PROCESS DEFINITION FOR PRE-ADMISSION MODULE

Pre-admission to fee collection activities are the most hectic and complicated
process in an institute which can be made easy using modern technology to
manage these process. Pre-admission module facilitates to manage all the pre-
admission process including the fee collection from the student for prospectus
and application. The pre-admission process continues till the confirmation of
admission. It reduces the hectic job of maintaining physical documentation as
the process can be simplified by documents being scanned and attached in the
software itself.
87wq 3E560Y+

Pre-admission management allows you to record all Applications and

communicate all updates to the applicants directly in one shot. Pre-admission
management can finish off the work fast with less man power, reducing human
errors. Management of pre-admission to fee collection process is also helpful
for parents and candidates because they can register and pay the fees any time
and from anywhere in the world according to their convenience. Facilitating all
students in the payments process is central to the success of the collection of
fees. It is imperative that the institute collects all fees owing, and will endeavour
to do so in the most efficient manner. Online fee collection facilitates
automation of fee collection for application with complete security, consistency
and accuracy. Also it allows receiving fees in seconds with few clicks of mouse
or strokes of keyboard.
 PRE-ADMISSION PROCESS
1. PARENT LOGIN should be displayed in BOLD in the homepage of the
school website.
2. Under PARENT LOGIN, New Registration, Login, Forgot User ID and
Forgot Password provisions should be made.  to point 5
3. Make a hyperlink in the homepage of the school website for the Enquiries /
Enquiry database.
4. If the user clicks on the hyperlink Enquiries / Enquiry database – it should
redirect the user to the next page which contains the enquiry database –
enquiry reference number and enquiries (repeated queries should be
displayed only once) followed by 2 options:
a. Fresh Admission and
b. Login for Enrolled Students.
5. Under Fresh Admission, 4 options will be provided:
a. New Registration  to Point 7
b. Login
c. Forgot User ID
d. Forgot Password
6. In the Login Page, two option and 2 hyperlinks should be given:
a. 2 options:
i. User ID
ii. Password and
b. 2 hyperlinks:
i. Forgot User ID
ii. Forgot Password
c. If the password is not correctly entered – error message – enter the correct
password and a warning message that, wrong password entered, last 4
attempts to enter the correct password, account will be locked for 24
hours.. last 3 attempts - account will be locked for 24 hours, last two
attempts - account will be locked for 24 hours, last attempt to enter the
correct password - account will be locked for 24 hours, finally account
should be locked.
d. Once account is locked, user should get an email stating the same. Once
account is locked, user should be able to reset his password only after a
day/24 hours.
e. If the password is not entered, error message should be displayed – Enter
the password
f. If the user ID is wrongly entered, error message should be displayed –
Enter the correct user ID
7. If the user clicks on the New Registration/Sign Up, the webpage should
redirect the user to the next webpage where the user will be asked the
following:
a. *Name of the student
b. *Student DoB
c. *Father’s name (Father’s name and mother’s name are mandatory)
d. *Mother’s name
e. Guardian’s name
f. *Admission for ___ Standard (mandatory)
g. *User ID (duplication should not be allowed), email ID/mobile number
can also be considered
h. *Password
i. *Reconfirm the password (both the times, password should be same)
j. *Contact Mobile number (should be verified through an OTP)
k. *Contact Email ID (Should be verified by providing a hyperlink to verify
the email ID)
l. *Mobile number and email ID has to be verified to complete the New
Registration process
m. (Name of the student, DoB, contact mail ID, and contact number will be
saved for further communications after cross-checking/verifying 
through an OTP). The above entered details should get saved in the
database.
8. Provision should not be made to register the same student (Name of the
student, DoB, father’s name, Admission for ___ standard).
9. Provision should be made to register/add another child to the same login
(sibling(s) of the student).
10. User ID should remain unique. It should not be allowed for duplication.
System should not accept the same User ID again.
