school website best practices

What Are The Best Practices For School Website?

10 Easy Tips To Help You Create An Effective And Efficient School Website

There is an age-old adage that reminds us that first impressions are often the last and in this technological age, the first impression for any institution, business or organization is their website.

Today, when a parent, a prospective student, employee, faculty or administrators hears about a school or tries to research a school – one of the first places they turn to for information is the school website.

Thus, it is essential for the school website to not only correctly communicate the values and principles of the school and reflect the core ideologies but it should be designed in a way that makes it stand out from the competition while sharing all the best practices in a clear, concise and appealing manner. From ensuring that it is designed in a responsive manner to meeting the various algorithms, there are many practices to create an efficient school website and here are a few

  • Focused Communication Keeping The Audience In Mind

When writing the content for your website it is essential to filter all the messages through the lens of the audience. This essentially means ensure that the messaging is targeted to the readers and appeals to them. For instance when sharing the school rules – ensure that they are relevant to the parents and include all important details like timing, school bus facilities, late comings, attendance, etc. All communications should reinforce your key messages related to school discipline, avoiding all mention on unnecessary regulations which can then be mentioned in the school diary

  • Avoid Using Too Much Jargon In The Content Of Your Site

It is also important to avoid the use of too much terminology or jargon. The use of too much jargon makes us poor communicators and communicating clearly on the website also means keeping it simple, clear and relevant. According to various communication experts, the use of too many technical terms on the website can cause your school to come off as condescending.

  • Ensure That All Your Platforms Have  A Consistent Look, Design, And Message

One essential practice of a good school website is to ensure that your key communication messages, the look of your website including colors and various design elements are the same across all the mediums and platforms.

For instance, if you have a different message on your platform and different message on your flyers and brochures, your audience will be confused. Similarly, the look, colors, and fonts used on your social media platforms like Facebook, Twitter should be similar to those on the website to give your website a consistent and professional look and feel.

Thus it is important that everyone working on your website should be aware of your school logo, school mascot, font, tagline and that every branding guideline must be in place.

  • Create A Responsive And Mobile Friendly Website

With smartphones, tablets and other smart devices becoming increasingly popular, a good school website practice would be to design a website that is accessible and mobile friendly. It is therefore important that the school website be mobile responsive and friendly. Additionally, mobile-optimized websites get a higher ranking boost on Google making it easier for your audience to find your site on various search engines.

Another advantage of designing a mobile-friendly website is that when your audience visits your school site on a mobile device, they have a superior viewing experience which further enhances your school’s reputation as a credible and reputed institute

  • Capture Contact Information For Every New Visitor

It is a wise practice for any website including a school website to capture the contact information of the audience when they first visit the website.

Most of the audience including students and parents who first visit the website are usually visiting the site to browse for information. It is at this moment that schools should have an overlay form to capture their information and them send them personalized information, school updates and information on various seminars to keep them interested in the school.

This is a simple engagement exercise but goes a long way in keeping the school details fresh in the mind of the parents and staying connected to the parents and the students.

  • Creating And Offering Custom Content To Your Audience

Many schools also offer their visitors access to custom content in exchange for their contact information. Custom content is contained in the form of video, pdf, eBooks, slideshows that the parents or the students would find valuable. This could be tips, tricks and other information that will guide the website audience and be deemed as valuable by them.

  • Apply An SSL Certificate To Your School Website

Today, online data security is a serious issue – not only for schools but for various organization, businesses, and institutes. SSL certificates go a long way in keeping your website safe and secure. It offers parents and students the assurance that the school website is authentic and that any personal data shared or any information entered will be encrypted. This ensures that it cannot be intercepted by malicious third parties or hackers.

  • Creating a Smart Information Architecture

For schools, it is also very important to structure the various school website pages, navigation, and content in a smart and efficient manner. This effective organization and structure of website content help to provide a simple and enjoyable user experience to the website visitors and also lowers the bounce rates. Strategically designed and well-organized school information can also play a pivotal role in higher conversion rates.

Thus, small inputs like an easily accessible site search toolbar, a well-placed site map, etc. go a long way in creating a perfect school website with smart information in the architecture.

  • Integration Of Social Media

In recent time, Social media has emerged as one of the most powerful marketing tools available for schools to make themselves popular among their target audience. Today, as more families are spending browsing online, social media makes it easier to reach out to parents. This is why it is important for school websites to use social media integrated into their web design.

The social media component offers schools the opportunity to provide up-to-date content and an authentic inside-look at life on campus through images, videos, and other relevant content.

  • Updating information about the School Management Software

If your school is using a school management software like Fedena, it is important to mention this on the school website along with all the various advantages and benefits of a school management system. This can range from admission management to the school bus and transportation management system – all of which work together to make the functioning of the school and the life of the parent so much easier.

While age-old philosophers often said that the eyes are the windows to one’s soul, it can be said today that the website is the window to an organization’s soul. This makes it important for schools and educational institutes to spend adequate time and effort on their school website to attract the right audience and increase their success rates.

Best Education System in the World

Which Countries Have the Best Education System in the World?

Find out what makes these countries lead to having the best education systems

Each country strives to offer its children the best possible start in life. It does this by aiming to build the best education system it possibly can. As a part of this endeavor, they rely on strong educational policies, committed stakeholders, and the potential of students. It takes many hands to create a successful educational experience for students. Over the years, the following countries have consistently been ranked as having the best education system in the world:

  • Finland


Finland has been ranked as having the best education system time and time again. Their methods are often unusual when looking at those of other countries – there are no score bands, class sizes are small and children’s well-being are prioritized over just quantitative metrics.

  • United Kingdom

United Kingdom

The United Kingdom has long been touted as having the best education system in the world – starting off in the age-old days when children from other universities would be sent off to England for higher studies. Now the United Kingdom uses modern teaching methods and focusing on the diverse needs of a growing population along with addressing labor market demands to maintain its status in world rankings for the best education system.

  • United States of America

United States of America

The United States of America is one of the most popular educational destinations in the world for aspiring students of all categories – from K-12 to university education. This is because it has the best education system one could ask for on many fronts – from attracting the best teachers to accessible public education give for free, to even creating healthy competition amongst students. The United States continues to be a top choice for students aiming to get into grad school, especially, thanks to their status as having the best education system.

  • Canada


Canada is becoming an increasingly popular choice for students seeking to experience the best education system in the world. This is especially the case for students you might find the United States of America and the United Kingdom too competitive or too expensive. Canada becomes a viable option for those seeking to learn from the best education system in the world while also not necessarily going down the traditional route of choosing America or the United Kingdom for their studies.

  • Japan


Japan has consistently produced great which has resulted in it being thought of as having the best education system by many analytics. But unlike a lot of countries that may show great test scores, Japan does a great job of balancing the effects of student pressure and producing good student results.

Top Compelling Reasons Why Your School Website Must Have an SSL certificate?

Why an SSL certificate is essential for your school’s online presence?

What is an SSL certificate?

An SSL certificate stands for Secure Sockets Layer certificate. It is basically an electronic document used to prove the ownership of a public key, including information about the key, its owner and the digital signature of the verifier who has confirmed the information contained about the key.

More simply put, an SSL certificate signals the security and reliability of a site, especially one being used for sensitive interactions like credit card transfers and more recently safer social media browsing, etc. It is advised that all sites — including your school website — have an SSL certificate in order to provide a safe browsing for all stakeholders in the educational ecosystem.

What are the benefits of an SSL certificate?

1. Secure Data Transfers

The primary function of an SSL certificate is to ensure safe server-client communication. This means that all data transfers between the servers on which the school website is hosted on and the users of the website — parents, students, non-education staff, teachers, and management — are secure. In more accessible terms, the data on the website is locked thanks to the SSL certificate and cannot be unlocked without it. This is especially useful for a school, that will deal with sensitive information such as financial details of parent’s payment methods, student emergency information, grades and scores of students, etc.

