academic calendar management

How to Automate Academic Calendar of Your Institution?

Academic calendar is crucial for educational institutions to collaborate and communicate with all the students and parents in different courses and batches of the institution. The academic calendars also work as a communication tool for faculty and management of the institution to plan academic and administrative activities. 

The proper implementation and usage of one academic calendar become important as the number of students studying the institution increases year on year. Even though an event creation & calendar management looks very simple, containing a list of events mapped to different dates, but the way an academic calendar is planned will have a huge impact on the outcome both in academic goals and the business goals of the educational institutions.

Academic Calendar System & Process

The concept of the academic calendar varies drastically for schools and higher education.

The academic calendar of higher education institutions is planned around semesters and schools for a complete academic year.

Various events like admissions, fee collections, examinations, holidays, and important events are added in the academic calendar well in advance so that the faculty can start preparing other scheduling tools in the form of various timetables. The academic calendar is the landmark scheduling system for the entire educational institution.

Any change in the academic calendar like a new examination date scheduled or sudden holiday announced can affect all other schedules planned in the timetables. To reduce the complexity associated with a single academic calendar for the entire institution, most of the higher education institutions prepare a different calendar for different courses under the supervision of the head of the department.

Automating Academic Calendars using Software Tools

There are various academic calendar automation tools available which can bring the benefits of digitization to the creators as well as to all the users of academic calendars. These can be simple tools to manage and communicate the landmark events like holidays, examinations, admissions, fee collections, etc.

These tools are commonly termed as ERP(Enterprise Resource Planning) software for schools and colleges

The ERP software solutions contain various modules to configure and operate the academic calendars and timetables of the institution. 

There will be login access to different users of the institution. Parents and students can access their specific academic calendars from home or mobile phone and plan for the upcoming examinations and fee due dates. Most of these software tools provide mobile apps that can be used to view academic calendars and timetables. Any changes in the academic calendar can be received as a push notification or alert so that the users do not miss important schedule changes in the institution. 

One ERP software that is used in thousands of schools and colleges across the globe to manage academic calendars and events is Fedena. How Fedena automates the academic calendar’s activities of your institution is explained in the next section.

How Academic Calendar works in Fedena?

The above screenshot is a Fedena user interface of the academic calendar showing various events of a month.

The academic activities like examinations and fee dues are automatically added to the calendar from the examination and finance modules. There is no need to add these events manually in the calendar.

The general events and holidays have to be created manually by the admin or any other user with proper privileges. You can create an event that is common to all students and teachers or specific to batches or faculties. Once the events are created or auto-populated in the calendar, other users like parents, students, and teachers can view it from their dashboards. 

The following section explains how to view, create, edit, and delete events in the academic calendar of your institution:

  • Viewing events

From the dashboard, the students and parents can click on the menu and access the calendar under the academics section. Also, a short preview of events is available in the events dashlet of the dashboard. Parents and students can also access the events from their mobile using Fedena mobile app.

  • Creating a new event

You can create a new event using admin privileges. Click on the events menu in collaboration or directly access the calendar under academics. Then click on add event by hovering on the calendar. Then give details of the event like name, start date, end date, description, etc. All details entered here will be available to the users associated with the event. You can mark the event as a holiday or a normal event. In case the event is applicable to all, select the same. Or else on the next page, you can select the batches or departments the event is applicable for. In this way, you can create multiple events in the institution that are limited to the view of specific groups.

  • Editing an event

The holiday events can be edited from the calendar. Other events like examination and book/fee dues must be edited from the respective modules and the changes will be reflected in the academic calendar. Open the calendar and hover over the color-coded events to view the details on the right panel. Then click on the edit button to edit details of the event.

  • Deleting an event

Similar to the above, only general and holiday events can be deleted from the academic calendar. Other events must be deleted from the finance or examination modules. Hover over the event in the calendar view to open the details on the right panel. Then click on the button to delete the event. Deleted events will be automatically removed from the access of all users.

Creating and Editing an Event is explained in detailed in this video

Benefits of Automating Academic Calendar:

Fedena’s academic calendar management system helps the users by

  1. Maintaining the daily, monthly and yearly schedule of the institution
  2. Giving access to the calendar to teachers, faculty, parents, and students according to their privileges
  3. Informing students and parents about upcoming examinations so that they can prepare well in advance for examination
  4. Informing parents about fee due dates so that they can avoid paying fines
  5. Informing parents and students about the institution’s holidays in advance
  6. Keeping track of parent-teachers meetings planned
  7. Get all details of the events with a single click
  8. Access from anywhere, anytime. Laptop, mobile phone or mobile app
  9. Combine with the timetable module to improve the productivity of the institution
  10. Avoid confusion and waste of time by all users(Parents, teachers, and students) caused by the limited access to academic calendar schedules
  11. Combine with the classroom allocation module to provide optimal usage of infrastructure resources in the institution
  12. Balance the workload of teachers in the institution
  13. Improve fee collections because parents are informed well in advance
  14. Improve the academic performance of the students, because students and parents are informed about examinations in advance.
  15. Save paper from printing and distributing academic calendar
  16. Keep all stakeholders informed when an emergency event or holiday is planned

FAQs of Fedena Academic Calendar

Q. Can an institution revise the academic calendar multiple times in an academic year?

A. Yes. You can edit and revise unlimited times. But considering the hundreds of thousands of users accessing the academic calendar, it is advised to limit the edits and revisions as few as possible.

Q. Can parents and teachers get SMS notifications about the event?

A. Yes, if an SMS package is integrated with Fedena, the SMS notification regarding events can be sent instantaneously. Also if the mobile app is installed, all users connected with an event will get a push notification.

Q. Can I take a printout of the academic calendar?

A. You can not take a printout of the academic calendar. But you can take the printout of different schedules in the institution from the timetable module.

Q. How can I create an event for alumni and invite them from Fedena?

A. You need the alumni module in Fedena activated so that you can create events for the alumni and invite them directly from Fedena.


As you have seen in this article a good academic scheduling automation software can improve the overall planning and conduct of all academic activities in the educational institution. This includes both the academic calendar containing the events as well as the timetable containing schedules for different courses and batches. If you are looking for a robust ERP that contains both the academic calendar and timetable modules, contact the Fedena sales team today.

Effective Measures to take when School Reopen After COVID-19 Closure

The Covid-19 pandemic has changed the world for the foreseeable future.  For many schools and colleges, the new academic year has begun and, online classes and virtual learning sessions are in full swing.  

For those locations where the curve of COVID-19 cases is slowly flattening, reopening schools is at the forefront. At the same time, the opening of school has the risk of viral resurgence and is a matter of much public debate. 

Therefore no one can say for sure when schools will be open again. The only thing one can be particular about is that schools need to be prepared to reopen safely when the time comes and when the government regulations relax.

Given this current pandemic situation, how can schools reopen keeping the safety of the students and teachers in mind?

1. Ensuring Social Distancing in the Classrooms

The World Health Organisation ( WHO) recommends social distancing to prevent the natural spread of the virus. While this is difficult to maintain in a school set up, they can do the following to ensure students and staff manage to keep a safe distance from each other. 

  • Social distancing floor stickers are a great way of helping students adhere to the 6 feet rule.

 Best Practices – In Taiwan, students as young as kindergarten wear masks supplied by the government, and desks are separated from one another using dividers. 

  • The Centers for Disease Control and Prevention (CDC) also recommends spacing the school desks so that the distance norms are maintained, and all the students face the same direction. 

Best Practices – In Singapore, students are assigned seats in rows as if they are taking examinations, and they are not permitted to move around.

  • In many schools, the class sizes have also been considered as students were broken up into smaller groups with alternate day classes.

Best Practice – In Denmark the class size is limited to 15 students per class in primary school and 20 students in middle school.

