case study
AOI College of Languages

Fixing academic tracking and reporting in a rolling intake model.



It has helped streamline our internal processes, improve organization, and maintain consistency across programs.


Key Takeaway

AOI didn’t need to change how they operated — they needed a system that could support it. By aligning sessions, course structure, programs, and reporting, we transformed a complex rolling model into a clear, accurate, and scalable academic system.

The Challenge

AOI operates with new student intakes every 4 weeks, with learners entering at different levels and progressing continuously. However, their system wasn’t structured to support this model:

  • The same course template and course code were reused across levels (A, B, C), causing:
    • Inaccurate GPA and attendance
    • Conflicts in tracking completed courses
  • Language levels weren’t clearly defined, making progression and transcripts unclear
  • Students received 3-month progress updates, but each on different timelines
  • Academic sessions and reporting were not fully aligned with their operations

The Solution

We rebuilt AOI’s academic structure to align with how their school actually runs:

  • Rebuilt academic sessions across the full year for consistency
  • Created distinct course templates and codes for each level
  • Introduced clear progression (A → B → C / A → I)
  • Organized courses into programs by language level
  • Enabled individualized 3-month progress tracking based on each student’s start date
  • Configured transcripts to reflect program-based progression
  • Structured the system to support rolling intake within a stable framework
  • Enabled program-level exams as milestone assessments

The Outcome

  • Eliminated GPA and attendance inaccuracies
  • Enabled accurate tracking of completed courses and progression
  • Created clear learning pathways for students
  • Delivered clean, program-based progress updates every three months
  • Provided student-friendly transcripts aligned with real progress
  • Fully aligned the system with AOI’s 4-week rolling intake model
  • Established a scalable academic foundation for future growth


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