2. Verify User Identity

SSL certificates verify the identity of the website, making it the primary way to affirm identity. The internet and websites can be deceptive, especially to users who are not internet savvy. It is easy to fool a user into sharing their information. For a school website, this might involve sensitive information like financial details or student location and transport information. Such information must be protected and only be made accessible to the users and websites with the appropriate permissions.

A school website with an SSL certificate is one that has been validated by a certifying authority. The certifying authority verifies the identity of the person and the website, making it more authentic and reliable for all users and the site owner.

3. Improve Website Ranking

A school website is not just a user interface for users like parents, students, teachers, and management to engage with the school itself. But it is also a brand representation for the school. It is thus important for the school website to show up at the correct position when searched for on the internet.

To this end, Google has modified its ranking algorithm to give higher priority to those websites with SSL certificates. When your school website has an SSL certificate it is thus ranked higher and shows up higher in search results, becoming more easily accessible to existing users as well as more easily discovered by new users.

4. Establish Users Trust

A website with an SSL certificate signals to users that this is one that is reliable and safe. This means that users can safely share their information with a school website with an SSL certificate, without worrying that it might be shared with the wrong person or leaked or stolen. This is especially important for a school website because of the kind of users that visit it – these are stakeholders in the educational ecosystem who rely on their school to be a reliable institution. The same goes for the school website, which is increasingly used for sensitive engagements like payment of school fees, discussing the academic progress of students and other information that must be handled with discretion.

Course and Batches module in School ERP

Top Features of Course and Batches module in School ERP

How courses and batches module in school management system can help you?

What is a course and batches module in school ERP?

A course and batches module is an essential feature of any robust school management system. This school software helps to manage the various administrative or other processes in the school. It includes the management of the various classes, courses, and batches of classes or those courses being offered by the school. Management of courses and batches would involve the offering of certain classes, courses, or batches, their scheduling, updating you can take it and with what qualifications, managing class size and teacher assignment, and other various administrative details associated with running a class or a course.

Course and batch module in school management system thus functions as a course management system at your educational institution.

What can you do with a course and batches module in school ERP system?

1. Manage Multiple Courses

Course and batches module help to manage multiple courses for all grade levels. Whether it is for higher ed, like electrical engineering, computer science, or mechanical engineering or for K-12 classes focused on science, maths, social studies and languages, the course and batches module is the best way to manage the multitude of courses on offer at your educational institution.

Course management becomes easier with this module in the school management system, making it a key asset for any type of school or college. The school management system can handle any number of courses and batches, along with several layers of complexity borne out of individual education institutions’ specific rules and regulations.

2. Admin can easily Add, Edit, and/or Delete details

Administrators with the required permissions can easily manage courses via the course and batches module in school ERP system. This means that administrators can use the course and batches module to add courses or classes to the list of those being offered to students, edit details which span everything from course name, to class size, to the course description, or remove irrelevant ones that no longer apply. The school management system helps administrators be responsive to any updates to the classes being offered and also keep all information up to date easily. Students benefit because the information being shared actually reflects reality.

3. Manage Students

The course and batches module in school management system help better manage the students who wish to attend a class or are already attending one at school. This automated platform allows students to look up course information, sign up for a class they are interested, or drop out of one they are not, manage their entire schedule by ensuring that classes they are enrolling work for them in terms of timing and venue, etc. The course and batches module in the school software is thus not just for administrators. Instead, it bridges the gap between administrators and students allowing them to work together to get the best class experience possible at their educational institution.

4. Manage Subjects Corresponding to a Different Class

In an Indian K-12 school, classes often remain static while subjects being taught change. The course and batches module in school management system can manage this well also. It allows administrators to set up a class with the relevant students and then dig deeper down to assign and manage their subjects for them. This kind of granular detail is what makes the module in school management system the ideal companion for both administrators and students when it comes to managing their academic life at their educational institutions.

5. Add Additional Student Admission Details

Classes are made of the students that attend them. To this end, it is helpful for administrators and teaching staff to know more about students attending their class. Course and batches module in school management system allow administrators to add in admission details for each student in a course or class at their educational system. Along with this it also helps these admission details to be updated at any time. This ensures that student admission details remain up to date and current and thus relevant to anyone seeking this information out.

6. Keeping Parents and Students in the Loop

The course and batches module in school management students enable administrators to send instant SMS or alerts to parents and students in case of any change in assigned course and batches. Real-time updates like this are key to the decision making the process for any student and parent planning their academic commitments for a given semester, quarter, or even the year. It also helps students and parents know of any openings for a class that is highly in demand, make arrangements for logistics and transport as required and just plan their day to day and long term academic goals better.

7. Set up and Generate Students Roll Number

A roll number might seem like a tiny administrative detail, but it’s actually a huge organizational boon for teaching staff and administrators. A roll number helps keep track of a student through a unique alpha-numeric code assigned to them. This roll number generally tends to remain the same throughout their tenure at the school. Course and batches module in school management system can generate the roll numbers for each student hasslefree. This means that the information between reality and the system remains seamless. It is also far more reliable to use a roll number generated by the course and batches module in school management system than rely on fallible humans who have a higher error rate.

Why do we need course and batches module in school ERP software?

1. Less Paper Wastage

It promotes numerous traditionally pen and paper tasks such as maintaining registers of roll numbers or course schedules and assignments. The environmental impact of this is positive since there occurs a reduction in the use of finite resources. It also generally means less paperwork and solutions for storing these space occupying materials. Instead, everything is managed electronically in the course and batches module in the school management system.

2. Maintain all Records at the Unified place

The school ERP system also becomes your one-stop shop for all information related to course management at the educational institution. Instead of various paper records being stored at various places and having to be pulled out individually every time some information needs to be added, updated, or modified, the course and batches module in school management system maintain all records in a unified place. This also makes cross-referencing information easy since various granular data can be pulled up individually and easily in real time in order to enable faster information sharing or decision making thanks to the course and batches module in the school management system.

3. Reduced Workload for Administrators

Thanks to the course and batches in the school management system, multiple paper-based processes have now become automated. On top of this, course and batches in school management system make many redundant and repetitive processes obsolete or at least reduces the time and labor burden on human staff just because it is more efficient. This overall means a reduction in workload for administrators to the point where a reduction in labor costs may also be made possible thanks to the course and batches in the school management system.

4. Less Human Errors

It logically follows that the course and batches module in school management system would reduce the administrative error rate. This is because so many of the processes being handled by humans are now automated, or made redundantly or made simpler. This reduction in human intervention automatically results in a lowered human error rate since the course and batches module in the school management system is not as fallible as its human users. The course and batches module in school management system follow pre-decided rules that it cannot deviate from, resulting in a perfect job or result every time.

5. Simplified Processes

The course and batches in school management system take human processes and update them to follow logic based rules. This automatically results in redundant processes being eliminated and existing processes being simplified, since they all have to follow some logical rules. This means that even for humans their workload as well as the time pressure on them, since processes that were once complex are now far more simplistic and easy to manage. These simplified processes do not just benefit administrators. Instead, the clarity the course and batches module in school management system also provides clarity and a set of simple rules for teaching staff, students, and parents to follow making the educational institution run more smoothly on the whole.

digital technology elevate campus security

How digital technology can elevate campus security?

These days, schools and colleges are using the latest digital technology. This is being done to make sure that they are able to keep the campuses safe. One of the first names that one needs to take in this particular regard is that of the seamless alert systems. There could be so many different kinds of threat at a campus. It could be a fire that got lit by accident at the chemistry building. It could also be a criminal or terrorist at the campus premises. No matter what it is, it is imperative that the students stay safe. The same goes for the stuff and the faculty members as well.

With such a system the educational institutes can send alerts quickly. This comes in handy if there is any such threat in the campus. There are many ways in which educational institutions can use emergency communication systems. In some campuses, the authorities use visual alerts. In these cases, they use digital signs that they have placed all around the campus premises. There are some educational institutions where the authorities have used beacon technology. They have placed the beacons at strategic locations around the campus. These send push notifications to all mobile phones. This is how the users can be alerted of any danger that has been reported on the campus.

