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Administration

The college operating system, described before it is built.

Pillars Leadership College will be run from one connected institutional system, not a collection of spreadsheets. This page documents that system: who may do what, how admissions and academic records will work, and where the boundaries sit. Nothing on this page operates today.

Read this first

There is no administrator account, no student record, no application, no payment and no grade anywhere in this system. The secure institutional database is not yet connected. What follows is the architecture that database will be built on — deliberately written down first, so that admissions, teaching, finance and credentials end up as one institution rather than four disconnected tools.

What is live todayCredential verification

One institution, one record

A person moves through the College once. The same record follows them from the public website to alumni status — no parallel systems, no re-keyed data, no second definition of a programme hidden somewhere else.

  1. Public website
  2. Admissions
  3. Enrolment
  4. Student record
  5. Digital Campus
  6. Academic delivery
  7. Finance
  8. Completion
  9. Credential
  10. Alumni

Roles and least privilege

Each role sees only what its work requires. A role name is a label, never the protection itself: the database and the server will enforce every boundary below, so that changing a value in a browser cannot grant anyone anything.

Applicant

Their own application, their own documents and messages sent to them by admissions.

Must never reach

  • Internal admissions notes
  • Reviewer assignment
  • Their own decision status as an editable field
  • Any other applicant's record

Student

Their own enrolment, learning, attendance, results, financial account, credentials and support cases.

Must never reach

  • Another student's record of any kind
  • Unpublished results
  • Staff notes
  • Any administrative list view

Lecturer

Only the cohorts, modules, classes, attendance registers, assignments and grading assigned to them.

Must never reach

  • Students' payment history or balances
  • Cohorts they are not assigned to
  • Admissions decisions
  • Institutional settings

Admissions officer

Applications, review workspace, internal admissions notes, applicant messages and admissions reporting.

Must never reach

  • Grades and academic results
  • Financial adjustments and refunds
  • Role assignment
  • Security and audit administration

Finance officer

Charges, payments, receipts, instalment plans, outstanding tuition, reconciliation and finance reports.

Must never reach

  • Grades, submissions or academic results
  • Admissions decisions
  • Credential issue or revocation
  • Role assignment

Administrator

Authorised institutional administration: programmes, cohorts, classes, faculty records, communications and support.

Must never reach

  • Silently changing published grades
  • Role escalation
  • Integration credentials and service keys

Super administrator

Institution-wide oversight, role management, security centre, audit log and institutional settings.

Must never reach

  • Any secret displayed in plain text
  • Editing an audit record after the fact

Privileged actions

These actions change the institution. Every one of them will be executed on the server, checked against the acting person’s role, and written to the audit log.

  • Change an application's review status or record a decision

    Server function with role check plus row-level policy; every change appends to application_status_history.

    • admissions officer
    • admin
    • super admin

  • Assign or change a user's role

    Separate roles table, security-definer role check, audited; self-promotion structurally impossible.

    • super admin

  • Change a student's status

    Server-controlled transition table; arbitrary transitions rejected.

    • admin
    • super admin

  • Record, adjust or reverse a payment

    Provider-verified webhooks only; manual adjustments require a reason and are audited.

    • finance officer
    • super admin

  • Issue a refund

    Server-side, provider-verified, audited, never triggered by a browser redirect.

    • finance officer
    • super admin

  • Publish or correct a result

    Lecturer limited to assigned modules; corrections keep full history with actor and reason.

    • lecturer
    • admin
    • super admin

  • Issue or revoke a credential

    Requires satisfied completion requirements; payment alone never issues a credential.

    • admin
    • super admin

  • Publish a programme or open admissions

    Explicit status transition, audited; drafts are never publicly readable.

    • admin
    • super admin

  • Change institutional settings or integrations

    Secrets stored server-side only and never returned to any interface.

    • super admin

Founder command centre

Not a wall of charts. The executive view is designed around the questions leadership actually asks, and every measure will be computed from real records — or shown as empty until they exist.

  • What is happening at PLC right now?
  • What requires my attention today?
  • How is admissions performing?
  • How is tuition collection performing?
  • How are students progressing?
  • Which classes need attention?
  • Which channels actually produce enrolled students?
  • What decision does leadership need to make this week?

Measures, and where each will come from

Applications

—

How many applications exist, by stage?

Source: applications

Pending admissions reviews

—

How many are waiting on a reviewer?

Source: applications + reviewer assignment

Admitted

—

How many offers have been made?

Source: applications (admitted)

Enrolled

—

How many admitted applicants actually enrolled?

Source: enrolments

Active students

—

How many are studying right now?

Source: enrolments (active)

Faculty

—

How many lecturers are assigned and active?

