The rising prevalence of the COVID-19 pandemic over the last few months has caused temporary shutdowns of institutes and other educational bodies. The institutes were forced to offer education using online means to the students remotely located at various locations. This involved management of huge student data from various classes, delivering lectures, conducting exams, and monitoring their activities.
In the traditional methods of education, the data is stored by teachers in files and papers for years. This consumes a lot of physical space in the institute. The pandemic has forced the institute to opt for online management solutions.
However, now that the lockdowns are being lifted and institutes are starting to operate like before, going back to the traditional educational methods is a bit of a downgrade for the institute’s progress. Hence, even if institutes operate normally, a student management system is software that will always help in the institute’s progress.
Here’s how the software comes to the rescue.
Stores Huge Amounts of Data-
A student information system is known to store huge amounts of data that is generated every day in the institutes. It accumulates the data in real-time and updates the same on the database. The system is known to store every update of students’ behavior in the classroom regularly. This includes their attendance system, exam performance, and participation in extracurricular activities.
The software stores huge amounts of data, with high scalability without hampering the functioning of the system. The data can be modified easily in case of any changes. Further, it contains data for several years. The institute’s alumni can always come back to the institute for retrieval of their documents in case of loss or damage.
Enables Easy Data Search and Retrieval-
The student information system stores loads of data for years. The data is generated every day for every student, which is stored and maintained in the system. Searching for particular information in case of emergencies like a student’s contact number or blood group can be retrieved with ease on the system. It helps the faculty members to update system information whenever needed.
The software offers a search tab on the system. Any student’s information can be searched on it based on the keywords such as name, roll number, or other information. Complete student information is presented to the user and it can be immediately used. Moreover, deleting data, updating information, and maintaining it are also carried out with the help of an SIS system.
Generates Quick Reports-
In the traditional methods of management in educational institutes, the teachers had to keep track records of various data, information, and activities. The reports were generated by the teachers to understand students’ attendance, performance in exams and offer them suitable feedback. It puts the teachers in a high workload and reduces the efficiency and accuracy of the operations of the institute.
Making use of an SIS system generates accurate reports with required factors and formats just within a few clicks. The data is also represented in graphical format using BI technology. The system can generate reports in NAAC required formats as well. The teachers don’t have to spend time maintaining excel sheets and merging them.
Helps in Admissions and Fees Processes-
The student information software helps the institutes in conducting admission and fees management in the institute. It collects the data from all applicants for admission and sorts them according to the institute’s eligibility criteria. The software updates the parents and students regarding fees, admission status and tracks the entire process on the software. The students do not have to rush to the institute again and again for admission.
Further, the fees management process is handled by the software by allocating individual fees structures to the students based on their reservation, course, program, and year of study. It reduces the faculty workload and automates the admission process.
High Security-
The software collects data and maintains it with high security. It is stored on a cloud-based platform which provides privacy and safe backup options. It gives restricted login credentials to all the users based on their roles and responsibilities in the institute. The parents and students can access attendance and performance reports and attempt exams from the software.
The question papers are fully secure before the exams and there’s no question of paper leakage. The answers are maintained with high security and no student can modify them. This makes the complete educational processes completely safe and maintains the institute’s integrity.
Better Parental Involvement-
The software offers parental access to the student information system. The parents get login credentials for the software and they can track the student’s record in the institute. It shows information about student attendance, notifies the parents about absent reports, exam performance reports, and personalized feedback.
The system enables easy communication between the parents and teachers. The parents can understand all problems faced by students in the institute and help them guide students in required subjects and topics. This increases parents’ involvement in students’ education and improves their learning outcomes.
Improved Communication between Departments-
The student information system can be integrated with other software such as the learning management system and admission management software. It stores the student data in a centralized platform which can be accessed by all the departments as per their needs. The integration of software ensures smooth functioning and real-time data updates in all the departments.
This improves communication between all the departments and helps them during the process of accreditation in the institute. It helps to create multiple reports that are merged for better analysis and decision-making in the institute.
Conclusion-
The student information software helps the institute’s functioning in academic and non-academic aspects. It also ensures smooth management in the institute. Hence, even if the pandemic is over and institutes begin to function like before, an SIS system is a great option to reduce faculty workload, save institute’s expenses and ensure accurate and error-free functioning.
