What is a student information system?

A student information system is a modern software application that helps institutes track and manage all student-related data. It provides a centralized platform for organizing specific information, allowing teachers to measure academic progress.

A systematic communication medium is one of the central components of the software that enables parents to monitor and gather their children’s progress reports. What’s more, is that institute management can check the overall performance of a particular class.

Institutes can abandon paper-based attendance management and manually intensive processes, which usually take extended time and effort. In effect, integrating the system will enable institutes to automate core operations, helping to attain organizational efficiency. Sounds great, right? But doesn’t it include a complicated process? How does it even function?

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How does a
student information system work?

A student information system has been designed to organize and track student data effortlessly with little or no manual intervention through the following process:

  • The admin or teachers input the demographic information of students.
  • The system’s automated features collect and maintain academic records of all students.
  • It performs periodic calculations depending on stored data, like calculating attendance rates, GPAs, financial balances, and attendance rates.
  • Teachers, staff, and students can view important assignments, grades, and news about upcoming events through role-based login.
  • It generates reports and analytics on student performance, attendance patterns, and other relevant metrics, helping to gain insights.

Features of the Student Information System

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Online Registration

Students from across the Philippines often move to major cities like Manila for higher education and choose their preferred courses and programs. Imagine the frustration when they encounter technical issues during their registration process.

What if they change their mind midway through the application process and want to change their subjects? It takes double the time and effort to make changes, especially in the case of manual processes. On the contrary, SIS provides an online registration procedure, wherein students can submit the documents easily without any technical issues.

Besides, they can make necessary adjustments as per the policy of the college or university and connect with authorized personnel for additional guidance.

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Automated Admission

Paperwork is central to the college or university admission process, wherein students must submit relevant documents. For instance, high school transcripts, identification proof, additional certificates, etc.

Also, visiting the campus and executing the process in person might not be feasible for many individuals. Therefore, digitalization enables institutes to eliminate paperwork, wherein the software automates the end-to-end enrollment process.

Consequently, online submission of necessary documents, online resolution of students’ queries, and fee payment reduce administrative overload. Moreover, it ensures students complete the admission process without any delays.

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Online Fee Payment

The admin department can establish an efficient fee management system through the integration of the software and online payment gateways. In effect, students can pay semester/monthly or admission fees without coming to the institute.

Furthermore, it auto-calculates the fees, depending on various factors like course enrollment, reducing human errors and ensuring accuracy. Besides, it sends notifications and alerts about the upcoming due dates, reminding students to pay the fees on time.

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Student Data Management

Storing and managing documents of student-related activities is time-consuming, especially if institutes rely on paper-based processes. In contrast, the student information system provides a centralized location to store student data in a systematic structure.

In effect, teachers or administrators can retrieve or share information effortlessly without having to look for a specific file or document. What’s more, it maintains data security through role-based access controls; it enables authorized individuals to view and change data. Also, the system sends automated alerts in case there are attempts of unauthorized access.

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Effective Communication

Lack of timely responses and query resolution leads to student dissatisfaction and miscommunication. What can institutes do? Well, for starters, institutes must prioritize establishing a smooth communication network. How can they do that?

The best way to ensure effective communication is by leveraging the SIS software features such as:

  • Targeted Messages: Teachers can send specific or common messages to students, providing them with feedback or assignment reviews.
  • Announcements: Institutes can share announcements about upcoming events and changes in schedules or class timings. In effect, it enables students to be up-to-date about assignments, tests, etc.
  • Parent-Teacher Communication: Teachers and parents can reach through messaging features and discussion boards. In effect, it ensures effective information sharing and collaboration between the two.
  • Online Forums: Teachers can create an interactive learning environment through online forums and discussion boards. Also, it is an ideal platform for students to interact with their peers and teachers.
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Analytics Tools and Dashboards

Higher educational institutes in the Philippines continue to push the boundaries and implement appropriate mechanisms to enhance teaching and learning. That is where the software’s analytic tool can prove to be helpful by providing insights into students’ performance.

The analytics tools enable teachers to monitor students’ academic performance by highlighting their strong and weak areas. Furthermore, it analyzes their attendance record, grades, and assessment results, helping to identify patterns.

Consequently, teachers can identify frequent absentees and at-risk students; hence, they can take necessary mitigative action. On the other hand, the dashboard facilitates an at-a-glance overview of essential information such as attendance, grades, behavior, and assignments.