Source: faculty + faculty_assignments

Active programmes

—

What is currently being delivered?

Source: programmes (published)

Active cohorts

—

Which groups are running, in which language?

Source: cohorts

Upcoming classes

—

What is scheduled in the next seven days?

Source: live_sessions

Attendance rate

—

Are students showing up?

Source: attendance

Completion rate

—

Are students finishing?

Source: enrolments + results

Gross tuition billed

—

What has been charged?

Source: charges

Payments collected

—

What has actually been received and verified?

Source: payments (verified)

Outstanding tuition

—

What is owed?

Source: charges − verified payments

Masterclass revenue

—

What did masterclasses bring in?

Source: masterclass_registrations + payments

Masterclass conversion

—

How many masterclass participants became students?

Source: masterclass_registrations → applications → enrolments

Open support cases

—

Who is waiting for help?

Source: support_tickets

Requires attention

The queue is empty because there is nothing to queue. These are the rules that will fill it — no alert will ever be manufactured to make the screen look busy.

  • Applications awaiting reviewstatus = submitted or under_review, no decision, older than the review target
  • Students with outstanding tuitioncharges exceed verified payments past a due date
  • Classes without an assigned lecturerlive_session has no faculty assignment
  • Upcoming classes without meeting informationlive_session within 48 hours and no protected meeting link
  • Low attendancestudent attendance below the threshold set in academic settings
  • Assignments awaiting gradingsubmissions with no result past the grading target
  • Students approaching completioncompletion requirements nearly satisfied
  • Credentials awaiting approvalcredential status = pending review
  • Unresolved support casesticket open or waiting beyond the response target

Administrative workspaces

Each workspace has a purpose, a set of operations and boundaries that the backend must enforce. The state on each card is honest.

Founder command centre

Architecture ready

One executive view of the institution and the decisions it needs.

  • Institutional measures
  • Requires-attention queue
  • Period comparison
  • Drill-through to the underlying list

Enforced boundaries

  • Super administrator and administrator only
  • Every measure computed from real records or shown empty

Admissions operations

Secure system required

Receive, review and decide applications professionally.

  • Application queues by state
  • Reviewer assignment
  • Review workspace
  • Decisions
  • Applicant messages
  • Admissions reports

Enforced boundaries

  • Internal notes never reach an applicant
  • List views omit unnecessary personal data
  • Only admissions staff may change state

Student records

Secure system required

The student information system: identity, programme, progress, finance, support.

  • Student lookup
  • Student profile
  • Status changes
  • Academic history
  • Financial account
  • Credential status

Enforced boundaries

  • Compartmentalised by role
  • No student sees another student
  • Status transitions are server-controlled

Faculty management

Secure system required

Appointments, assignments and the separation of public profile from private account.

  • Faculty record
  • Programme and cohort assignment
  • Module and class assignment
  • Public profile visibility

Enforced boundaries

  • Private contact and security information never reaches the public faculty page

Programmes and cohorts

Architecture ready

One definition of each programme, shared by the public site and the campus.

  • Programme details and status
  • Curriculum and modules
  • Language tracks
  • Cohorts
  • Admissions availability
  • Completion requirements

Enforced boundaries

  • Draft programmes are never publicly readable
  • No duplicate programme definitions anywhere in the codebase

Class operations

Secure system required

Scheduling, delivery, materials and recordings for each cohort.

  • Schedule a class
  • Assign a lecturer
  • Attach materials
  • Publish a recording
  • Class status

Enforced boundaries

  • Meeting links are released only to authorised participants and never indexed

Attendance

Secure system required

An accurate, correctable, auditable register.

  • Mark present, late, excused or absent
  • Correct a register with a reason
  • Attendance history and rates

Enforced boundaries

  • A lecturer reaches only their assigned cohorts
  • Every correction keeps the previous value and the actor

Assignments, assessment and results

Secure system required

Set work, receive it, grade it, moderate it, publish it.

  • Create assignments
  • Review submissions
  • Feedback and grading
  • Moderation
  • Publish results
  • Corrections with history

Enforced boundaries

  • Nothing publishes automatically
  • Administrators oversee but do not casually alter grades
  • Every correction is audited

Finance

Secure system required

Tuition billed, collected, outstanding, refunded and reconciled.

  • Student accounts
  • Charges and payments
  • Instalment plans
  • Receipts
  • Refunds
  • Reconciliation
  • Finance reports

Enforced boundaries

  • Gross revenue is never presented as profit
  • No balance is editable from a browser
  • Payments are verified with the provider server-side

Masterclass administration

Secure system required

Operate masterclasses on the same institutional record as everything else.

