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Administration of distance learning study programs in the information system of Higher Education Institutions - PowerPoint PPT Presentation

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511126-TEMPUS-1-2010-1-RS-TEMPUS-SMGR. Administration of distance learning study programs in the information system of Higher Education Institutions. Risto Malcheski, risto Slavcho Chungurski , FON University – Skopje, Macedonia. Introduction.

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Administration of distance learning study programs in the information system of Higher Education Institutions

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Administration of distance learning study programs in the information system of Higher Education Institutions

Risto Malcheski,


FON University – Skopje, Macedonia

  • Evolution from traditional to distance learning studies
    • Whole study programs or only parts of study programs can be served as distance learning programs
    • Administration of these study programs can be challenging
    • It should be integrated with the existing information systems
  • Example of functional requirements and business rules
users of the information system
Users of the information system
  • External
    • Students
      • Personal profile
      • Exam registration
      • Various inquiries
      • E-learning
    • Alumni
      • Personal profile
      • CV update
users of the information system1
Users of the information system
  • Internal
    • Management
      • Vice Dean
        • Full Access, not dependent of teaching staff
      • Chief of Student Affairs
        • Full Access, not dependent of teaching staff
      • Mobility Coordinator
        • Defines the compatibility issues
    • Professors
      • Updating the exam results
      • E-learning content
    • Administration
      • Student Affairs
        • Administration of certain segment of student records
      • Administrator
        • Administration of e-learning system and user roles
functional requirements of the system
Functional requirements of the system
  • General requirements
    • Rigid (time and rules must be obeyed)
    • Specific nomenclature of the resources
    • Search, reports and alerts on various data
    • Mail merge and correspondence, envelope printing etc.
    • Student exchange evidence in both directions
  • Academic year and semesters
    • According to the laws, the system provide evidence of various forms of studying
  • Marks
    • Update of the marks, visible for the students
    • Unified lists of registered exams
functional requirements of the system1
Functional requirements of the system
  • Study programs and subjects definitions
    • Unified subject coding
    • Basic and elective subjects
    • Study programs, scientific area, subjects, credits
    • Subject dependencies
    • Automatic or manual distribution for study groups per study programs, streams, modules, branches or language
    • Enrolment of students, based on rules for prerequisites according to the study program
    • Level completion and title awards, depending on credits achieved
functional requirements of the system2
Functional requirements of the system
  • IDs and student records
    • Each student has separate ID for each study program enrolled
  • Finance
    • Definition of services at the faculty (university)
    • Alert on payments
    • Definition of various types of scholarships
    • Definition of various types of payments and packages
  • Subjects and programs compatibility
    • Mapping of compatible subjects for different study programs, according to decision of mobility coordinator
    • During transfer, all recognized subjects are entered into the student’s record
    • Definition of equivalent subjects between actual and past study programs
functional requirements of the system3
Functional requirements of the system
  • Exam registration
    • Electronic registration, automatically filled with background data from the student profile
    • Registration inquiries and lists are completely generated from the system
  • Enrolment
    • Electronic registration
    • Mail delivery confirmation
    • Rankings are generated automatically, based on pre-defined rules
functional requirements of the system4
Functional requirements of the system
  • Automatic reports and documents
    • Candidate lists
      • by schools, cities, countries, age, status, average mark, etc…
    • Exam reports
      • Attended, registered, (not)passed etc…
      • Average marks per subject, professor, stream, study group etc…
    • Confirmation reports and documents
      • Passed exams, diploma, diploma supplement, student status etc…
      • Graduation report with scientific areas with their participation in the program (including all subjects)
    • Books of records, filled by student affairs
    • Possibility for electronic export (DOC, DOCX, XLS, PDF, XML)
business rules
Business rules
  • Diploma – three types
    • Plain, issued by the faculty (university)
    • Double, issued by two faculties, separately
    • Common, issued by two faculties, for common study program
  • Marks
    • Each mark has automatic addition of description mark
    • Mark can be integral, with several components (marks from colloquiums, exam, additional activities, note etc.)
business rules1
Business rules
  • Academic year and semesters