Let’s have a look at some robust technologies which helps in enhancing the school security: 

1. Using IP network cameras

In the campus, there are always officials who are entrusted with the job of keeping the campus safe. It is very important that they have a hawk eye of sorts on every little thing that is happening on the campus. This is where the IP (internet protocol) network cameras can come in so handy. This is especially when compared to the likes of CCTV (closed circuit television cameras) that run on analog technology. As opposed to the latter the former is controlled by way of a remote network.

This is why they do not need any separate device for the purposes of recording as such. The security cameras, in this case, are controlled by using a LAN (local area network). Through such technology, the campus police officers are able to watch all the live feed in a much shorter span of time. This is also applicable for reviewing all the videos that they are getting. In some cases, educational institutions have established partnerships with leading tech companies. This is to create networks comprising security cameras. They are also connecting them to the network of the campus.

In some cases, they have set up centralized command centers from where they are able to see the feed from any camera that they choose to. This means that they enjoy a greater degree of flexibility when it comes to monitoring the campus happenings.

2. Using communication applications in mobile devices

There is nothing to deny the fact that alert systems play an important role now as far as communication is concerned. Yet, they do come with their flaws as well and one such flaw is that they can at times be one-sided.

Students too should have the power to report anything suspicious that they see on campus or an emergency as well. They should be able to do it in an efficient manner as well. In some cases, educational institutions are using mobile apps that let students get in touch with campus police in case the need to do so arises. This has helped them in situations where the campus has been struck by natural disasters such as hurricanes. In such situations, the staff and students have several communication channels to choose from. Thus they can easily get in touch with the people in charge of security.

3. Smart patrolling

Campus officials should be able to use data that is more streamlined and deeper in quality. Then they would be able to stop any criminal behavior or untoward incident from happening on the campus. They can also use the likes of automated databases to make communication simpler than before. This is especially as far as the campus security officials are concerned. These systems normally use specialized algorithms to track down criminal patterns. This is done so that they can identify certain trends. This, in turn, helps them identify if there would be any future criminal activity on the campus premises or not.

In fact, it has been seen that many educational institutions work together with local police to collect and then coordinate information from various sources. This helps them determine the areas where more officers have to be assigned – ones that have to be prioritized, so to say. Advanced machine learning allows these officers to analyze all the crime related data at their disposal. This is how they are able to recommend the hours where the focus needs to be on certain parts of the campus. This is how they are able to predict the chances of something bad happening.

Apart from predicting such activity, such data-based patrolling also helps the officers identify ones who have the potential to be repeat offenders and then engage with them in a proactive manner. They can also this way track down people who may retaliate against them for foiling their criminal activities. The campus and local police can always come together and work with the likes of administrators, housing officers, and academic advisors to get information regarding the past incident history of a particular individual. They can also look up her or his connections as well as previous arrest record.

Should they see any cause for concern, these officers can take preemptive action and get in touch with them. In these conversations, they can inform – and if the need is, warn – these individuals of the consequences of violent behavior and actions. Such emphasis on prevention can actually prove to be rather helpful in these cases. It can play a direct role in stopping any violent action. At the same time, students can also trust the campus police officers to keep them safe and integrate them better with their workplace.

4. Better emergency response

When an educational institute has the right technology at a campus it becomes easier for all to stay safe a lot better.

When we say right we focus on qualities like shorter response time and better levels of coordination. These days, campuses are prone to criminal activities such as armed aggression, multi-victim crime, an active shooting. This calls for the campus and local law enforcement entities to be aligned in a better way and communicate a lot better as well. The same is also applicable for the emergency and fire response teams as well. Thankfully, these days, you have great solutions in this regard such as CAD (computer aided dispatch) software that works on a single source basis.

This way, the educational entities would be able to fine-tune their analytics as well as sharing their information. This, in turn, can help them do away with issues such as confusion and delays that can otherwise pose threats to the overall well being of individuals who may be on threat because of such issues. These systems usually employ high-class technology such as IoT (Internet of Things) and automated data collection.


Apart from this, educational institutions also need to safeguard their safety teams, do away with faulty alarm systems, and mobilize mitigation processes and systems for active shooters.


Help Odisha Cyclone Fani Victims

How schools can help Odisha Cyclone Fani Victims?

There are several ways in which schools in Odisha and beyond can help people who have been affected by Cyclone Fani. The first such way would be to start a charity fund drive. It is common knowledge that recovering from a disaster takes years and the needs tend to change over time as well. This is the reason why any nonprofit group right now would ask you to donate cash rather than items as such. This is because with the passage of time such items may not be as useful but cash would always be useful.

There are plenty of steps that schools can think of and take for purposes such as these:

1. Donate blood

If you are a high school with students over a certain age you can surely do something like this. Moreover, the teachers too can take part in this and make this a much bigger success as well. You can organize camps by yourself or you may also visit local blood donation centers that are doing such work and donate blood over there. This would help with the treatment of the affected.

2. Feeding the children

This is particularly applicable for schools that are in Odisha itself. Right now in Odisha, it is highly possible that most of the pantries and grocery stores would still be in a woeful and sorry state.

It could also be that food trucks are still finding it hard to get over there. This means that there are many communities that still do not have access to uncontaminated food. This is where you can and should think of donating to the food banks. In fact, with little money, you can help feed a lot of children who are still going days without food.    

3. Talking with the students

It is possible that students may have been affected by the cyclone – directly or indirectly. No matter what it is, it is very important that you talk with them and find out as much as you can about their situation.

This way, you would be able to find out more about the effect of the natural disaster and understand the impact it has had on others. Thanks to the internet these days you would be able to find a wide range of resources in this particular regard. These are all supposed to help students cope with the effects of the devastating cyclone. Over here you would also get resources and tips on how you can help the students dealing with natural disasters such as these.

4. Using social media

As you know by now, the process of recovery would take many years to happen. This is why it is very important that you encourage others to donate to relief efforts as well. This needs to be done for the longest period of time possible. In fact, many leaders of non-profit of entities feel that with time news about the havoc that Fani has wreaked on Orissa would reduce. This way, the entire process of raising funds for them would lose momentum as well. This is where using social media can play such a major role.

This way you can keep the spotlight on the plight of the present condition of the victims as well as their future.   

5. Donate to the Chief Minister’s Relief Fund

Schools can donate online and straightaway to the Relief Fund set up by the Chief Minister of Odisha. You can send a bank draft or a cheque for the Chief Minister’s Relief Fund, Odisha. It is payable at Bhubaneswar. Following is the mailing address for the same:

  • Additional Secretary to Government
  • Chief Minister’s Relief Fund
  • General Administration & Public Grievance Department
  • Orissa Secretariat, Bhubaneswar-751001   

6. Donating through Amazon

Amazon, one of the biggest e-commerce platforms of the world has a presence in India. As such it has set up a donation drive to help families that have been hit by the cyclone get their jobs back. You can use the Amazon app on your smartphone or tab or even make a UPI (Unified Payments Interface) payment on the platform. There is a QR (Quick Response) code that needs to be scanned for this purpose.

7. Donating through Zomato

Zomato, one of the leading food tech companies in India has collaborated with Feeding India. It has come up with a relief drive for the cyclone hit the state.

It is aiming to provide help to victims that have been hit by Fani get back their livelihoods and it is also looking to get common people to take part in the same. You can contribute to this relief program straight through Zomato. Else, you can also sign up in order to be a volunteer so that you can provide help on the ground. You can also help them with essential items such as clothes and utensils.

8. Help Habitat for Humanity

Habitat for Humanity India is a nonprofit organization and in the wake of Cyclone Fani, it has pressed its rapid response team into action.

