onedu 2.0 documentation

This page is read only. You can view the source, but not change it. Ask your administrator if you think this is wrong.
====== Master Data ======
This section of the document details the settings that are available to system administrators of onEdu. 

onEdu is a comprehensive campus management solution for Institutes of higher education. It is also built to flexibly handle many different types of requirements and a variety of processes. This flexibility is based on configurations and setups defined in the Master Data section of onEdu. 

The hierarchy followed in onEdu is as per UGC/NBA standards. 

Institution/School/College -> Department -> Program -> Term (Section)

Institution/School/College: onEdu can be implemented as a multi-school system, where in a group of institutions are implemented as a single instance and each school/college in the group can have its own space. All institutions/schools are setup as part of the implementation process by onEdu. In case you would like to define a new school, please get in touch with onEdu Support for assistance. 

Department: Departments in schools offer programs. For example, CSE Dept could offer B.Tech, M.Tech and MCA programs. 

Program: Students sign up to programs. A program may span one or more years, each year containing one or more terms. 

Term (Section): Each term has to be defined in onEdu. A term is referred to as Section in onEdu. Sections are defined during implementation, but can also be defined by system administrator at college in case new programs are being offered. A section in onEdu has to be defined for each program, and section name typically contains Program name and term. For example, B.Tech CSE 4th year Sem 1. (here 4th year Sem 1 is a term, and B.Tech is program and CSE is Department). 

Batch: A batch is a term with a start and end date. A batch is a placeholder that we use to move students in and out while they study in a given term. This is useful in differentiating between cohorts of students. 
For example B.Tech CSE 4th year Sem 1 (01-06-2020 - 31-12-2020) is a batch. It is a placeholder for all students studying in this term for that year. Next year another set of students will occupy this term. 

The concept of batch works well for the Indian Education System where in students are promoted from one term to next. For systems that follow an US model, onEdu can be implemented as well using the concept of combined classes. See the section that relates to combined classes for further information. 
===== Manage Departments and Sections =====

This screen allows a system administrator to create new departments. By default, Winnou team defines all your departments and sections as part of the implementation process. But in case you have new departments that you would like to create, or new sections that you want to create then this screen can be used for the purpose. 

==== View Departments ====

**Menu Navigation:** Master Data → Manage Departments and Sections 

The concept of department is widely used in onEdu for both students and faculty. 

Faculty generally belong to one department. However, faculty may also have responsibilities across many departments. For example, a placement officer can access student information from all departments, while belonging to one department for teaching purposes. Faculty may belong to one department, but can also teach courses for students of any other department as long as the course is offered to them by defining it on Scheme of Instructions for a batch. 

Students belong to one department. However, they can be allowed to take courses from any department as required. 


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==== Create Departments ====

onEdu allows you to create departments as required. Use the navigation above and click on Create New button to create a new department. 

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You have to mark a department as Academic or Non-Academic. Academic departments will be available in academics areas of onEdu. So they will be able to offer programs, admit students etc. Faculty can also belong academic departments. 

Non-academic departments are used for staff allocation and payroll purposes. For example, you could have Security, Admissions, Finance & Accounting as a departments to define staff. 

In case your instance is configured as a multi-school environment, you may select the school that this department belongs to. In a single instance environment, the school name will be displayed here and no selection is possible. 

Display name is used in almost all the reports available in onEdu. You may choose to keep the Department Name and Display Name the same, but onEdu allows you the flexibility to define a shorter and more user friendly name here. 

Display order is used to sort the departments across multiple onEdu screens (in dropdowns of filter criteria) as well as View Departments screen below. 

==== Edit Departments ====

There is no edit possibility for Departments. 

==== Delete Departments ====

There is no delete possibility for Departments. 


