EMIS Initialization

-Admission initialization is what means that, user has to tell/inform the system that in this Academic Year we are going to conduct/start the following Classes in our institute.

Even if the classes are already running there in the institute then also the user has to save it again to inform the system that it is continuing for the current/ongoing academic year.

If a user wants the same details of the previous year then it can be copied by the Copy Button(Button is given on each form user will see this while they go for initialization).

-User has to do this initialization process every year at the start of the academic year. it’s compulsory from initialization. Then & then only users can proceed for the academic year admission/Promotion Process.

Basic Terms:

-Promotion :

It means to promote the student from the current/Existing Class to the next/higher class. considering that the student has passed the current class & able to go for the next class. For entering the student result provision is given: Use Result Entry form. If the institute is following all the result process likewise marks entry of Theory/Practical/Orals then have to use the Result Module & If not then have to just mark the students result entry as Pass/Fail//ATKT then able to be promoted to the next class.

User has different ways to promote the students from Current Standard to Higher Standard, They are as below:

i) Promotion to Same Stream :-

For the same stream promotion but this is an individual student wise promotion. Result Entry for the previous academic year is compulsory for the promotion of the students. Fail students are not getting promoted, they are getting blocked, the system gives the message.

While promotion users have to select the correct Subject Profile & Fee Structure along with the due dates for the payment of fees.

ii) Promotion to Other Stream :-

For other same stream promotion but this is an individual student wise promotion. Result Entry for the previous academic year is compulsory for the promotion of the students. Fail students are not getting promoted, they are getting blocked, the ,.system gives the message.

While promotion users have to select the correct Subject Profile & Fee Structure along with the due dates for the payment of fees.

iii) Semester Change/Promotion:

Just to do the promotion to another semester in the same class.

For Eg. FY Classes will be from sem-I to Sem-II/ SY Class: Sem-III to Sem-IV

In the case of Trimester basis then thrice in a year. Trim-1 to Trim-2 & Trim-2 to Trim-3.

iv) Class-wise Promotion :-

(This option was available till academic Year 2019-2020, onwards that its blocked as ONS & Accounting comes into picture)

This will promote all students from selected classes to its next higher class at a time. For this promotion Result entry is not compulsory. Here users have the choice to select the students who are eligible for the next class.

v) Auto Promotion :-

This will promote all students from a class to its relevant next higher class, auto. There is no selection of students so those students who are yet to be promoted will be displayed & as you press on Start promotion will promote All the students to selected class.

Auto Promotion not only promotes students to the upper/Higher class, it will also assign their fee structure and Subject profile of selected class. But for this Auto Promotion user has to initialize 2 more steps as:

i) Subject Profile Mapping:

1.Initialization→ 5.Subject→ 4.Class to class subject Profile Names→ 1.Add

This step is to map Subject profiles i.e. we have to select the base class & its respective next/higher class. With this the system will understand while auto promotion which subject profile has to use for the promotion of base class to its relevant next/higher class.

ii) Fee Structure Mapping:

1.Initialization→ 6.Fees→ 10.Map Class to class Fee Structure→ 1.Add

Same as above this step will confirm with Fees Structures for base & mapping class.

-Class Commencement :-

Here users have to provide the class start & end date for that academic year. These dates are further used for the Admission cancellation (no.of days & its fine)& Library due dates.

-Category Quota:

Using this user provides the No.of seats availability for students of each class per academic year. As per the different Categories users can maintain their quota %(No.of seats).

Please keep note here for those instities who come under the Somaiya vidyavihar university(SVU). Because of SVU we have to use only below approved categories for the admission:

Resident Indians (96%): All who come under Indian residency.
Person with disability (PWD) (2%): Those who belong to some disabilities can enroll under this category. Off Course finally college management can decide whether to keep this category or not under the particular Class admission.
Sports (2%): All those students who belong to some sports activities can belong under this. Same as per college management admission rules.
Foregin National:
Children on Indian workers studying in Gulf Countries(CIWGS)
Overseas Citizen of India (OCI):
1. These last 3 are up to the college they can use but as per the decided quota the college admission team has to manage this Seat % quota at their level considering SVU administration rules.

