Alumni records and events
Graduates stay on record as alumni, with their register number, batch, programme, department and college. Keep them in alumni groups by batch, see where each group was first placed, and plan reunions and other events for a group.
PLANSScale only
The problem it solves
- Once a batch graduates, its records sit in old registers and nobody can find a former student's details.
- The college wants a Class of 2016 reunion and has no list of who was in that batch.
- NAAC asks about alumni, and the office cannot say where a batch went after college.
- Years of graduates must be typed again when the college moves to a new system.
How it works
- When a student graduates, the office ticks Is Graduate on the student's record with the completion and graduation dates. Or the Former Students sheet of the import brings in many at once.
- Alumni > All Alumni lists every former student, with the register number, name, batch, programme, department and college. Group the list by any of them.
- Under Alumni > Alumni Group, make a group for a batch, such as Class of 2026. Choosing the batch fills the Students tab with its students; remove or add lines as needed.
- With placements in use, the group's Students tab shows each member's first employer and first package, and the group counts those Placed through the Campus.
- Plan an event for the group, such as a reunion, on the group's Events tab: its name, venue, who is responsible, dates and stage.
Everything it does
Alumni records
- A former student is a student with Is Graduate ticked, the Course Completion Date and the Graduation Date
- All Alumni: register number, name, batch, programme, department and college; search by any of them
- Group by Batch, Course, Department or Institution; the Archived filter shows former students moved off the rolls
- The student's form shows the alumni group they belong to
- Former students stay on record and are not counted as students on the rolls
Alumni groups
- Name, Batch, the college (Entity), Created Date and Description
- Fees Amount: the membership fee of the group, or 0
- Students tab: the students of the batch, filled in when you choose it
- With placements: First Employer and First Package per member, and Placed through the Campus for the group
- Events tab: the group's events with the venue, who is responsible, dates and stage
- A group can be archived
Alumni at your placement drives
- An open (walk-in) drive takes registrations from outside candidates, your graduates among them
- A candidate who ticks I studied at and gives a register number of one of your graduates or alumni group members is marked Alumni
- The registration then shows the Alumni Record and the Alumni Group
Bringing alumni in
- Former Students sheet of the set-up import: Register No and Completed On, for students also in the Students sheet with their last class
- Each one is moved off the rolls (archived), marked as passed out on that date and listed in the alumni group of their batch
- A group named Alumni and the batch is made for each batch by itself
Dashboard
- The first screen of the Alumni menu: the number of alumni groups, groups made this period, and groups by batch
Who uses it
College officeMarks graduates, keeps the alumni groups and brings in former students from a sheet.
Principal or alumni coordinatorFinds the students of a batch, sees where they were placed and plans a reunion.
Placement officerSees which walk-in candidates are your own alumni.
Education administratorHas the Alumni menu: Dashboard, All Alumni, Alumni Group and Alumni Creation.
Where you use it
- Web: Alumni > Dashboard, All Alumni, Alumni Group and Alumni Creation (education administrators)
- Web: the student's form, Is Graduate and the alumni group
- Web: Placement > Drives > Registrations, Candidate Type Alumni
- Not in the Campus app or the student portal: alumni have no login or pages of their own
- Not by message: an alumni group sends no messages to its members
What you control
Settings
- Who sees the Alumni menu: people with the Administrator role of Education
- Fees Amount per alumni group: 0 when there is no fee
Questions
Do graduates count in our student numbers?
No. Alumni and students who have left are kept without limit and are not counted.Can we make a whole batch alumni in one step?
Use the Former Students sheet of the import, which marks every student in it as passed out and puts them in their batch's group. The Alumni Creation screen lets you choose a batch and its students, but it does not yet mark them as alumni.Can we see where a batch was placed?
Yes, for students placed through your placement cell. The alumni group shows each member's first employer and package, and how many were placed through the campus.Can we send a message to all the alumni of a batch?
Not from the alumni group. It has no messages of its own, and alumni have no login.Can alumni sign in and update their details?
No. Alumni have no portal or app pages. The office keeps their records. A graduate can register for an open placement drive from its public page.Related features
ADMISSIONS AND STUDENT RECORDSStudent records, guardians and documentsOne record per student with the programme, semester, section and mentor, the student's own login, and the father, mother or guardian with their contacts. The certificates the college holds, from the previous mark sheet to the migration certificate, are kept with numbers, scans and where the original lies.ADMISSIONS AND STUDENT RECORDSSet-up and import from spreadsheetsBring your college in from Excel: staff, departments, programmes, batches, semesters, sections, subjects and students with parents. Then the timetable, this year's attendance, fees, marks, credits and the library. The whole workbook is checked first, and nothing is saved until every row is clean.PLACEMENTPlacement season, drives and offersWrite the season's placement policy once, and every drive applies it. Students see the drives they may register for, and the exact reason for the others. The company gets its candidates by a link, rounds run with scanned attendance, and offers follow your one-student-one-job rules.PLACEMENTPlacement reports for NAAC, NBA and NIRFSee the season in numbers, the students not placed and why, and each company and drive. The placement tables NAAC, NBA and NIRF ask for are built from the drives and offers you recorded. Download them in Excel or PDF, and publish the season's totals on a public page with no student named.ACTIVITIES, DISCIPLINE, GROUPSeveral colleges in one account, with a group dashboardRun each college of your trust or group as its own institution in one account. Each keeps its own programmes, grade scales, fees, approvals and messages. A group dashboard gives management one scorecard per college every day: students, staff, attendance, fees, exams, messages and discipline.
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.