It has also mobilized volunteers in order to help with the recovery operations. Its basic aim is simple – to help rebuild the lives that have been affected by this devastating cyclone. As part of the first phase of this process of response, Habitat India is helping these families and individuals with humanitarian aid kits as well as emergency shelter kits.  

9. Use Paytm

Paytm, one of the biggest Fintech companies in India has opened up the possibility of making contributions to the relief efforts through its digital payments app.

You can visit the app and find out how you would be able to donate to the relief and rehabilitation program.

10. Help with SEEDS India

SEEDS India is a program that is aiming to help 100,000 people in the regions that have been affected the most by Fani. It is helping the people over there with safe drinking water, medical camps, and hygiene kits. This is a not for profit organization as well. It is primarily using local water treatment to provide safe drinking water to the people who have fallen victims in this particular context.  

The health camps have also been really useful as this way the people over there have received the kind of urgent medical attention that they need in cases such as these. The health camps have also been really useful as this way the people over there have received the kind of urgent medical attention that they need in cases such as these. The focus of SEEDS is primarily on families that have been affected the most by this cyclone.

11. Help through SOS Children’s Villages of India

SOS Children’s Villages of India has set up a couple of relief camps and in the process reached out to around 1000 families that are in the most vulnerable position right now. It has created safe childcare spaces in various relief camps and children are being treated over here.


ActionAid Association too is playing a constructive role in this particular context by using its emergency response teams. They are basically doing an early assessment and trying to find what the affected people need the most right now. In fact, they have been monitoring the situation rather closely in West Bengal as well. Apart from these, you can also donate through the likes of Goonj and Ketto.   

certificate generation system

Certificate Generation System: To Effortlessly Generate Multiple Certificates

Multiple Certificate Management Made Possible by Certificate Generator Modules

What are the certificates?

A certificate is a document that signals qualifiers to the viewer at a glance. It is essentially a document that endorses the bearer with some sort of qualification or attribute at an institutional level. The most common example of a certificate is a school leaving or degree certificate. A school degree certificate endorses the bearer as someone who has met all the requirements mandated to be qualified to leave school as a graduate. A degree certificate endorses that the bearer has met all the requirements and has the knowledge to be awarded a given degree.

Certificates usually contain varying elements, but usually have the following standard ones: name of the institution issuing the certificate, name of the individual who holds the certificate, the expertise, degree, or attribute conferred by the institution to the individual, date field, place field, signatures and seals or stamps from the institution.

Certificates are handed out usually at various milestones in a student’s academic career. From certificates endorsing them for art or elocution skills to certificates signifying their qualification to do certain jobs, these are endemic to the educational ecosystem.

But certificates are not just for students. There is another stakeholder in the educational ecosystem that also uses certificates to signal similar attributes – the staff of a school. From learning and development certificates generated after a training session to upskill staff to a simple joining certificate signaling the end of an employee’s probation period, staff too use certificates to signal their professional progress to others within the school and even externally.

Certificates are the fastest way one can communicate one’s attributes to an evaluatory body and are usually asked for in professional institutions, potential employers or subsequent employers, and places that are assessing you for further study, usually. Certificates can also be a signaling tool – displaying them often signals to potential customers, partners, etc that the holder is a professional of a certain standing.

In this blog, we will discuss the following:

  1. What is a Certificate Generation System?
  2. How the Fedena Certificate Generation System can help?
  3. Type of certificate can be generated in Certificate Generation System

What is a Certificate Generation System?

Certificates have been a long-standing feature of the educational ecosystem. Traditionally they have been designed and created to be produced in pen and ink or using a commercial printer. Institutional certificates thus rarely change in terms of design and information being communicated – because to redesign or customize these fields of information would be time-consuming, cumbersome and expensive.

However, with the advent of technology things are changing. Certificate Generation System is an automated, highly customizable, easy to use and quick to produce plug-in or module or feature of a school management system. The certificate generation module brings the process of generating certificates into a new age.

As the name suggests, it is an automated plugin for a school management software or other tools or technology that are able to generate custom certificates quickly and easily, after checking that they are authorized to do so. These are better than traditional paper and ink certificates since they can be far more easily customized instead of having to create bespoke certificates for various reasons, present comprehensive information, and are quickly and easily generated.

How the Fedena Certificate Generation System can help?

Using the Fedena Certificate Generator Module is a sure shot way of eliminating all the disadvantages of a paper and ink certificate while also capitalizing on the benefits of using a certificate generator module. The following are the benefits of using such a certificate generator module like the Fedena Certificate Generator Module:

1. A comprehensive variety of custom certificates

The key advantage of using a certificate generator module is the sheer variety of certificates that can be designed and generated within the certificate generator module. Everything from a bonafide student certificate to a qualifying certificate to a staff probation period end certificate can be generated easily in the certificate generator module. All sorts of certificates can be created using this module. The level of customization made possible thanks to the certificate generator module is also impressive. A wide variety of fields are available that can be chosen to be included on a certificate, ranging from name fields to other information that needs to be communicated.

2. Environmentally friendly

Paper and ink certificates have a massive and lasting impact on the environment. There is the paper that the certificate is printed on, which is often not recycled paper because it is high-quality bond paper appropriate for a certificate. There is also the ink and printing costs and process which contributes to the release of pollutants into the environment.

Certificate generation system is then a more environmentally option. First, there is a reduction in the number of test prints and sample prints being taken reducing paper wastage. Second, these certificates remain within the certificate generator module within the school management system and can be accessed and share electronically. This might negate the very necessity of printing the certificates thanks to the certificate generator module.

3. Better Record Keeping

Certificates created and shared within the certificate generator module are stored on the school management system for as long as they are needed. This means that there exists an archival history of all certificates generated by the student, subject, class, type of certificate, time period, occasion, etc. A certificate generator module is thus a record keeping system that chronicles all certificates generated for staff and students alike.

While it is nice to have a record like this thanks to the certificate generator module, it is also important for the authentication of certificates awarded. For instance, let us assume a staff member makes a transition to a new role in a different organization and their new employers call to verify their bonafide – a certificate generator module comes in handy in terms of being a reliable source for such information. Similarly, a student applying for further studies may request attested copies of their certificate.

Once again, the certificate generator module has a ready record of these and can regenerate the certificate if needed to share authenticated copies with prospective institutes or universities for the student.

4. Reduction on Time and Cost Overheads

Simply put, paper and ink certificates are far more expensive than the ones generated by certificate generator modules. They are also time-consuming. Think about the process of issuing a paper and ink certificate to staff or students. This entire decision-making process takes time as anyone who has worked at a large organization will have experienced. First, the time has to be spent designing, optioning and finalizing a format internally, in the school or college. Then this has to be sent to the printers, who are usually external to the school since this is a special print job. Multiple copies of the certificate have to often be printed and turnaround time is variable since we are depending on vendors and other external resources. This exercise is also usually expensive since printers charge a certain amount to print certificates, even if they are happening in bulk. Using paper and ink certificates is thus inherently expensive and time-consuming.

With a certificate generator module, however, many of these steps are eliminated. Since the certificate generator module usually comes with plug and play customization options to create your own certificates or pre-designed templates for various types of certificate designs. The certificate generator module also generates a certificate to the staff or student it is endorsing electronically, eliminating the need for a paper and ink certificate, unless the person themselves desires it.

Types of Certificates can be created in Certificate Generation System

1. Bonafide Certificate

A bonafide certificate is one that validates that the individual in question does indeed belong the school, college, or educational institution that he or she is claiming to belong to. This is usually proof that the student or staff in question has actually studied or worked at the school or college they say they have.  The bonafide certificate issued by the certificate generator module also mentions other details such as time period during which the student was a student at the school or college, date of leaving, any conduct remarks, character comments, etc.

2. Course Completion

A course completion certificate essentially states that the individual it is endorsing has completed all course requirements, handed in all coursework and has successfully passed all course-related examinations and has officially completed the course in question. Course completion certificates are becoming increasingly common for schools and colleges that offer classes to individuals looking to upskill so it is a necessary feature of a certificate generator module. The course completion certificate generated by the certificate generator module also mentions other details such as the date of issue, the date of completion, on what attempt this was cleared, the ranking or score or marks of the student if necessary, the validity of the certificate, etc.

