Are you looking to automate admission process for your university ?
Do you want to reduce admission cycle to make life of colleges and students better ?
Centralization of admissions signifies, providing admissions to various courses, to students all over, at one platform. This saves the colleges, universities and the applicants the tons of efforts and paperwork.
Article Contents
Key entities of Centralized Admission Process.
India is becoming education hub with more number of applicants competing per seat for the educational courses. Centralized admission management is going to be critical for effective admission process execution.
Centralized admissions is given a specific term called the CAS (Centralized Application Service) , which is a generalized term used all around.
When it comes to system, there are 5 basic entities:
- Student/ Applicant,
- Admission committee,
- Colleges,
- University,
- Admins.
All of the given entities have different and varied roles and functions when it comes to the admissions.
Student/ Parent:
Student should be able to define preference for his /her colleges where he/she is looking to take admission. If within particular area 100 institutes are available then student should be able to provide options ranging from 1 to 100 or depending upon his/her eligibility and based on preference of the college.
So, instead of visiting each individual institute student can fill single form to apply to all colleges under that University OR Government controlled admission process OR Group of Institutes .
Admission form needs to be comprehensive which would cover all the aspects including category, reservation (quota) for (EBC/ SBC/ Defense / Physically Handicapped etc).
Students should also be able to upload photograph/signature, marksheets, category certificate, leaving certificates through the system
In centralized admission process there is University quota and Other State quota of in most of the cases, apart from this there is reservation for female candidates.
ePravesh® has some of the features that facilitates management of all the aspects of reservation/ quota/ special cases .
Students can also download admit letters from their respective login after admission is confirmed.
There is section for grievance reporting. Students can report their grievance related to admission form, merit list related concern from their respective login
There would be single login defined by the student and it is used for multiple purpose of form filling, fee payment, downloading admit letter, uploading admission documents, grievance reporting etc.
Admission Admin Panel
This module handles all the configuration and administration of the system. Admission admin module has following features
The Admin department does a lot of work in the complete admission gimmick. They are actual technology providers in the entire admissions. There are multiple technical functions, the admin have to perform. These functions help in the smooth functioning of the integrated admissions.
The enlistment of the functions of an Admin is:
- Grievance management
- Telephone and email support
- Report downloading
- Information Access
- Report Compliance
- Category-wise Admissions
- Gender ratio
- Institute Analysis
A.Quota Table Management:
Admin can manage quota table according to rules and regulations of the government entity.
Quota table includes details of total available seat for individual college along with stream, male female and other reservation details. Admission allocation is done according to this quota table.
B.Student Data Management:
All the applications data is available on single click which can be sorted/ verified/ exported to CSV / XML formats as per the requirement
Student data is used to generate admit letters, analysis purpose.
C.Merit List Generation
According to Govt Rules and Regulations and Weightages
Merit list is generated for valid applicants based on criteria defined for the admission process.
D.Change Requests:
Students can send their misc change requests through their login & admin can accept / reject the changes & open the submitted form for correction & re-submission
E.Student Grievance Management :
Any student query/ correction in Name/Category can be communicated by the student which can be managed from admin panel
The admin has to address and respond to the complaints and queries of the candidates. If the candidate is stuck at any point in the admissions, say he is not able to upload his photograph or something, he can contact the support in such case so that he can get the desired help.
Grievance can be resolved in the centralized admission system to correct information and resolve errors associated with admission data, merit list etc.
Quick resolution of student grievance can fast track overall admission process and it can be completed within stipulated deadline.
F. Report Downloading
Every college is supposed to generate their own report of admissions which includes the statistics of number of admissions made, the courses, the rest available seats, the fee structures and so on.
This report is supposed to be shared with the admin so that even the admin has the data for his functioning. This data management is extremely essential as it becomes easier for the admin to keep track of the smooth working of the admissions on his end.
G: Information Access
At any certain point, if there is any problem with the accessibility of any part of the software at any end of any entity, that’s where the admit comes to the rescue.
He/ She can provide access to that particular entity through his login. Another aspect of Information access also means that he has access to every mentioned information, may it be of the candidate, the college, or any other entity.
I: Report Compliance
The Admin is supposed to generate reports of the entire procedure. The aim to generate this report to conform the data provided and available. It also turns out to be a helping hand when it comes to improving the system for future. Another objective behind this report enlisting is also that the colleges and universities can work on their part to make enhancements if any needed.
J: Category-wise Admissions
The term ‘Category’ doesn’t necessarily mean the caste category, but also the course wary. The admin allots courses that are specified by the student/candidate. This too has different aspects like the student’s eligibility and course availability at collaborated colleges.
The caste wise admissions means admitting students according to their reservation quotas in the education system. There are certain number of seats allotted to every college for each and every stratum.
K:Gender Ratio
The gender ratio analysis comes under the few above listed functions like Category-wise admissions, Report Compliance, etc. The admin has to scrutinize the male female ratio of admission allotment. This is for some certain institutions who give special privileged admissions to either the makes or the females.
L: Institute Analysis
The term is similar as the report generation. This is essentially needed when it comes to granting admissions. The keywords in the report analysis consist of the basic admission procedure like, course availability, number of seats, fee structures and fee collections per course etc.
This report creation is an attempt to endorse the colleges or institutions to make elevations down the line.
Admission Support
Resolution of Admission Queries over email/ System and Telephonic Support. Admission support team helps to resolve queries of the parents and students over live chat, phone and email.
Now a days chat bots are used to simplify query resolution as it can provide instant response to particular query.
College
Centralized admission process allocates students to individual colleges. Student needs to report to their allocated college to confirm/ cancel admission allotted in the respective rounds.
College admin should be able to login to the system to see the list of admitted / to cancel / Reject students allocated to the respective college.
College can admit student if student fulfills criteria of admission and all the required documents are according to online form filled by the student.
College can export admission data from the system to sync in with their internal systems if any.
University
It is crucial for university representative to have access to live admission statistics of day to day process.
University admin can login to the system to see total number of allotted students in their respective university.
Centralized admission system features of ePravesh.com offers huge cost savings over traditional paper / table based approach.
Data is managed centrally & processed seamlessly to make the whole admission process itself hassle free. Each entity is able to access data at any given point of time which reduces confusion / anxiety.
Apart from student generating their admit letters from their respective logins, students/parents get email/ sms of their allotted colleges so that they can visit college within mentioned time period.
Workflow of Admission Form Filling to Merit List Generation Process
Process of Admission confirmation
Summary of the entities involved in the centralized admission Process
Entire platform being hosted in cloud environment, it automatically scales to ensure the availability & 100% reliability of the system. At the end, in the current world of instant access & process, if the systems are available on demand to help to its’ stakeholders then only it’s worth a dime!
Conclusion
The purpose and benefit of the whole centralization is to simplify the draggy admissions. This not only makes the procedure easy but also brings it on a common platform for convenient access.
This experiment has turned out to be an amazing boon for the student, the colleges and universities as well. An implicit benefit of centralization is student welfare; making things easy for the students.
After centralization, the following points were established:
- It became easy for the students to make their application,
- The management cost for the complete admission procedure was deflated enormously,
- All the effort and hard work done by college was sorted to great extent,
- The alterations that may have been needed to do were definitely done smoothly.
