1. Academics Management Program Management & Tracking Student Management & Tracking An institution spends a huge amount of time and effort in tracking and managing programs and the students’ progress through the programs they enroll for. The academics module in iON’s Campus Management Solution or CMS provides the required tools to simplify this task.

2. Academics Management Discipline

3. Mr. Paul Raj, HOD & Admin, Academics Mr. Paul Raj, the Academics HOD & Admin, intends to introduce a two year Management Course in Industrial Relations at Adhyayan University. Some of the mandatory subjects in this course include Organizational Behaviour, Corporate Management and Industrial Relations. Elective or optional subjects for this course include Advanced Cost Accounting and Corporate Social Responsibility. Introduction

4. Objectives Mr. Raj wants to centrally manage all the aspects of this program, including the faculty, schedule, and examination and grading, from his office. In this topic, we will how Mr. Paul Raj can create and manage the program through the iON Campus Management Solution.

5. Before creating batches in CMS, Mr. Paul Raj, needs to configure prerequisite master settings – both Configuration Masters and Academic Masters. Refer to the CMS Training – Academics Master Settings document to learn about the Configuration and Academic Masters settings. 1 2 3 Academics : Master Settings

6. CMS: Academics After the master settings has been performed for this course, as a first step, Mr. Paul Raj has to create batches for the new course. To do this, he needs to access the Batch Generation Wizard in the Academics Module in the iON Education solution. This wizard is used for generating batches for a particular academic template mapped to particular site and physical site.

7. Academics Introduction Mr. Raj can create batches for a particular Program-execution pattern combination for any particular academic year. There, he needs to provide details such as site, tag the Academic Template, EP to be used, Class Type and more. The solution also provides the option to define class type, number of classes, batch start date and end date and maximum number of students for a particular batch.

8. 1 2 3 As part of the Master settings, after creating an academic template, Mr. Raj can proceed to generating the batches with the Batch Generation Wizard. The values in the fields on the Batch Generation Wizard screen all flow from the Master Settings defined earlier. Let us see how this Mr. Paul Raj makes use of the Batch Generation Wizard. ACADEMICS MODULE – Batch Generation Batch Generation Edit Academic Batch View Class Details Batch Seat Allocation Update

9. Generating a Batch To start the Batch Generation Wizard, click the Academics -> Batch Generation Wizard option. Click Academics -> Batch Generation Wizard

10. The first step in the Batch Generation Wizard, is to select the Academic Template. The Academic Template can be considered the blue print of the batch. All programs from which you want to create a batch using this template are defined in this template. Generating a Batch

11. On the Batch Generation Wizard, to select an academic template, click the Look up button and then select the desired template from the search results. Select the Academic Template created for this new course. In this case, MBA TEM0001. Click Select Choose an existing template

12. Generating a Batch To specify the site type for the batch, click the Site Type dropdown list and select the appropriate option. Since the batch is being created for Adhyayan University, the site type should be university.

13. Generating a Batch The Site field is auto populated.

14. The next field is the Physical Site (the institute) for which this batch is to be created. Generating a Batch

15. In this case, it is Adhyayan University. Generating a Batch

16. The next entries need to be made in the Program Execution Pattern Mapping tab, you can tag the program and execution details with a batch and define other details such as number of classes, start date, end date and number of students in a batch. Generating a Batch Each program is further associated with a particular type of execution pattern forming a program execution pattern (PEP). This PEP tags different attributes that a batch should have.

17. PEP Mapping: You can specify the pattern of roll number or registration number of a student of a batch from a particular PEP. Each PEP is then associated with one or more fee schedule depending on the category of fee. At PEP level it is also possible to tag an examination grading scheme. This examination scheme associated here is used to grade the examination of a batch created out of this PEP defined in this template. Apart from this, you also have the provision to set the subjects which is academic session wise that have to be taken up by a batch created out of this PEP and assign a pattern of timetable slots (day order) using which a timetable for a class of that batch can be generated. Generating a Batch

18. In the PEP Mapping tab, first, enter the Batch Name. Generating a Batch

19. In this case, since this is an MBA batch for the year 2012-14, the nomenclature should indicate the same. You must refer to this batch name for any future transactions in this case. The batch name can be edited in future if required. Generating a Batch

20. Next, is the Program, which refers to the various courses which are run in an institute. In this case, the Program name is MBA. Generating a Batch

21. Then, tag an Execution Pattern to this batch. Execution Pattern is basically the sequence and time period for this entire program. Select the look up icon next to this field.

22. Generating a Batch Since the MBA program is a two year course, select the relevant Execution Pattern.

23. Generating a Batch Select a class type To specify the type of class where the program classes should be conducted for the current batch, select an appropriate option from the Class Type dropdown list. The Class Type values can be defined using the Settings -> Academics -> Class Type option.

