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Purpose: This document defines the internal operational logic of the 📋 Function Academic Management. It details the process from designing a curriculum to completing and archiving a class.

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Why This Matters

This 📋 Function transforms the management of academics from a manual, disconnected effort on spreadsheets into a streamlined, scalable educational production system. Strategically, it ensures consistent teaching quality across the center and optimizes the use of the most critical resource: teachers. For the Academic Management team, it provides a clear overview of class performance and student progress. For teachers, it eliminates chaos by consolidating all information (schedule, class list, curriculum, attendance) into a single place, allowing them to focus fully on teaching.

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The Big Picture

Architecturally, this system is designed to be the coordination center for all teaching and learning activities. It receives input data from the 📋 Finance Function (via the 🧊 Enrollment Agreement) and the 📋 Student Affairs Function (🧊 Student Record) to arrange classes. It operates based on three core 🧊 Objects: 🧊 Course (the curriculum framework), 🧊 Class (the actual class), and 🧊 Teacher Profile (teacher management records). Its key output is student progress data, which is handed over to the 📋 Student Affairs Function for after-care and consulting on the next study path.

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Sneak peek 

  🏢 ZENITH ENGLISH (Organization)
  │
  ├── 📂 MARKETING (Area)
  │
  ├── 📂 ADMISSIONS (Area)
  │
  ├── 📂 FINANCE (Area)
  │
  ├── 📂 ACADEMICS (Area) //You are here
  │   └── ⏹️ Class Management (Space)
  │       └── 📋 Function: Academic Management
  │           ├── 🧊 Course
  │           ├── 🧊 Class
  │           └── 🧊 Teacher Profile
  │
  └── 📂 STUDENT AFFAIRS (Area)

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OBJECT RELATIONSHIPS

Relationship TypeConnectionDescription
Parent-Child🧊 Course → 🧊︎ ClassEach 🧊 Course (curriculum framework) can have multiple 🧊 Classes (actual classes) opened. This is the core breakdown relationship, allowing the reuse of one curriculum for many different classes.
Object Reference🧊 Class → 🧊 Teacher ProfileEach 🧊 Class is assigned to a specific 🧊 Teacher Profile. This relationship helps manage teaching assignments and calculate teacher workloads.
Object Reference (Cross-Function)🧊 Class → 🧊 Student RecordA 🧊 Class will link to multiple 🧊 Student Records (from the Student Affairs Dept.) to form the class list. This is a critical connection point, bringing students into the actual learning environment, consistent with the global data flow.

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OBJECT TYPES, WORKFLOWS & DATA FIELDS

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1. 🧊 Course (Standard Object)

  • Process Description: This is the “parent” object used to define and standardize all curricula at the center. It acts as a blueprint, containing all information about objectives, curriculum, duration, and tuition for a course. A Course is created once and can be reused to open multiple Classes.
  • Example: The course “IELTS 7.0 Masterclass”, course code AC-001, defines the IELTS 7.0 output exam preparation program with 36 sessions and a standard tuition fee of 25,000,000 VND.
  • Workflow Diagram
  • Status Details
  • Data Fields
Course WorkflowCourse Workflow Pn
DRAFT → ACTIVE → ARCHIVED

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2. 🧊︎ Class (Sub-Object)

  • Process Description: This is the “child” object, an executable instance of a Course. If a Course is a car’s blueprint, the Class is the actual car on the road. This object manages all daily activities: specific schedules, teacher assignments, student lists, attendance, and direct tracking. This is the main working object for Academic Managers and Teachers.
  • Example: The class IELTS7.0-C01 is an instance of the course AC-001 IELTS 7.0 Masterclass, starting on September 1, 2025, taught by teacher John Doe, on Monday-Wednesday-Friday evenings.
  • Workflow Diagram
  • Status Details
  • Data Fields
Class WorkflowClass Workflow Pn
                ┌──────────> CANCELLED
                │
DRAFT → RECRUITING → IN PROGRESS → COMPLETED → ARCHIVED

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3. 🧊 Teacher Profile (Standard Object)

  • Process Description: This object acts as a centralized master data repository for the entire teaching staff. It is not just a user account, but a complete professional profile, including personal information, skills, certifications, work schedule, salary, and teaching performance. This allows the Academic Manager to assign teachers to classes in the most optimal and scientific way.
  • Example: Teacher profile for John Doe, code GV-007, specialized in IELTS/TOEFL, currently assigned to 3 classes, and has availability on Tuesday and Thursday afternoons.
  • Workflow Diagram
  • Status Details
  • Data Fields
Teacher Profile WorkflowTeacher Profile Workflow Pn
POTENTIAL → ACTIVE ↔ ON LEAVE
              ↓
            INACTIVE

