§ 22 · Services & exit

Clearance

A clearance case asks five offices the same question — does this student owe you anything? Each office answers for itself, every answer syncs back to the student record, and finance's answer is not entered by hand at all.

What it is for

Confirming a student owes nothing before graduation, transfer or exit.

Who can do it

LibrarianDean of StudentsFinanceHODRegistrar

Needed first

A student record
Finance clearance decisions
Library loans and fines settled

Where it ends

A cleared case, which graduation reads before conferring an award.

The five offices

The Clearance Management screen: an explanation that clearance is tracked across Library, Dean of Students, Finance, HOD and Academic Registrar; report buttons; four tiles for open cases, cleared, rejected and finance pending; a Find Clearance Cases filter; and the Clearance Queue table. — **Clearance Management.** The screen states its own rule in the subtitle: *“Finance remains derived from the canonical Finance clearance decision, and each update syncs back to Student Records.”*

Office	Is checking	Where the answer comes from
Library	Loans returned, fines settled	Entered by the Librarian — Library
Dean of Students	Conduct, hostel, student welfare liabilities	Entered by the Dean of Students
Finance	Fees	Derived from the finance clearance decision — not typed here
HOD	Departmental property, projects, laboratory items	Entered by the HOD
Academic Registrar	Academic record complete and correct	Entered by Registry

Do not try to clear finance from this screen

Finance's answer is derived. If a case shows Finance pending, the fix is in Student finance — settle the balance, record a waiver, or make the clearance decision there. Nothing typed on the clearance screen will change it, and the tile Finance pending exists precisely so you can see how many cases are waiting on that other office.

Working a case

Case opened→ Five offices decide→ Any rejection returns it→ Cleared

Find the case. Find Clearance Cases searches by case, name, registration or student number, and filters by status and purpose. Clearance has a purpose — graduation is the common one, but transfer and exit also raise cases.
Read the offices column. The queue shows which offices have answered.
Record your office's decision with a reason. A rejection without a reason is useless to the student and to the next office.
It syncs back. Each update writes to the student record, so Graduation and the student portal both see the change without anybody re-entering it.

The Liability Report listing outstanding liabilities by student and office. — **Liability Report.** What is outstanding, by office. Run this *before* a graduation batch, not while the ceremony is being planned.

Worked example

Clearing a cohort for graduation

1	Liability Report — the whole cohort's outstanding items in one list, by office
2	Send each office its own section. The Librarian works loans and fines; the HOD works departmental property
3	Finance is different: give them the Debtors report, not the clearance queue
4	Watch the four tiles: Open cases falling, Cleared rising, Finance pending as the separate track it is
5	Chase Rejected individually — each has a reason recorded, and most are fixable
6	Export with List PDF or List Excel for the graduation file
7	Only then confirm the graduation batch — see Graduation

If clearance sticks

Symptom	Cause	Fix
Finance will not clear	Its answer is derived from the finance decision	Settle or waive in Student finance
You cannot record a decision	That office's permission belongs to another role	Each office signs its own step — ask that office
The queue is empty and cases exist	The status or purpose filter is narrowing it	Clear, then filter again
A cleared student still shows a liability elsewhere	A liability raised after clearance	Liability Report — clearance is a point in time
Graduation says not cleared but the case looks cleared	One office has not answered	The offices column on the case