College and University level admission records are maintained here. While online admissions portal is a separate module that is tightly integrated with onEdu, admissions records are also maintained in onEdu.

The online admissions portal functionality is out of scope of this document. If online admissions portal is implemented, admitted students information is transferred to onEdu and made available here in this module. Else the information flow in this module typically starts with uploading of students into specific sections. It can also start with defining student admission records.

Menu Navigation: Admissions → Admission Form

Overview:

Admissions form in onEdu is a configurable screen. This form can be configured for each institution allowing each college and University to customise this form to their requirement. For example, a PG institute may include Bachelors academic records in their admission form, but a purely Bachelors degree granting institution may chose to ignore these details as their applicants will be primarily high school graduating students.

By default, onEdu comes with a configured application form. During implementation, onEdu and the admissions team at the institution will review the requirements and then configure the screen to suit the needs. The admissions team should ensure that their application forms are in alignment with the admission form defined here.

Applicant information submitted by the students can be captured into onEdu using this admission form. This can be done by either:

1. College staff taking ownership to transfer information from physical application forms into this screen. (tedious process)

2. Use uploadstudents feature to upload a limited set of information for a large number of students (just the mandatory information to create a login). Then allow the students to login and change/update their information in the admissions form. On a regular basis, the information in this screen is only displayed to the students, but where required, edit permission can be given to students to edit their own information for a limited time period.

The configuration can only be done by onEdu team with backend database access. Changes to an existing admission form (addition or deletion of fields on the admission form) can also be done by onEdu support team.

3. A full upload of information to fill all admission form fields can also be done. At present, given the dynamic nature of the form and its fields, this upload can only be done by onEdu technical team. We will be happy to do this for you if you can provide the admission information for all students in bulk at the end of the admissions cycle for a year. Please speak to your onEdu support team to upload students in this way.

Pre-reqs:

Type of actions (CRUD): Create

Configurations that control this screen: This entire screen and fields displayed are configured in the backend by onEdu Support Team.

Search Criteria: None

Description of fields:

In case of Create/Update:

• Mandatory/Optional
• Input type: Text/Number/Alpha-numeric
• Max length
• Description of the field
• Other screens where this data element will be used/displayed/edited

FAQs:

Suggested Tutorials:

Menu Navigation: Admissions → Allot Roll Numbers

This feature allows an Institution to allocate permanent roll numbers (or hall ticket numbers, or student ID numbers) to students. Prior to this allotment, students are usually referred to by their admission application form number. Many institutions prefer to allot roll numbers based on their criteria such as a) intelligent roll numbers that indicate the year of admission, department and a serial number b) the alphabetical order, sorted by student name

Careful!: When a student's rollnumber is changed using this screen, their login name will be changed as well. Students can be intimated about their new logins using the SMS feature.

Roll numbers can be allotted one student at a time manually, or automatically assigned. To allot automated roll numbers, you can choose to enter a prefix and a beginning sequence number and click Apply button. Roll numbers for the selected section are automatically calculated based on the prefix and sequence number and pre-filled for every student in the section. If you are satisfied with the numbers allotted, you may save the information by clicking on Save button at the bottom of the screen. Else you may change the suggested roll numbers for one or more students to meet your needs.

Menu Navigation: Admissions → Upload Students

A quick and useful feature for institutions that do not use onEdu Admissions Portal. When Admissions Portal is used, the information from the application form in the admissions portal will be automatically transferred into onEdu. When the admissions portal is not used, you can use this feature to upload students into onEdu.

An excel sheet with a list of students in predetermined format can be uploaded to onEdu using this feature. The basic mandatory fields are included (admission number, student name, gender and father name) so that student records can be created. In addition, optional fields that can be uploaded here are

• student phone
• student email
• parent phone
• parent email
• join date (specific to each student)

The excel format required can be downloaded from this screen.

Students can be uploaded for any section that is currently active. Once the section is selected, enter a joining date to be used for all the students in the list. The join date can be later changed for individual students as necessary.

After uploading the excel sheet with data, an intermediate screen to review the data being uploaded will be displayed. You will be able to review the information and then confirm or revert back the upload.

Upon clicking Save on this confirmation screen, student data is saved into onEdu.

Menu Navigation: Admissions → Allot College Admission Numbers

This screen allows us to allot admission numbers to students. Following are the filters for search criteria

1. Department
2. Program
3. Section

The Admission numbers can be manually typed or to simplify the process, you can enter the starting admission number in the “College Admission Number” field , and after clicking on the “Apply” button, all the students in the search results will be automatically assigned new admission numbers by incrementing +1 in the units place for each student. By clicking on “Save” button new admission numbers will be allotted. This will help streamline the admission numbering system.

Menu Navigation: Admissions → Change Student Master Data

This screen allows you to update existing student data. To begin, you will find a sample document displayed on the top right of the screen. In order to upload data, you need to select the College and then upload the required file by clicking the upload button.