  • Masterclasses
  • Registrations
  • Attendance
  • Payments
  • Communication
  • Source and conversion to programme

Enforced boundaries

  • The existing public masterclass pages are untouched by administration

Credentials

Secure system required

Approve, issue, verify and where necessary revoke.

  • Eligibility from academic record
  • Approval
  • Issue
  • Public verification
  • Revocation with reason

Enforced boundaries

  • Payment alone never issues a credential
  • Wording awaits the College and legal review

Communications

Secure system required

Institutional announcements to a defined audience.

  • Audience segmentation
  • In-platform announcements
  • Email
  • WhatsApp notification

Enforced boundaries

  • Nothing is sent today
  • No message leaves an unverified institutional address

Student support

Secure system required

A queue, not an inbox.

  • Queues by area
  • Ticket lifecycle
  • Assignment
  • Resolution and history

Enforced boundaries

  • Student communications are confidential to the student and authorised staff

Institutional reporting

Secure system required

Admissions, students, academic, finance and marketing reporting from one model.

  • Report families
  • Filters and periods
  • Authorised export

Enforced boundaries

  • No figure is ever estimated, smoothed or invented

Security, audit and settings

Secure system required

Who may do what, what was done, and how the institution is configured.

  • Authorised staff
  • Role management
  • Security events
  • Session controls
  • Audit log
  • Institutional settings

Enforced boundaries

  • No password, token or service key is ever displayed
  • No one can promote themselves
  • The founder account is established through the backend, never hard-coded

How staff will navigate

Grouped so that the system stays usable as it grows. On a phone, only the items marked for priority stay in the main navigation; the rest move behind a single menu, so administration is genuinely usable at 390 pixels wide.

Overview

The command centre: what is happening, and what requires attention.

  • Command CentrePhone
  • Requires AttentionPhone

People

Applicants, students and faculty as institutional records.

  • ApplicationsPhone
  • StudentsPhone
  • Faculty

Academics

What is taught, to whom, by whom, and how it is assessed.

  • Programmes
  • Cohorts
  • Curriculum
  • ClassesPhone
  • AttendancePhone
  • Assessments
  • Results

Finance

Tuition billed, collected and outstanding — never confused with profit.

  • Payments
  • OutstandingPhone
  • Finance Reports

Engagement

Masterclasses, institutional communication and student support.

  • Masterclasses
  • Communications
  • Support

Institution

Credentials, reporting, auditability and institutional configuration.

  • Credentials
  • Reports
  • Audit
  • Security
  • Settings

Controlled states

Applications, students, programmes, payments, credentials and support cases each move through a defined set of states. Nothing jumps arbitrarily from one to another.

Application

  • draft

    → submitted, withdrawn

    Applicant

  • submitted

    → under review, withdrawn

    Admissions (applicant may withdraw)

  • under review

    → more information required, admitted, not admitted

    Admissions

  • more information required

    → under review, withdrawn

    Applicant supplies information; admissions resumes review

  • admitted

    → withdrawn

    Admissions or applicant

  • not admitted

    Terminal state.

    Terminal

  • withdrawn

    Terminal state.

    Terminal

An applicant can never admit themselves, change a review status, assign a reviewer, read an internal note or alter a staff decision.

Student

  • Admitted — Offer made, enrolment not yet completed.
  • Pending enrolment — Accepted the offer; enrolment steps outstanding.
  • Active — Enrolled and studying. Student number is permanent from here.
  • On hold — Temporarily paused with institutional agreement.
  • Completed — All completion requirements satisfied.
  • Withdrawn — Left the programme.
  • Suspended — Access restricted by an authorised decision.

Programme

  • Draft
  • Published
  • Admissions open
  • Admissions closed
  • Inactive
  • Archived

A draft programme is never publicly readable, by accident or otherwise.

Payment

  • Pending — Initiated, not yet verified by the provider.
  • Verified — Confirmed server-side from the provider, never from a browser redirect.
  • Failed — Provider rejected or abandoned.
  • Refunded — Returned in full, provider-confirmed.
  • Partially refunded — Part returned, balance recalculated.
  • Reversed — Charged back or reversed by the provider.

Support

  • Admissions
  • Academic
  • Technical
  • Finance
  • General
  • Open
  • In progress
  • Waiting for student
  • Resolved
  • Closed

Student numbers

Every enrolled student receives one permanent, human-readable number in the form PLC-[YEAR]-[SEQUENCE] — for example PLC-2026-XXXXXX. No number exists yet, and none will be issued before a genuine enrolment.