===== Batches =====
**[[definitions#batch|Definition]]**

Cohorts of students move through batches every term. This is the classical system being followed for Indian Higher Education System and onEdu has been tailor made to handle this scenario. 
==== View Batches ====

**Menu Navigation**: Master Data → View Batches (or Manage Batches)

**Search Criteria**: Batches can be searched for using the following criteria:
  - School (in case the instance has multiple schools such as a University instance)
  - Department
  - Program 
  - Section
  - Batch Year*
  - From Date
  - Classwork Start Date
  - Classwork End Date
  - To Date

* marked fields are mandatory

Search Results are displayed in a table with the following columns. 
  - S.No
  - School (only available in case of an instance with multiple schools)
  - Department
  - Section
  - [[definitions#regulation|Regulation]]
  - From Date
  - Classwork Start Date
  - Classwork End Date
  - To Date
  - Payment config

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==== Create Batches ====

Batches can be created by clicking on **Create New** Button

Multiple batches can be created at once as long as they have the same start and end dates and belong to the same department. This is useful for institutions where many batches of students start their terms at the same time. 

Select the college/school, department, program, regulation and batch year. Sections for which batches are yet to be defined will be displayed below automatically. Start and End dates will default to the current date, they should be changed to the dates that you want. 

Please note that sections that already have batches defined for them for the selected year will not be displayed anymore - only one batch can be created for a section for an academic year. 

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A batch has four dates associated with it.

  - Start date
  - Classwork start date
  - Classwork end date
  - End date

Batch level start and end dates are used across the application to display current information. For example, when attendance registers are viewed, the default sections displayed are those that have active batches. When Summer term is in progress, there is no reason usually to view Winter term sections. However, many reports in onEdu are also enabled for completed terms, and when this flag is selected, all terms whether active or inactive are enabled for those reports. 

Classwork start and end dates are primarily used in timetable and attendance modules. Class time table can only be defined during the classwork start and end dates. When classwork end date is changed, timetable is automatically either extended or deleted for the changed dates. Similarly, class attendance can only be marked for dates that are within the range of classwork start and end dates. 
==== Edit Batches ====

Batches can be edited by clicking on **Edit** option in Manage batches. Start and end dates for the batch and classwork as well as batch year can be changed,

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==== Delete Batches ====

Batches can be deleted until no child records are created. Child records can be scheme of instructions, students being promoted to batches etc.
 

===== Manage Subjects =====

==== View Subjects ====

A subject is a course offered by a teacher and taken by a set of students. Every subject that is offered in the institution as part of any department/program has to be defined in onEdu. 

A subject is also usually offered by a Department, and so is associated with a Department in onEdu. For example, English as a subject is offered by English or Languages Department. But it can be offered to Batches and Sections in any other Department or School (in case of a multi-school setup). Subjects offered by one Department can be taken by students from any other Department. 

A subject is also associated with a [[definitions#regulation|Regulation]]. When regulation changes, new subjects will be defined in onEdu with new subject codes. A subject code should be unique within a regulation. Even though the topics taught and all else remains the same, when a regulation changes for a cohort of students, a new subject has to be defined in onEdu. 

**Menu Navigation:** Master Data → View Subjects (or Manage Subjects)

**Search Criteria**: Subjects can be searched for using the following criteria:
  - Academic Department
  - Program
  - Regulation
  - Elective
  - Subject Type
  - Subject
  - Short Code
  - Code
  - Credits

Search Results displays all the Search Criteria's in a table along with the following columns
  - Internal Max Marks
  - External Max Marks
  - No. of Sessions
  - Option(Which includes Edit, Delete and Publish/Unpublish Buttons)

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==== Create Subjects ====

Subjects can be added or created by clicking on **Create New** Button. 

Mandatory fields to be defined are:
  - Academic department: The department that offers this subject
  - Regulation: A code that signifies the regulation. A regulation is a set of subjects that are part of the syllabus or course work required to complete a program for a batch starting in a particular year. 
  - Subject Name: Name as will be displayed to the end users
  - Subject Type: Theory, Lab or Project
  - Code: Subject code that will be used by all departments internally and officially to designate this subject. 
  - Short Code; Short code for the subject as will be referred informally (for example OS for Operating Systems)
  - Subject Credits: Number of credits to be awarded to students
  - Number of Sessions: As the name indicates, this indicates the number of classes to be conducted for this subject in a term. This is for information purposes only, and does not constrain the creation of timetable or anywhere else in onEdu<sup>7</sup>. 