  • Avoiding school assemblies and large gatherings in a small space, including libraries, labs, etc. These can be conducted with small batches of students.
  • Staggering the opening and closing hours of school instead of the school at the same time will avoid an influx of parents and students at the gates.

2. Teaching and Promoting Healthy Hygiene Practices

Another critical recommendation by doctors and scientists in regular handwashing, sanitizing and disinfecting to avoid the spread of the virus in public places

  • Regularly teach the students the correct way to wash their hands and dispose of tissues, paper towels, etc.

Best Practices – In South Korea, students participate in online classes related to personal hygiene and health and safety measures the week before they return to school. 

  • Keep reminders for the students to wash their hands at regular intervals and have an adequate supply of soaps and hand sanitizers, paper towels, tissues, and no-touch trash cans for the students and the staff. 

Best Practices – In Norway, students wipe their desks every two hours. 

  •  Encourage the use of face masks and face shields for kids older than three years.

Best Practices – In Austria, students and teachers must wear face masks and wash their hands as they enter the building. 

  • Regular disinfecting of frequently touched surfaces within the school such as desks, doorknobs, playground equipment.

Best Practices – In Singapore, schools follow a staggered timing for recess for different groups.

  • Temperature checks for anyone entering a school campus may be a sensible option, but this is not always foolproof. This is especially so for those who would have taken a prior medication or for asymptomatic patients.

Best Practice – In Denmark, children who come to school with symptoms are sent home immediately for 48 hours. Additionally, students who live with a COVID-19 positive family member are not allowed to come to school.

3. Ventilation Systems

Poor ventilation in confined indoor spaces is associated with increased transmission of respiratory infections. While the role of ventilation in preventing COVID-19 transmission is not well-defined, schools can follow guidelines for the safety of their students.

  • Increase the circulation of outdoor air as much as possible by opening windows and doors. 

Best Practices – In Norway, windows and doors in classrooms are left open as much as possible to maintain ventilation.

4. Transport and Cafeteria Facilities

The school bus and the school cafeteria are typically locales in the school that witness a high influx of footfalls. These are also places where the students and the staff sit close to each other. Therefore, schools need to pay special attention to the cleaning and disinfection of these facilities.

Best Practices – In South Korea, schools recommend wiping or spraying chlorine dioxide concentrations of 500 mg/L on furniture, door frames, doorknobs, sinks, and floors.

  • Additionally, it is also recommended that students are encouraged to use their personal transport as far as possible, and school systems can also consider offering incentives for private transportation. 

Best Practices – In China, School buses are encouraged to work at half capacity. 

  • In the cafeteria, students can be offered staggered lunchtimes with full compliance with physical distancing and hygiene may not be attainable.
  • Students can also be encouraged to eat in their classrooms using their home-made lunch boxes. 

 Best Practice – In Norway, library books can be used after students wash their hands.  

5. Protect Vulnerable Students And Staff

The Coronavirus poses a threat to all those with comorbidities, are older, or struggle with respiratory diseases.

  •  Therefore schools need to allow students and staff who are high-risk to continue teaching or learning from home. 

6. Hire A Designated Person And A School Nurse 

  •  Experts recommend that every school have at least one registered contact person to update the parents on various initiatives and address their concerns.  
  • Also, it is wise to hire a school nurse to monitor students’ symptoms regularly and isolate any sick students from the rest of the school.

When and how to reopen schools, schools will have to take one of the toughest and most difficult decisions in the future. As the virus evolves and transmits in a non-linear fashion, schools will ensure that they open and provide a safe environment for their students by keeping all safeguards in place. 

University management system

How to choose right University Management System?

Universities operate completely different from schools and colleges. Usually, there will be multiple colleges under one university. This complexity of multi-layered management with multiple colleges under the same organization demands an enterprise-level solution to be implemented as the university management system. There are many providers in the ERP software market who provide university management software solutions with prices varying from thousands of dollars to a million dollar plus.

Now a days there are various options are available in the market, but how do you know that which ERP solution fits best in your organization. Well to clear this confusion below we have highlighted few points, let’s see what to considered before selecting a right university management system:

Choosing the Right University Management System

To select the right software for your university it can take months or even years as the selection process is usually a long and detailed process for universities. This upfront effort ensures that you are selecting and implementing software that can provide value to the university for the next 5 to 10 years.

For a school and college, it will be easy to replace the existing management system with new software with the help of data export tools. For universities, the replacement process will take some time as a fresh implementation because of the complexity of data and the upfront customization required.

What are the steps to follow?

  1. Form an a-team for the purpose of software selection and implementation. This team can include teachers, administrators, management, and parents. The a-team must contain a maximum of 6 or 8 members. It is preferable to select parents from IT or software background. You can include a member of alumni also. The a-team can be given the complete responsibility of shortlisting, purchasing, and implementing the software. The leadership and management have to provide complete support to the a-team.
  2. The a-team can then start the process by studying the software used in other universities. This is a critical step as you will come to know the different software available in the market and the challenges and advantages faced by other universities while using this software. Document all observations to be referred to while selecting and purchasing the new university management system for your university.
  3. Make a 5 year Total Cost of Ownership(TCO) plan. In TCO, you can include all possible costs expected to purchase and maintain the software for the next 5 or 10 years. This must include all different types of expenses like hardware cost, maintenance cost, salaries of dedicated/part-time resources, customization cost, etc. Check with the vendor for further details of TCO and make sure the vendor also agrees to the same.
  4. After this, you can go ahead with demos from different vendors and accept estimates and quotations for the software and implementation. Based on the points given to the software and its vendor and the budget available, you can choose the university management system to be purchased.

Features To Consider

  • Admission Management

University admissions are a complex process that involves multiple steps from the student and university side. The application for different courses will vary and can be configured online for collecting applications. Most of the time it also involves reference checking and due diligence for the applications to be shortlisted. All these can be automated using the university management system.

  • Attendance Management

Recording and managing attendance of university students is a primary function of the university management system. This is achieved through the integration of devices like RFID, Biometric, IoT, etc. Attendance is a major element in the grades of university students and only a university management system can automate the linking of attendance with grade books and at the same time reduce the complaints from students and parents.

  • Online Examination

With UMS, universities can computerize the total examination work. Conduct descriptive or MCQ type questions such as admission entrance test, employee recruitment test, surprise classroom test, subject or topic wise test and more.  After evaluating the examination teachers can publish the result, and instantly a notification is sent to students/parents.

  • Online Learning Management

To simplifies the online learning and teaching Fedena now integrate with various video conferencing system such as Zoom & Big Blue Button; (soon integration with Google Meets and Microsoft Teams is coming in Fedena). This let universities to seamlessly deliver quality-education to students’ without any halt.

  • Human Resource Management

The human resource modules inside UMS helps the university to manage the teachers and faculty by taking care of leave management, payroll generation, payslip generation, certificate storage, etc.

  • Fee Management

Even if state-funded, the universities will have to manage the fee collections from students. For private universities, this is one of the primary requirements. To collect fees online and offline and record the transactions in a single system for future audits.

  • Placement Management

Job placements for all students is a preferred target of all universities. This can be automated through the placement module in UMS. The placement module let coordinators to organize and conduct placement effortlessly, also, students can apply for the placement event online and can check status.

Future of University Management System

A lot of new technologies are emerging like Artificial Intelligence(AI), Internet of Things (IoT), Robotics, etc. These technologies will play a major role in how universities are digitizing their operations in the future. The university campus will become responsive and smarter. The workload of teachers and administrators will be reduced manifold and we can expect the academic goals to be achieved faster and with reduced expense. 