24. Generating a Batch To specify the type of class where the program classes should be conducted for the current batch, select an appropriate option from the Class Type dropdown list. The Class Type values can be defined using the Settings -> Academics -> Class Type option. Select a class type

25. Class Type and No. of Classes can be based on the intake of the students. For example, if your intake is 60 students for this batch, you can have two sections (A & B) with 30 students in each class. So the class type would be Section and the No. of classes, of this batch, would be 2. Generating a Batch

26. Then select the academic year for this course, in this case 2012-13.

27. The start and end date get auto- populated, and can be edited in future if required. Generating a Batch

28. You can then use this batch template to generate a second batch from the Batch Sequence field, for this academic year itself, if required. After this, click Next to define various categories for this batch. Generating a Batch

29. In the Category Seat Details tab, you can define seats allocated to the various quotas (for example, SC/ST, minority), for this batch.

30. To specify the category wise seat details in the batch, in the Category Seat Details tab, after selecting the program and execution pattern, select a category type from the Category Type dropdown list. These various Category Types are defined in the Master Settings. Generating a Batch

31. If you have more than one category, you can add rows for each category and define the number of seats to be allocated for that category. Generating a Batch

32. After you define the various categories, finally click the Generate button. Currently, we have defined two categories, General and Management and have allocated 30 seats for each category. Generating a Batch

33. Finally, a success message will be displayed. Generating a Batch

34. Now that the new MBA Industrial Relations batch has been created, Mr. Paul Raj can now view or further edit the various attributes for this batch from the Academic Batch option in the Academics menu. Batch Generation Edit Academic Batch 1 2 3 ACADEMICS MODULE – Edit Academic Batch View Class Details Batch Seat Allocation Update

35. From the Academic Batch option, you can view view, tag or edit various attributes of an academic batch, such as academic session details, fee schedule details, batch seat allocation details, batch attributes and roll number sequence. Mr. Raj can track the number of seats available and the total number of seats of a particular batch for the newly created MBA course. Let us see how he does this. ACADEMICS MODULE – Edit Academic Batch

36. To view the newly created batch, select Academics Batch from the drop-down menu. Edit Academic Batch

37. Select the newly created batch and click Edit to begin tagging various attributes. The newly created batch for the MBA course was AS MBA 2012-14. Edit Academic Batch

38. You can view the Academic Sessions. At the time of batch creation, only one class was defined per semester, with an intake of 60 students. The data is displayed accordingly here. Here you can update start and end of academic session, basically plan your academic session. Edit Academic Batch

39. Here you can add or edit the various fee schedules according to the fee category of the students. Edit Academic Batch

40. All that information entered during the creation of the batch appears here. Maximum students in this batch are 60 and the allocation for the various categories are 30 and 30. Here you can update the seat distribution, category wise To view the seat allocation for the various categories, click the Batch Seat Allocation tab. Edit Academic Batch

41. Batch Generation Edit Academic Batch 1 2 3 ACADEMICS MODULE – View Class Details View Class Details Batch Seat Allocation Update

42. After the batch is generated, the class is also generated automatically. Mr. Paul Raj can also view the details of each class in the solution, by selecting the Class Details option in the Academics menu. All the attributes related to a class belonging to a particular batch can be defined here. Site, batch name, class name, class teacher, academic session, academic year, class type and status of the class i.e. active or inactive can be defined here. Attendance for a particular class can also be marked and updated from here. A new class for a batch can also be created here if the institute wants to increase the number of batches for a particular course. Let us see how Mr. Raj views the details of the newly created class. View Class Details

43. To view the information for the various sections, select the Class Details option in the Academics menu. View Class Details

44. For the Batch AS MBA 2012-14, only one section (division) was defined per semester, hence, for each semester, the class names displays as Section(class type)-1(semester)-1(class). View Class Details

45. To view the details of a specific class related with the batch, select the corresponding record and click the View button. Note - The administrator /Faculty can view the attendance and leave details of a class by clicking the Mark Attendance button. Attendance will be marked after time table and lesson plan creation, which is covered later on in this training. Note: The faculty can mark class attendance from the Self Service portal as well. View Class Details

46. These are the sections that can be viewed, tagged or edited in the Class screen. View Class Details

47. Batch Generation Edit Academic Batch 1 2 3 Batch Seat Allocation Update ACADEMICS MODULE – Batch Seat Allocation Update After editing the academic batch, and viewing class details, Mr. Raj has to get an update on the seats available. The Batch Seat Allocation Update option is used to keep track of the number of seats available and total number of seats of a particular batch in a particular site. View Class Details

48. Select the Batch Seat Allocation Update option. Batch Seat Allocation Update

49. Select the relevant site name, in this case, it is AU-Adhyayan University. Batch Seat Allocation Update

50. Then, search for the newly created batch in that site. Batch Seat Allocation Update

51. In this case, the newly created batch is AS MBA 2012-14. Batch Seat Allocation Update

52. Now, click View Categories to view details of seats allocated to the various categories. Batch Seat Allocation Update

53. Click the Update Batch Seat Allocation button, to update the total number of seats of this batch for the selected site. Batch Seat Allocation Update

54. A success message will appear that the batch seats have been updated. Batch Seat Allocation Update

55. After Mr. Paul Raj has created a new MBA course, as part of the Academics Management, he can proceed with the time table and lesson plan creation for the same. You can learn more about this in the relevant modules of this training. Summary