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Elective subjects can be offered to students as a choice. For example, language classes. Hindi, French, Sanskrit are languages offered to students for them to choose. They should be marked as Electives. Any subject that is not an Elective is considered a core subject and has to be taken up by all students of a batch when mapped to the Scheme of Instructions of a batch<sup>6</sup>. 

Max marks defined here (split of internal and external assessments) will be used when marks are entered in Sessional Marks entry and Final Marks entry screens<sup>9</sup>. 
==== Edit Subjects ====
Subjects can be edited by clicking on **Edit** button available in Option column. 

Subject Name can be changed here for it to reflect everywhere else in onEdu. Changes to subject name here are also propagated to the Controller of Exams module (which is a separate software, tightly integrated with onEdu)

Bear in mind however that changes to the master subject data can have wide ranging impact across the application. For example, changing the Number of Credits could impact the CGPA and GPA of students that have already taken this subject and have been awarded grades. 

Whenever a subject needs to be changed, please evaluate the changes for wider impact and consider creating a new subject with a new regulation so as to not disturb the data that is already in the system. 

==== Delete Subjects ====
Subjects can be deleted by clicking on **Delete** button available in Option column. Subjects can only be deleted when there are no child records created for this, for example, the subject being added on a Scheme of Instructions etc. 

===== Scheme of Instructions =====
**[[definitions#scheme of instructions|Definition]]**

This is where Batches, Subjects and Faculty come together. A scheme is essentially a list of subjects being taught by one or more faculty for each, being offered to a Batch. More information can also be added such as internal and external max marks as well as number of sessions. 
==== View Scheme of Instructions ====


**Menu Navigation:** Master Data → Scheme of Instructions 

**Search Criteria:** In order to choose whether batches are mapped with the subjects to be taught in them and to view the associated teaching faculty, use the following search criteria

  - Department*
  - Program*
  - Section*
  - Batch Year*

Search Results will navigate to the other screen which includes the following 
  - Academic Department*
  - Subject*
  - Subject Code
  - Faculty Department
  - Faculty
  - Internal Max*
  - External Max*
  - No.of Sessions*
  - Add to Attendance%*
  
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==== Create Scheme of Instructions  ====

Scheme of Instructions are created after choosing all the above columns(i.e., from Search Results screen) and then clicking on assign  button.

Scheme of Instructions can also be created by directly copying the subjects that were assigned to the previous batch of the same section by clicking on **Copy** button available on the same screen.

**Note:** When regulation changes from previous batch to the current batch, scheme cannot be copied from the previous batch. 

  * Once the Subjects and faculty are mapped, you can view them below the screen.
  * You can add more than one faculty to the same Subject.

You can also decide whether to include a subject in overall attendance calculations. When not added, attendance cannot be entered for the subject<sup>10</sup>

==== Edit ====

Scheme of Instructions can be edited by clicking on Edit button. Changes that can be done on Scheme of Instructions are<sup>11</sup>:

  - Changes to internal and external marks
  - Add to attendance %
  - Number of sessions
  - Faculty changes

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==== Delete ====
Subjects on the Scheme of Instructions can be deleted by clicking on Delete button against each. Subjects can only be deleted from the scheme when it has no child records yet, for example, a timetable for the scheme, or attendance entries for the subject/section for the current term etc. 

===== Manage Lab Batches =====
<sup>12</sup>For Labs or Projects, where the entire class strength cannot be accommodated in the lab at the same time, different batches are created such as Batch 1, Batch 2..., Batch n. Each batch may have the class at a different time by a different faculty. 
 
==== View Lab Batches ====

**Menu Navigation:** Master Data → Manage Lab Batches(or View Lab Batches)

**Search Criteria:** In order to assign students to a particular batch, search the students for the following
  - Department
  - Program 
  - Section*
  - Subject Type: Only Lab subjects are allowed to be batched here. 

Search criteria will result with the following columns
  - S.No
  - Section
  - Subject
  - Option(which includes assign button)

==== Create Lab Batches ====
Batches can be created by clicking on assign button of respective Section and Subject. When you open this screen for the first time, onEdu automatically defaults to 2 batches for each Section/Subject combination. You can change this value to any number greater than 2, and click Go button. onEdu automatically splits the students into the number of lab batches you have specified. 