College Attendance Management System

College Online Attendance Management System Guide

Student attendance monitoring is a basic activity that happens in every class in colleges. Earlier teachers used to monitor attendance through various manual methods like counting heads, calling roll numbers, etc. Now there are specialized and advanced software tools available in the market which automates the attendance management process and help in monitoring and tracking the attendance of students and institute staff members in a real time.

Online Attendance Management System for Colleges let instructor to quickly and accurately record the attendance of the students either subject wise or day wise in a single click. Effortlessly teachers can keep a generate a comprehensive report to keep a check on the students who are regular & who are not. Additionally, students can apply for a leave in less than a minute within an app and teachers gets an instant update which help them in saving a lot of their effort and time.

Significance & Relevance of Attendance Management in Colleges

All the higher educational institutions will have attendance connected to the grades. The regular attendance of a student ensures that he participates in the classroom activities and assignments and pays enough attention to the academic coaching inside the classroom. If the students pay enough attention in the classroom they can save a lot of time later in their studies and preparation for exams.

It was observed that the attendance pattern of students in institute carries a lot of correlation with their social and financial backgrounds. This signifies the importance of the attendance management system in colleges. As regular attendance helps the students not only in the academic learning process but also in improving their discipline and becoming responsible citizens of society.

How Attendance Management System work in Fedena?

1. In Fedena once the students are admitted to proper batches it is required to generate the timetables for each batch. Once the timetable is ready, the administrators can give teachers the privilege of taking attendance.

2. There are various attendance related settings to be configured in advance like the daily or subject-wise attendance. This is configured in the general settings. This is part of the basic settings of the institution.

3. Once the settings are ready and timetables are also generated, the teachers can update attendance from their individual dashboards either from laptops or mobile phones.

4. The attendance updated in Fedena will be sent as notifications to parents’ mobile phones and will be accessible as a report in each student’s profile.

Note: In case of daily-wise attendance, the attendance can be updated without configuring the timetable in advance.


Who can mark a student’s attendance?

The administrator or any other privileged employee with the “student attendance” register privilege can mark the attendance. However, there are also extra conditions to be met while marking student attendance. If the student attendance type is daily, only the employees assigned as the tutor of a batch can mark the attendance. If the student attendance type is subject-wise, only the employees assigned to the specific subject can mark attendance for the subject.

Ways Attendance can be marked in Fedena

The student attendance module in Fedena is designed to make the attendance tracking as easy as possible.

All the students in the class are considered as “present” by default. So the teacher has to mark only the students who are “absent”. This saves time for teachers. Teachers do this directly from the classroom using the mobile app or can note the absent students in a notebook or attendance register and then later update daily or weekly once from their laptop. Attendance can be marked as “half-day” or “full-day” according to the preference of the institutions. In the case of higher education institutions, it is usually “subject-wise”. Teachers can also provide a reason for the student’s absence.

This will be helpful while informing the parent about the absence of the students and also for future auditing.

There is an optional rapid attendance mode available in Fedena which allows the teachers to mark attendance without giving the reason for student’s absence.

The SMS notification feature available in Fedena notifies the parents of the students immediately when the teacher marks a student as absent. This helps in improving the transparency, security, and discipline of the institution.

Also, detailed attendance reports can be generated for each batch for detailed analysis by the teacher or higher authorities. Students and parents can view their individual attendance details from their dashboard. Daily-wise attendance does not require the institution to configure timetable in advance as the attendance is marked against each student. But subject-wise attendance will work only if the timetables are properly configured.

Benefits of digitizing the Attendance Management Process

  1. Speed – The digitized system allows marking attendance instantly from a mobile phone or laptop. The data updated from the teacher’s laptop or mobile phone will be instantly available across all relevant users in the system.
  2. Accuracy – The data updated and maintained through a digitized attendance management system will have fewer errors and it improves the accuracy of the entire system. The reason for fewer errors is due to the decreased paperwork and instant feedback from parents and students in case any error occurred while marking the attendance.
  3. Punctuality – The digitized attendance system with its instant availability of reports to higher management, parents, and guardians makes sure that the students attend class properly and this improves the punctuality and discipline of the institution.
  4. Instant alerts – This would have been impossible without a digitized system. The SMS alerts, as well as push notifications, can be sent to mobile phones of parents and guardians while using a digitized attendance management system.
  5. Instant reports – Because of the digital nature of the data being stored and retrieved the attendance reports can be generated instantly by the administrators of the system. In earlier times it would have taken hours if not days for teachers to prepare and share the attendance reports to principal or HOD.
  6. Saves time – As a result of all the above benefits, the system saves the precious time of teachers, which can be now spent wisely on improving academics.
  7. Saves paper & storage – With all reports and tools available in digital form, there is no need to print the attendance registers and make copies of the reports to be stored at different offices. This saves paper wastage and requires less storage space.
  8. Integrations – The digital nature of the system allows seamless integration with other tools and hardware like biometric, RFID, etc. This inter-connectivity between tools opens up numerous possibilities in academic and administrative improvements. 

About Employees Attendance Management in Fedena

Employee attendance can also be managed and tracked within Fedena. This is achieved through the leave management system available in the HR(human resources) module of Fedena.

Employee attendance is calculated by counting the leaves taken by employees taken by employees for a period of time. For this, the leave management system of Fedena takes care of the leave request and leave approval or deny process within different departments. Employee attendance is independent of the holidays marked in the school calendar. The employees must apply for leave in the system if they are taking leave for a working day. In case an employee does not apply for leave, the administrator can mark leave in the system using admin privileges. This usually happens when the employee has exhausted the allotted leaves and is in the requirement of additional leaves. 

The employee attendance report displays the leave details of all employees in a particular department. This is accessible in the HR module under employee leave management as an attendance report.

Automating the Attendance via Biometric or RFID System Integration in Fedena

The attendance management system can be further automated by implementing biometric and RFID systems within the campus & integrating the hardware with the attendance management system. This improvement can take the remaining workload also from teachers and make attendance management fully automatic.

Such a complete transformation might be costly and not practical for small institutions. So they go for a hybrid approach. Instead of implementing hardware inside of each classroom, they install hardware at different key locations on the campus like the main gate, canteen, library, etc. So instead of tracking the subject-wise or class-wise attendance, these hardware track the overall attendance of the student in and out of the institution campus. 

The devices can be also kept in school buses to improve the safety and security of school operations outside the campus. So it works as an attendance tracking system for transportation vehicles. The alerts are sent instantly to the parents when students get-in or get-out of the bus. These devices can also work as an efficient tool to mark and track movements within the restricted areas of the campus for students.


With the digital transformation trend going on in all sectors across the globe, no schools or colleges can survive this digital age without proper digital attendance management systems and attendance tracking devices like biometric and RFID. These systems ensure the discipline of the institution is maintained and the academics strive towards excellence. The system also provide peace of mind to parents through instant notifications about the students’ attendance behavior. If you are looking for a system to digitally transform your school or college, contact the Fedena sales team today.

Online learning challenges

Master Online Learning Challenges With These Simple Solutions

Online learning has become increasingly popular with the advent of new technological tools. However, the recent pandemic has accelerated the adoption of online education in schools and educational institutes across the world.

Today, online learning, web-based learning, and mobile classes are not just futuristic terms, but they have become part of everyday vocabulary for schools, students, and parents.

Let’s have an overview on day to day online learning challenges and their solutions:

1. CHALLENGE- The hesitation of making the initial transition and adapting to online learning

Change is always difficult. For many educational institutions, the initial decision to transition to online classes can be challenging and even intimidating.  Even after the switch from traditional classroom and face to face learning to computer-based training has been made, it takes the students and teachers time to adapt to the new environment. 