The columns in the sample sheet will be automatically mapped according to the fields in the admission form. It is important to note that the “roll number” column is mandatory and must be filled in for each student.

Once you have uploaded the sheet, you will be able to preview the changes and see a list of successful or failed uploads. If the preview shows a successful list, you can proceed to click on the “Save” button to finalize the updates. However, if the preview displays a failure list, you will need to go back and provide the correct data to rectify the errors.

Menu Navigation: Admissions → Move to Alumni

Students that have graduated and do not need an active login into the system as a student can be moved to an alumni role.

Alumni can continue to login to the system, but they will have limited access to onEdu that is specific to their role.

Within onEdu, the college can maintain the contact details of alumni and keep it updated for future communication purposes.

Menu Navigation: Admissions → View Admissions

The list of students admitted to a program and academic year can always be looked up using this feature. You can search by School, Department, Program, Section and Batch Year.

A list of students admitted to your Institution for the search criteria is displayed as displayed in the screenshot below.

You can further view or edit the details in the admission form for each student. Edit permission is only available for system administrator role, or in specific cases given to students for a limited period of time to update their details. Please get in touch with your onEdu support team in case you would like to give this ability to update to students. It is turned off by default to ensure sanctity of the information as submitted in the admission application form.

Menu Navigation: Admissions → Student Contact Changes

Student contact details (such as student phone and email and parent phone and email) can be changed in onEdu at any time by the appropriate role that is authorised to do so. You can also search for a list of students in a section that do not have any of the above contact information. For example, you can search for list of students that do not have a parent phone number on their records, or that do not have an email address associated with their record.

On the search results page, you can choose to update one student at a time, or all students at the same time. You can also print or export the information into an excel sheet for further follow up with the students.

You can also export the search results in this report to an excel sheet or print the report for further analysis and follow up.

Menu Navigation: Admissions → Readmit Students

Students detained earlier can be readmitted back to your Institution into any section. You can choose to search by a roll number or a student name, or perform a blind search for all detained students.

For each student to be readmitted, select a section to readmit to, and then save the information by clicking on the Readmit button.

Readmitted students become active and their updated status is visible in Student Info section immediately. They are also allowed to register for courses and attend classes in the section that they have been readmitted to.

Readmit date provided on this screen becomes their join date into he section. This date is used to calculate the attendance percentage for the term and for each individual subjects. Classes conducted before this readmit or join date are not used in attendance percentage calculations.

Menu Navigation: Admission → Student Certificates

This screen allows to digitally upload student certificate into the system for record keeping. You can also print the list of certificates added against a student.

Search Criteria: List of students can be searched for using the following criteria:

1. Department
2. Program
3. Section
4. Roll Number

Search Results are displayed in a table with the following columns.

1. S.No
2. Roll Number
3. Student Name
4. Section
5. Certificate Deposited

Menu Navigation: Admissions → Edit Student Admit Date

Student join date is used in calculating attendance. Classes conducted only after the join date are used in calculating the student attendance percentages, that are used eventually in other areas of application such as determining eligibility for exam etc.

This screen here can be used to change the join date for a single student or for all students of a term.

Menu Navigation: Admissions → Discontinue Students

When students drop out, or transfer out of your institution permanently, you can use this feature to mark them as discontinued. Discontinued students will become inactive and lose their login to onEdu. They will also not be eligible for library book transactions, class attendance, placements and other areas of onEdu.

However, discontinued students can continue to pay any pending fees and they will show up in fee due report in case they have any pending fee.

Students can be discontinued one student at a time.

Menu Navigation: Admissions → Section Transfer

Students can be transferred from one section to another with in the same department and year. A student from CSE IV year Sem 1 A can be transferred to CSE IV year Sem 1 B. They cannot be transferred to other terms. In case you would like to promote or detain a student, there are specific features developed for that.

Please keep in mind that when a student is transferred from one section to another, onEdu discards the attendance from previous section when it calculates the same for the term. Attendance records from the new section are considered for calculating attendance percentage.

Menu Navigation: Admissions → Detain Students

Students can be detained in a term for

1. shortage of attendance
2. shortage of credits

There is no automated detention of students in onEdu. Each Institution based on their detention rules will have to manually identify the students to be detained and use this screen to detain the students.

Detained students can later on be readmitted to make them active again.

Menu Navigation: Admissions → Download Student Info

Institutions require student admission application information for a variety of internal and external purposes. All information on the application form is available for download on this screen.

You can select the fields that you would like to download for a given section or department or school. Admission year is a mandatory field on this screen, and at least one or more sections has to be selected to download the information.

Each field selected will be presented as a column in the downloaded excel sheet, with one row per student.

Menu Navigation: Admissions → Promote Students

At the end of a term, students have to be promoted to the next term if they qualify for promotion. Else, they can be detained using the Detain Students feature.