The split into lab batches is only a suggestion by onEdu. You may choose to accept the suggested split and then save the batches, or you can manually reassign students into their respective batches. 
==== Edit Lab Batches ====
Students' lab batch assignments can be changed at any time. However, please keep in mind that changing lab batches after attendance has been entered will mean the student changing the batch will lose the attendance for classes conducted till date. 
==== Delete Lab Batches ====
There is no possibility of deleting the Lab Batches 

===== Manage Timetable =====
This screen allows the user to create class Time Table for a given Section. The first time a timetable is created for a section, a structure has to be assigned. Timetable structure is a definition of start and end time of classes, number of periods per day along with default time span for each period. 

Once a structure is assigned to a section, it cannot be changed. Please get in touch with your onEdu support team in case such a situation arises. 

You can create, modify, publish/unpublish and delete timetables. Timetable brings together the data from Scheme of Instructions (subjects and faculty for a section) and allows you to create a plan of classes for a section. A time table can be created for an entire section, or for a lab batch, or for a combined classes (where sections are combined together and a single class is held for multiple sections)
==== View Time Table ====

**Menu Navigation:** Master Data → Manage Time Table

**Search Criteria:** In order to view the Timetable for a particular section, you can search using the following criteria
  - Department
  - Program
  - Section
  - Semester
Search criteria will result the following columns
  - S.No
  - Section
  - No.of Hours
  - Time(From Time-To Time)
  - Option(Create, View, Publish/Unpublish, Delete)

In case there is no timetable created for a section yet, a Create button will be visible against the section. Otherwise, you will be presented with View, Publish/Unpublish and Delete buttons. 
==== Create Timetable ====
Timetable can be created by clicking on **Create New** button. You will be presented with the list of timetable structures that are already defined. A timetable structure has a list of periods that are possible to be assigned a class, and a definite start and end time for each period. 

Make sure you select the right timetable structure. Once selected this cannot be changed. 

In case you do not find the correct timetable structure that matches your criteria, you may choose to create a new timetable structure by clicking on the **Add New Structure** button on the top right corner of the screen. You will be requested to enter the number of periods you would want to have on this structure. Once you enter and click Next, you will be presented with a screen where you can define the start and end time of each period on this structure. 

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After defining your structure, you can return back to the selection screen and select it to create a new timetable for a section. 

In order to define a timetable, you have to first complete the Scheme of Instructions for a batch. Else, onEdu will alert you to do that before creating a timetable for the section. 

You will have a screen like below to define a new timetable. 

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You may click on any of the available blocks of time and start creating your timetable. You will be promoted to enter the following information. 

1. Select an option to let the system know if you are creating this plan for the a) day b) from now till end of semester or c) from beginning till end of semester. 

2. Select a subject from the list of subjects. This list is based on what you have already defined in your Scheme of Instructions for the batch

3. Verify the time allotted for the class. You may change the start or end time based on your need here on the time scale displayed on this screen. 

4. In case multiple faculty have been assigned to this subject/section in the Scheme of Instructions, you will have the option to select one or more faculty that will teach this class. At least one faculty is mandatory to define on the timetable. 

5. If the class is already defined as a combined class, onEdu automatically displays the other classes that are combined with this class and defines the timetable for all classes in the combination. In combined classes, you can also choose to define batches like B1, B2 etc..This is typically done when the combined class has more number of students than can be typically accommodated in a classroom. You will also have the ability to select a batch in case multiple batches have been created for a combined class. 

6. Select the physical classroom that will be used to conduct the class.

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onEdu ensures that the information you have selected on this screen does not conflict with classes that have already been defined. The conflicts that are checked are:

  - Faculty schedule conflicts to ensure faculty is available and is not already schedule to teach another class. 
  - Section schedule conflicts including batch conflicts in case multiple batches are defined for a combined class. This means that every student in a batch should be available to take the current class. Even if a single student is not available due to prior scheduling conflicts, onEdu will stop you from creating this class. 
  - Classroom schedule conflicts to ensure the classroom is not being double booked with multiple classes.