One of the best ways to deal with a traditional mindset that is blocked to online learning is to discuss with the students and teachers about the various benefits of online learning. From the convenience of any time learning to a variety of tools and learning techniques, online learning offers multiple benefits. The initial hesitation can be dealt with by informing and educating about the various benefits.

EXPERT TIP: The fastest way to transition to online learning is to opt for an easy-to-use and affordable school management software & learning management system as it simplifies the online learning & communication process for the students with its variety of features.

2. CHALLENGE – Dealing with isolation due to the lack of interpersonal connection with the teachers and peers

A traditional classroom is characterised by lots of interaction in the classroom, which may be difficult to replicate in online classes. For many students, this interaction is a critical component that impacts their learning and motivation. Often without this interaction, the students can struggle with feelings of isolation, unsatisfying learning. Social interaction in the classroom also helps to keep the students accountable and engaged. 


Contrary to this belief, online learning is brimming with opportunities for the students to interact with each other. From online discussion forums, emails, messages, SMS. etc students can stay connected in a number of ways. Additionally, with online learning, the classroom interaction is not only limited to classroom hours, and students have the option to reach out to the teachers and peers beyond classroom hours. 

EXPERT TIP: School management software allows students to use the messaging system to send instant notifications or messages to a large, pre-decided audience. Additionally, the software has a school news management module to send the latest news and school-related information to the student and always keep them up to date. This ensures that the students are in constant connection with the school are updated and motivated to continue their learning journey.

3. CHALLENGE – Struggling with the lack of motivation in online learning 

One of the other common challenges of online learning is the lack of motivation that the students face. The transition from classrooms that have been designed and decorated for the explicit purpose of learning to dining tables and bedrooms can cause a loss of motivation in students. 


One of the best ways to deal with this lack of motivation is to encourage group work and group assignments so that students can connect with each other. This method will also help the students to motivate each other towards achieving common learning goals. 

For individual goals, one of the most recommended methods is to set up clear, measurable goals instead of open-ended tasks. Many educators also suggest gamified apps, programs, and assignments to help motivate the students. Gamified tasks allow the students to earns points or badges for every task completed on time. They are specially designed for student engagement in independent environments and encourage them to push themselves towards personal learning goals.

EXPERT TIPS:  With school software allows teacher to set up tasks and assignments for the students. Customized tasks and assignments keep the students committed towards the learning journey and help the teachers understand how much learning has happened and if there is a need to modify the learning journey.

4. CHALLENGE – Improper Time Management And Online Distractions

With the vast number of social media sites, streaming channels, it is easy to get lost in the rabbit hole of online resources, thus wasting time and getting distracted instead of learning

While a traditional classroom follows a strict timetable, the lack of timetables in online learning can cause the learner to procrastinate. Thus, another common challenge to learning online is learning time management so as to use one’s time wisely. 


Educators can schedule multiple assessments and assignments at regular intervals to help infuse a sense of responsibility within the students to work and teach them to meet their deadlines. Similarly setting a schedule plan for the students would help them set reminders for the courses and the assignments. 

EXPERT TIPS: Educators can create a timetable for their online learning students using the Fedena software. This timetable will help the students stay focused, thus avoiding distractions and delays. 


Keeping online learners engaged and enrolled is a one of the biggest challenges in an online learning scenario. Online learning calls for a higher degree of self-motivation, self-directed learning, and greater persistence and commitment from the learner. One of the best ways to guide the students is to use tools, resources and software that are easy to use and enable the teacher to customize the learning experience to the needs of the students. The use of the Fedena software allows the educators to improve the learning outcome by adapting to the students, aptitude, expectations, and personality. 

Today, we live in an age in which online learning and virtual classrooms are becoming more common. Many students even find this method to be more effective than traditional classroom as it is more engaging, with a number of learning tools, suited to each learning style. However, online learning has its own set of challenges and educators need to look for innovative methods to meet and surpass these learning challenges. 

college online admission

College Online Admission Management System

How to manage college online admissions successfully?

Online admission software tools are used widely by colleges and universities for automating the online admission process. Even though the online application forms look very simple and easy to navigate, setting up, but manually managing the whole admission procedure for higher-eds is complicated when compared to schools. This complexity in the administrative part of the college can be simplified by implementing the right online admission software.

Online admission system is a platform using which colleges can manage course or batch related admission enquiries to applicants form registration to fees submission to students’ final admission data in a single place. The complete admission and selection process become paperless and easy.

The process of a digital admission system and its benefits are explained below.

Process of digital admission of students:

The entire digital admission process can be divided into three steps

  1. Pre-admission
  2. Admission
  3. Post-admission

Pre-admission process

Even though the admission process is limited to the admission season in a college, the enquiry for the admissions happens all through the year. These enquiries are stored digitally using the enquiry module in Fedena.

The enquiry module works as an online CRM tool which can be used to actively collect new leads for admissions.  From enquiry dashboard, admin can keep a count on applicants and track the application status.

The first step is configuring the three basic settings. Enquiry settings, Form settings, and Active Year & Course settings.

The Enquiry setting is used to set up the stage of the funnel, adding and managing counselors and setting up the sources of the leads. All these data will be useful in generating future reports.

The Form setting help you configure the different fields in the form. After finalizing the form it can be embedded on the website, so that admission enquiries can be collected from various online sources.

The Courses and Academic years for which the enquiry campaigns are active is setup using the active year & course settings.

After these, you can start managing the enquiries in the funnel by qualifying or rejecting to the next phase. During the enquiry process, three types of reports can be generated which will be highly useful in making decisions. They are counselor report, source report, course-wise report.

Admission process

The first part of the online admission process starts with the applicant registration module. Here the students can fill and submit the applicant registration form. Using the settings, the administrator can configure the different fields in the applicant registration form. You can also set up the status for the application form while in selection like pending, allotted, rejected, etc.

Also the optional settings like notifications settings and magic pins. Notification settings configure the notifications alerts, while the magic pins are helpful for colleges where PIN(unique code) system is while accepting applications.

The applicants can be invited to fill-up the application forms and once the online application is submitted, the administrator can qualify or reject the applications to the admission stage. The administrators in charge of the admission can follow the criteria selected for new admissions while short-listing the applications.

All personal details including parent details, documents, etc. will be stored in the system and there is no need to collect this information again from the students. The online admission system can be also configured to collect fees along with applications either online or offline. The administrator can also take reports specific to each of the courses for which applications are invited.

Post admission process

Once the admission process is over, all the admitted students will be allocated to the proper batches and the students and parents can receive notifications about the same. This data is further used other modules like the timetable for creating timetables, the mobile app for parent-teacher student-teacher communication, finance module for creating and collecting fees, etc.

Benefits of College Online Admission System

1. Automation

The online software brings all the admission activities under a single umbrella and with this, the usual manual process of consolidating and selecting application forms can be done in a single digital space. Most of the recurring activities like sending notifications, collecting documents, collecting admission fees, etc. can be done with the software resulting in automation.

2. Simplification

The online admission system provides a simplified experience for parents, students as well as administrators. The simplicity in experience is achieved by the correct planning of the system before the development and proper configuration of the system before usage.

3. Saves time

With the automation and simplification in place, the software can save of administrators and students which were earlier spent on tasks like collecting and distributing application forms, collecting, correcting, and shortlisting filled up application forms.

4. Reduces paper-waste

By converting all documentations to digital, the total paper waste produced and stored is significantly reduced. This includes the usual extra documents like multiple photocopies which are completely unnecessary with digital tools.

5. Improves collaboration

Operating the single system by multiple users with different privileges improves collaboration and communication.

6. Reduces mistakes

As all the documents are processed, there is less chance for mistakes especially the mistakes which are repeated often in the offline process. 

7. Increases Security

Most of the online software available today is hosted in secure servers which is ideal to store the digital data of applicants.

