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Academic Records Requirements

Story Prefix: REC Feature Area: Academic Records System Overview: university-reg-features.md Related docs: Graduation (pre-grad clearance audit) → graduation-commencement-requirements.md (GRAD-002, GRAD-003) | Academic Advising (degree audit review) → academic-advising-requirements.md (ADV-005) | Transfer Credit (credits applied to audit) → transfer-credit-requirements.md (XFER-005)

REC-001: View Current Enrollment Summary​

As a Student I want to view my current term enrollment at a glance So that I can confirm my schedule and credit load are correct

Acceptance Criteria​

  • The enrollment summary shows all sections the student is enrolled in for the current and upcoming terms: course title, section code, instructor, schedule, credit hours, and status
  • Total enrolled credit hours for each term are displayed
  • The summary is accessible from the main student dashboard and from the registration summary page (REG-004)
  • Advisors and Administrators can view any student's current enrollment summary with the student's consent or by administrator privilege

REC-002: View Enrollment History (Past Terms)​

As a Student I want to view my enrollment history across past terms So that I can reference courses I have taken and verify my academic progress

Acceptance Criteria​

  • All past term enrollments are listed chronologically, grouped by term
  • Each entry shows: course title, course code, credit hours, final grade (if posted), and term
  • Withdrawn courses (grade "W") are included and clearly labeled
  • Enrollment history is accessible to the student, their Advisor, and Administrators

REC-003: View Unofficial Transcript​

As a Student I want to view my unofficial transcript So that I can review my academic record for personal planning or advisor meetings

Acceptance Criteria​

  • The unofficial transcript displays: all completed courses with grades, credit hours, term GPA, and cumulative GPA, organized chronologically by term
  • The transcript is clearly watermarked "UNOFFICIAL" on every page
  • Students can download the unofficial transcript as a PDF at any time
  • The transcript is accessible to the student and their assigned Advisor

REC-004: Request Official Transcript​

As a Student I want to request an official transcript So that I can submit verified academic records to employers, graduate schools, or other institutions

Acceptance Criteria​

  • Students can submit an official transcript request specifying: recipient name/address (or secure email), number of copies, and required delivery date
  • Official transcripts cannot be requested if there is an active financial or administrative hold (REG-006)
  • The student receives a confirmation notification with an estimated processing time upon submission
  • Registrar staff can view, process, and mark requests as fulfilled within the admin interface
  • Fulfilled requests are logged with the processing date and staff member's ID

REC-005: View GPA and Academic Standing​

As a Student I want to view my current GPA and academic standing So that I know where I stand academically and whether I am in good standing

Acceptance Criteria​

  • The student dashboard displays: term GPA, cumulative GPA, total credit hours completed, and current academic standing (Good Standing / Academic Probation / Academic Suspension)
  • Academic standing is calculated automatically after grade submission each term based on configurable GPA thresholds (set by Administrator)
  • Students placed on probation or suspension receive a notification and are directed to contact their Advisor
  • Advisors can view GPA and standing for all students on their advising roster

REC-006: Run a Degree Audit​

As a Student I want to run a degree audit that shows my progress toward completing my degree requirements So that I can plan my remaining coursework and ensure I am on track to graduate

Acceptance Criteria​

  • The degree audit compares completed and in-progress courses against the student's declared program requirements
  • The audit clearly shows: requirements met (with the fulfilling course), requirements in progress, and outstanding requirements
  • Students can run the audit for a hypothetical program to evaluate the impact of changing their major
  • Advisors can run and export degree audits for any advisee
  • The audit reflects the most current grade postings and is recalculated each time it is viewed

REC-007: Faculty Submit Grades for a Section​

As an Instructor I want to submit final grades for all students in my course section So that the academic record is updated and students can see their results

Acceptance Criteria​

  • Instructors can enter a letter grade (A, A-, B+, B, B-, C+, C, C-, D, F, W, I) for each enrolled student in their sections after the term ends
  • Grade submission is available from the term end date through the grade submission deadline (configured by Registrar)
  • Grades cannot be submitted until the term end date; early submission is blocked with a clear message
  • After submission, grades are locked; corrections require an Administrator or Registrar to unlock the section for the specific student record
  • The Registrar receives a notification when a section has outstanding (unsubmitted) grades past the submission deadline

REC-008: Student View Posted Grades​

As a Student I want to view my posted grades as soon as they are available So that I know my academic performance for the term

Acceptance Criteria​

  • Grades are visible to students immediately upon posting by the Instructor
  • The grades page shows: course title, section, credit hours, grade earned, and quality points (for GPA calculation)
  • Students receive a notification when a new grade is posted for their account (see notifications-requirements.md)
  • If a grade has been corrected, the current grade is displayed; grade history is accessible to Administrators and Registrars but not to students