The conflicts are checked for the dates that you have selected in the 1st option (for the day, from now till sem end, or sem start till sem end). 

If all the constraints are satisfied, you will be allowed to create a class on a timetable. 

You will only have to define the timetable for a week and allow onEdu to replicate it for rest of the weeks of the term of the section. You can also define different timetable patterns for specific weeks of a term in onEdu. 

The concept of day order is also built into onEdu, where in the timetable does not repeat for each weekday, but repeats of a day order. Some colleges that use the concept of day order to ensure equitable distribution of classes for each subject may find this feature useful. When a Tuesday happens to be holiday, in a regular timetable the faculty that is teaching a subject to a section on that day would normally lose the class. However, when the concept of day order is used, the repeat of classes is associated with a day order, say 1 to 6. When a day happens to be a holiday, say day 3, then the order skips the holiday and the next working day is allocated day 3. This ensures equitable distribution of classes for every subject/faculty. 

Please get in touch with your onEdu support engineer for further details on how to setup day order based timetables. 
==== Edit Timetable ====
You may click on Edit button to edit and change specific classes in a timetable. For example, if a faculty is absent for a day and another faculty has been assigned the available class, it can be changed in timetable. Mobile app notifications are automatically sent to all students and relevant faculty for changes in timetable. 

The same constraints as are applicable while creating a new timetable are applied when time table is edited to make sure that no scheduling conflicts happen while editing. 

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==== Delete Timetable ====
There are two ways to delete information on a timetable. You may choose to delete timetable for a particular date range, or choose to delete a particular class off the timetable. Both possibilities are offered in onEdu. 

To delete a timetable for a particular date range, click on Delete button on the search results screen. You will be presented with a from and to date options for which timetable will be deleted. 

In the Edit mode on Timetable, you can choose to click on the red X icon to delete a class off the timetable. When deleting a class, you will be presented with options to either delete the class for a) the day b) from now till sem end or c) from sem beginning till sem end. 
===== Combine Classes =====

It is a common occurrence to combine several different sections into a single class for logistical reasons. For example, a language class that is common for multiple sections. When such a combination has more than the strength that can be accommodated in a single classroom, it is also possible that the combined class may be split into batches - each batch having the same class at a different time or taken by a different faculty (even at the same time). 

It is possible to handle such scenarios in onEdu with appropriate planning and configuration. 

**Menu Navigation:** Master Data-->Manage Combined classes(or View Combined Classes)

**Search Criteria:** Combined classes can be Searched for the following criteria
  - Department
  - Program
  - Subject types
  - Batch Year

Search criteria results the following columns
  - S.No
  - Subject
  - Section
  - No.of batches
  - Option(Edit)

All subjects that are common between two or more sections are displayed in a single row. In the Section column, the list of sections along with the number of students that have opted for this subject are displayed. 

You can define the number of batches you would like to create for the combined class. In case you do not want to create a single combined class, leave the number of batches value as 1. 

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===== Manage Rooms =====

onEdu allows you to setup your rooms so they can be used in various other areas of the system such as timetable, exam seating plan etc. As an institution, your classrooms are an important resource that can be tracked with in onEdu. Room utilisation report in onEdu allows you to understand the capacity utilisation of available physical resources. 

When configured to capture RFID attendance, rooms are defined with an RFID code that uniquely identify a room. This mapping allows for automatic capturing of classroom attendance when onEdu is setup to capture RFID based attendance data. 
==== View Rooms ====


**Menu Navigation:** Master Data → Manage Rooms

**Search Criteria:** Rooms can be searched for the following criteria
  - Building Name
  - Room Number
  - RF 
  - ID Code
  - Status
Search results will display the following columns
  - S.No
  - Building Name
  - Room Number
  - Room Name
  - RF Id Code
  - RF ID IP No
  - Capacity
  - Exam Seating Capacity
  - Room Type
  - Status
  - Option(Edit/Delete)

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==== Create Room ====
Room can be created by clicking **Create New** button

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For convenience, we have 2 types of rooms. 
  - Classrooms
  - Gateways

Classrooms are where student attendance is captured. While Gateways are not Rooms in their strict sense, Gateways are used to capture campus attendance, generally for staff members. These are essentially RFID and biometric devices that are placed at entry and exit points. 