8. Generates Reports

Since all these data are available in digital forms, the software can generate reports to help the decision-makers regarding the online admission process in progress to different courses of the academic year.

College Admission FAQs

Can students apply directly from the website of the institution?

Yes. The application form can be made available for public access for filling-up and submitting. This URL can be pointed from the website of the institution. The enquiry form can be embedded in HTML pages to accept enquiries directly from the website.

Can the application form be sent to all the shortlisted leads in the enquiry module?

Yes. This is possible from the enquiry module and applicant registration module integration.

If you have more questions and are looking for a robust online admission software system for your college, check the features available in Fedena.

Role Of ICT In Higher Education

Understanding The Role Of ICT In Higher Education

ICT – Information and Communications Technology has the proven power to change the world.

This acronym  refers to the merging of audiovisual and telephone networks with the computer single unified system of cabling. Thus, ICT includes any communication device – including radio, television, cell phones, computer and network hardware, satellite systems, etc. 

Today, ICT technologies have embedded themselves as commonplace entities in all aspects of life. This gives us further evidence that the world is rapidly moving towards increased adoption of digital technology. 

The role of ICTs in education is becoming more and more critical. The higher education sector has advanced with the help of various ICT tools such as laptops, smartphones, whiteboards, smartboards, digital cameras, projectors, video conferencing tools, audio recording tools, and many more.

However, ICT has benefited the higher education sector in more than just new tools.

Let’s see how ICT has evolved the higher education :

1. The Role Of ICT In WHAT IS LEARNED In Higher Education

Traditional teaching has revolved around content with great emphasis laid on textbook-based learning. The teachers headed the classroom and used lectures, tutorials, and presentations to help the students understand the material being taught. 

With the introduction of ICT and various EdTech tools, students are no longer restricted to learning from the textbook, class lectures, and presentations. With the help of the internet and ICT tools, higher education learners can access a variety of sources for information, including videos, documentaries, podcasts, and speeches by experts.

The sources of learning are endless. 

The onus of learning has also shifted from teachers to the students as there is an increased focus on student-centered learning that is based on the access of information. This has also changed the role of the teachers from being content experts to being guides and mentors for the students. 

It is opined that as students and teachers gain access to higher bandwidths on internet connectivity and more direct forms of communication, the trend of student-driven learning will continue to grow in higher education institutes.

2. The Role Of ICT On HOW STUDENTS LEARN In Higher Education

ICT is not only influencing, changing, and supporting the content that is being learned in higher education institutes but also changing the way students are learning. 

There has been a systematic movement from content-centered curricula to a competency-based curricula with the aid of various ICT tools. 

Similarly, there is a movement away from teacher-centered learning to student-centered forms of knowledge. ICT has facilitated a modern learning approach where students are encouraged to take responsibility for their own learning.

Students are increasingly turning towards the web and online subject matter experts from who they will learn, thus creating an environment of independent learning. 

3. The Role Of ICT On WHEN STUDENTS LEARN in Higher Education

In traditional high schools, colleges and universities, institutions provided minimal choice for students for when the learning would take place. Typically, the students would accept the learning schedule prepared by the institute and follow the same

The use of ICT tools allows students to optimize their learning experience by choosing when they wish to study based on their routine or body clock. Learners are free to participate in learning activities when time permits or be assured of no interruption. This freedom and flexibility have significantly increased the opportunities for many students to participate in formal programs.

 It has also provided learning opportunities for many more learners who previously were constrained by other commitments.

The use of online technology learning has enabled learning to become an activity that is no longer set within programmed schedules and slots. 

The various technologies can provide asynchronous support for learning so that the need for real-time participation is avoided while the students can benefit from the communication and collaboration that the online system provides.

It is not only students, but even teachers benefit from these tools as they can decide what periods in the 24X7 envelope can be utilized for teaching and interacting with the students?

4. The Role Of ICT In WHERE STUDENTS LEARN In Higher Education

The continued and increased use of ICTs has also changed where the students learn. 

While the concept of flexibility in the location of education is not new to the prevalence of distance education programs for years. Yet,  for most institutes, students do not choose the place of their location.

With ICT and advancements in EdTech tools, off-campus delivery of courses is an option for students who were unable to attend the class for any number of reasons.

Additionally, the use of ICT tools instead of a traditional classroom setting has given way to learning in work-based settings with students able to access courses and programs from their workplace. 

The advantages of education at the location of choice is not only increased convenience to the students but also financial savings and time-related savings with travel.

The concept of technology powered ‘any place learning’ also ensures that learners enroll in courses offered by any institute across the world rather than only applying for local educational institutes. The advantages of this include extended course offerings and the opportunity to digitally interact with co-learners and students from differing backgrounds, cultures, and perspectives.


In conclusion, Higher education systems have grown exponentially in the past few decades to meet the increasing demands of quality education.  The swift advancements in ICT have also helped to propel the higher education sector to serve the students and teachers better.

Today, ICT applications can provide many options and choices and for the students and institutes can create competitive edges by offering these choices to their students. 

management information system in education

Top MIS (Management Information System) Reports in Education

Management Information System in Education

Experts believe that the most valuable commodity in today’s world is information for organizations to succeed, it is essential that this data be harnessed, controlled, and utilized for better decision making.

An MIS Report is an information system focuses on past information, current data as well as future trend analysis at specified frequency; – such as daily, weekly, monthly or even annually. This MIS system helps track the business operation in a way that it improve performance and build strategies for the successful and growth-oriented future. 

What Is The Role Of MIS Reports In An Educational Institute?

In an educational institute, there is a constant flow of vital information between the teachers, students, administrative staff as well as the school authorities. 

This flow of information is often related to the day-to-day execution of duties, as well as student related information ranging from student attendance, course enrollment, course schedules, admissions status, examinations schedules, exam results and lots more. 

Thus, for any school to function effectively, the need of the hour is a collaborative environment and a school management software with MIS to control and visualize all the data.  

Today, schools and educational institutes are moving ahead from paper records to communicate this data to the use computer-based environments for MIS which boost of higher speeds, security, accuracy, retrieval of the data.  

What Are The Benefits Of MIS Reports In Educational Institutes?

1. Going Paperless

MIS reports help educational institutes go paperless by allowing them to save, segregate and systematize the student data and school information in an online software.

2. Minimize Workload

MIS reports help educational institutes significantly minimize their workload & save a considerable amount of time. This saved time can be routed towards planning effective administrative and teaching strategies.

3. Security Of Data And Reports

The MIS limits the access of unauthorized personnel to the sensitive school and student related data. This ensures high data security and decreases the chances of data mismanagement.

4. Early corrective action

With an MIS, the school staff including the teachers and  administrative team can keep a tab on the performance of students, employees, or any other school related data, notice any troublesome trends and take corrective action in the initial stages itself.

5. Improved Administrative Efficiency

By keeping an eye on all ongoing events and identifying red flags in the system, the school is able to make better decisions which improve the institute efficiency.

What Are the Types Of MIS Reports in a school?

MIS are now used by schools to support a range of administrative activities including attendance monitoring, assessment records, reporting, financial management, and resource and staff allocation among many others. Here are a few common MIS reports used in schools

 1. HR Report

An MIS allows the school administrative staff to keep a tab on the attendance, performance, salary and all other HR related data.

 2. Student and Subject Detail Report

With the help of the MIS, one can view and download the student’s – exam, term, and planner report. Similarly, the school can use the MIS to generate the subject report for a particular class. These reports can be easily downloaded and consolidated for easy viewing

3. Former Student Or Employee Report

With the help of an MIS system, the school can access information related to former students or employees who were archived during the specified date range. The report for students can include each student’s admission date, leaving date, batch, course, and gender. 

For employees, this report will include the report includes each employee’s joining date, leaving date, department, employee position, manager, and gender.

