Managing an educational system requires careful planning and time management. Today, a school has evolved into a complex institution with multiple campuses, manifold departments, several sections and a very large number of students.
For schools moving from a traditional paper-based data management system to a digital, automated system is a critical need of the hour. A student database management system in its simplest form uses a digital tracking system to maintain a record of all the students. However, in practicality, the system has much more complex functions. It maintains a record of every student-related data ranging from fees and financial records, examination records, transport facilities being provided by the school and availed by the students along with the usage of libraries, laboratory, computer lab and other school facilities used regularly by the students.
A student database management system allows schools to save and access these records as needed by them, thus simplifying the work of the school administration team.
There are multiple advantages to schools using a student database management system but let’s have a look at some top benefits of student database management system:
- Streamlined Activities
The student database management system allows for reminders to set up for the various events and activities that need to be performed by the school administration team. It gives a comprehensive look at all the data on a single screen and ensures that all essential data is highlighted. This results in better productivity and growth with minimum effort.
- Better Communication
A student database management system allows for easier communication between students, parents-teachers, students-teachers and even allows for the school alumni to stay connected with each other.
Instead of only relying on the school diary, the teacher can send instant updates to the parents related to school events, attendance, and even disciplinary issues over email or SMS. Students can connect with each other and with their teachers over on the discussion boards to clear their doubts and collaborate over assignments.
- Easier Management Of Transport
It allows schools to stay updated in real-time on the number of students using the school transport system along with their address. This makes route planning a lot easier. The system also helps the school and parents to keep track of the bus along the route and sends the parents regular updates in case of breakdowns, route changes or any delays.
- Simplified Admission Process
The admission season can be a chaotic time of the year for every school, but with the aid of the student database management system, the process gets simplified for everyone involved. From managing applicant database online to accepting registrations etc. the prospective students can use the cloud-based system to submit the forms, upload essential documents, apply for scholarships, etc. The online system also makes it easy for the school to send students updates on admission tests, interview dates, reminders as well as the final admission status. This makes the admission process faster, error-free and more secure.
- Faster Attendance Management
The attendance management system uses a biometric system or an access card to maintain a quick and accurate record of the student and school staff attendance. The system saves class teachers tedious minutes every morning calling out the class attendance and provides with the administration team on timely summaries and records of regular latecomers, absentees etc. when needed.
The system also allows for attendance updates to be sent to parents. It enables schools to track the attendance of the teachers and the various staff and calculate leaves and working days with ease and accuracy.
- Report Management
The report center in the school database management software combines data from all different school modules such as attendance reports, transport reports, student performance reports, the fee due to reports, etc. The software allows for these reports to be customized and presented in a manner that aids the decision-making process of the school administration and management team.
- Automatic Timetable Generator
At the start of every academic year, the timetable is usually created manually and can be a frustrating and highly time-consuming task for the teachers. The use of a student database software automatically creates an efficient and effective timetable for schools. This automatic timetable is error-free and ensures the optimum use of all resources and school infrastructure such as laboratory, computer labs, and library, etc.
- School Event Calendar
The school event calendar which can be viewed and updated by the school on the school student database software helps parents to stay updated about the various events and activities organized by the school. It also helps the parents prepare their students for the various events and competitions mentioned in the calendar. In the case of any changes in the event calendar, the software makes it easy to notify the parents via SMS or email.
- Effortless Assignment Management
The assignment management plugin in the student database management software is designed to help teachers distribute homework and assignments to students, collect completed work, review it and provide feedback to students. Instead of manually managing these tasks the online software also makes provisions for the due date to be allotted to each assignment which makes managing the assignment effortless and simpler.
- Increased Data Security
One of the best features of using technology to manage the student database is that it is very secure and ensures that all the secure school data is kept safe. The system grants access to only those with prior authorization, thus ensuring that all the confidential student-related data is kept secure.
These are some of the best features of using a student database management system. Besides these other notable features that are appreciated by users include the system being user-friendly, creating a paperless environment, easy customization and many more.
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