  • Issued only on genuine enrolment — never at application, never at payment.
  • Generated server-side from a controlled sequence; never chosen by a browser.
  • Permanent once issued; never reused, never recycled after withdrawal.
  • Database UUIDs remain internal and are never shown as the human identifier.
  • The year segment records the enrolment year, not the current year at display time.

Where students come from

The first touch that brought a person to the College is recorded once and never silently overwritten, so the College can eventually see which channels produce enrolled students rather than merely traffic.

  • WhatsApp
  • Facebook
  • TikTok
  • Hot TV
  • World Pillars Church
  • Pastor referral
  • Friend or family
  • Google
  • PLC event
  • Direct
  • Other

Source, medium, campaign, content, referrer and UTM values travel with the application and the enrolment.

Reporting and exports

Admissions

  • Applications by programme
  • Applications by country
  • Decision rates
  • Application conversion

Students

  • Active students
  • Programme distribution
  • Language distribution
  • Country distribution
  • Completion

Academic

  • Attendance
  • Assignment completion
  • Assessment progress
  • Completion

Finance

  • Gross billed
  • Collected
  • Outstanding
  • Refunded
  • Revenue by programme
  • Revenue by masterclass

Marketing

  • Applicants by source
  • Applicants by campaign
  • Applicant conversion
  • Enrolment conversion
  • Cost per applicant (only where ad spend is supplied)
  • Cost per enrolled student
  • Revenue attributed to source

Audit

Serious institutions can say who did what, and when. These events will always be recorded.

  • Admissions decision recorded
  • Reviewer assigned or changed
  • Role granted or removed
  • Student status changed
  • Payment recorded, adjusted or reversed
  • Refund issued
  • Grade published or corrected
  • Credential issued or revoked
  • Programme published or archived
  • Institutional setting changed
  • Data export containing personal data

What each record holds

  • Actor (user id and role at the time of the action)
  • Action
  • Entity type and entity id
  • Timestamp (UTC)
  • Safe metadata: before/after values for non-sensitive fields, and a reason where required

What it never holds

  • Passwords or password hashes
  • Authentication tokens or session identifiers
  • Service keys or integration secrets
  • Full payment instrument details

Notifications

  • Application submitted — Applicant, admissions queue
  • Information required — Applicant
  • Admissions decision — Applicant
  • Payment verified — Student, finance
  • Upcoming class — Cohort
  • Assignment deadline approaching — Students with no submission
  • Result published — Student
  • New announcement — Selected audience
  • Credential issued — Student
  • Event-driven, never scheduled blasts.
  • One digest rather than many separate messages for the same event group.
  • Every channel has an opt-out except statutory academic and financial notices.
  • No notification is ever sent from an unverified institutional address.

The institutional data model

One normalised model, not one per department. None of these exist yet — no table has been created, because the secure database is not connected.

Relationships that must hold

Institutional settings

  • College identity and official logo
  • Contact information
  • Academic settings (terms, attendance thresholds, grading scheme)
  • Admissions settings (intakes, review targets, required documents)
  • Finance settings (fees, instalments, currencies, due dates)
  • Communication settings (sender identities, templates, opt-outs)
  • Credential wording
  • Integrations
  • Security policy

Integration credentials live server-side only and are never shown to an administrator or sent to a browser.

Backup and recovery

  • Automated daily database backups with tested restoration — not assumed, verified.
  • Point-in-time recovery for the finance and audit tables.
  • Credential records preserved independently of programme changes.
  • Audit logs append-only and retained beyond the operational record.
  • A written incident recovery procedure with named responsibilities.
  • No backup claim is made publicly until the infrastructure genuinely provides it.

Still needed from the College

  • Official institutional email address
  • Official telephone and WhatsApp number
  • Registered physical address and office hours
  • Programme fees, instalment terms and currency
  • Intake and cohort dates
  • Masterclass dates and fees
  • Faculty appointments and biographies
  • Certificate and credential wording, after legal review
  • Any accreditation or approval only where genuinely held and documented
Send this information

Approved officeholders

These are institutional appointments only. An officeholder record grants no login, no mailbox and no system permission. Access is assigned separately to a real authenticated account through the secure role-assignment process.

Operational staff account readiness

Name is not an account, office is not a role, and an email address is not authority. Each appointment below becomes operational only when the person signs in with their own account, an authorised administrator identifies that exact account, and the approved role is explicitly activated and recorded in the audit trail. No passwords are ever created, stored or displayed here.

First cohort readiness

Selected first programme: Professional Certificate in 21st-Century Church Leadership, Growth & Administration. Cohort 1 begins 22 September 2026 and runs for 12 teaching weeks, delivered online-first. Admissions for this cohort are not publicly open, and will not be announced until the remaining decisions below are made.