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Cloud-Hosted Technology

Losing crucial data due to system failure is a major issue that can cause significant issues; however, that is something that institutes can avoid. But how? They can adopt the SIS software, which autosaves information automatically.

As a result, institutes don’t need to eliminate data loss, nor do they have to invest in additional software solutions. Meanwhile, they can pay subscription fees based on specific features and prerequisites.

Also, thanks to the timely software updates, it enables the stakeholders to access the latest features and upgrades.

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Mobile Interoperability

Remote access to core functionalities and modules through mobile interoperability is one of the biggest advantages of the software.

In effect, students can access crucial information such as class schedules, grades, attendance records, etc.

What’s more is that they can leverage the system to access high-quality learning resources and course notes and submit assignments online.

Why Choose MasterSoft’s
Student Information System

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The efficiency of an institution relies upon the proficient management of student data and rigorous academic progress monitoring. That is where MasterSoft’s student information system comes in with cutting-edge comprehensive solutions providing the following features:

Convenient student data management

A centralized student data storage and information sharing

Effective tracking and evaluation of student progress

Facilitates smooth communication between students, parents, and teachers

Analytical reports on student performance, course effectiveness, and faculty performance provide insights.

Advantages of the
the Student Information System

For Teachers

Student Data Management

SIS allows teachers to automate day-to-day administrative activities and organize student data, enabling them to invest their time and effort in teaching and learning activities. Also, they can view students's academic history, attendance records, and personal information with just a few clicks of the mouse.

100 percent data security

The centralized platform stores all student-related information in a single-source database, simplifying data access. Also, robust security measures like encryption methods and password-enabled access reduce data theft and unauthorized access.

AI-Powered Student Progress Analysis

It has AI-powered analytics, which enables teachers to monitor students’ ongoing progress, identify trends, and get insights into learning needs. In effect, SIS is more than just data management software, as it helps to facilitate an enriching learning environment.

Smooth-Teacher-Parent-Student Communication

The system provides an interconnected communication network between teachers, parents, and students. As a result, parents receive timely updates on ongoing student performance, assessments, and upcoming events.

Accurate Student Performance Report

Teachers can generate meticulous and in-depth reports of student performance across diverse metrics through the software. For example, it includes attendance, assessments, class participation reports, etc., which enables teachers to get insights into students’ areas of improvement.

For Students

Easy Access to Student Information

Students can check their individual academic information, including grades, schedules, and additional educational data. In effect, it helps to self-monitor their progress and assess their improvement.

Personalised Talk with Teachers

Thanks to the Talk platform of SIS, students can reach out to teachers and clarify their doubts regarding assignments or tests. Besides, it contributes to creating a cooperative and interactive relationship between teachers and students.

Timely Notifications

Students are always up-to-date with upcoming exams, assignment deadlines, and other academic events due to the timely notifications. As a result, they can organize their schedule and strive to manage time effectively.

Access to Exam Timetable, Daily Attendance, etc.

The SIS provides students with access to their examination schedules, daily attendance records, and other vital academic details.

For Parents

Online Admission and Fee Management

The system automates the end-to-end admission process; therefore, parents do not need to accompany their children to the campus. Likewise, they can pay the admission fees online and keep a digitalized record of the payment.

Connecting with
Teachers

The system has built-in messaging features, allowing parents to contact teachers. In fact, they can connect with them for quick questions or concerns or to schedule a meeting.

Monitor Progress

The system enables parents to monitor student performance metrics, including grades, attendance, and overall progress. Hence, they can discuss their doubts or concerns regarding their children’s academic and overall performance.

FAQs

1. What is a Student Information System?

A student information system is a modern software application that helps institutes track and manage all student-related data. It provides a centralized platform for organizing specific information, allowing teachers to measure academic progress.

The major benefits of a student information system are as follows:

  • It provides easy access to information.
  • It streamlines day-to-day administrative activities, reducing the workload.
  • It provides a centralized communication platform for students, teachers, and parents.
  • It facilitates efficient student information management.
  • It provides analytical data, helping to make data-driven decisions.

While choosing a student information system, an institute must ensure that it has the following features:

  • Streamlining daily activities
  • User-friendly & intuitive platform
  • Cloud-based platform with data security
  • Better communication and collaboration
  • Enhanced speed of daily operations
  • Maintains 100% data privacy
  • Easy-to-implement platform
  • Trustworthy ERP vendor with the best support

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