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Feature: Generate alumni candidates during election handoff by graduation month #502

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opened 2026-04-28 07:15:12 +00:00 by jjalangtry · 0 comments

jjalangtry commented

2026-04-28 07:15:12 +00:00

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Problem

Auto-generated alumni review rows currently appear from profile/sign-in activity, not from the election handoff flow.

Current behavior:

next/lib/services/alumniCandidateService.ts creates an AlumniCandidate when hasTermPassed(graduationTerm, graduationYear) is true
maybeCreateAlumniCandidate() runs from next/lib/authOptions.ts on sign-in
maybeCreateAlumniCandidate() also runs from next/app/api/user/route.ts after profile updates

That means a pending alumni review can appear just because a user signs in or edits their profile after their graduation term has passed. The desired behavior is narrower: auto-generated alumni requests should appear only as part of the end-of-election / new-semester handoff when the graduating student is in the graduation month/year associated with that election cycle.

Example: if a student graduates in May 2026, then clicking the end-of-election / send-invites button for the May 2026 election cycle should generate their automatic alumni review row.

Proposed Solution

Move automatic alumni candidate generation into the post-election handoff flow.

Likely trigger point:

POST /api/elections/[id]/send-officer-invites, used by next/app/(main)/dashboard/new-semester/[electionId]/NewSemesterClient.tsx when SE Office clicks Send invites

If the product flow changes to combine certification, new-semester start, and invite dispatch into a single end-election action, put the alumni generation in that single orchestrator instead. The key requirement is that the generation happens from the election-cycle handoff button, not from normal sign-in/profile-update side effects.

Eligibility Rule

Create an auto alumni candidate only when both are true:

The user has provided a graduation month and graduation year
The graduation month/year matches the current election cycle's handoff month/year

Suggested election-cycle date source:

Prefer Election.votingCloseAt or Election.certifiedAt as the election-cycle reference date, and document the chosen source
Compare (graduationMonth, graduationYear) to that reference month/year

Important current-data note: the schema currently stores graduationTerm and graduationYear, not a precise graduation month. This issue should either add a graduationMonth field or explicitly define a reliable term-to-month mapping before implementing the month/year check.

Scope

In scope:

Stop creating automatic alumni candidates from sign-in
Stop creating automatic alumni candidates from ordinary profile updates
Add or derive a precise graduation month for the user profile
Add a batch generator that runs during election handoff / officer invite dispatch
Generate pending AlumniCandidate rows only for users whose graduation month/year matches the election-cycle reference month/year
Avoid duplicate candidates for users who already have an Alumni record or an existing candidate
Return a count of generated alumni candidates from the handoff endpoint so the UI can toast/report it
Update the handoff UI copy to mention alumni candidates generated, if any

Out of scope:

Automatically approving alumni candidates
Sending alumni-specific emails unless added as a separate follow-up
Changing the manual public alumni request form

Acceptance Criteria

Signing in no longer creates an automatic alumni candidate
Editing a profile no longer creates an automatic alumni candidate just because the graduation date has passed
Clicking the election handoff / send-invites button creates pending alumni candidates for users graduating in the election-cycle month/year
A user graduating in May 2026 is generated during the May 2026 election handoff, not before and not for other election months
Users without graduation month/year are ignored
Users with a non-matching graduation month/year are ignored
Users who already have an Alumni record are ignored
Users who already have an AlumniCandidate are ignored
The endpoint response includes the number of alumni candidates created
Unit/integration tests cover matching month/year, missing graduation date, non-matching graduation date, existing alumni, and duplicate candidate cases

Additional Context

Relevant existing files:

next/lib/services/alumniCandidateService.ts
next/lib/authOptions.ts
next/app/api/user/route.ts
next/app/api/elections/[id]/send-officer-invites/route.ts
next/app/(main)/dashboard/new-semester/[electionId]/NewSemesterClient.tsx

## Problem Auto-generated alumni review rows currently appear from profile/sign-in activity, not from the election handoff flow. Current behavior: - `next/lib/services/alumniCandidateService.ts` creates an `AlumniCandidate` when `hasTermPassed(graduationTerm, graduationYear)` is true - `maybeCreateAlumniCandidate()` runs from `next/lib/authOptions.ts` on sign-in - `maybeCreateAlumniCandidate()` also runs from `next/app/api/user/route.ts` after profile updates That means a pending alumni review can appear just because a user signs in or edits their profile after their graduation term has passed. The desired behavior is narrower: auto-generated alumni requests should appear only as part of the end-of-election / new-semester handoff when the graduating student is in the graduation month/year associated with that election cycle. Example: if a student graduates in **May 2026**, then clicking the end-of-election / send-invites button for the May 2026 election cycle should generate their automatic alumni review row. ## Proposed Solution Move automatic alumni candidate generation into the post-election handoff flow. Likely trigger point: - `POST /api/elections/[id]/send-officer-invites`, used by `next/app/(main)/dashboard/new-semester/[electionId]/NewSemesterClient.tsx` when SE Office clicks **Send invites** If the product flow changes to combine certification, new-semester start, and invite dispatch into a single end-election action, put the alumni generation in that single orchestrator instead. The key requirement is that the generation happens from the election-cycle handoff button, not from normal sign-in/profile-update side effects. ## Eligibility Rule Create an auto alumni candidate only when both are true: 1. The user has provided a graduation month and graduation year 2. The graduation month/year matches the current election cycle's handoff month/year Suggested election-cycle date source: - Prefer `Election.votingCloseAt` or `Election.certifiedAt` as the election-cycle reference date, and document the chosen source - Compare `(graduationMonth, graduationYear)` to that reference month/year Important current-data note: the schema currently stores `graduationTerm` and `graduationYear`, not a precise graduation month. This issue should either add a `graduationMonth` field or explicitly define a reliable term-to-month mapping before implementing the month/year check. ## Scope In scope: - Stop creating automatic alumni candidates from sign-in - Stop creating automatic alumni candidates from ordinary profile updates - Add or derive a precise graduation month for the user profile - Add a batch generator that runs during election handoff / officer invite dispatch - Generate pending `AlumniCandidate` rows only for users whose graduation month/year matches the election-cycle reference month/year - Avoid duplicate candidates for users who already have an `Alumni` record or an existing candidate - Return a count of generated alumni candidates from the handoff endpoint so the UI can toast/report it - Update the handoff UI copy to mention alumni candidates generated, if any Out of scope: - Automatically approving alumni candidates - Sending alumni-specific emails unless added as a separate follow-up - Changing the manual public alumni request form ## Acceptance Criteria - [ ] Signing in no longer creates an automatic alumni candidate - [ ] Editing a profile no longer creates an automatic alumni candidate just because the graduation date has passed - [ ] Clicking the election handoff / send-invites button creates pending alumni candidates for users graduating in the election-cycle month/year - [ ] A user graduating in May 2026 is generated during the May 2026 election handoff, not before and not for other election months - [ ] Users without graduation month/year are ignored - [ ] Users with a non-matching graduation month/year are ignored - [ ] Users who already have an `Alumni` record are ignored - [ ] Users who already have an `AlumniCandidate` are ignored - [ ] The endpoint response includes the number of alumni candidates created - [ ] Unit/integration tests cover matching month/year, missing graduation date, non-matching graduation date, existing alumni, and duplicate candidate cases ## Additional Context Relevant existing files: - `next/lib/services/alumniCandidateService.ts` - `next/lib/authOptions.ts` - `next/app/api/user/route.ts` - `next/app/api/elections/[id]/send-officer-invites/route.ts` - `next/app/(main)/dashboard/new-semester/[electionId]/NewSemesterClient.tsx`

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