3. Migration certificate

A migration certificate is usually issued to a student who is leaving the school or college for another institution. A migration certificate certifies that the student was a bonafide student of the school or college in question. It also certifies that there are no pending dues or charges against you in the school or college. Finally, it also certifies that all fees and dues have been cleared, as have examinations needed to certify you for a certain grade or competency level.

Migration certificates are necessary for a student who wishes to change their school or college so it is important for the certificate generator module to be able to create and share them. The migration certificate generated by the certificate generator module also mentions other details such as date of leaving, the period of time the student was at the school or college, the reason for leaving, conduct comments, and any other details deemed necessary.

4. Transfer certificate

A transfer certificate is issued to a student when they pass out for the school or college by the school or college itself. The transfer certificate states similar things to as the migration student, validating that they are a bonafide student, without dues or charges pending against them, and that they have passed required exams. However, migration certificates are issued for voluntary departure or change in schools. Transfer certificates can be issued by the certificate generator module for every student in a school or college. Transfer certificates also mention other details, such as qualification of the student on leaving, the time period they were at the school or college, the period of time for which the certificate is valid, etc.

5. Participation certificate

A participation certification essentially validates that the student or staff member being endorsed has successfully taken part of processed a course, event, class, training, etc. It can be issued to students who are taking on extracurricular activities or to staff who are upskilling and need certification to signal their new qualifications. Participation certificates are often customized to the occasion, making a certificate generator module the most time and cost effective method of generating them. They also usually mention other details such as the date of the event or training, the accolades the student or staff might have received and the validity of the endorsement, if necessary.

6. Student School Leaving Certificate

A student school leaving certificate is another name for transfer certificate. It is issued to students who have passed out from their school after successfully completing their course requirements and passing all the examinations. These details are mentioned on the certificate, along with other details such as the period of time they were in school for, their highest qualifications, etc. Every student receives a school leaving certificate and it is necessary to ensure the certificate generator module in your school management system is capable of generating one.

7. Staff Probation Extension Certificate

A staff probation extension certificate – much like the name might suggest – is one that confirms a member of the staff at a school or college is on staff on probation and will be extending the probation period for whatever reason. It essentially endorses that the person to whom this certificate is issued is a probationary member of staff at the school or college and identifies for what time period this is valid for. Since probations are often converted to full-time positions or extended longer unpredictably, it is difficult to use a standard issue paper and ink certificate for it. Instead, a certificate generator module can be customized on a staff member by staff member basis as necessary.

8. Staff Job Confirmation Certificate

A staff job confirmation may be mistaken for a bonafide certificate but for staff, but in reality, it is more a certificate confirming a job offer or finalization of a job role as a permanent role for staff in the school or college. Staff Job Confirmation Certificates are often used to prove one’s legitimacy when applying for loans, passports or for other financial or legal transactions. The staff job confirmation certificate also states the period of employment – or at least the start date, the position or job role taken up by the staff, and the validity of the certificate issued by the certificate generator module. They are one of the most commonly issued certificates for staff. It is necessary to ensure that your certificate generator module is up to the task.

network security in Small K-12 schools

How to improve network security in Small K-12 schools?

Everything you need to know about securing your school

What is network security?

Schools today are interconnected in ways never seen before. It’s not just about paper, pencils, and blackboards anymore. Instead, modern schools are very much run on different types of technologies, including products like school management systems. These technologies run on networks because they are all connected with one another. Network security refers to the processes and policies in place at a school that controls their accessibility (in binaries and also in terms of degrees). The goal of network security is to prevent the misuse, monitor access to, and modify or deny access as necessary to a computer or computer networks within the school. Simply put, it is the rules schools follow to ensure their computer systems, networks or technology assets remain secure from unauthorized access and use by malicious elements.

What is the importance of network security?

The idea of network security existing at schools may seem excessive to laypeople – why would something as benign as an educational institution have to think of something like this?

Wouldn’t network security be the domain of institutions in banking or national importance?

While such institutions might be a better fit, it would be foolhardy to dismiss the security needs and concerns of schools out of hand. These days, schools have a lot of sensitive information about their employees, parents and most importantly students. This includes information about grades and scores that track a student’s academic progress. But that is not all it is limited to. Schools also have very sensitive information like how to contact a student and their parents, where they live, what bus routes they take, what school activities they are involved in. It is also possible, in some cases, to extrapolate this information to figure out student sensitivities, which can then be manipulated by malicious elements to their advantage. The importance of network security at schools thus cannot be overstated.

How improve network security in small K-12 schools?

Ensuring network security at your school is a comprehensive task – there is no one process or policy that will take care of it entirely. It is important that schools treat this as an intrinsic part of their rules and regulations, rather than an add on. When the principle of network security is integrated into the school’s day to day functioning, that is when it becomes more infallible.

Below we have highlighted some ways, using which schools can enhance their network security :

1. Eliminate paper-based process

Paper-based processes are endemic to the educational ecosystem. Every cliched visual of a school will feature textbooks, notepaper, circulars, notices, pen and paper note-taking, etc. – it is practically inescapable. But we are now in the most advanced technological age, and it makes sense that increasingly paper is being phased out. Students already rely on using their personal computers to take notes and make presentations, so why is this not being addressed to the administration of a school?

Using technological tools like a school management system helps eliminate paper-based processes that are a security risk. Information stored on paper – like files, folders, important copies of mark sheets and bank statements, etc – is easily accessed, copied and distributed, even by malicious elements. A locked cupboard cannot keep everyone out and we are relying on fallible humans for our security. Instead, password-protected information ensures that only the right people with the correct permissions can access sensitive information. Some school management systems also track the actions of each user so these can be pulled up later if needed.

2. Keep safe confidential data about student and staff

System for school management is the ideal platform that can keep confidential data about student and staff safe. Unlike files or human memory, the information remains where you left it and can only be accessed by people with the right permissions that have been granted after careful review. The school management system also has an archive of actions taken by all users which can be pulled up in case we need to find out who is accessing what information and when. This is also information that does not deteriorate over time, since it is stored electronically, not in files or folders. One can rely on the school management system to keep confidential data confidential and safe for a long time.

3. Implement a unified platform to monitor daily processes and loophole in the system

A school management system tracks the actions of all users in the system and stores this information in its user history. This means that it is easier to monitor and track what each user is doing within the school management system if needed. In the case of malicious elements, it establishes a chain of evidence of the movements and intent of users who may be trying to access the information they should not have access to.

This is also a good way of identifying gaps or loopholes in a system – if many users use workarounds or alternative methods to access the information they usually do not have permissions to access, being able to track their movements helps identify these workarounds. In some cases, this inaccessibility might be a result of an error in the system itself. In this case, it is a quick way to identify this gap and rectify it immediately in order to make processes smoother.

4. Enforcing 2-factor authentication

As humans, we are all fallible and the case is no different for students and staff at a school. Despite moving to technological solutions, student and staff may often indulge in bad security habits, such as reusing the same password for everything. They might not realize the importance of school security and feel like this is just another piece of information to remember. By enabling two-factor authentication, the dangerousness of this is mitigated, because users are forced to use their regular password and also the code sent to their phones in order to access their network. This 2 step password protection decreases the risk that user accounts will be accessed easily by malicious elements who may use these weak accounts in order to harm students and staff.

Two-factor authentication also is a good policy for staff and students since it alerts them to anyone trying to access their accounts without their knowledge. Most systems also provide location information about where this attempt took place, which helps narrow down who the person trying to access the account could be. Such kind of information is useful in taking preventative action to improve network security at a school also. 2-factor authentication enables a mindset change within school staff and students by making them a part of the network security system – this kind of empowerment makes them more aware of their role in ensuring network security at the school and makes them feel more responsible and accountable for it also.  

