Statuses & glossary
Statuses are the system's memory: changing one is what "doing the work" means. This page collects every vocabulary in one place so you can look up an unfamiliar badge without hunting through the module that produced it.
What it is for
Looking up a status or a term.
Who can do it
Everyone
Needed first
- Nothing
Where it ends
You know what the badge on your screen means.
Applications
An application has both a status and a pipeline stage. The workspace shows the stages; the record shows the status.
| Stage | The workspace's own words |
|---|---|
| Draft | Applicant still filling in |
| Submitted | Awaiting screening |
| Screening | Documents being verified |
| Academic review | With the department or faculty |
| Decision | Recommended or waitlisted |
| Admitted | Offer made |
| Enrolled | Became a student record |
Record statuses in use include draft, registered,
ready_for_decision, admitted, accepted and
offer_accepted. See Admissions office.
Student lifecycle
| Standing | Means | May register? |
|---|---|---|
| Active | Studying now | Yes |
| Deferred | Paused with approval | No, until reactivated |
| Suspended | Barred pending review | No |
| Withdrawn | Left the programme | No — readmission required |
| Completed | Finished, not yet graduated | No |
| Graduated | Award conferred | No — terminal |
Registration
| Status | Means |
|---|---|
| Submitted | The student has registered; nobody has checked it |
| Pending Academic Registry Verification | Waiting on registry. Not yet a registration for class lists or examination eligibility |
| Registered | Complete and verified |
| Cancelled / Void | Withdrawn, and kept for the record |
Registration windows are Draft or Open, and may carry an Auto-register flag.
Timetables, papers and results
Timetable versions
- Draft — editable
- Review — submitted
- Approved — signed off
- Published — visible to students and lecturers
- Archived — replaced
- Revised — created as a replacement
Assessment papers
- Draft — being assembled
- Awaiting approval
- Approved — not yet live
- Published — sittable
Examination blocks
- Finance-blocked
- Attendance-blocked
- Manual block
- Unregistered
Money, clearance and stores
Invoices
- Issued — owed
- Cancelled — not owed, kept for the record
Clearance cases
- Open
- Cleared
- Rejected — always with a reason
- Finance pending — derived, fix it in Finance
Stock
- On hand — the only issuable state
- Damaged
- Quarantined
Procurement tiles
- LIVE — real data
- SETUP — not provisioned; a zero means nothing
- ATTENTION — needs a person
Library copies
On shelf · on loan · reserved · lost · damaged · withdrawn. Only a copy on the shelf can be issued.
Glossary
| Term | In this system it means |
|---|---|
| Academic year / term | The calendar the whole system is scoped by. Most screens default to the latest one, which is often empty |
| Approve vs release | Two different acts. Approving a result batch does not show it to students; releasing does |
| Assessment structure | The components a course is marked out of and their weights. The CUofSS standard is CAT 30 + Exam 70 |
| Batch | A group processed and approved together — admission publications, result batches, graduation batches, invoice generation runs |
| Canonical ledger service | The single route through which every module posts to the books. There is no second set |
| Certificate name | “Full name as on certificate”, captured at application. It is printed on the transcript and degree certificate |
| Clearance | Five offices confirming a student owes them nothing. Finance's answer is derived, not typed |
| Curriculum version | A dated edition of a programme's curriculum. It locks once students attach |
| Derived | Calculated from somewhere else and not editable where you are looking at it |
| Fee structure | Prices for a programme, intake, year and semester. Matching is exact and case sensitive |
| Graduand | A student identified as having completed, before the award is conferred |
| Honeypot | The invisible field on every sign-in form. Leave it empty; a password manager filling it will fail your login |
| Period | An accounting or inventory month. Nothing posts into a closed one |
| Permission | A single named ability, written module.thing.verb |
| Portal activation | The step that turns a student record into a usable student login. Without it the student number is refused |
| Posting rule | Which accounts an event debits and credits. Changing one affects the future, not the past |
| Publish | The deliberate act that makes something visible to the people it concerns |
| Reversal | The approved way to undo a payment. Never post an opposite payment instead |
| Role | A bundle of permissions. 152 exist; about 27 are staffed |
| Scope | The slice of records your role may see — campus, faculty, department |
| Session (cashier) | An open cash drawer. Every payment belongs to one, and it is counted at close |
| Session (timetable) | One scheduled class: course, day, period, room, lecturer |
| Staff category | Academic or administrative. It is what opens the lecturer portal |
| Transfer to record | The step that moves an online-test mark onto the student record. Marking alone does not |
| Window | A dated period during which something is allowed. Outside it, screens refuse politely |
If a word is not here
Look at the screen that used it: this system labels its own tiles and fields with definitions underneath them more often than most. Where this manual quotes a definition in italics, those are the application's own words, not ours.