11. Once the user logs in to his account, provision will be there to enter the
query (enquiries / enquiry database). It contains the list of enquiries and at
the end of the page, provision will be made to enter the query. User should
be given a chance to enter his/her query (min 40 characters and max 400
characters)
12. Username/User ID: Username/User ID should be between 6-10 characters. It
can be a combination of letters of the alphabet and digits or only letters of
the alphabet. Username/User ID should not start with a digit, it can end with
digits.
13. Password: Password length should be in between 6-12 characters. Password
should contain a combination of all:
a. Capital letter(s),
 b. small letter(s),
c. numbers and
d. special characters.
e. User Id and Password cannot be the same
14. If the user enters username/password wrongly, an error message should be
displayed asking the user to enter the same correctly.
15. User account should be locked if the user enters the wrong password
successively for five times.
a.Every-time the password is wrongly entered, an error message and a
warning message should be displayed. If the password is not entered – error
message – enter the correct password and a warning message that, wrong
password entered, last 4 attempts to enter the correct password .. last 3
attempts, last two attempts, last attempt to enter the correct password,
finally account should be locked.
b. Once account is locked, user should get an email stating the same. Once
account is locked, user should be able to reset his password only after a
day.
c. Popup message – stating the same; If the account is locked by entering the
wrong password for the second time, IP address details will also be
communicated.
d. If the password is not entered, error message should be displayed – Enter
the password
e. If the user ID is wrongly entered, error message should be displayed –
Enter the correct user ID
16. Once the above mentioned details are correctly entered and logged-in, the
webpage should direct the user to either of the following:
a. the query page where the user needs to enter his/her query(ies) (minimum
40 characters and max 400 characters). A user can ask 05 queries under
one login, during the process of pre-admission.
b. Homepage of the user (Enquiries/Enquiry database, Prospectus and
application form, Admission test, Application status and Student
admission)
17. IVRS – facility should be provided for IVRS also – IVRS – automated voice
response for queries.
18. Once the user submits his/her query, user should receive an
acknowledgement email/SMS (as required by the institution). Along with the
user, the administration staff/office staff member (assigned by the Principal)
should receive an email notification and the countdown timer should start
(max time in which the query/ticket should be answered – as decided by the
institution. It should be less than or equal to 24 hours). User should receive
 an acknowledgement for raising the query stating that, the query will be
answered by _________ date.
19. Three hours before the deadline, the admin staff should receive another
email asking the assigned admin staff to close the query immediately.
20. If the admin staff do not close the query/ticket by the deadline, immediately
the user should receive an email, asking an apology for the technical error
and stating that the same will be answered within the next 24 hours.
Immediately the admin staff should also receive another reminder and should
be asked to answer the query immediately. Principal and the management
should also receive a notification about the delay in closing the query.
21. If the user forgets his/her login credentials, the login page should also
facilitate the user to get back his username/user ID and facilitate the
regeneration of password.
22. Getting the username/User ID: Hyperlink to enter the registered mail ID of
the user/applicant. Once the user enters his/her mail ID, the user/applicant
should receive an email containing the user ID/username.
23. Forgot password (dual level protection): Hyperlink to reset the password
should be provided. If the user has forgotten his/her password, user should
be asked to enter the registered mail ID. Once the registered mail ID is
entered, the user should receive an email to the registered mail ID and should
be asked to click on the hyperlink to reset the password. Once the user clicks
on the hyperlink, he/she should be asked to enter the registered mobile
number. If the user enters the correct mobile number, the user should receive
an OTP to the registered mobile number through SMS. The user should be
asked to enter the OTP to reset the password. The user will enter the OTP
and if the OTP matches, then he/she will be asked to enter a fresh password.
24. Through the admin staff login, admin staff should be provided an option to
clear/close the query/ticket. Once the query is answered, the user should
receive an email/SMS notification (as required by the institution).