4. Provide secured payment platforms

One of the areas in which school staff, students, and parents are inherently careful about is financial transactions being made through the school management system. Whether this is online transactions like through a payment gateway or services like PayTM, RazorPay, PayU, etc, or offline through the point of sale transactions, users are automatically more careful when it comes to their money. School management systems are aware of this and provide secure payment gateways with receipts and messages that make a user aware that their financial transaction has gone through or whether there has been an error in the transaction. This ensures that users are aware of what is happening and can take appropriate action according to the message they have received. The financial information of users of a school management system must be kept secure and the in-built security measures of the software ensure that.

5. Educating staff and students in the importance of security

All measures and rules and policies and processes put in place by the school are useless without buy-in from the users of networks in the school. This means that when staff, students, and parents at a school do not understand the importance of network security, all technology and protective methods put in place are for naught. It is thus key to impress upon all stakeholders in the educational ecosystem the importance of network security so that they adhere to the rules and regulations being put in place with regards to this. A good method of doing this is to have regular training and refresher courses where the tenets of network security and the consequence of not following them are clearly laid out. Informed users are aware users who will then be careful and mindful about their security as they interact with the school’s network.

biometric attendance system for school

Explore Biometric Attendance System To Streamline School Operations

Significance of Biometric Attendance System 

Biometric systems are fast gaining popularity in organizations across the world. But understand how a Biometric attendance system can streamline school operations. It is important to first understand what it is.

The word biometric is derived from the Greek words bio meaning life and metric meaning to measure. Thus, Biometrics is a system that is used to identify the various physical and behavioral characteristics of a person. Instead of using traditional methods of identification such as ID cards, PIN numbers, and passwords – which can be easily hacked, a biometric system uses various physical traits of a person to identify them and provide them with access to a place or software. Thus a Biometric Attendance System can be used as either a foolproof identification system or authentication system.

There are different types of attendance systems ranging from the simple that many of us use on our phones or the more complicated ones that seek to recognize vein pattern, fingerprints, hand geometry, DNA, voice pattern, iris pattern, signature dynamics, face detection and lots more.

Today, Biometric sensors have established themselves as an essential feature of identity technology and this is one of the reasons that many organizations including schools are opting for them

How Does Biometric Attendance System Streamline School Operations?

1. Identification Of Students and Staff

One of the key benefits of using a biometric system is that it eliminated a significant portion of paperwork, formalities, and procedures associated with the creation of a traditional identity and authentication system. From collecting photographs, personal information, etc., it reduces the time the administration team spends to create identification formalities.

Additionally, these physical ID cards made by school are carelessly forgotten by the students, easily lost and often mutilated by the end of the academic year. However, the use of a fingerprint scanning system, these problems and costs are easily eliminated and new standards of accountability can be put into place.

2. Avoid the use of proxy attendance by the students

In many schools and colleges, a rampant problem is the lack of attendance by the students, who try to mask them by asking their peers to provide a proxy attendance for them.

In fact, in many examination halls, many proxy students have been caught writing exams on behalf of their friends and colleagues. This is especially common for entrance exams where there are hired professionals willing to write exams for students.

The use of a Biometric system is one of the most effective ways to address these shortcomings in the school attendance and examination system, thus ensuring a foolproof system in schools.

3. Easy management of attendance and time keeping

In every classroom across the world, teachers spend ten to fifteen minutes of precious teaching time in managing the attendance of the students. This includes taking attendance and keeping a record of the absentee students as well as the latecomers.

However, the use of a Biometric System makes this process a lot easier and faster.

Students can simply scan their fingerprints when entering and leaving the school or the classroom and the system will automatically take care of various details such as attendance, timing, late coming, leaving early, half days, etc.

4. Identifying the day-to-day movements and activities of the students

Throughout the course of the school day, students move from room to room – often accessing the computer library, the laboratory, borrowing books, visiting the school medical room, or being called to the school office and even traveling on the school transport.

It can be tedious to keep track of the various movements of the student. However, the use of a biometric system makes it easy to keep track of the students, as well as ensure that they do not get access to unauthorized parts of the school. Thus, the use of a biometric system can not only keep track of the movements of the students around the school, but it can also be used for student identification school events and practice sessions to out other students who don’t belong.

5. Maintaining privacy and security of school data

The school ERP software often has many confidential files and data related to the students and the teaching staff such as personal contact details, banking information, medical records, etc. Often the system also has essential administrative records such as financial records of the school, taxation details, land records, etc. The use of a biometric system as an authentication method ensures that only privileged persons have access to this essential information – which if leaked would hamper the day to day working of the school.

6. Visitor access to the school premises.

Creating a controlled environment is critical to maintaining a safe and secure school environment. Therefore it is essential to only allow access to authorized persons inside the school campus. Using a biometric system the various recurring visitors like visiting teachers, temporary professors, laborers, parents, or any other regular visitors can be accurately time-stamped and identified. The system will also ensure the school administrators that those entering their schools actually belong there and that the unauthorized persons can be correctly denied entry into the campus.

7. Cafeteria and Library Management

Today, many schools offer cafeteria services and it is often difficult for the cafeteria teams to keep track of the number of students eating or the placing order as this number can vary on a daily basis. However, the cafeteria can use biometric systems to eliminate this problem. By using the biometric system, the cafeteria can keep track of the students availing the meal facilities, vending machines and accurately report those while automatically adding the bill to the student’s account. This saves students the hassle of carrying exact change or keeping the money safe in class. By implementing a biometric system in the cafeteria there is an accurate report created of students accessing the meals, the students entitled to free or reduced meals.

Similarly, the school reference library and lending library houses thousands of books – often worth a lot of money. Librarians who can access to the biometric system can use the software instead of library cards to keep a track of students who have borrowed books, overdue books and well as all pending library late fees.

8. Transportation System

The use of a biometric system in a school transportation system ensures that only the authorized, background checked drivers and cleaners are on the bus. It also ensures that students enter the right bus. It avoids the danger of young students getting lost or getting off at wrong schools and bus stops.

These are just some of the various ways in which schools can not only streamline their day to day operations but, they can also ensure that the students remain safe, the data secure and the staff has a reduced workload.

HR management system for school

10 Key questions ask when choosing HR management system for school

Does your checklist cover everything it needs to before making a purchase?

Why is HR management system?

The HR management system is any type of tool, platform or application that is focused on managing the budgetary and personnel processes and needs of an organization. These are usually ERP software which helps organizations more efficiently manage their daily HR processes. They usually do this by automating processes wherever possible, while maintaining granular level rules, so as to reduce human time and labor investment. This is especially good for HR functions since so many of their processes are repetitive and thus ideal for automation.

Why do schools need an HR system?

It might seem like HR system would be more suited for large organizations, rather than a school. On a structural level, however, what is a school but a large organization? The institutional HR needs of a school are comparable to those of a large business. It thus makes logical sense that a school too would benefit from the implementation of an HR system.

Do we need a dedicated HR system for schools?

Earlier, one needed to purchase dedicated software whose core competency was limited to certain domains. However, with the release of increasingly versatile software and the growing use of technology, it makes sense that schools might want to invest in a single tool that works seamlessly across functions and departments at their institution. Keeping this in mind, modern school ERP software, like Fedena, often include features or plugins that are capable of handling educational institutions human resources needs. What is even better than when a school uses a school ERP software these HR features are customized to be aligned with typical school practices. No need to customize your HR management system to the working of a school system. Instead, your school ERP system doubles up as a fully functional  HR system right out of the box. Just plug and play!

Below we discuss in detail the key questions that need to be asked before purchasing your HR management system for school and why:

Question #1: Does it facilitate web-based recruitment?

In this modern world, paper-based applications and application processes like this are likely to edge schools out from acquiring the best candidates for the job. Increasingly, online applications are the norm. It also helps stay better organized, since all information and related documentation is stored in the HR system itself, making it easily accessible anywhere and any time.