    • Alerts for students without status, after the final term for enrolment in a proper semester
    • The system rejects exam registration for a subject from semester which is not verified
    • Enrolment of a semester depends on number of credits earned, which is defined by the study program
  • Resources and schedules
    • The composition of study groups can be defined by professor, assistant or demonstrator
business rules2
Business rules
  • Study programs and subjects
    • Students can change their study program until their graduation. This is a must, if they repeat an academic year and there is a change of the study programs
    • One faculty has separate study program for each stream and academic year
    • Subjects should be grouped by semester and/or branches
    • Subjects can be defined with parental faculty.
    • Subjects can be mandatory or elective, relational or non-relational
    • Student can not register for exam for relational subject without passing its prerequisites
business rules3
Business rules
  • Study programs and subjects (…continued)
    • Subjects are defined in the scope of the faculty (university) with their unified codes for all study programs
    • A subject has only one scientific area, unique code, same class funds and credits for all study programs, professors, language etc…
    • The system should provide information about representations of the scientific area in a study program (%, number of credits, number of subjects)
    • Each student can belong to multiple study groups, defined by the system administrator, according to professor’s recommendation. This distribution can be achieved automatically, also.
business rules4
Business rules
  • IDs and student records
    • Student records: personal data, study records and financial records
    • Only chief of student affairs (and predefined officers) can access IDs and marks of the students
    • Main student status: active, conditionally active, stand and unresolved
    • Study modes: regular, work & study (depending of the Law), self-financing and exchange student
    • Student profile status: candidate, student, senior, alumnus, graduated and unsubscribed
    • Additional student status: transferred from external study program, transferred from internal study program, initially enrolled
business rules5
Business rules
  • IDs and student records
    • Active student has fulfilled all prerequisites of the study program and has not financial debt
    • Conditionally active student must fulfill his condition to enroll next academic year
    • Stand student is the one who sign written inquiry for his status. If there is a change of study program, during his stand, he must transfer to the new study program.
    • If student has financial debt or violate the final term for semester enrollment, he get unresolved status.
    • All activities are frozen for stand and unresolved students
    • Student can not unsubscribe if he has financial debts.
business rules6
Business rules
  • Finance and insurance
    • Financial services are defined in a scope of university, faculty, study program or subject.
    • Students can use scholarships if they fulfill predefined conditions, or by decision of the management. In the system, scholarships are special type of payment model
    • Each student has single payment model. Changes of the model are possible only if the fees by the old model are covered
    • At the time of enrolment of new academic year, student must choose appropriate payment model for that academic year
    • Insurance lists are updated annually.
business rules7
Business rules
  • Subjects and programs compatibility
    • Each subject belongs to single scientific area, but multiple study programs and multiple professors
    • In case of transfer, total number of passed exams and earned credits are processed by destination study program. All transferred subjects are automatically inserted as part of destination study program
    • Dean signs a decision note for subject recognition for transfers. Electronic copy of the note is attached in the file of transferred student
business rules8
Business rules
  • Exam registration
    • Exam registration is rejected in any case of financial debts
    • Violation of defined terms for certain events are not allowed
    • Student can cancel exam registration until the final term for registration
    • Student status for exam: passed, not passed, not attended, on additional task
business rules9
Business rules
  • Enrolment
    • Candidates have unique application ID, related to their profiles
    • Student affairs officers can change faculty, stream or language.
    • After enrolment, application ID is erased and replaced with student ID
    • In case of multiple study programs enrolment, candidates get separate application ID for each study program
business rules10
Business rules
  • Automatic reports and documents
    • Partial certificate contain current situation of the student. Full certificate contain information about completed cycle of studies
    • Some reports are confidential and hidden for public
    • There are alerts before printing of documents if the student has some problematic issues. It doesn’t mean that the officer can not issue the document
    • Certificates are printed with templates accepted by the management. They can not contain sudden line and page breaks.
    • Student profile should contain message box. It is used for messages from the officers and professors, but not other students