For the rest of all institutes they can use other Categories as per their management decision, BUt SVU institutes have to use amongst the above only.

-Subjects :-

Using this option the user can do initialization of Subject Profile where the user has to configure for Class wise - Subject Profile. 1.initialization→ 5.Subjects. → 3.Subject Profile → Add.

While promotion as stated above users have to map here users will create a fee structure with multiple Accounts Heads.After assigning the Fee structure to Students at the time of admission then receive it from Fees menu.

-Fee Structure :-

It’s purely accounting section and is used for initialization of Fee Structure where the user has to configure for Fee Heads(Account GL) and Classes applicable for the fee structure. While creating a new fee structure users can mention where these fees can be collected in installments or not. If Installments are said true/Yes then navigate to 1.initialization→ 6.Fees. → 6.Fee Installment → Add here user can set number of Installments (currently users can set it to max. 12 Installments earlier it was till 6 installments only).

Here users will create a fee structure with multiple Accounts Heads.After assigning the Fee structure to Students at the time of admission then receive it from 5.Fees → 3.Receipt/Payment → 1.Add menu.

Please refer to the below navigations for the same.

1. Class Initialization:

1. Initialization → 1.Stream-course-class-sem-div → 1.Map:Stream-Course-class → 3.Initialize

Fill the details in Below Form :

2.Class Commencement
- 1. Initialization → 2.Class Commencement → 1.Add

Fill the details in below Screen

3.Category Quota:
- 1. Initialization → 3.Category Quota → 2.Classwise quota → 1.Add

Fill the details in below shown screen :

4.Criteria Mapping:

1. Initialization → 4.Criteria → 1: Map:Class Criteria → 1.Add---(Optional Step)

Fill details in below screen

Subject Profile: (This step is applicable only for the Auto Promotion classes)
- 1.Initialization → 5.Subject → 4.Class to Class Subject Profile Name→1. Add ---(Optional Step)

(In case of there is a change in Subject Profile otherwise user can continue with existing Subject Profile .If there is change in Subject Profile then first deactivate the previous one & create new Subject Profile & map it with class for Auto Promotion)

Fill the Details in below screen.

Fee Structure Mapping: (This step is applicable only for the Auto Promotion classes)
- 1.Initialization → 6.Fees→ 10.Map Class to Class Fee Structure→1. Add ---(Optional Step)

(In case of there is a change in Fee Structure otherwise user can continue with existing Fee Structure.If there is change in Fee Structure then first deactivate the previous one & create new Fee Structure & map it with class for Auto Promotion)

-Fill the Details in below screen.

The Following steps are for to promote the students:

1) 6. Admission → 1.Provisional Admission → 1.Add → 9.Promotion → 6.Auto Promotion : If a user wants to promote all the students from current class to higher Class with the subject profile & Fee structure.Also while promoting you have to provide the payment due dates.

Students who are marked Fail will not get promoted.

Fill the below details :Select the class to which the students will get promoted (For eg.If you want to promote students to Second year from First year then select second year class).1) 6.

1) 6. Admission → 1.Provisional Admission → 1.Add → 9.Promotion → 1.Promotion to the same stream. If a user wants to promote the student to the same stream then use this form.

Fill the below details

Result Entry:
- Those which institute not uses the Result Module can use this result entry form to mark the Result entry of the students:
- If you want to skip/ stop the student from getting promoted to the next class then mark it as Fail so Student will not get promoted to the next class.
- First users have to login the Previous Academic year & then have to do the result entry. It means result entry for that Academic Year.
- Fill the detail in below screen: Just Select the class & using All Pass/ All Fail update them