens
| Screen | Purpose | Notes |
|---|---|---|
| List Page | Displays academic year records with search, export, status chips, current-year indicator, pagination, and row actions. | Visible columns include Code, Name, Institution, Campus, Start Date, End Date, Current, and Status. |
| Create / Edit Page | Allows users to create or update a single academic year record. | Uses the standard Education ResponsiveContainer + ContextPanel layout with Save, Close, and action menu support. |
| Summary Panel | Shows a quick summary of the current record on the right side. | Displays Code, Name, Institution, Campus, Start Date, End Date, Current, and Status. |
Screenshots
Academic Years is best explained using three visuals shown one below another so the date fields, current-year indicator, and status behavior remain readable.
List page showing Code, Name, Institution, Campus, Start Date, End Date, Current indicator, Status, search, export, pagination, and Create/Delete actions.
Blank create page showing Code, Name, Institution, Campus, Start Date, End Date, Current Academic Year, Status, and the summary panel.
Filled edit example showing campus-scoped academic year details with date values, Current Academic Year = No, and Status = Planned.
Functional Behavior
- Supports create, update, list, search, export, and list-level delete actions in the UI.
- Save commits the current record and returns to the list page.
- Close returns to the list page without continuing edits.
- The page title changes by mode: New Academic Year in create mode, and Academic Year #CODE in edit mode.
- The summary panel displays Institution Level when Campus is blank.
- Date values are shown in DD-MM-YYYY style in the list and summary presentation.
- Status is shown prominently in the page header and summary panel.
Academic Year header fields
| UI Label | Technical Field | Type | Mandatory | Value Set / LOV | Default | Description | Validation / Rules | Example |
|---|---|---|---|---|---|---|---|---|
| Academic Year Code | academic_year_code | Text | Yes | None | Blank | Unique code for the academic year. | Required. Usually create-only in established Education pattern. | AY2026-27 |
| Academic Year Name | academic_year_name | Text | Yes | None | Blank | User-facing name of the academic year or session. | Required. | Academic Year 2026-27 |
| Institution | institution_id | Dropdown / LOV | Yes | Institution LOV | Blank | Institution to which the academic year belongs. | Required foreign-key reference. | Aksha Public School - Hyderabad |
| Campus | campus_id | Dropdown / LOV | No | Campus LOV | Blank / Institution Level | Optional campus scope for the academic year. | Blank means the academic year is maintained at institution level. | Senior Wing Campus |
| Start Date | start_date | Date | Yes | None | Blank | Start date of the academic year. | Required. UI displays DD-MM-YYYY style. Save format should follow the established Education date handling convention. | 10-06-2026 |
| End Date | end_date | Date | Yes | None | Blank | End date of the academic year. | Required. Should be later than Start Date. | 15-04-2027 |
| Current Academic Year | is_current | Dropdown | Yes | Yes / No style controlled field | No | Marks whether this is the current academic year for the applicable scope. | Only one current academic year should normally be active for the same institution/campus scope. | No |
| Status | status | Dropdown | Yes | Academic Year status controlled field | PLANNED | Lifecycle status of the academic year. | Current UI shows values such as PLANNED, ACTIVE, and COMPLETED. | PLANNED |
Page and list actions
| Action | Purpose | Available On | Validation | Outcome |
|---|---|---|---|---|
| Create | Opens create mode for a new academic year record. | List page | None before opening. | User can enter a new record. |
| Save | Saves the current academic year and returns to the list page. | Create / Edit page | Code, Name, Institution, Start Date, End Date, Current flag, and Status must pass validation. | Record is created or updated and success feedback is shown. |
| Close | Closes the page and returns to the list. | Create / Edit page | None. | User returns to the list page. |
| Export | Exports list data. | List page | Depends on current list rows. | Export output is produced. |
| Delete | Delete action exists in the list UI. | List page | Business restrictions can be tightened later when downstream dependencies are enforced. | Record can be selected for deletion. |
| Search | Filters visible list rows. | List page | None. | Matching rows remain visible. |
Controlled values
| Field | Value Set Code | Allowed Values | Notes |
|---|---|---|---|
| Current Academic Year | EDU_YES_NO or equivalent | Yes, No | The UI displays Yes and No values. |
| Status | Academic Year status value set | PLANNED, ACTIVE, COMPLETED | Current UI clearly shows planned, active, and completed lifecycle states. |
Reference data and lookups
| Field | Source | Usage |
|---|---|---|
| Institution | Institutions | Required selection used to scope the academic year. |
| Campus | Campuses | Optional campus-level scope under the selected institution. |
Status values
| Status | Meaning | Notes |
|---|---|---|
| PLANNED | Academic year is defined in advance but not yet in active operational use. | Common for upcoming future years. |
| ACTIVE | Academic year is currently in operational use. | Usually used with Current Academic Year = Yes for the active scope. |
| COMPLETED | Academic year has ended and is preserved for history and reporting. | Past-year records in the list page show this state. |
- Academic Year Code is required.
- Academic Year Name is required.
- Institution is required.
- Start Date and End Date are required.
- End Date should be later than Start Date.
- Campus is optional; blank campus means institution-level academic year.
- Only one academic year should normally be current for the same institution/campus scope.
- The current-year flag and status should be reviewed together before activation.
- Dates should follow the established Education pattern: DD-MM-YYYY on the screen and server-compatible save formatting underneath.
Operational reference
| Item | Value |
|---|---|
| Feature Structure | Header Only |
| Operational Scope | Defines the active, planned, or completed academic year/session for an institution or campus scope. |
| Key Dependencies | Institution is required; Campus is optional for institution-level versus campus-level academic years. |
| Used Before | Terms / Semesters, Enrollments, Fee Assignment, Assessments, Attendance, and Result cycles. |
| Public Documentation Note | This public page focuses on operational setup and intentionally omits internal technical implementation details. |
Example Record
Sample academic year
| Field | Example Value |
|---|---|
| Academic Year Code | AY2026-27 |
| Academic Year Name | Academic Year 2026-27 |
| Institution | Aksha Public School - Hyderabad |
| Campus | Senior Wing Campus |
| Start Date | 10-06-2026 |
| End Date | 15-04-2027 |
| Current Academic Year | No |
| Status | PLANNED |