25. Both the query and the reply should be saved and must be made available to
other registered users also (applicants) to avoid re-answering the same
questions again and again. We have to make sure that, no other details of the
applicant (who has raised the query) other than query number is displayed in
the query database which is made visible to all the registered users LIKE
FAQs.
26. Reference number should be generated for all the enquiries. User should be
made to check the response with reference to the query reference number.
27. Once the user is satisfied with his/her query or if the user doesn’t have any
queries, he/she can click on the hyperlink – Prospectus and application
form. Clicking on the hyperlink – Prospectus and application form will be
 directed to the payment gateway to pay the FEE for APPLICATION FORM
and PROSPECTUS.
28. A unique REGISTRATION FORM NUMBER should be generated for
every application specifying the year of admission and serial number.
Example: 2017-18-0001 or (combination of fixed and variable). Student
database should be linked to this Student register number everywhere –
further in all the modules.
29. In the payment gateway, provisions will be made to pay the fee through one
of the following modes: (NEFT, Debit card, Credit card, PayTM or any other
mode - as required by the institution)
30. After the online payment, an acknowledgement (email) should be sent to the
registered mail ID, The mail should consist of the following details:
Prospectus and the syllabus of the admission test; venue, date, time and
mode of admission test (written/oral/any others (either only for the
student or both for student and parents))– as required by the institution.
31. Provision should also be made to attach the sample question paper – (if
required by the institution)
32. Payment acknowledgement should also be sent to admin staff login (email)
33. After the online payment, Application status hyperlink/box should be
enabled. In the application status hyperlink, following should be made
available:
a. Payment acknowledgement
b. Prospectus
c. Syllabus for the admission test
d. Venue, date, time and mode of admission test
e. Sample question paper
34. Payment database should be created - > visible to admin staff login.
35. Provision should be made for the registered users to check the status of their
application(s).  to Point 44
36. Now, the applicant/user should be directed to fill in the personal details of
the student and the parents (described below)
37. Last date to fill the admission form should be mentioned. Any
applications/payments should not be considered after the deadline) unless
communicated by the management through an email from the registered
institutional mail ID.
38. New Registrations for the submission of application form (student/parent)
should be blocked at the end of the last day/deadline, (to avoid any
confusions/delay in payment).
39. The time/period of online payment should be extended for one day.
40. As required by the institution, date of ADMISSION TEST should be
scheduled for the students and / or parents. The same should be displayed on
the screen after the fee payment for admission/application form. It should
also be shown in the user login.
41. Time, date of and venue of the admission test should be communicated to the
registered mail ID (and mobile) as required by the institution.
42. Time, date of and venue of the admission test should be displayed in the
admission test schedule hyperlink – in the homepage of the user login
43. Provision should be made in the software to fill in the marks scored (teacher
login) in the admission test (Written, Oral, or any other (student and/ or parent) -
as required by the institution)
44. Provision should be made to check the application status –
a. in process (admission test pending/date of admission test/Admission test
completed) /
b. selected /
c. Rejected /
d. wait-listed
45. All the applicants/users should be notified about the selection status, a day
after the last date / as required by the institution (for the submission of
application form).
46. Details of the following should be made available for the school (admin
login):
 Ability of finding how many applications have been sold.
 Ability of printing application sales receipts.
 Ability of viewing application sales details.
 Ability to check the number of applicants based on Caste
 Ability to check the number of applicants based on religion, place, previous score, and
a combination of these parameters, …
 All the reports should be made excel compatible
Personal Details:
1.