4. Exam Schedule Report

An exam schedule report created in a MIS allows the school to create and view reports that include the exam type, exam name, the maximum and minimum marks, the start date and end date, and the start time and end time of each exam. 

5. Fee Or Finance Related

From fee defaulters to comparing financial transactions across various dates, the MIS makes it easy to systemize and view fees and finance related information.

6. Course And Batch Report

The course and batch reports serves to update the school on the various courses applied by the students in a batch and understand their performance in the same.

7. Admission Applicant Enquiry Report 

This feature of the MIS report ensures that the schools are able to get a systematic understanding of the quality and the quantity of applicants over the years, their locations and the feedback after follow-ups. This will help the school create better leads for admission over the years

8. Transport Report

With the help of the transport report, the school can get a quick at-a-glance understanding of the school bus routes, students of each route, bus performance, driver performance and according plan for an efficient transport system

9. Gradebook Report

The MIS system will allow the school to generate and customize the report card of the students and well as understand performance trends for students or for a batch

10. Attendance MIS Report

Any attendance, absenteeism or late coming trends by the students or teachers can immediately be viewed with this MIS report 

11. Library Reports

This MIS report for the library will help the librarian understand the book movement log, defaulter trends, etc. 

12. Hostel Reports 

With hostel MIS reports information related to room allocation, type of hostel, hostel warden, the number of rooms in each hostel, and the number of students each room can accommodate is easy to find. This makes it easy for the authorities to the institution efficiently without room wastage.

13. Inventory Reports

The inventory MIS helps manage the store items and can give information about where store items can be managed store items, raising indents, raising purchase order, creation of GRN notes etc.

15. Placement Reports

From understanding previous placement trends to predicting the future placement demands, this MIS report is very useful for school and institutes

MIS reports are helping schools of all sizes to function better and stride ahead confidently equipped with the correct data and strategic decisions based on the same

Trends in Higher Education

INFOGRAPHIC: Top Trends In Higher Education

The Higher education sector is always evolving with innovations in education and technology. There are plenty of challenges too. Also with the impact of the recent COVID pandemic, there are many new trends happening in this sector.

Here are some curated trends in the higher education sector. These trends will give you an overview of what is happening in the higher education sector in year 2020: 

Infographic on Higher Education Trends

The trends in Higher Education system & process include:

1. Increase Acceptance of Online Learning

With the availability of fast and cheap internet everywhere, more and more institutions are implementing fully online education. The decreasing cost of hardware like laptops and student licensing of software is also helping this trend. With this, you can expect all institutions switching to flip class concept where students learn from home and practice in class.

• Video conference • Virtual Whiteboard
For an effective online teaching experience

2. Content Innovations

The e-learning content providers and platforms are coming up with innovations in the way content is created and shared, to keep the learners engaged and track progress in realtime.

• Short Videos • Interactive contents
The major challenge in online learning is the attention span of students and making the content itself keep the students engaged for learning.

3. Online ERP

Higher Educational institutions can no longer operate without a fully Online ERP Solution.

ERP Software solutions help in the efficient operations of higher educational institutions by digitizing the day to day operations of the college and universities.

Online ERP solutions save the time of faculty and reduce the cost of administration.

Fedena ERP – Starting from admission management to finance management, Fedena has got 50+ modules to take care of all the systems and processes in a college or university. The SaaS model provides instant signup and implementation of the ERP.

4. Better LMS

Learning Management Systems are innovating from traditional standalone platforms to userfriendly interfaces.

Uzity Everything you will ever need in a perfect e-learning software for a college or university.

5. Artifical Intelligence

Artificial intelligence is the intelligence of machines that can be used to catalyze the operational activities of colleges and universities.

Al is connecting all the different digital tools in a higher educational institution to provide a single streamlined experience for the different stakeholders – teachers, students, parents, administrators, and leadership.

• Automation of administration • Assist in teaching • Assist in learning • Smart content creation • Inclusion and diversity • Collective knowledge • Universal access • Speed in decision making • Saves time & reduce cost

6. Learning Analytics

Higher educations are implementing specialized analytical tools for studying the patterns in academic performance to guide the different activities in academics.

• Existing LMS & ERP • BIRT • Tableau • ELK Stack • ClicData

7. Data Driven Decisions

In DDDM or Data-Driven Decision Making, decisions are made based on factual, verifiable information.

DDDM ‘supplements’ intuition with past trends and future projections. Here the software(machine) and management(human) works together to make decisions that can help the institution achieve the academic and business goals faster.

ERP FOR DDDM ERP is the go to tool for decision making by the leadership. Only in the absence of sensible reports, they look for alternate solutions to analyze the data. Online ERP provides enough reporting tools to help colleges and universities in decision making.

8. Augmented Reality

Augmented reality(AR) technology helps colleges and universities add layers of digital view on top of the real-time physical view.

This is achieved with the help of specialized tools for creating augmented reality.

Once the augmented reality is created, the users can navigate the augmented reality using digital tools like a smartphone or a tablet.
This is most widely used for creating real-time campus navigation maps.

Monado – Monado hopes to jump-start development of an open-source XP ecosystem and provide the fundamental building blocks for device vendors to target the GNU/Linux platform.

9. Virtual Reality

The virtual reality(VR) is an immersive simulation of digital reality that is completely separated from physical reality.

This is used for creating virtual campus tours from the browser. The students and parents seeking admission to the institution can use this simulation to know about the campus. VR is also widely used in e-learning content and activities.

10. Diversity & Inclusion

Diversity and Inclusion is a hot topic for discussion in higher education leadership.

We are now witnessing how technology can help to overcome the challenges in diversity and learning faced by students joining the campus from various backgrounds.

The leadership is aware of how diversity & inclusion enrich the educational experience and promotes best practices for a healthy society.

Al is catalyzing the inclusion and diversity initiatives across the globe. Al-enabled digital technologies can overcome the barriers of languages and minor learning difficulties.

11. Internet of Things

loT (Internet of Things) is the network of interconnected devices spread across the different locations on the campus.

loT is found helpful in improving the learning outcomes, operational efficiency, and safety of the campus. loT is expected to bring paradigm shift in higher education.

12. Privacy

Privacy is the fundamental right of all the users of campus digital technology tools. The users include students, parents, teachers, and other faculty.

Privacy can not be achieved with technology alone. Privacy includes the protection of personal data and ensuring that the users have control over their personal data. It is about policies and the system & process put in place to ensure the policies are followed.


The training initiatives going on to prepare the students for the future of work and the focus given on the physical well-being and mental health of students. Online education is getting increased acceptance and almost all the operations of the colleges and universities are being run using fully online ERP. There are innovations happening around e-learning content, learning management systems, and learning analytics. The sector is also seeing the improved acceptance of AI(Artificial Intelligence) based solutions and IOT(Internet of Things) devices. New technologies like virtual reality and augmented reality are also seeing increased acceptance in the higher education sector. With the implementation of too many technologies, data privacy is also gaining attention from leadership and government.

online assessment in education

Top Advantages of Online Assessment in Education

Why Assessments and Understanding Their Purpose In Education

The  purpose of assessment is to monitor student  learning, improve academic programs, and enhance teaching and learning.

One of the key functions of schools and educational institutes is to import learning and knowledge. Assessments represent an important aspect of measuring this learning and knowledge imparted by the school. 

Assessments give learners an accurate picture of where they stand as compared to their peers and this serves as a catalyst and positive reinforcement for learners by encouraging them to perform better.

Besides monitoring and measuring the learning process of an individual or an entire classroom of students, assessments also helps to the teachers set a goal for every semester/chapter and then determine whether the goals of education are being met. 