This is also an important historical data that is useful for any school. Even applicants who might not be a good fit during a given round of hiring might become a better fit for another role or for another time. Building an internal database of talent is key to superlative hiring for schools.

Question #2: Can job applications be automatically screened based on keywords or qualifications?

Create better hiring processes for teachers and staff when you use technology in the right way. Your HR system should be able to dig into applications for keywords or phrases that signal that an applicant is qualified. Being able to automate this process reduces the time and labor burden on a human evaluator, while also being more efficient and blind to biases.

This is also valuable data for management to see what keywords and qualifications garner them higher quality applicants. Tailoring future job descriptions to these keywords is likely to increase this pool in hiring drives at the school, all thanks to the HR system.

Question #3: Will employees have self serve options available online (including on mobile devices) to request leave/vacations, view payroll information, and other activities?

A bureaucratic system is a broken one. Having complicated processes and long waits for simple HR tasks is a type of inefficiencies that should not be found in modern schools. With the right HR system, schools can automate entire processes such as requesting various types of information, applying for leaves or absences, etc. This means a reduction in the burden on human staff with simplistic administrative tasks and a more democratic process for teachers and staff seeking information or disbursal of leaves.

Furthermore, this is all valuable data for management, who can base many budgetary and personnel decisions based on this data being collected by the  HR system over a long period of time. Data-driven decision making is key to seeing actual success, instead of being stuck in a seemingly endless cycle of nothing getting resolved thanks to biases coming into play.

Question #4: Does it helps in managing the staff’s required professional development and credit history?

The clarity in financial information and professional development records are necessary for every employee of a school to be able to track their progress and personal growth at their institution. Having a data-driven bird’s eye view can be invaluable to their personal development within an institution. Your HR system can keep track of this data easily and confidentially becoming a handy developmental and training tool for every teacher and a member of staff in your school.

Management is also able to better track the impact of the professional development training and opportunities it offers its teachers and staff members. When they are able to directly see the impact of their efforts – both positive and negative – they are able to continually tinker and improve what they are offering their employees, creating a positive feedback loop of improvement internally at the school.

Question #5: Does the HR system for your school maintain employee history of compensation and ratings?

In a similar vein, keeping track of HR details like the pay of an individual teacher and staff or even teacher and staff bands is important to track their growth. When combined with the ratings they received during appraisals or student evaluations, one is able to get important learnings about the professional growth of every teacher and staff member at a school. A school is only as strong as its teachers and this feature helps schools track of where they stand year after year or semester after semester.

When this kind of data is being collected by your HR system, it means that management now has a breadth of data over time on which to base its hiring and firing decisions. Instead of relying on infallible human memory, it is easy and swift to instead pull up this kind of factual data within the HR system itself and make decisions based on hard figures instead of feelings.

Question #6: Does it record district assets including keys, smartphones, laptops issued to employees?

Schools are constantly under budgetary constraints and financial pressure. So it makes sense that their assets – such as electronic items like laptops, smartphones, tabs, etc. or security assets like keys and key cards or access codes or even student learning aids like projectors, video players, audio and visual equipment – must be safeguarded to the highest degree possible.

This kind of record keeping also makes an impact on the bottom line of school budgets. As was mentioned earlier, schools often view such expensive items as investments. It is important to see what is being used, what is not, and track the wear and tear of school assets so that there is continual improvement in purchase decisions. The HR system’s data can help make these decisions in a more data-driven way.

Question #7: Does the HR system for your school maintain job descriptions attached to employees?

Having detailed job descriptions for every role in the organization may seem unnecessarily pedantic at first thought. But in reality, it is an excellent HR practice. Job descriptions often help define key areas of responsibility, key performance indicators and job responsibilities and deliverables for each role, whether teaching or non-educational. This helps employees understand and define the goals they wish to strive towards and for management to be more fair and effective in evaluating the performance of their employees.

Job descriptions also help management understand the evolving needs of their school – with the advent in technology, teaching, and learning methods, it is good to have historical data to see what works for a school and what does not. It is a far superior and data-driven method, rather than relying on humans who might bring their unconscious biases to the table when making hiring, firing and promotion decisions.

Question #8: Does it track the performance review process, including dates and ratings?

Keeping track of employee ratings and assessments over time is the best way to track the professional growth of teachers and staff. It is important for employees of a school to remain dynamic in their thinking since they are constantly interacting with young students and influencing their intellectual growth. The right HR system can help teachers track their own improvement, identify key areas of growth, identify strengths and weaknesses and take their career more seriously, overall. This helps retain the best teachers and staff possible – since using such a system also demonstrates that their employers value their own growth within the educational institution.

Data like this also helps management identify star employees and those who might not be a good fit for a school, resulting in data-driven hiring and firing and promotion decisions. This is only fair to all staff that is ideally seeking to constantly improve.

Video to explain the HR module setting. Try 14 days free trial today!

Question #9: Does it allows users to view absence plans for each employee: vacation, personal days, sick days, bereavement, unpaid leave, etc.

An open and transparent system that allows teachers and management to have a clear view of their leaves is necessary for the smooth functioning of a school. Things like vacation days and sick leaves cannot be left to the whims and fancies of a sole human administrator. One must also take into account the propensity for human error in matters like this. No human is infallible, but it is unfair for employees to be expected to take on the burden of their infallibility especially when it comes to precious perks like leaves. Since this is also connected to payroll – loss of pay is a consequence of exceeding allotted leaves – it is important to maintain the highest level of accuracy in leave records for every teacher and member of staff at a school.

It is only fair, decent, and professional to rely on a tool like an HR management system to do so. This is also valuable data for management that can use it to track specific employees in order to make hiring and firing and promotion decisions, but also track overall school trends – knowing that schools tend to fall sicks around a certain time period, for example, helps management be prepared with alternatives to missing employees, whether it is planning workflows or having temporary workers come in as substitutes when needed. Good planning really impacts the budget of a school in a positive fashion, since you are able to identify when and where extraneous expenses might be incurred and then plan for it in advance.

Question #10: Does the HR system for your school track benefit plans and deductions, including eligibility rates?

Employee benefits can often make or break the peace of mind of an employee. This also affects their ability to work. Having documentation and tracking of any availments and changes in employee benefits is absolutely necessary. An HR system helps ensure that this tracking is maximally accurate, instead of relying on humans who have a higher rate of error. It is also automated, so one does not need to rely on a time consuming and cumbersome process while attempting to avail important benefits. This is also a form of data collection that helps management better understand the needs of their employees over a period of time, leading to better management level decisions that actually help school employees while also potentially impacting the bottom line in a positive fashion. Data like this can really help schools looking to cut corners do so in a fair and productive fashion.

SMS feature in School ERP Software

How important is SMS feature in school ERP software?

Educational Institutes and Schools play a pivotal role in shaping the future of children. From the academic development of the students to the development of social skills, schools play a very big role in molding the life of a student.

It is therefore important that a school ensure that all their resources including the time and effort of their staff members get directed towards ensuring that their students get the best and are prioritized.

However, what often happens in real time in schools is that very often the administrative tasks and day to day banal tasks get priority treatment because they are essential in the functioning of the school. This is the reasons that many leading and popular schools from around the world are today opting for School ERP Software.

While schools of the past functioned with a few students and staff – today schools have evolved into a large enterprise where there is tons of data and paperwork that needs to be managed every single day. The need of the hour for school management teams is to have a School ERP Software that lets them access their information from a centralized platform. This advocate for a School ERP Software rather than the traditional and conventional work approach to managing a school.

What is an SMS integration module in a School ERP Software?

The SMS integration module in a School ERP Software is an effective communication tool that plays an important role in building a strong network of communication between parents and teachers.

It provides many benefits to not only the school but also to the parents and the students’ community by ensuring that communication in faster, easier and seamless between.

How can the SMS feature in School ERP Software benefit the functioning of the school?