a. Name of the student (First name, Middle name, Last name)
b. Student DoB – Birth certificate proof needs to be enclosed in the
admission module
c. Gender (M/F)
d. Admission for the academic Year
e. Student has registered Adhaar number? (Y/N)? If yes, Student’s adhaar
number. If no – should be registered by the time of school admission -
Adhaar card to be enclosed in the admission module
f. Blood group
g. Student’s PP sized photo
h. Mobile number of the student/candidate – (not mandatory)
i. Email ID of the student – (not mandatory)
j. Mother tongue
k. Known languages [Reading, Writing and Speaking]
l. Nationality
m. Minority? (Y/N) – certificate to be enclosed if the candidate belongs to
minority community in the admission module
n. Disability? (Y/N) – certificate to be enclosed if the candidate suffers
from any disability – in the admission module
o. NCC Quota? (Y/N) – copy to be enclosed in the admission module
p. Ex-service man quota? – (Y/N)? – copy to be enclosed in the admission
module
q. Sports quota? – (Y/N)? – copy to be enclosed during admission module
r. Is the candidate, a child who needs Special Need (CWSN)? (Y/N) – if
yes, certification copy needs to be enclosed in the admission module
s. Kannada medium?
t. Has the student studied in Karnataka in the previous years? (Y/N)? If
yes, how many years? ___ (proof for the same
u. Student’s academic track record:
i. Marks scored in the previous classes, starting from the beginning
(a copy of certificate/marks card needs to be enclosed – admission
module)
ii. Name of the school and the school address
iii. TC from the previous school where the child had studied should be
enclosed in the admission module.
2. Father’s name (First name, Middle name, Last name)
Father’s Adhaar number (applicable/NA)
Father’s education
 Fathers’s Occupation
designation and place of work
Father’s work address
Father’s PP sized photo
Mobile number of the Father
Email ID of the Father
If father is an ex-service man, copy of the same needs to be enclosed –
copy to be enclosed in the admission module
3. Mother’s name (First name, Middle name, Last name)
Mother’s Adhaar number (Applicable/NA)
Educational qualification of the mother
Mother’s occupation,
designation,
place of work and
work address
If mother is an ex-service woman, copy if the same neds to be enclosed –
in the admission module
Mother’s PP sized photo
Mobile number of the Mother
Email ID of the Mother
4. Gaurdian’s name (First name, Middle name, Last name)
Gaurdian’s adhaar number
Gaurdian’s education
Gaurdian’s occupation,
designation ,
place of work and
work address
Gaurdian’s PP sized photo
Mobile number of the Guardian
Email ID of the Guardian
5. Permanent address of the applicant
Address for communication
6. ID and address proof of the parents – copy to be enclosed in the
admission module (Adhaar card, PAN Card and Passport/Election Voter
ID/Bank Passbook/DLAPL/BPL Card)
7. Siblings’ details (if any)
Name of the sibling
Details of the sibling(s) – age, qualification,
Presently working – designation, organization, place of work, address
Presently studying –
 a. Same school? – (Y/N)? If yes – Class and section, unique number
b. Different school/college – name of the School/college, address, class
8. Income certificate, if the income is below the minimum income (BPL) –
copy to be enclosed during admission – admission module
9. Self-attested Copy of the following need to be enclosed
study certificate,
SSLC marks card,
Transfer Certificate,
character certificate,
10.Religion
11.Caste (caste certificate - if not GM, copy to be enclose – admission
module)
12.Transport facilities required (Y/N)?
a. If yes, from where to where? – DROPDOWN in the webpage
b. All the (pick up and dropping points) should be predefined
13.Hostel facility required? (Y/N)
a. If yes, details of the hostels, hostel conditions should be clearly
mentioned. Only after checking the selection box “I have read and
agree to all the conditions mentioned above”, selection box to avail the
hostel facility should be selected.
14.Co-curricular/extra-curricular interests/achievements of the students:
There should be a box which enables the student to enter his co-curricular
and extra-curricular interests/achievements. If there are any
achievements, the same should be supported with a certificate. Provision
should be made to enclose his achievements in the admission module.
15.Should the student be retained in the institution post school hours?
(Y/N)? If yes, till what time (max till 5pm (or as required by the
institution)
16.Hyperlink for help in each page – detailing the user – how to do the data
entry
17.Entered database should be carried forward for all the other modules