==== Edit Room ====
Room can be edited by clicking on **Edit** button available in Option column. Rooms are typically master data that remain static, but occasionally will need updates when their associated RFID devices are being changed (If RFID is configured in onEdu). 

==== Delete Room ====
Room can be deleted by clicking on **Delete** button available in Option column. Rooms can be deleted when there is no child data associated with it, such as a timetable. 


===== Role permissions =====

Access to features in onEdu is based on a role that is assigned to the user. A user may be assigned multiple roles, in which case, the combination of all permissions assigned to all the roles of the user will be applied. 
==== View Role permissions ====

**Menu Navigation:** Manage Data → Role Permissions

You can view the permissions associated with a role. Permissions are given by enabling certain menus in onEdu for a given role. You can either view the permissions associated with a role, or update the permissions to remove and/or add menus to the role. 
==== Create  ====

New permissions can be assigned to the role, by using the update option. 
==== Edit ====

User can edit the role permissions by clicking on update button. Existing feature access can be removed and new permissions can be given to access other features using this screen. 

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==== Delete ====

Existing permissions can be removed using the Update option. This change is immediately applied and users will lose access to screens when their permissions are revoked here. 
===== Upload Subjects =====

Master subject list can be uploaded from a spreadsheet. This feature is usually used during the initial implementation of onEdu. However, it may also be useful when regulations change and all the subjects would have to be uploaded again for the new regulation. 
===== Upload Schemes =====

While Scheme of Instruction can be defined one section at a time, it also be uploaded in bulk in case the schemes are available in a spreadsheet in the required format. 

This feature is used extensively during the initial implementation phase. 
===== Upload Timetable =====
This screen allows user to upload the Timetable in the excel format by specifying Timetable Start Date and Timetable End Date .

For reference, screens allows to download the excel format by clicking on **Download Sample XLS**

By Default, the screen shows list of all the uploaded files with the following columns
  - S.No
  - File Name
  - Created By
  - Created On
  - Options(which include Success/ Failure)

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===== Manage Fees Dues =====

When enabled, students have to pay the fees listed in this screen (as active) before they can register for courses. 

Exception cases can be handled by defining the Roles that can approve students that have not paid the fees as specified in this screen. 
==== View Due List ====
 
**Menu Navigation:** Master Data → Manage Fees Dues


This screen displays all the **Dues List** with the following columns
  - S.No
  - Due Type
  - Status
  - Option

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When a fee type is listed as active, then it has to be paid by the student before they can register for courses for the term. 
==== Create Due List ====
New types of fees can be added to the list of fees that the student has to pay before they are allowed to register for courses. 
==== Edit Due List ====
Due List can be edited by clicking on Edit button available in Option column

==== Delete Due List ====

There is no possibility to delete Due List. Fees can however be made inactive and then the students can continue to register for courses even without paying this fee. 
===== Assign Fees Dues to Roles =====

==== View ====
 
**Menu Navigation:** Master Data → Assign Fees Dues To Roles

onEdu allows you to define roles that can approve students to register for courses that have not paid the fees as prescribed in the earlier section. Each role can be given permission to approve one or many fee types. For example, library due can be approved only by the librarian. Or transportation fee due can only be approved by the transportation incharge or by the Accounts office personnel. The same fee type can be approved by multiple roles. 

Search criteria results the following columns
  - S.No
  - User Role
  - Assigned Fee Due Types
  - Option(Edit)

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==== Create or Assign Fees Due Type to Roles ====

Fees Dues can be assigned to Roles by clicking on **Assign New** button. Typically System Administrator role will have access to approve fees due, so specific students can continue to register for courses. 

===== Manage Subject Groups =====
Subjects can be grouped together to ensure that a student can register to only one subject in that group. Typically used to manage second language requirements of a course, this feature ensures that a student is not mapped to more than one subject in the group. For example, if Hindi, Sanskrit and French are the second languages offered to students and they are required to take only one and not more than one of these subjects, then you would group these subjects using this feature. 

This feature can also be used to ensure students take only one subject from a group of elective subjects offered to them in a semester.