Student account closure after program completion

PEDAGOGICAL PLATFORM – STUDENT ACCOUNT CLOSURE AFTER PROGRAM COMPLETION – ELE-PRO-009-A

Version: 1.0  |  Last update: 03/11/2025  |  Department: Academic & IT

🎯 Objective

Define the standardized process for closing student accounts on the
Dubai Precious Metals University e-learning platform
(dubai-precious-metals-university.com)
once a program or degree is fully completed.
The goal is to secure data, free up system resources, and maintain traceability through Zoho CRM and WorkDrive.

👤 Who

  • Academic Coordinator
  • Admissions & IT Administrator
  • E-learning Administrator

🧩 Inputs / Outputs

Inputs:

  • List of students who have completed their program
  • Certificate validation confirmation (ELE-PRO-006-A)
  • Active accounts in WordPress / MasterStudy LMS

Outputs:

  • Accounts deactivated and archived
  • Student records marked “Alumni” in Zoho CRM
  • Data backup stored in WorkDrive

⚙️ Process Steps

  1. Identify Students Who Completed Their Program
    Retrieve the validated list from the Academic Department or MasterStudy export.
    The list must include:

    • Full name and email address
    • Program and graduation date
    • Certificate issue date (if applicable)

    Store the list in WorkDrive › Academic › Alumni › ELE-PRO-009-A.

  2. Confirm Program Completion and Certification
    Cross-check with:

    • Certificate log (ELE-PRO-006-A)
    • Instructor or Academic Coordinator validation

    Only students who have received their completion certificate are eligible for closure.

  3. Archive Student Data
    Before deactivating any account:

    • Export student progress report from MasterStudy LMS → Students → Progress
    • Download certificates and final grades if available
    • Save all files in WorkDrive › Academic › Alumni › Student Files › [Name]
  4. Update Zoho CRM Record
    In Zoho CRM → Students, open each student record and:

    • Change status to Alumni
    • Add a note: “Account closed – graduation date [DD/MM/YYYY]”
    • Attach a copy of the final certificate if not already stored

    This ensures traceability and central tracking of all program completions.

  5. Deactivate Student Account in WordPress
    Log in to
    dubai-precious-metals-university.com/wp-admin.
    Navigate to Users → All Users.
    For each student:

    • Locate the account using the search bar (firstname.lastname)
    • Click Edit
    • Change role from Student to Alumni (custom role) or Inactive
    • Alternatively, uncheck access to active courses under MasterStudy Enrollments
    • Click Update User

    This ensures they can still log in for archive consultation, but not access active modules.

  6. Optional: Full Account Deletion (upon request)
    If a student requests full account removal under GDPR:

    • Confirm request in writing (via Zoho CRM)
    • Export user data for archive (PDF)
    • Go to Users → Delete and confirm deletion
    • Record the action in the CRM Notes section with date and responsible person
  7. Verification and Reporting
    After all deactivations:

    • Run a user list export from WordPress to confirm no active students remain post-graduation
    • Update the internal tracker (ELE-LOG-003) with date, cohort, and number of accounts closed
    • Send summary report to the Academic Coordinator for validation

✅ Controls

  • Deactivation performed only after certificate validation (ELE-PRO-006-A)
  • Cross-verification between WordPress and Zoho CRM every trimester
  • Annual audit of Alumni accounts and WorkDrive archives

📁 Records

  • Graduation and closure list (Excel / CSV)
  • Exported progress reports and certificates
  • Zoho CRM Notes confirming closure
  • WorkDrive archive folder ELE-PRO-009-A
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