Activities and add-on courses
Offer extra-curricular programmes, add-on courses and additional classes, free or paid, with seats, waiting lists, sessions, attendance and assessments. Students enrol on the app or the portal, fees go on the fee account, and assessments can be taken online.
PLANSScale only
The problem it solves
- A certificate course in data analytics fills in an hour, and nobody knows who is next when a student drops out.
- Course fees for the Saturday add-on are paid in cash to the trainer and never reach the fee accounts.
- Nobody can show which students actually attended the 30-hour value-added course.
- Choosing clubs and programmes for 900 first-years is done on paper forms.
How it works
- The coordinator sets up categories and activities, then creates an offering. It has level, dates, mode, instructors or an outside trainer, seats, who can join and the fee.
- Who can join is set by programme, department, semester, section or subjects taken. Who Enrols is the student, the parents or either.
- The coordinator clicks Open Enrolment. Students ask for a seat on the portal or in the Campus app, or staff add them.
- A request is confirmed, held until the fee is paid, or put on the waiting list when full. If you set an approval chain for the offering, it decides first.
- Generate Sessions makes the classes from the weekly schedule. The instructor takes attendance on the web or in the app.
- Assessments, offline or online with a scored test, give marks, ranks and a level. Students see their results.
Everything it does
Activities and offerings
- Four categories to start with: In-School Activities, Extra-Curricular Programmes (one-time fee), Additional Classes (monthly fee) and Add-on Sessions (after college, monthly fee)
- Each category gives defaults for timing, enrolment and fee, changeable on each offering
- Mode: In person (the default), Online, Hybrid or Material only (self-study), with an online class link
- Instructors on staff, or an External Trainer / Vendor
- Seats (0 means no limit), Waiting List (on to start with) and Minimum to Run
- Who Can Join: courses / degrees, departments, semesters, sections, students taking given subjects, gender and age
- Additional classes can be suggested to students who scored below a percentage in the subject
- A student is not enrolled in two offerings at the same time
- Study material and a note for students
Choices and enrolment
- Who Enrols: Parents, Students, or Parents or students (the default); with a view-only parent login, the student enrols
- Enrolment statuses: Awaiting Approval, Awaiting Payment, Waiting List, Confirmed, Completed, Withdrawn and Not Accepted
- Enrolment opens and closes on dates; students can withdraw until the date you set
- A freed seat goes to the first student on the waiting list by itself
- Selection plans by semester and section: groups with Pick at Least and Pick at Most, and a total minimum and maximum
- Seats first come, first served, or ranked preferences allocated after choices close by earliest submission or a lottery
- A Certificate Issued tick on each enrolment, for courses where you hand out a certificate
Fees
- Free, one-time, monthly or per term (3 months per term to start with)
- The fee becomes a due on the student's fee account
- Confirm Seat Only After Payment holds the seat for 3 days to start with, then releases it to the waiting list
Sessions, attendance and assessments
- Sessions from the weekly schedule, shown as a calendar
- Present, Absent or Excused with remarks; excused sessions are left out of the attendance percentage
- Assessments with max marks (100 to start with), pass marks and a level awarded on pass
- Online assessments use a scored survey: each enrolled student gets a personal test link on the portal
- Scores of finished tests come in every hour, or at once with Sync Online Scores
- Publish Results ranks students and sets the Level Achieved
- Activity Analysis report and a ready-made Activities dashboard
Not linked
- Add-on courses do not earn credits in the programme scheme; credits come from choice-based credits
- Activity attendance is kept apart from subject attendance
Who uses it
Activities coordinatorSets up activities and offerings, runs selection plans, decides requests and publishes results.
Instructor or trainerTakes session attendance and enters assessment results, on the web or the phone.
StudentChooses and joins programmes and courses, withdraws, pays the fee, takes online tests and sees attendance and results.
ParentSees the ward's activities, attendance and results; enrols too if you give parents full access.
Accounts officeCollects course fees with the other dues.
Where you use it
- Web: Activities (Offerings, Enrolments, Selection Plans, Sessions & Attendance, Assessments, Reporting, Configuration)
- Student portal: the Activities page to choose, enrol, withdraw, take online tests and see schedules, material, results and fees
- The Campus app: Activities to join, follow, leave and make the college's choices (built and in testing, not in the app stores yet)
- The Campus app, staff view: My activities with session attendance, results and requests for the coordinator
- Set-up from spreadsheets: activities, offerings with weekly slots and students already enrolled
What you control
Settings
- Per offering: seats, waiting list, enrolment dates, withdrawal date, who enrols and who can join
- Hold Seat for Payment (days): 3 to start with
- Whether a coordinator agrees to each request: the Activity enrolment approval chain, approved at once to start with
- Activities page for students and parents: on, with a switch on the Entity's Parent & Student Portal tab
Approvals
- Activity enrolment: approved at once to start with. Set Only For an offering so its requests wait for the activity coordinators. Or they wait for the levels you add, such as the HOD and then the coordinator. The student and parents never decide their own request
Notifications
- Choose Activities: to students and parents when a selection plan opens, in the app, by push, WhatsApp, SMS and email
- Activity Enrolment Confirmed, Activity Seat Held - Pay Fee, Activity Seat Available (Waiting List) and Activity Cancelled: to the student and parents. They use the same channels
- Activity Class Reminder: before a class, in the app, by push and WhatsApp
- Activity Assessment Result: to the student and parents, in the app, by push, WhatsApp, SMS and email
- All go out at once; a person can switch off a channel such as SMS, and in-app notices always arrive
Questions
Can we run paid add-on courses with an outside trainer?
Yes. Name the external trainer on the offering, set a one-time, monthly or per-term fee, and the fee goes on the student's fee account. You can hold the seat until it is paid.What happens when a course is full?
With Waiting List on, the student waits in a numbered queue. When a seat frees up, the first student gets it and is told.Can a course be open to one department only?
Yes. Who Can Join limits it by course or degree, department, semester, section or subjects taken.Can assessments be taken online?
Yes. An online assessment gives each enrolled student a personal link to a scored test. Scores come in every hour, and Publish Results ranks the students.Do add-on courses count towards credits?
No. Activities are not linked to the programme scheme. Credits come from choice-based credits.Can the HOD approve enrolments?
Yes. Mark the offering in the Activity enrolment chain and add a level for the HOD. Requests then wait for each level in turn.Related features
FEESIndustrial visits, trips and eventsInvite a programme or a semester to an industrial visit, a tour or the college day with a consent form and a fee. Students answer on the portal or the Campus app, the fee lands on their dues, and attendance on the day fills itself in.CHOICE-BASED CREDITSCourse credits and programme schemesEvery subject carries a course category and credits worked out from its lecture, tutorial and practical hours. A programme scheme holds the credits to graduate, per category and per semester, and the credit summary checks each student against it.FEESFee structures, payment plans and instalmentsWrite each programme's fees for the year once, per intake, with semester-wise or full-year plans. Every student of that programme and intake gets the right dues, split into instalments with due dates.APPS AND PORTALCampus app and web portal for students and parentsStudents sign in to the Campus app or the web portal and act for themselves: attendance, timetable, assignments, results, electives, leave, certificates, placements and fees. Parents get their own login and see the same pages, view only unless you decide otherwise.APPS AND PORTALFaculty view in the appThe faculty view of the Campus app puts the day on the phone: today's lectures and registers, assignments, marks, student leave and exam duties. The same app runs the library counter and the activity instructor's sessions, and each person sees only the pages their role allows.ACROSS SMARTMY COLLEGEApproval chainsLeave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.