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Student Profile & Account Management Requirements

Story Prefix: PROF Feature Area: Student Profile & Account Management System Overview: university-reg-features.md Related docs: Authentication → user-authentication-requirements.md | Academic Records → academic-records-requirements.md | Degree Programs → degree-programs-requirements.md | Academic Advising → academic-advising-requirements.md (ADV-001, ADV-003, ADV-005)

PROF-001: View and Update Personal Contact Information​

As a Student I want to view and update my personal contact information So that the university can reach me and my records stay accurate

Acceptance Criteria​

  • Students can view and edit: preferred name, legal name (read-only; requires admin request to change), primary email, secondary email, phone number(s), and mailing/permanent address
  • Changes to contact information take effect immediately and are reflected in all university communications
  • Legal name and university-assigned email can only be changed by an Administrator
  • Each update is timestamped and logged; the previous values are retained in a change history accessible to Administrators
  • Students receive an email notification to their current address whenever contact information is changed (to detect unauthorized modifications)

PROF-002: Manage Emergency Contacts​

As a Student I want to add and maintain emergency contact records on my profile So that the university can reach the right person if there is an emergency

Acceptance Criteria​

  • Students can add, edit, or remove emergency contacts; each contact requires: name, relationship, and at least one phone number
  • A maximum of 3 emergency contacts can be stored per student
  • Students are prompted to review emergency contacts at the start of each academic term (during registration)
  • Emergency contact information is visible only to the student, their Advisor, and Administrators; it is not accessible to Instructors

PROF-003: View Enrollment Status​

As a Student I want to see my current enrollment status on my profile So that I know whether I am classified as full-time, part-time, or not enrolled for the current term

Acceptance Criteria​

  • The profile page displays the student's enrollment status for the current term: Full-Time, Half-Time, Less Than Half-Time, or Not Enrolled
  • Status is calculated automatically based on total enrolled credit hours and the institution's configured thresholds (set by Administrator)
  • Historical enrollment status per term is accessible to the student and Advisors
  • Students whose status changes mid-term (due to a drop that crosses a credit-hour threshold) are notified, as this may affect financial aid or insurance eligibility

PROF-004: Declare or Change Academic Program​

As a Student I want to declare or change my major, minor, or concentration from my profile So that my degree audit and academic records reflect my current academic goals

Acceptance Criteria​

  • Students can select a declared program (major), up to one minor, and up to one concentration from the list of active degree programs (DEG-001)
  • Program changes are submitted as a request; the assigned Advisor receives a notification and must approve or reject the change
  • Approved changes are applied to the academic record and immediately reflected in the degree audit (REC-006)
  • Rejected change requests include a required reason note from the Advisor, which is displayed to the student
  • Program declaration history (all previous majors/minors with effective dates) is retained and viewable by Advisors and Administrators

PROF-005: Upload a Profile Photo​

As a Student I want to upload a profile photo to my account So that instructors, advisors, and staff can identify me in the system

Acceptance Criteria​

  • Students can upload a photo in JPEG or PNG format, maximum 5 MB
  • The system auto-crops and resizes the image to a standard square format (minimum 200 × 200 px)
  • Administrators can remove a photo that violates the university's photo policy; the student is notified upon removal
  • Profile photos are visible to Instructors (on their enrollment roster), Advisors, and Administrators; they are not shown in any public-facing view

PROF-006: Request an Enrollment Verification Letter​

As a Student I want to generate an enrollment verification letter So that I can prove my enrollment status to employers, insurance providers, or loan servicers

Acceptance Criteria​

  • Students can request an enrollment verification letter for any term in which they were enrolled
  • The letter is generated as a downloadable PDF and includes: student name, student ID, institution name, term, enrollment status (full-time/part-time), program of study, and expected graduation term
  • The letter is date-stamped and includes a unique verification code that third parties can use to confirm authenticity via a public URL
  • Letters can be generated immediately; no approval step is required unless the student has an active financial hold (REG-006)
  • Administrators can generate verification letters on behalf of a student