Another key purpose of assessments is the serve as a powerful feedback tool for the teachers to understand if their teaching style and method is working for the students. With this feedback, teachers can contemplate on if their ways to improve their instruction and this promotes better learning among the students.

By enhancing the teaching and learning methods of the teachers, a well-developed assessment plan can serve the purpose of helping to improve academic programs and build the reputation of the school

Making The Shift To Online Assessments In Schools, Colleges and Universities

In many educational institutes, technology has preceded the way for online assessments and exams. 

Schools across the world are realizing that teaching and evaluating students are essential actions which do not need to be restricted to the confines of a traditional, physical classroom. With the use of smart gadgets, laptops and computers, these tasks can be performed at any time – irrespective of the location of the teacher or the student. 

It is therefore not surprising that many educational institutes are hence making the gradual shift from using the traditional assessment methods to using online assessment tools that not only benefit the students and teachers but are also be advantageous to the institutes.

Understanding The Advantages Of Online Assessments

1. Flexibility of Location and Time

This is perhaps the most talked about advantage on online assessments as it allows students to option to sit for the exam at a location of their choice. It also ensures that teachers can invigilate the assessments remotely. This reduces the stress of the students and teachers and also helps save the time and cost of travel. 

2. Lesser Administrative Burden

Online exams greatly reduce the administrative burden on the school, helping save the time and effort on the printing and distribution of exam papers, the setting up on examination centers and classrooms.

3. Easier Preparation, Marking and Moderating of Question Papers

With an online assessment system, teacher can create a bank of approved questions which then then be used for all the upcoming questions to create automatic and randomized papers. 

The online assessment also makes checking, moderating and marking the exam results a lot faster, streamline and standardized. 

4. Faster Evaluations and Results

Online assessments are easier to evaluate, faster to mark and many assessment options allow for auto scorable questions. These methods ensure that the students receive their results a lot faster than the traditional methods. This also eliminates the waiting period for the results which is filled with anxiety and stress for the students and parents alike. 

The immediate feedback can also be used by teachers to grasp students’ understanding and modify their teaching methods accordingly

5. An Environment Friendly Solution

Online assessments give schools the opportunity to go paperless as all the examination related papers, printing and the transportation of the same is completely eliminated. 

6. A Secure Solution

Maintaining the safety and the security of the traditional school exam papers can be extremely stressful for schools. 

However, with an online assessment there is greater security as all exam papers, answer sheets, candidate details, examination marks and school results are digitally stored with only limited staff having access to the exam information.

7. Easier Report Creation

An online assessment system with the help of a school management system also makes it easy to create reports. These reports can be customized according to the guidelines of the school or to reflect the various paraments of the student performance.  

 8. Economical

One of the key benefits of online assessments is that they greatly reduce the human, logistic and administrative costs associated with a traditional examination method. 

What Are Some of The Types of Online Assessments?

1. Multiple choice questions 

Multiple choice questions usually include a phrase or an question followed by multiple options to the student to choose from. These can include variations of the answer, a true or false option etc.  

This methodology is an effective way to assess learning outcomes such as basic recall, concept application, analysis and evaluation 

2. Open-ended questions / Case based discussions

Open-ended questions give the students creative freedom as there are no right or wrong answers. Instead, when taking the online assessment, the student must simply reflect on the topic and draw their own conclusions.

3. Oral exams or interviews

This exam method uses video conferencing to test the knowledge of the students and is perfect for one-one-one assessments or for small groups

4. Open-book assessments

Open book assessments allow students to refer to either class notes and or textbooks while answering questions. This testing helps to promote higher order thinking skills as it focuses on understanding the concept rather than rote learning

5. eLearning blogs and essays 

In this form of assessments, students can be encouraged to submit weekly essays or blogs that will assess online student learning progress and identify areas for improvement for them.

6. Online Discussions 

Teacher facilitated online group discussions give students the opportunity to improve their comprehension of a topic and reveal their level of understanding.

These are some of the popular methods of online assessments. Today with new tools and technologies online instructors can adapt their traditional assessment techniques to ensure that students as assessed fair and efficient manner aligned with course learning outcomes. Conduct Online Assessment Today!

college management system

College Management System Software – The Definitive Guide

This is a complete guide to the College Management System.

In this all new guide you will learn about:

  • What is the College Management System?
  • Who can use it?
  • How online configuration is better than offline?
  • Core Modules
  • Key Benefits
  • How to choose?
  • How is Fedena better than others?

So, if you are looking to digitize the daily operations of campus you will love this guide.

Let’s get started.

All colleges are currently pursuing the digital transformation trend which helped other industries like banking, manufacturing, commerce, and corporate organizations to streamline and improve their operational efficiency. The digital transformation benefits the colleges in multiple ways like saving time of faculty, storing and analyzing the academic and administrative data, engaging the students through encouraging digital culture, improving communication, etc. The digital transformation in colleges is achieved by implementing a college management system. 

What is the College Management System?

A college management system digitizes the entire operations of a college starting from the marketing activities to admission management to classroom management to human resource management to finance management. It digitizes the daily chores of your campus as well as helps in managing the administrative, academic and non-academic activities from a single platform.

This approach benefits by having only a single username credential for everything connected to the college and also the future analysis of the data captured by the different modules in the software.

The college management software is an evolved form of management information system(MIS) which is a tool that can be used to collect and analyze the data from the college operations. This data is used by management to make the right decisions. 

Another form of MIS is a student information system(SIS). It contains all data regarding the students of the college. And the reports are concentrated around the academic performance of the students. Both faculty, as well as management, have access to student information systems to track the progress of the students.  The management information system will contain data from finance and administration above the usual student performance data from SIS. Until recently the colleges were using separate software for MIS and SIS. The functionality of MIS was achieved using spreadsheet software like MS Excel. The student information system is a complicated system to handle by a spreadsheet alone. 

In college management software, it will contain the functionality of both the student information systems and management information systems. It will manage the entire life cycle of a student, parent, and faculty within the college and also will manage the financial, academic, and administrative activities of the college. 

Different kind of Institute can use this software for campus daily task management


This software is built for colleges, universities, and junior colleges. Along with these three, the vocational institutes and other specialized institutes can also use this solution in their organisation ecosystem. The college management software takes care of the special needs of campuses and is easily used by the admin, teachers, students, parents and management team.

If college management software is implemented properly it can improve multiple processes in your college and can help you achieve academic and business goals faster while reducing the expenses. 

How College ERP Software’s Online Configuration is better than Offline?

The college management software can be configured either online or on-premise (offline). Setting up and configuring the software offline is a more traditional approach. With the availability of fast and stable internet everywhere, more and more colleges are choosing online software. Both approaches carry their own advantages and disadvantages. 

The traditional approach of configuring the software on-premise gives more control to the college and can be claimed to be more secure but will be very costly to set up and manage. This is because of the upfront investment required in purchasing the hardware to host the software and the maintenance cost required to hire full-time server management expertise. 

On the other hand, the online software configuration is less costly and also carries multiple other benefits like increased collaboration, improved security, automatic software updates, etc.

Core Modules of College Management Software

1. Admission & Marketing Management

The marketing possibilities of a college management software are achieved through the enquiry module which acts as a simple CRM for collecting and managing admission enquiries. This functionality is further linked to applicant registration and admission modules where the entire admission life cycle of the students is captured in a single database.

2. Fees management

This functionality helps to simplify fee collection on the campus and provide meaningful reports and timely alerts to parents. The alerts and notifications are sent to parents regarding the upcoming fee collections. Parents are provided with the option to pay the fee directly from their mobile phones without the need to visit the campus.

3. Attendance management

One of the most used functionalities of a college management software is the attendance management module which is used to record the subject-wise or daily-attendance of a student. This can be done through the teacher’s laptop or through the mobile app. The alerts are sent automatically to parents. There are also RFID and biometric hardware integrations available to minimize the manual intervention required in attendance taking.