1. Fees Pending Status

Very often parents may miss important deadlines related to the payment of school fees or other essential term related fees. An SMS module allows the school to schedule automatic reminders to the parents about the various fees that need to be made, the deadlines for the same as automatic reminders closer to the deadline or after the deadline of the fee payment date.

These automatic reminders ensure that the school management team does not have hours compiling a list of unpaid fees and sending manual reminders for the same. The School ERP Software seamlessly takes care of sending fees pending status reminders when needed.

2. Student Absentees Reminder

When a student is absent from the school, especially for prolonged periods or for regular patterns of absenteeism – this can be a matter of concern for the school and for the parents.

The School ERP Software ensures that when a student is absent, an automatic SMS reminder is sent to the parents so that they are aware of that their child was not in school on a particular day.

 Learn: How to manage SMS feature in Fedena 

3. Upcoming Event Reminder

A school calendar is often filled with many important events from school cultural performances to special days and celebrations.

For parents keeping a track of all these days can be a tedious task and for teachers to send manual, handwritten reminders to every single student’s parent can be a tedious and time-consuming task. However with the help of a School ERP Software the teachers can send of automatic reminders to every single parent at the click of a button – thus saving the class teachers precious time and effort.

4. Emergency Holiday Update

Often during the school year, there are emergency holidays declared by the government for a number of reasons ranging from weather conditions of socio-political reasons. At this time, the use of a School ERP Software will help the school to send out urgent messages to all the parents about the emergency holiday update.

The biggest benefit is that these mass SMS updates can be easily sent from the School ERP Software at the click of a button without any hassles of any kind.  

5. Student Progress Notification

Effective and constant communication about a student’s performance is essential for helping students improve their performance in schools.

However, it is not always possible to hold parent-teacher meetings every month or for parents to make time in their busy schedules to attend every such meeting. By sending student progress notifications over SMS not only to the parents stay updated about the academic performance of their students but they can also that urgent and immediate intervention measures can be taken if needed.

6. Upcoming Examinations

The timetable for school examinations is always shared by the class teacher in the school diary – but sometimes a student may incorrect note the exam time table or simply forget to show the school diary to the parents.

Automatics SMS notifications sent by the School ERP Software ensures that the parents are aware of the exam dates, timings and any changes in either of these schedules.

7. Result Announcement

Results are a pivotal aspect of academic life and the use of the SMS module by the School ERP Software is a great way for the schools to send the results of all classroom tests, assignments as well as exam results directly to the parents.

This avoids the risk of students hiding the results from their parents of buffing up the marks when sharing with their parents.

It also serves as a direct motivation for the school students to study harder and improve their performance when they know that the school results will be sent over directly to the parents. For the parents, this SMS module saves them the hassle of constantly checking with the schools for the dates related to the announcement results.

8. School Bus Timing Change Alert

The use of the SMS module by the School ERP Software is a fast and efficient way for the school transport teams to send out reminders to the parents related to any change in the school bus timings, routes, breakdowns or any other essential information.

Hence instead of waiting at the bus-stop for many anxiety-filled moments, the SMS system can alert them giving them peace of mind and helping them schedule their pickup and drop accordingly.

9. Latest News Update

The School ERP Software is a great communication tool to update the parents, school staff and even the students about the latest school-related news and keeps everyone informed and update.

Special awards, achievements of any other school-related news can be communicated faster and in a more efficient manner.

10. Password Update Reminder

The SMS module by the School ERP Software is a great way for the schools to also remind parents about regular administrate tasks that need to be done on the School ERP Software. This can range from adding updates to updating passwords.

school management software

How to know when to upgrade school management software?

There are some signs that you need to upgrade your school management system. The first sign is that it has not been built as per your requirements. Your institute is well regarded by the parents and you have recognized by many awards for your work in this domain over the years. Maybe, you have also been successful in increasing the number of students that would be able to attend your school. Yet, in all this, your school management system is unable to keep up. This is because it was built for smaller schools.

It is simply not able to cope up with the present size and stature that your school enjoys. Your school has become a lot busier and you are achieving a lot more in terms of academics. Now, would be the time to look for other and more suitable options. When you grow as a school, you recruit more staff – teaching and non-teaching. You feed more details about students and other relevant areas in your database. You get into more complex projects. If your school software is not built for such dimensions it would not be able to ease any of your worries.

Below we have highlighted some key points to understand that when your school management software needed to be upgraded:

1. You are unable to integrate it

As a school, you may be using various software products. They are helping you perform basic functions for your school. You can keep track of attendance, faculty management, academic reporting, and compliance. Maybe you are able to customize each such tool to work according to your needs. In that case, having so many different kinds of software for specific tasks may seem like an attractive proposition. But, when you have so many different systems for various purposes you usually end up repeating a lot of the work. This way, you also lose time and are not at all efficient.

The good thing about this situation is that these days there are different kinds of service providers. They provide software tools that come with almost all the functionalities that you need. At the same time, it is also pretty easy to integrate them into your system as well.

2. Issues with keeping records

There are certainly other signs that you need to improve the management software that you are using for your school. One such sign is when you are facing issues in meeting the requirements related to keeping records. This is an extremely important part of the entire process. This is because you want to qualify for whatever funding you are eligible for from the government. For that to happen, you need to be able to provide the officials with an unending array of paperwork. Your records have to be in perfect order and there are no other ways of looking at it.  This is the time you need to improve your school management software.

You need to fit it with features such as student tracking. This, in turn, would mean that you would have complete knowledge of when a student is coming to the school and when she or he is leaving. You have a secure trail of data to fall back upon.

3. You face truancy issues

You can be sure that you would never get the funding and all other kinds of help if your students are not attending the classes. By using student tracking features you would very easily be able to find students that are wayward. Then you would be able to bring them back for purposes such as counting.

In fact, there are schools that have used systems such as RFID (Radio Frequency Identification). They have been able to increase their student attendance by significant margins. This is simply for the reason that the technology that we are talking about has helped them track down the truant students.

4. The parents are calling you way too much for your liking

As a teacher or a school authority figure, you would know that if students arrive late at school the worried parents are always going to call you up.

This would happen even if they are late by a few minutes. But, if you use RFID and GPS (Global Positioning System) technology you would be able to take care of these calls in an easy manner as well as within a short span of time. You can be sure you would have all the data that you need at your fingertips and you would be able to give them exactly the information that they need.

5. Fire drills are draining your resources

These are something that is hated by the teachers as well, let alone the students. There is nothing to deny the fact that they are rather necessary but at the same time, they also have the potential to disrupt your day. They can become a logistical nightmare as well. All you need in this case is a simple system that allows you to track the whereabouts of your students. With such a system at your disposal, you can be sure you would be able to find out the exact location of your students – if they are in the building or not. At the same time, such a system would also help you make sure that they are back within the school building at the right time.

This way, you would be able to restrict the disruption to the least possible level. At the same time, you would also be able to make sure that you do not lose time because of students who may have wandered off during the drill.

There are certain parts of the town that you would want to steer clear of

In all cities and towns of the world, there would always be a street, neighborhood, or intersection where you would not wish the students of your school to visit.

With the help of the bus route features and modules of the kind of software we are talking about over here, you would be able to make sure that such a thing does not happen. This way, you would be able to create routes whereby you are able to avoid stops that may be too close for comfort. You do not really need to expose the children of your school to criminals such as sex offenders and drug dealers when you can easily avoid aforementioned areas with the kind of software we are talking about over here.

6. Field trips become too demanding logistically

When you have a school management system that has the right kind of student and bus tracking features it can help you immensely. There is so much that you can do with such software. You can create initial sheets with details of students who are taking part in the same. You can also make sure that each and every student is getting off and on at the time they are supposed to. This way, you would be able to streamline these trips unlike ever before.


Apart from these, if you are unable to make reports within a stipulated period of time or if the system is not user-friendly you should usually change the same. This is also applicable when your system cannot generate customized reports and does not provide you any control over generating ID cards, and the like.