Language tracks

  • Twi track — first session Tuesday, 22 September 2026. Class time not yet approved.
  • English track — first session Thursday, 24 September 2026. Class time not yet approved.

One qualification, two language deliveries. Pass mark 50%, minimum attendance 75%.

Approved tuition

  • Ghana — GH₵1,200
  • International — US$100

Two separately approved institutional prices, not a currency conversion. Held as draft fee schedules; no charge exists against any person and online payment is not available.

Draft curriculum — awaiting academic approval

  1. 1. 21st-Century Christian Leadership & the Changing Church
  2. 2. Church Administration & Institutional Systems
  3. 3. Church Growth, Evangelism & Membership Development
  4. 4. Church Governance, Constitution, Policies & Accountability
  5. 5. Pastoral Leadership, People Management & Conflict Resolution
  6. 6. Church Finance, Stewardship, Budgeting & Internal Controls
  7. 7. Communication, Public Relations & Media Ministry
  8. 8. Digital Ministry, Social Media & Online Church Growth
  9. 9. Artificial Intelligence & Technology for Modern Ministry
  10. 10. Strategic Planning, Project Management & Ministry Operations
  11. 11. Leadership Development, Succession & Volunteer Management
  12. 12. Church Sustainability & Ministry Growth Project

Not visible to students. Official module codes and the final project marking criteria require academic approval.

2026 programme launch calendar

Programme start dates only. These are not graduation dates, and each programme keeps its own cohorts, students, fees, modules, results, attendance, completion and credentials.

  1. Programme 1

    Professional Certificate in 21st-Century Church Leadership, Growth & Administration

    Start: Tuesday, 22 September 2026

  2. Programme 2

    Professional Certificate in Prophetic Ministry & Spiritual Intelligence

    Start: Friday, 2 October 2026

Programme 2 readiness — Professional Certificate in Prophetic Ministry & Spiritual Intelligence

Online delivery from Friday, 2 October 2026, 12 teaching weeks, Fridays 9:00 PM – 10:30 PM Ghana time (Africa/Accra). Admissions are not open, the award remains a draft and the Programme Lead's teaching account still requires activation.

Class schedule

  • Fridays — 9:00 PM – 10:30 PM
  • First session Friday, 2 October 2026

All class times are Ghana time (Africa/Accra, GMT). International students should convert from Ghana time. Pass mark 50%, minimum attendance 75% (attendance is recorded separately from marks).

Approved tuition

  • Ghana — GH₵1,200
  • International — US$100

Two separately approved institutional prices for this programme, not a currency conversion and not shared with the first programme. Held as draft fee schedules; no charge exists and online payment is not available. Applications close 30 September 2026.

Assessment model — weightings await academic approval

  • Practical module assignments — Applied ministry tasks tied to each academic area.
  • Biblical and reflective written work — Scriptural grounding and interpretive reasoning.
  • Case-based ministry and ethics exercises — Discernment methodology, ethical judgment and pastoral responsibility.
  • Final Prophetic Ministry Practice & Ethics Project — Integrated demonstration of grounding, safeguards, accountability and responsible leadership.

Assessed against biblical understanding, interpretive reasoning, discernment methodology, ethical judgment, pastoral responsibility, accountability, case analysis, responsible communication, application to ministry situations. Students are never graded on whether they claim to prophesy, see visions, hear supernatural voices, perform miracles or receive revelations. Final project: Prophetic Ministry Practice & Ethics Project; its marking criteria are not yet approved or published.

Draft curriculum — awaiting academic approval

  1. 1. Biblical Foundations of Prophetic Ministry
  2. 2. Understanding Prophetic Calling, Gift and Office
  3. 3. Prophecy in Scripture and Christian Tradition
  4. 4. Dreams, Visions and Spiritual Discernment
  5. 5. Biblical Symbolism and Responsible Interpretation
  6. 6. Testing Prophetic Impressions and Discernment
  7. 7. Prophetic Ethics, Integrity and Accountability
  8. 8. Prophetic Ministry and Pastoral Responsibility
  9. 9. Human Behaviour, Psychology and Responsible Ministry
  10. 10. African Spiritual Worldviews and Christian Ministry
  11. 11. Handling Sensitive and High-Risk Prophetic Messages
  12. 12. Leadership, Accountability and Sustainability in Prophetic Ministry

Not visible to students. These areas are taught as ministry formation within Christian tradition and are not presented as scientifically established claims.

Masterclass readiness — The Church of 2030

The masterclass is dated, priced and configured. Registration stays closed until the College deliberately opens it, no online payment is available, and no certificate can be issued while the institutional signatories remain inactive.