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Electives, registration and seat allotment

Students 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.
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The problem it solves

  • Elective choices come in on paper forms, and the popular subject fills in the first hour.
  • Seats are given by whoever reaches the office first, with no record of why one student got a subject and another did not.
  • A student is given two electives taught in the same period, and finds out on the first day.
  • Lab fees for electives are collected separately, and seats stay blocked by students who never pay.

How it works

  1. In each semester of the programme scheme, add Elective Slots: the category, Subjects to Choose, Preferences Asked and the basket. An empty basket means every subject of the category.
  2. Make a registration window: the semesters, Opens and Closes, the allotment method, the own-programme reserve, minimum students and the add / drop date. Click Open Registration.
  3. Students rank their choices on the Electives & Credits page of the portal or in the Campus app. Compulsory subjects are already filled in. Submit checks the scheme's rules.
  4. The registration goes to its approver through the Elective registration approval chain: the student's mentor to start with. Approve, or Return to Student with what to change.
  5. Run Allotment once the window closes (merit or lottery), or seats go at approval (first come) or by hand (manual). Each choice shows Allotted or Not Allotted with a note.
  6. Withdraw Low-Strength Electives moves students of small electives to their next preference. Until the add / drop date the office, or the students, can drop and add.

Everything it does

Subjects offered

  • Maximum Seats per subject (0: the section capacities limit it)
  • Open to Other Programmes, and Offered to Programmes (empty: every other programme of the college)
  • Prerequisites: subjects the student must have passed first
  • About this Elective: shown to students when they choose
  • Slots may include other programmes' open electives; the student's own semester exam gets a paper for it and it counts in their own SGPA

Registration windows

  • Semesters, Opens and Closes; the window closes by itself at the Closes time (checked every hour), or press Close; Reopen opens it again
  • Students Can Change until Close: on to start with; a submitted choice can be withdrawn and changed
  • Create Registrations for All Students: prepares one per student with compulsory subjects, so you see who has not submitted
  • Counts of registrations and submitted, Demand per Elective by preference, and filters Waiting Approval, My Mentees, Not Submitted
  • Statuses: Draft, Waiting Approval (with Waiting for Mentor, HOD or Office), Approved, Allotted, Returned, Cancelled

Rule checks at submit

  • The number of subjects in each slot, and no more preferences than asked
  • Each subject offered in its slot, no subject twice
  • Prerequisites passed
  • The semester's minimum and maximum credits
  • Rule Override: the office writes a reason and the checks are skipped for that registration; the reason stays in its history

Allotment

  • First Come, First Served: seats taken as each registration is approved
  • Merit + Preference (the default): served in order of CGPA, Last Semester SGPA or Submission Time; ties go to the earlier submission
  • Preference Lottery: random order with the Lottery Seed kept, so the draw can be repeated and checked
  • Manual (office allots): Allot on each line, then Finish Manual Allotment
  • A student goes to their own class section when the subject is taught there, else the section with the most room
  • Seats Kept for Own Programme (%): open-elective seats go first to the offering programme's students, then a second round for the rest

After allotment

  • Minimum Students per Elective: 10 for the college to start with; on a window -1 uses the college's figure and 0 means no minimum
  • Withdraw Low-Strength Electives: the line shows Not offered: too few students; students move to their next preference with a free seat
  • Add / Drop until a date; Students Add / Drop Themselves lets students do it in the portal and the app
  • A dropped subject stays in the history as Dropped; rules are checked again on every change

Timetable clashes

  • With the timetable in use, a student is placed only in a section whose periods do not overlap their other subjects
  • Two electives chosen together are checked against each other: the second goes to a non-clashing section or is not allotted
  • A first choice taught only at clashing times is refused when the student submits

