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Return to indexWeb · Preprint · Completeddoi:10.2026/scholar-track

Proceedings of the PortfolioVol. 2026 · No. 30

Web application · 2026

The PhD journey, from proposal to degree.

Scholar Track: PhD Scholar Tracking Portal

Krishna Vijay G1

1 Design + Full-stack · Web · September 2026

doi:10.2026/scholar-trackManuscript ST-2026-0030Status: Completed

Abstract—Scholar Track guides a research scholar through four Doctoral Committee reviews and a degree stage, with a two-step approval at every milestone. One portal, three roles, a full audit trail, and an interface that reads like a well-set journal.

Index Terms—3 roles, 1 portal; 5 gated milestones; Server-side audit trail; 12 email notifications.

CCSNext.js → TypeScript → Prisma → PostgreSQL → Design System → Full-stack

Manuscript metadata
RolesScholar · Supervisor · R&D
StagesProposal → DC1–DC4 → Degree
ThemesLight & dark, first-class
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(a) Scholar overview
(b) R&D overview
(c) Sign in
Figure 1: (a) Scholar overview; (b) R&D overview; (c) Sign in. Captured at scholar-track.app / student / dashboard.
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Key results

  1. x15Milestones with required documents(1)
  2. x22-stepApproval: supervisor, then R&D(2)
  3. x312Templated email notifications(3)
  4. x4100%Server-side gating and audit(4)

I. Overview

Built for a research office, designed like a product

The portal replaces paper files and email threads with a single source of truth. Every transition is enforced on the server, every rejection carries remarks, and every step writes an audit row.

Scholars always know what to do next; supervisors and the R&D section always know what is waiting for them, with live counters in the navigation.

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Table 1: Overview: components and responsibilities.
#ComponentResponsibility
01ScholarRegisters with a one-time portal key, files the proposal, uploads milestone documents and always sees the next step.
02SupervisorConstitutes the Doctoral Committee, assigns a co-supervisor and approves or returns each application with remarks.
03R&D SectionIssues portal keys, allocates supervisors, gives the final approval, records meetings and issues the degree.
04Notified at every stepTemplated HTML email for onboarding, reviews, allocations, meetings, degrees and password flows.
05Files never publicPresigned uploads straight to object storage, then authenticated proxies stream every document.
06GitHub-inspired UIHairline borders, one accent, semantic state labels and serif headings, in light and dark.

II. Workflow

Every milestone follows the same rhythm

  1. DRAFT
  2. SUBMITTED
  3. SUPERVISOR_APPROVED
  4. RND_APPROVED
  5. MEETING_COMPLETED
Figure 2: Gantt chart of the review cycle; each milestone passes through the same states in order.

II.A The scholar uploads and submits

Each stage lists exactly which documents are required. Uploads go straight to object storage through short-lived signed URLs, with progress, and the application cannot be submitted until every slot is filled.

  1. (i) Required-document checklist
  2. (ii) Direct-to-bucket uploads, 10MB, PDF/JPG/PNG
  3. (iii) Application tracker with dates and remarks
Figure 3: DC2 application with four uploaded documents.

II.B The supervisor reviews

The scholar page puts the proposal, committee, documents and the decision form on one screen. Returning an application requires remarks, which land in the scholar's tracker and inbox.

  1. (i) Committee picker, 2 to 5 members from the pool
  2. (ii) Approve, or return with mandatory remarks
  3. (iii) Email to the scholar and the R&D queue
Figure 4: Supervisor review page.

II.C The R&D section closes the loop

Queues with live counters show what is waiting: supervisor requests, final approvals, and meetings to record. Marking a meeting complete unlocks the next stage; on the last stage it issues the degree.

  1. (i) Counters in the navigation
  2. (ii) One click to record a meeting or issue a degree
  3. (iii) Filterable scholar register with CSV export
Figure 5: R&D approvals queue.

II.D And the journey ends with a degree

The scholar's overview turns fully green, the completion record shows the issue date, and the final email congratulates the new doctor.

Figure 6: Scholar overview after the degree is issued.

III. Design system

Light and dark, drawn from the same tokens

A GitHub-inspired system: hairline borders, quiet surfaces, one accent, semantic state colours. Drag the handle to compare.

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R&D overview, light themeR&D overview, dark theme
Figure 7: R&D overview, rendered from one token set: (a) light theme, (b) dark theme. Drag the rule, or use the arrow keys, to compare.

IV. Responsive

Fits a phone without a separate app

Tabs scroll, tables stack, and the full journey stays readable one-handed.

(a) Sign in
(b) Scholar overview
(c) R&D overview
(d) DC2 application
(e) Supervisor dashboard
Figure 8: Narrow-viewport renderings: (a) Sign in; (b) Scholar overview; (c) R&D overview; (d) DC2 application; (e) Supervisor dashboard.

V. Under the hood

Stack and safeguards

A. Built with

  • Next.js 14
  • TypeScript
  • Prisma
  • Neon Postgres
  • NextAuth
  • Tailwind CSS
  • Zod
  • S3-compatible storage
  • Brevo email
  • Vercel

B. Security model

  1. P1Role-based middleware and server-side stage gating∎
  2. P2Files streamed through authenticated proxies, never public URLs∎
  3. P3Presigned uploads verified with HeadObject before recording∎
  4. P4Hashed portal keys and single-use, expiring reset tokens∎
  5. P5bcrypt passwords, lockout after failed logins, strict CSP∎

VII. Case study

How it was built

Typesetting the manuscript… Read the source.

Conclusion & Availability

Want the code, or the next one?

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References

  1. [1]Krishna Vijay G, “View source,” Scholar Track: PhD Scholar Tracking Portal, 2026. [Online]. Available: github.com/Arkhins-0/scholar
  2. [2]Krishna Vijay G, “Back to portfolio,” Scholar Track: PhD Scholar Tracking Portal, 2026. [Online]. Available: /#work
  3. [3]Krishna Vijay G, “Case study (manuscript source),” Scholar Track: PhD Scholar Tracking Portal, 2026. [Online]. Available: /projects/scholar-track/case-study.md
  4. [4]“Portfolio index,” /#work.

1 Correspondence: Design + Full-stack. A portal that carries a PhD scholar from admission to degree through four Doctoral Committee reviews, with two-step approvals, document uploads, an audit trail and templated email. GitHub-inspired interface in light and dark.

2 Scholar Track replaces paper files and email threads with one source of truth for a research office: three roles (scholar, supervisor, R&D section), five gated milestones, presigned uploads to object storage with authenticated proxies, hashed portal keys and reset tokens, and a full audit log. Built with Next.js 14, Prisma on Neon Postgres, NextAuth, Tailwind and Brevo.