Student records, guardians and documents
One 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.
PLANSEvery plan
The problem it solves
- The admission register, the department's student list and the parents' phone numbers are in three places, and none of them agree.
- Students change their mobile number and the college keeps writing to the old one.
- Nobody knows which original certificates the college holds, so a leaving student's migration certificate cannot be found.
- Parents of first-year students call the office to ask for marks and attendance the student already sees.
How it works
- A student record is made from an admitted application, typed in by hand, or brought in from the set-up spreadsheet.
- The office fills in the programme, department, batch, semester, section and the faculty mentor.
- The office adds the father, mother or guardian, at least a name and mobile number each. Saving makes a contact and a login for each mobile number.
- The office gives students their login with Create User. The login name is the Register No., and a student with an email gets a link to set the password.
- On the Documents tab the office adds each certificate with its number, dates and scans, and whether the original stays with the college.
- When a student leaves, Return Original gives each paper back with today's date, and archiving the student keeps the whole history.
Everything it does
The student form
- Photo, name and Register No., given by the system when the student is saved
- Personal: gender, blood group, residency, citizenship, religion, community, mother tongue and other languages
- Birth: date of birth (age worked out) and birth place; date of birth and admission date cannot be in the future
- The student's own phone, mobile, email, address and permanent address, and which parent is the main contact
- Academic details: programme (course), batch, department, college, student type, admission number and date, medium of instruction, mentor, semester (term), section and subjects with their faculty
- Identification tab: kind of ID and its number, one line each
- History of every change, with the date and the person
Parents and guardians
- Father, mother and guardian, each with name, occupation, income, employer, qualification, phone, mobile, email and address
- A contact is made for each and kept in step when you change the student form
- The Parents list shows each contact as Parent or Guardian, with the student and the relationship
- One parent login sees every child linked to that parent, also across the institutions of a group
Logins
- Student: made by the office with Create User on the student list. The login name is the Register No. A student who already has a login is skipped
- Students sign in when Students Use the Portal is on for the college (on to start with)
- Parent: made by itself when a parent's name and mobile number are saved; the login name is the mobile number
- Nobody knows a password: a person with an email gets a link to set it; Forgot password sends a new link
- Parent Access in a college starts at View only: parents see the record, the student applies and pays
- From the set-up spreadsheet, children with the same parent mobile share one parent contact and login. A brother or sister added later by hand gets new parent contacts, which SmartMy support links on request
Documents
- Nine document types come ready: birth certificate, transfer certificate (previous school), previous mark sheet, Aadhaar, community, income, migration and medical certificates, passport-size photo
- The TC and the migration certificate are marked as originals the college keeps
- Per type: Has a Number, Expires, Original Kept by the School, and the institution it belongs to (empty: every institution of the group)
- Per document: number, issue date, valid until, one or more scans, note, Original With Us, date received and Stored At (cabinet or file)
- Original column: Copy only, With us or Returned; Return Original writes today's date
- Student Documents: every document of every student, to find the originals still held before a batch leaves
When a student leaves
- Settle the fees, issue the TC (it writes the leaving date and reason on the record), return the originals
- Tick Is Graduate for a student who completed the programme; the student then appears under Alumni
- Archive the record; the fee history, results and certificates stay
Who uses it
College office (Administrator)Keeps the student and parent details, the documents and the logins of students and parents.
Admissions officeCreates the student from an admitted application.
Faculty mentorIs named on the student record as the student's mentor, set by the office.
StudentSigns in with the Register No. and sees their own record, attendance, results and dues.
Parent or guardianSigns in with their mobile number and sees every child linked to them, view only to start with.
Where you use it
- Web: Student > Student, Student > Parents, and Master Configuration > Academic > Student Documents
- Student portal and the Campus app: the student's profile and the parts the college shows. The app is built and in testing, not in the app stores yet
- Not on the portal: students and parents cannot change their own contact details; they ask the office
What you control
Settings
- Document types: nine come ready; add, rename or archive them
- Students Use the Portal: on to start with, per institution
- Parent Access: View and act, View only or No access; a college starts with View only
- Parent & Student Logins: Portal / app only (recommended) or Back office
Notifications
- Login invitation: an email with a link to set the password, to each new student or parent login that has an email address
Questions
Do students get their own login?
Yes. The office selects the students and presses Create User. The login name is the Register No., and a student with an email gets a link to set the password.Can parents still see attendance and marks?
Yes. Parents sign in with their mobile number and see what the college shows. In a college they start with View only, so the student applies for leave and pays. Set Parent Access to View and act to let parents do it too.Can we see which original certificates the college still holds?
Yes. Student Documents lists every document and whether the original is with the college, returned or a copy only. It also shows where it is stored.Can we keep Aadhaar and APAAR numbers?
Aadhaar is kept as a document with its number and scan, or as a line on the Identification tab. Only staff with access to student records see them. The APAAR / ABC ID has its own field where the college uses choice-based credits.What happens to the record when a student passes out?
Tick Is Graduate and archive it. It leaves the lists but keeps the fee history, results, certificates and documents, and the student is listed under Alumni.Related features
ADMISSIONS AND STUDENT RECORDSAdmissions: enquiries, applications and the student recordEach application moves through your admission stages, from the first enquiry to a confirmed seat. When the admission fees are paid, one click makes the student record, with the programme, the semester and the fee receipts already on it.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.ADMISSIONS AND STUDENT RECORDSDepartments, programmes, batches and subjectsSet 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.CERTIFICATES AND LIBRARYBonafide, conduct and transfer certificates onlineStudents ask for a bonafide, conduct, transfer or course completion certificate on the portal or the Campus app, pay its fee and download it signed. Every certificate carries a QR code that a bank, an employer or another university can scan to check it.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.MORE IN THE PRODUCTAlumni records and eventsGraduates 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.
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.