Elective fees

  • Course Fees: No Fee (the default), Per Credit, Per Subject, or Per Credit + Per Subject
  • Fee per Credit; Charge For: Electives Only (the default) or Every Registered Subject
  • Per subject: its own Course Fee and fee head, for a lab or a value-added course
  • Course Fee Head: empty makes an Elective / Credit Fee head when first needed; Days to Pay: 15
  • Charged as a due on the student's fee account when the subject is allotted; Fee Amount and Fee Balance per subject
  • Per window: Charge Course Fees (on) and Release Unpaid Seats (off); a daily job releases seats unpaid after the due date
  • Drop, withdrawal or release cancels an unpaid fee; money already paid becomes the student's credit

Who uses it

Registrar and academic officeSet slots and windows, follow demand, run the allotment, withdraw small electives and handle add / drop.
MentorApproves or returns the registrations of their mentees from a to-do.
Head of departmentApproves registrations at their step when the chain names the HOD.
StudentReads about each elective, ranks choices, sees the fee, submits, and adds or drops when allowed.
AccountsCollects elective fees as dues on the student's fee account.

Where you use it

  • Web: Choice Based Credits > Electives (Registration Windows, Registrations, Demand per Elective)
  • Portal: Electives & Credits page for each student, with ranked choices, status, fees and add / drop
  • The Campus app: the Electives page: rank, submit, withdraw, drop and add (built and in testing, not in the app stores yet)
  • Web: Approvals for the mentor, HOD and academic office, and their to-dos

What you control

Settings

  • Allotment: Merit + Preference with CGPA to start with
  • Students Can Change until Close: on
  • Seats Kept for Own Programme: 0 %
  • Minimum Students per Elective: 10 for the college; -1 on a window uses it
  • Students Add / Drop Themselves: off
  • Course Fees: No Fee; Charge For: Electives Only; Days to Pay: 15; Release Unpaid Seats: off

Approvals

  • Elective registration: starts with one level, the student's mentor. Change it to the HOD, the mentor then the HOD, or the academic office; add levels after them; or set Approved at Once. A chain can serve one window only (Only For).
  • A step whose mentor or HOD has no login falls to the academic office, which can also decide any step. The student never decides their own registration.
  • Only colleges with the credit system switched on get this chain

Notifications

  • Elective Registration Opened: to students of the window's semesters, by push, WhatsApp, SMS, email and in the app
  • Elective Registration Closing: once, 24 hours before close, to students who have not submitted, same channels
  • Electives to Approve: to the mentor or HOD whose step it is, by push, email and in the app
  • Electives Returned and Electives Allotted: to the student, by push, WhatsApp, SMS, email and in the app
  • Parents are not told unless the college ticks them on each event. Each person can switch off a channel, such as SMS, for themselves; in-app notices always arrive. SMS and WhatsApp use message credits

Questions

Can we allot seats by merit instead of first come?

Yes. Merit + Preference serves students in order of CGPA, last SGPA or submission time. Each gets their highest preference with a seat left. Lottery and manual allotment are also there.

What happens to an elective that too few students chose?

After allotment press Withdraw Low-Strength Electives. Electives under the minimum are withdrawn and their students move to their next preference where seats are free.

Can a student be given two electives in the same period?

Not when the timetable is in use. Sections are picked so periods do not overlap. Two electives chosen together are checked against each other, and a clashing first choice is refused at submit.

Who approves the choices?

The Elective registration approval chain decides: the mentor to start with, or the HOD, both, or the academic office, as you set it. The academic office can decide any step.

Can we charge for electives?

Yes: per credit, per subject, or both. The fee is a due on the student's fee account when the subject is allotted, and unpaid seats can be released after the due date.

Can students choose on the phone?

The Campus app has an Electives page for ranking, submitting, withdrawing and add / drop. It is built and in testing, not in the app stores yet. The portal does the same today.

Related features

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.CHOICE-BASED CREDITSNEP: APAAR / ABC IDs, credit transfer and multiple exitKeep each student's APAAR / ABC ID and export earned credits as a file for the Academic Bank of Credits. Accept credits from SWAYAM, NPTEL and other institutions within a limit. A student can leave with a certificate or diploma and come back later.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.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.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.
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