Preparation of ERP to be able to feed student attendance

 Before being able to feed student attendance in classes, the following data should enter into the Database

1. Student (basic) data. ONLY ADMINISTRATOR or ADMISSION section will be able to do this
2. Creation of student batch  (if required). Usually needed for new students admitted in the current AY. ONLY ADMINISTRATOR or ADMISSION section will be able to do this 
3. Student programme and batch detail. (Usually this can change in some cases where branch changes can occur). ONLY ADMINISTRATOR or ADMISSION section will be able to do this
4. Courses offered. This requires the following information ONLY HoD of the department can do this. Go to blog post on this
1. All active BoS 
2. The courses in each BoS
3. The BoS applicable in this session (Academic year and semester- Eg. 2022-23 Odd) and the electives that are offered under each basket in this session
4. From the above information the courses offered in the current semester will be autogenerated, and this data can be visible to examination controller, and other authorities to whom it is needed
5. Student section creation for all courses offered in the current semester. ONLY HoD of the department can do this. The section of the student can change from course to course. For example, in a compuslory theory course, the grouping of students will be different from the grouping of students in a compulsory practical course. ALso, the grouping of students in an elective course will be completely different. Go to blog post on this
6. Create attendance registers for each Student Section. This is done through Section dashboard by simply clicking on "Create Attendance Registers" button on the left top corner. ONLY HoD of the department can do this.
7. Assign faculty to each attendance register. ONLY HoD of the department can do this. https://youtu.be/vRAEwTTk4bU 
   
   
8. Faculty can create sessions (Here session means class of a course at a specific time slot and venue) everyday according to their time table, or the faculty can create sessions for all weeks of the semester in one-go .    https://youtu.be/kREfIPABUes         
   
   
9. Then faculty can give attendance to students.

Go to blog post on this

Sending messages through Discuss Module

 

ERP users can communicate with each other, individually or in groups, through discuss module of ERP

Follow these steps:  Signin> Discuss Module>Direct Messages> search for the faculty and after selecting the desired user, you can start conversation through text messages. See the video below

Attendance Module

 

In this module, you will be able to take daily attendance, duplicate attendance, print attendance register, analyse the attendance of students course wise, or faculty wise or student wise, etc

Class Attendance

FOr being able to upload class attendance in ERP, the following data is required to be uploaded prior to starting attendance

• Courses offered: This is done by HoD by assigning a BoS to the semester of a session (BoS-session)
• Student section: Students sections and lab batches are created by HoD, along with Attendance registers
• Time Table: Time Table sessions are created and approved

If the above data is in place, every faculty can update attendance of the courses which are assigned to him/her in the time table. Attendance of any class is referred to as Attendance sheet. An attendance sheet can be duplicated to create attendance sheet for a different time slot (session)The following video shows how to give attendance to students

Time Table module

 TIME TABLE MODULE

In this post you will see how to create time table. This can be done by individual faculty members to create sessions for their own courses, or can be done by the department HoD for all faculty members.

        Creating sessions for one course throughout the semester : See the video below

You need the following data to upload a time table

• The time table usually has the following data in-built

•  The Programme, semester, section for which the time table is applicable 

• the working time slots and working Weekdays

• For each slot and weekday

• The faculty engaged in that slot on that day
•  The course taught during that slot and day
•  The venue for that slot 

•  The validity of the time table (I.e From date and To Date): Usually these dates can be obtained from Academic Calendar of the semester under consideration 

• The Lab Batches are defined: If you have not done this, please visit the following post to learn how to assign student batches. Different courses can have different section wise distributions!! For example, theory courses can have only one section, while the Labs and can have different sections/ batches. Some times, a theory course can have tutorial classess which required different sections/ batches for theory courses also. 

                    

• All courses of the concerned semester are visible under courses offered.  "Dashboards>Curriculum>CoursesOffered"

If this is not done, you have to create BoS-Session, so that all the courses of a particular BoS are visible during generate time table. How to do this?

                         A sample time table is shown below

 The video below demonstrates how to feed the sample time table shown below into ERP

 

Faculty Module

 

Faculty Profile and biometric attendance

Faculty members can access  their profile related information by clicking on their name card, as shown in the video below. 

http://15.206.150.114:7073/

The fields that are permanent in nature (like name, date of birth, etc) will be locked for editing in future. SO, please make all the required changes as early as possible. After the data is locked, changes will take long process.

Student Module

Contents of this post are

• Promoting Students to Higher semester
• Enrolling multiple students to multiple courses
• Grouping students of a batch into sections (course-wise)
• Assigning Class Roll Nos to students
• Grouping students of section into Sub-groups

PROMOTING STUDENTS TO HIGHER SEMESTER

The following video shows how to 

• group the student-list, Program wise and semesterwise. 
• promote the students to the next semester

ENROLLING STUDENTS TO COURSES

The following video shows how to enroll students to courses. 

The following are required before starting this procedure. (let us say we are enrolling students into courses of 5th semester)

• The students are having the correct value of "Current Semester" as 5 . If you have not done this, please promote the students of IV semester to Vth semester by following the procedure given in the previous video
• All the courses of the V semester are available. If they are not available, you have to assign appropriate BOS to the current session (Use Dashboards>Curriculum>BOS-session to do this)

GROUPING STUDENTS OF A BATCH INTO COURSEWISE SECTIONS

The grouping of students of an admission batch (Eg. BTCS1_2021) into sections can vary from course to course. For example, the students of one course can be different from the students of another course, especially for Elective course. So, sections are defined course wise. At the same time, provision is made to assign the same section definition for multiple courses also.

 

In a huge batch of students, the roll numbers of students in each batch of the course(s) is required as a Comma Seperated List . Screenshot of the excel file for import is shown below. This excel file shown below is used to import the student roll list of section-A of batch BTCS1_2021. Note that this section definition is applicable only to the courses mentioned in the Column F.

The following video shows the process of importing this excel file into the database through SECTION DASHBOARD under Students>General>Section Dashboard. 

NOTE: If the student roll numbers are not available in the database, there will be an import error.

 

ASSIGNING CLASS ROLL NUMBERS TO STUDENTS OF A CLASS

 For the purpose of attendance and other purposes, the class roll nos are assigned to students of a section/ class. This is done in three steps:

1. Download the student list with class roll nos (existing or blank) in excel format
2. Update the Class ROll No field  in excel
3. Uploaded the updated excel sheet into the database 

Precaution:

1. NEVER CHANGE THE ROLL NUMBER IN THE LIST VIEW. IT WILL GIVE ONE ROLL NO TO ALL SELECTED STUDENTS 
2. Tick on the option 💭I want to update the field

The video below demonstrated this process

 

GROUPING STUDENTS OF A SECTION INTO SUB-GROUPS

Grouping students of a class (semester) is required for following reasons

• Batches for conducting tutorial classes of a Theory course 
• Batches for conducting experiments of a Lab course
• Large number of students in a class requires dividing the students into sections

This grouping may differ from course to course. The following video shows how to create student batches or sections for each course or for multiple courses

Collaborations