Students are promoted by selecting the current section they belong to. The list of students in that section is displayed and by default all the students are pre-selected for promoting. Any student not eligible for promotion can be unselected on this screen.

You will also be able to select the next term and section that the selected students have to be promoted to. The start and end dates for each eligible batch are displayed in the dropdown so as to aid in selecting the right batch.

This is a powerful feature that needs to be handled with responsibility.

Menu Navigation: Admissions → Student Suspension

Students can be temporarily suspended for various reasons in onEdu. Either roll number or student name can be used to search for the student.

Start date and end date of suspension can be given. In addition, a reason category can be assigned and text input can be given to further comment on the reason for suspension.

To add more categories for suspension reasons, please get in touch with your onEdu support team.

When a student is suspended on this screen, they are not allowed to attend classes. Their name is not displayed on the attendance entry screen for the duration of suspension. At the end of suspension period, the student is automatically added back to the attendance entry screens. The students thus lose attendance for the period of suspension.

Menu Navigation: Admissions → Change Student Course

Students can choose to change programs either in their 1st year immediately after admission, or further along in their course work. onEdu provides ability to handle such situations.

You would search for a student and then select the course that you would like them to be transferred to and save the record. This is a powerful feature that impacts the student records in multiple ways, including fee dues.

At present, fees for the new program is not automatically applied to the student. Please get in touch with your onEdu support team to update fee records for course transferred students.

Menu Navigation: Admissions → Discontinued Students

A list of discontinued students can be generated in onEdu. You can filter the results based on batch year, school, department and program.

The generated list can be either printed or exported to excel based on need.

Menu Navigation: Admissions → Total Student Count

The total student count report is a useful feature to review the student count active in the Institution at any point. It is a drill down report that provides summary level information at a school level, which can be drilled down to department, program, year and section level counts.

The following students are included in the count:

1. Students active in any batch (current or expired batch). The active count includes any temporarily suspended students. However, suspended list count is also displayed separately in the next column. This column will only be displayed in case there are any suspended students. If there are no suspended students to display, the column is hidden.
2. Note that students from expired batches are also displayed here, as long as they are still active in a batch.

The following students are excluded from the count:

1. Students that are detained and not active in any class
2. Students that have discontinued
3. Students that have been moved to Alumni status

No input filters are available here.

This is a drill down report that starts with

1. a list of schools (if multiple schools exist)
2. a list of departments (if only one school is defined in the instance)

The order of drill down is School → Department → Program → Year → Section

For schools: display the school names departments: display the department names programs: display the program names years: display the text 'Year ' concatenated with year number. Note that this is not yearord, but yearname.

A + against the row indicates that a drill down is possible for that row. This + is only available when there are multiple records under that entity. For example, if multiple sections exist (Section A, B, C), only the Year is displayed as a row and + is available against the Year. If only one sections exist, then the section is displayed directly, no Year is displayed as a row (with or without a + sign).

Sections that have an active student count are only displayed here. If a section has no active students (for example Sem 2, when odd sem is active), then that section is not displayed in the report.

Section names are always displayed with an academic year (for example: Civil Engineering 1 A (2021-2022)). Without the academic year, there is a risk of counting students from two different batches into a single line section (in case the students were not promoted and are still active in a previous batch).

The count of students here can be verified with the list generated in

• Academics → Student List (for active batches)
• Admissions → Promote Students (for inactive batches)

The generated list can be printed or exported to a spreadsheet for further analysis.

Menu Navigation: Admissions → Detained Students List

This report generates a list of all detained students. An SMS can be triggered from this screen to inform the detained students of any updates in readmit process or dates.

SMS can only be sent to students that have a mobile number associated with their contact details.

Menu Navigation: Admissions → Student Suspension Report

This report generates a list of students that are suspended for a college/school and batch year.

The list can be printed or exported to a spreadsheet for further analysis.

Menu Navigation: Admissions → Admission Register

This is a standard report available in onEdu to extract admission information for a school, department, program and batch year. Batch year is a mandatory parameter in the search criteria.

This is a matrix report with one row for each student. Columns extracted include:

• Class (Admitted to section)
• Admission Number (from admissions portal or counselling portal)
• College Admission Number
• Date of Admission
• Student Name
• Father Name
• Mother Name
• Address
• Phone/Fax
• Mobile
• Occupation/Designation of father
• Annual Income of father
• Date of birth
• Native place
• Nationality
• Mother Tongue
• Marital Status
• Religion/Caste
• Blood Group
• Division and Year of Passing the qualifying exam
• Marks secured
• Second Language
• Aadhar Card/Passport (in case of a foreign student)
• Roll number of student

This report can be extracted and downloaded to an MS Excel or similar spreadsheet. It can also be printed directly from onEdu.

A similar and more versatile report would be the 'Download Student Info' report that is also available in onEdu.

Menu Navigation: Admissions → Download Student Photos

Student photos can be downloaded as a zip file. When unzipped, each student's photo is available as an individual file identified by their roll number as the file name.