Do Institutions Need Student Information System?

student information system

How student information systems help schools and colleges

What is a Student Information System?

A student information system is a platform or application or program that helps institutions likes schools and colleges manage their student data. This can be biographical information for students such as their demographic information, information about their guardians, home addresses, any special notes. A Student Information System also includes learning related information such as what classes they are scheduled for, attendance records, homework, communications with the teacher and their peers, exams, report cards, etc. Finally, student information systems also include student information related to administrative tasks such as fee receipt generation, class scheduling, batch scheduling, etc. Student information systems are essentially a way to digitize and automate processes related to student life within an educational institution like a school or a college.

How Does a Student Information System Help Institutions?

Institutions like schools and colleges are built to run on efficiency. When routines, rules and procedures are not in place and well implemented it results in a collapse of the system and total chaos. This is not an option for institutions that have a serious responsibility like being in charge of minor students or young adults placed upon this. Unfortunately, processes can often
fall apart thanks to overburdening of resources, human error, or just inefficiencies that are endemic to the system, ie, multiple forms and plenty of running around for a simple attested certificate. Instead of aiming for perfection from fallible humans or expecting a culture change in the status quo, it is more sensible to turn towards technological solutions for these process-related actions. This is where student information systems come in.

Student management system, as described above, help educational institutions like schools and colleges better implement and manage their processes – in this case, those related to student life in the institution. School information systems manage many processes, some of which have been
touched upon above. They do this through digitization or automation of repetitive processes that reduce the burden on human employees, help students and parents manage student life more easily, and help management make better financial decisions by making things more cost-effective. Student information systems thus help institutions by overall reducing the far-reaching
the burden of running things efficiently, smoothly, and consistently at all times.

Below are detailed some specific ways in which student information system help various stakeholder – from parents to administration executives to management to students and parents – in the educational ecosystem. These are gleaned from common issues these stakeholders deal with in their interactions with their educational institutions that a robust student information system can, and must, address.

Do students and parents have instant access to check the grades, assignment and attendance?

With a student information system, both students and parents are able to have round the clock, instant access to student information such as grades, assignments and attendance. They also have this access across devices and platforms. When checking for grades, instant availability for both students and parents help them keep track of student progress on a continuous basis. Any deviations from the projected course can be checked into and rectified immediately, giving students the support they need in a timely fashion.

Living in a digital world, students and parents need to become used to all their interactions being across electronic devices and platforms. Gone are the days when students turned in paper assignments. Instead, student information systems allow them to turn in electronic versions of the assignment for review by their teacher. What’s more, teachers can then upload grades and comments for each assignment within the student information system itself. There is no presence like class presence for a system. Attending class, sticking to a schedule, taking notes – these are all the building blocks for a child’s learning. But how does one keep track of a student’s comings and goings in a big, busy, chaotic school? Your student information system can help by displaying attendance record instantly for both teachers, parents and students. Always know where a student is and how she is doing thanks to the student information system.

Is data fragmented or is it stored in a secure place to avoid the risk of a data breach?

Digital warfare is not something out of a science fiction movie. Google data breach and you will see pages and pages of results on how user information is stolen by unethical people for malicious reasons. Institutions have a sensitive student, teacher, and parent data that is often stored in a fragmented way with no security or systems in place to protect student, teacher or parent privacy. Sometimes it can be as easy as strolling into the administrative office of an educational institution and asking for information on some pretext.
A student information system helps address these issues of data fragmentation and data security.

Some student information systems like Fedena offer strong, robust security systems that filter access to private or confidential information that students, parents, and teachers may not want to be revealed to everyone. This means that a student information system acts as a data safeguard, especially when compared to its paper alternatives. Action history and filtered access or logins are the first steps to maintaining this security, and student information systems make this a normalised and easy part of using them.

Is there proper communication among parents, teachers, students and management?

Student information systems are a great tool to ensure free, open, continual, confidential, round the clock communications between students, teachers, parents, and management. Communication in educational institutions is key to their smooth functioning and student information systems like Fedena allow private communications from any place at any time from any device. This means that blockers can be resolved in real time, there is no lag in communication between stakeholders, fear and uncertainty is reduced and channels of communication are always kept open. A student information system that facilitates free and open communication is a necessity in an increasingly connected world.

Recap:  School ID Card design: Design professional ID Cards using Fedena School ERP Software

Do teachers spend countless hours maintaining student’s records to be filed away?

One of the primary differences one will notice after the implementation of a student information system is the reduction in pressure on educational institution staff, especially teachers who will be able to focus more on teaching, instead of wasting countless hours on paperwork and administrative tasks like attendance, scorecards, comments, sharing of materials, that are taken over by the student information system.

Is the admission/registration still not a paperless process?

Student information systems make the admissions and registration process for admitted students entirely paperless – no more long queues outside the school during admission time!

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