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AUTOMATIONS

This diagram shows the chronological sequence of all automation rules that touch the Academic Management function, illustrating the complete data flow from class setup to student reporting.
You can open this canvas view for better readability
Zenith English Academic Mngt Function Sequence Pn
  • Within Function
  • Cross-Function
  • Cross-System
These rules run entirely inside the Academic Management ⏹️ Space to increase efficiency for the Academic Manager and Teachers.
IDRule NameTriggerActionDescription
AC-01Calculate Class MetricsUpdate: Student List field on 🧊 Class is updated.Update: 🧊 ClassWhen a student is added or removed, the system automatically recalculates the Current Size and Total Revenue fields.
AC-02Assign Class Prep TasksUpdate: Main Teacher field on 🧊 Class is assigned.Create: ☑️ TaskWhen a teacher is assigned, the system auto-creates tasks for them, e.g., “Draft welcome email,” “Review curriculum,” due 3 days before start date.
AC-03Attendance ReminderScheduled: Runs at 8:00 AM daily.Send Chat: Sends a message to the teacher.The system scans all IN PROGRESS classes with a session scheduled for the day and sends a reminder to the teacher to take attendance.
# How to Assign a Teacher to a New Class
This guide walks through the process of assigning a primary teacher to a class that is currently in the "DRAFT" stage. This action will also automatically sync the schedule to their Google Calendar.

## Section 1: Locate the Draft Class
! Important: You can only assign teachers to classes that are in the "DRAFT" or "RECRUITING" status.

1. Navigate to the "All Classes" Workview.
![Screenshot of the Class List view](path/to/class-list.png)

2. Use the filters to find the class you want to assign a teacher to. Click on it to open the detail view.
* Tip: Filter by Status = "DRAFT" to see all unassigned classes.

## Section 2: Assign the Teacher
1. In the `🧊 Class` detail view, find the **Main Teacher** field in the "Resource Assignment" section.
![Screenshot of the Class detail view with the Main Teacher field highlighted](path/to/class-detail-teacher-field.png)

2. Click on the field and search for the `🧊 Teacher Profile` you wish to assign.
* The list will only show teachers who are currently "ACTIVE".

3. Select the desired teacher from the list.
![Screenshot of the teacher selection dropdown](path/to/teacher-select.png)

4. The system will automatically save the change.
* This will trigger automation **CS-06** to sync the schedule to the teacher's Google Calendar and **AC-02** to create their prep tasks.
  • Workviews
  • Dashboards
  • Filters
WorkviewDescriptionData Configuration
1. Class Schedule CalendarA visual calendar interface showing all Classes by their start and end dates. Helps the Academic Manager avoid scheduling conflicts.All 🧊 Class objects, color-coded by Status (e.g., Recruiting, In Progress).
2. Teacher Master ListA comprehensive table view showing all Teacher Profiles. This is the main resource management screen.All 🧊 Teacher Profile objects, with key columns like Specialization, Current Classes, Status. Can be quickly filtered by specialization.
3. Course CatalogDisplays Courses as cards, like a “product catalog” for the academic department.All 🧊 Course objects, grouped by Level (Beginner, Intermediate…).

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ROLES, PERMISSIONS & NOTIFICATIONS

  • Roles
  • Permissions
  • Notifications
These roles are specific to the Academic Management function and define the responsibilities within this operational area.
RoleDescriptionPermissions & Notifications
1. Academic ManagerResponsible for the entire creation, management, and operation of Courses and Classes. The main coordinator of this function.Permissions: Full control (Create, Edit, Delete) over all three objects: 🧊 Course, 🧊 Class, and 🧊 Teacher Profile.
Notifications: Receives notifications for new class placement requests from Finance, when a class is at risk of cancellation, and when teachers submit progress reports.
2. TeacherThe primary teaching executor, responsible for the Classes they are assigned, including taking attendance and writing reports.Permissions: Only Edit rights on 🧊 Classes where they are assigned as the “Main Teacher”. No rights to create new Classes or edit Course information. View rights on other Teacher Profiles.
Notifications: Receives a notification when assigned to a new class, daily attendance reminders, and reminders to complete progress reports.
3. Admissions ManagerMonitors the status of recruiting classes to coordinate the counseling team.Permissions: View rights on 🧊 Class objects that are in the “RECRUITING” state to know which classes have openings and are starting soon.
Notifications: Receives a notification when a class is at risk of being cancelled due to low enrollment.
What’s Next?
  • CRM Function: See how students are enrolled and become ready for class placement.
  • Student Affairs Function: Understand how the Progress Reports generated by this function are used for student support and re-enrollment consultation.
  • Invoicing Function: Learn how tuition fees are processed, which triggers the class placement process.