Departments, programmes, batches and subjects
Set up your departments with their heads and the programmes each one runs. Add the batches that join each year, with their semesters, sections and subjects. Students are placed in a semester and get its subjects, and a whole section moves to the next semester in a few steps.
PLANSEvery plan
The problem it solves
- Each department keeps its own list of batches, sections and subject faculty, and the academic office rebuilds them every semester.
- Nobody can say who teaches Data Structures to the second-year CSE B section without asking the HOD.
- Moving 600 students to the next semester means typing every student into new class lists.
- An elective goes to the whole section on paper, though only twenty students took it.
How it works
- Set the college's Type to College, its Faculty Of Study and the running academic year on the institution.
- Create the departments, each with its HOD and staff. Then create the programmes, called courses here, such as B.Sc. Physics, each in its department.
- Create the batch that joins together, such as 2026-2030, and a term for each semester of the programme and batch. Activate a semester when it starts.
- Add the sections of the semester, such as CSE - A, each with its class teacher (Incharge) and room. Add the subjects of the semester, Auto or Manual.
- Record who teaches what: one Subject Faculty line per faculty member, subject and section, then Submit it.
- Place students in the semester and section. They get every Auto subject with that section's faculty; Manual subjects go only to the students you pick.
- At the end of the semester, Academic Enrollment moves a whole section to the next semester and section, with the new subjects and faculty.
Everything it does
The college
- Type: School or College; many screens change with it
- Institution type: Autonomous, Affiliated or University come ready
- Faculty Of Study: needed for a college; seven come ready, such as Faculty of Engineering, Faculty of Arts & Science and Directorate of Distance Education
- Affiliation number, date and expiry, principal, vice principal, dean and the authorised signatory
- Academic year: name, start and end; the running year is set on the institution
Departments, programmes and batches
- Department: name, HOD (needed), its staff and a description; the code is given by the system
- The HOD named on the department decides student leave in the second step
- Course (programme): name and department; the code is given by the system
- Batch: the students who join together, with a start and end date, such as 2026-2030
Semesters and sections
- Term (semester): one period of a programme for one batch, with its syllabus; Draft, Active, then Close
- Only an Active semester can take students; its details cannot change once it is active
- Class Room (section): name, semester, class teacher (Incharge) and room; tabs list its students and its faculty
- Mentor: a faculty member named on each student
Subjects and faculty
- Subject types of your own, such as Core, Elective, Lab
- Subject: title, semester, department, programme, batch, type, Auto or Manual enrolment, Mandatory or Optional, and a description
- In a college the subject code is given by the system; your university codes come in through the import sheet
- Subject Faculty: faculty member, subject, section and capacity; Submit confirms it
- On a confirmed line: Enroll (pick the students of a Manual subject), Change Faculty, and Close at the end of the semester
- Subject Student: every student with each subject and its faculty; a student cannot be enrolled twice in one subject
Moving a batch on
- Academic Enrollment in steps: all students or one, batch, programme, the existing and the new semester, the existing and the new section, Confirm
- Moved students get the Auto subjects of the new semester with the faculty of the new section
- Old subjects stay as history; a student who is detained is changed on their own form
- With fee structures set up, the fee plan of the new year follows by itself
Who uses it
Academic office (Administrator, Course Admin)Sets up departments, programmes, batches, semesters, sections, subjects and who teaches what, and moves batches on.
Head of departmentIs named on the department and decides student leave in their step; with the HOD role, opens the register of any class of the department.
Class teacherIs the Incharge of a section and decides its student leave first.
FacultyIs named on Subject Faculty and gets the subject's students, periods and registers.
Course UserReads the programmes, semesters, sections and subjects without changing them.
Where you use it
- Web: Master Configuration > Academic (Academic Year, Batch)
- Web: Master Configuration > Course (Department, Course, Term, Class Room, Subject Type, Syllabus, Subject, Subject Faculty, Subject Student)
- Web: Campus > Enrollment > Academic Enrollment > Academic Enrollment, and the institution's Education tab
- The Campus app: faculty see their own classes and periods; set-up stays on the web
- Not a separate department dashboard: HODs work in the lists and in their approval steps
What you control
Settings
- Type, institution type, Faculty Of Study and running academic year: on the institution's Education tab
- Enroll Type per subject: Auto or Manual
- Subject Priority: Mandatory or Optional
- Course roles: Course Admin and Course Manager change the lists; Course User reads them
Questions
We call them programmes and semesters. Does that matter?
No. A programme is a course and a semester is a term on screen. The names you type, such as B.Tech CSE and Semester 3, are what faculty and students see.How do we move a batch to the next semester?
Create and activate the new semester, its sections, subjects and Subject Faculty. Then run Academic Enrollment once per section. Detained students are changed one by one.Can an elective go only to the students who chose it?
Yes. Mark the subject Manual, then press Enroll on its Subject Faculty line and keep only those students. Elective registration windows and seat allotment are on their own page.Can we keep our university subject codes?
Yes, through the Subjects sheet of the set-up import, which keeps the code you give. On the form, a college's subject code is given by the system.Does the HOD need anything besides being named on the department?
Give the HOD a login linked to their staff record. For the HOD's screens, such as taking attendance for any class of the department, also tick the HOD role on their user.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 RECORDSStaff records for faculty and office staffKeep each faculty member's and staff member's file in the college system: staff ID, joining date, qualifications, earlier jobs and family. With SmartMy HRMS the service dates come from HR and stay the same in both.ATTENDANCE AND LEAVESubject-wise attendance registersFaculty mark each period's register on the web or on their phone, starting from all present. Students and parents see the overall percentage, each subject's figure and every absence. Exams can hold back students short of attendance, per subject or overall.TIMETABLE, ASSIGNMENTS, NOTICESWeekly timetable and holidaysSet the periods of the day, the holidays and each programme's weekly timetable once. Faculty, students and parents see the same week, with each student's elective periods added. Every day's lectures and attendance registers are made from it.CHOICE-BASED CREDITSElectives, registration and seat allotmentStudents rank their electives on the portal or the Campus app, and a mentor or head of department approves. Seats go by first come, merit, lottery or by hand. Clashing timetables are refused, and elective fees go to the fee account.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.
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.