4. Parent-teacher & teacher-student communication management

The different modules available in college management software can help in improving the efficiency and effectiveness of parent-teacher and student-teacher communication. The mobile app available with the software is an excellent tool in making sure that all the communications are received and acknowledged by students and parents. This is achieved through the push notification available in the mobile app. Also, there are various other tools in customizing and automating the various communications on the campus.

5. Online Classes & Remote Teaching

With Google Meet, Zoom & Big Blue Button application integration with Fedena, institutes can easily conduct online classes to deliver quality education to students in real-time. This empowers students to attend live online classes(conducted by their school teachers) and learn from the convenience of their home.

6. Timetable management

The timetable management module provides the functionality for efficient organization of all academic and non-academic activities happening in the college and then provides predictable routines for students to follow. Students and teachers can access the timetable from their mobile app. The software also provides a master timetable for the principal and teacher’s timetable for all teachers.

7. Human resource management

The lifecycle of a faculty from joining the college to leave management to salary management is automated using the human resource management module available in the software. This provides a single place for storing all employee-related information including payslips. The payslips can be accessed by faculty directly by logging in to their respective dashboards.

8. Examination management

This module helps is setting-up examination calendars and managing the notifications of the same. The examination details are further linked to create grade book reports of the students. Also, there is an option to conduct online examinations for students.

9. ID card generator

This module allows the automated design of ID cards for students and faculty with minimum configuration. The ID cards can be generated individually or in bulk and can be then printed for usage by students and faculties.

10. Gradebook management

The college management software generates the grade book(report card) which can be accessed by parents and students from their dashboard. Options are available to configure the grade book according to the requirement of the college.

11. Library management

The library management module takes care of all library-related activities from searching for books, issuing books, tracking of books, etc. Library management with barcode integration is one of the most required modules by colleges.

12. Inventory management

This module takes care of the college’s purchase orders, goods’ invoices, in-house stock management,  equipment, and other assets tracking. It also generates detailed asset reports.

13. Placement management

This module helps the colleges to plan and streamline the campus placement activities. You can plan the campus recruitment drive, track applicant status, and provide instant result announcements.

14. Reports

There will be hundreds of reports available from college management software to help with various decision making. This includes the default reports in each module and also the fully customizable reports available from the custom report module.

Fedena College Management Software comes with 50+ features which help in mitigating the work efforts and aid towards increasing your productivity for managed growth. Visit our feature page to explore all features. 

Major benefits of Fedena Campus Management System Software:

1. Saves precious time

The major benefit of college management software is time, professors and other faculty can save by the proper implementation of the software on the campus. With the different modules available for daily usage like attendance management, fee management, automated notifications to parents and students, etc. faculty can save precious time which would have been spent in administrative activities in the absence of college management software.

2. Customizable & Affordable

The features and functionality of various campuses vary from each other therefore we offer tailor made solutions. We offer customization according to the institute’s needs. Apart from this, Fedena college management software is an affordable solution and comes with no limits on the number of students, teacher, and parent logins.

3. Comprehensive Training & Support

We provide full fledged training sessions and support after implementation for the users. On our support page users can explore feature based tutorial videos which help in letting users learn the functionality of this system in their own time and pace.  

4. Data Security

Data security is one of the key benefits of college management software. As it ensures that students & staff members personal data remain protected from unauthorized or malicious access. We also offer data backup facility. 

5. Multi-Campus Management

There are various institutions that include multiple branches under them. To manage a group of institutions from a single platform we offer multi-institute ERP software. With this application, admin gets a bird eye view on all branch operations from a single dashboard. To know more about, visit our Multi-School Management System.

How to choose the right college management software for your college?

Once you understand the benefits of a college management software, you will be interested to purchase a new college management software or upgrade from the existing software that may not be serving you properly.

So it is very important that you choose the right college management software that suits the unique system and process of your college. 

  1. The first step is to study the software used in other colleges like yours. Collect information from as many colleges as possible and make a list. Also, collect from them the benefits and challenges faced by these colleges. This will be a good starting point to understand the software market in your geography
  2. After that understand the total cost of ownership of the software by comparing it with the next 5-year operational plan. How many students will be there in the next 5 years? Will the college maintain the same student intake or are you planning to grow and expand? This is important as the software price may be dependent on student numbers. Check with your vendor for more details on five-year pricing.
  3. The next step is to understand the features of the software and check whether it fits with your unique requirements. This can be achieved by creating a small panel of faculty to select and manage the college management software.
  4. Along with the above step, you can also decide to host the software on-premise or online(SaaS). With present trends, you will most probably choose SaaS.

Here is an article on implementing software starting from the step of choosing the software. The tips are applicable to colleges also. And our experts are available to help you in choosing the right college management software. Contact us now.

engaged students in virtual classroom

How to keep Student Engaged in Virtual Classroom?

One of the biggest challenges for teachers across the ages has been to keep the students in the classroom engaged and attentive to the content that is being taught. 

Over the years, innovative and enterprising teachers have come up with unique ideas to help the students connect with the subject. From introducing games to the students to including video to make the topics more relatable to the students and to boost engagement rate between student and teacher

In recent times, the introduction of technology in the classroom has helped enrich and enhance the pedagogical process. Tools such as Interactive Whiteboards, Virtual Reality, Augmented Reality, Video and Game based learning among many others have transformed the new-age classroom and made learning more interesting than ever before.

Learning in the Age of COVOD-19

Today, the world is changing once more as work-from-home and learn-from home is the new mandate in almost every part of the world. In this scenario, schools have adopted virtual classrooms as the new norm and educators are making every valiant effort to keep educating kids as best as they can.

While these online classes, ensure that the education of the students in not interrupted, teachers do not have any prior training programs for virtual or remote teaching. As a result, many teachers continue to replicate what they do in a classroom, but they are not always successful as they struggle with disengaged and demotivated students. 

To engage with students in a virtual classroom, it is important to shift the way of thinking and learn to adapt to newer methods.

Let’s see what are the new ways to keep student engaged in Virtual Classroom:

1. Prepare in Advance

Just like a traditional classroom, a virtual classroom also needs the teachers and the students to be prepared in advance. A useful tip will be for the teachers to create a list of all the things the students need and then to send out the list to all the parents so that they can prep the learners with all the resources. These can include books, texts, stationary etc.

For teachers too, they can test out their slides with the font sizes, colours, template designs and screen ratios to ensure on- screen readability. This preparation can also include an audio clarity test.

2. Set the rules at the beginning

Just like the teachers, the students too are not familiar with the concept of a virtual classroom and hence teachers can start every morning with familiarising the students with the rules of a virtual classroom. These rules can include guidelines on mike, camera, chat etiquette for the students to follow.

3. Create a reward system for the students 

One simple way to engage the learners in the virtual classroom is to introduce short-term and long-term goals and rewards into your online classroom. Rewards such as positive feedback, virtual points, badges can go a long way in reinforcing the learnings and motivating the student to engage better in the classroom

4. Questions, questions and more questions

In an attempt to keep the students more engaged, it is important that the teacher ask as many questions to the students as possible. Instead of just reading or explaining the lesson to the students, questions allow the lesson to be more interactive and hence keeps the students engaged. Teachers can ask the five W and H questions related to the lesson – What, Who, Why, Where, When and How.

The teacher must also encourage more questions from the students to augment the engagement levels in the virtual classroom. Many experts also suggest that teachers can keep a count of the number of questions each student asks, to ensure that all the students are engaged and attentive. 

5. Keep the class short and lessons crisp

Learning online is a huge task, especially for younger students who may find it daunting to sit before the screen for long hours. By splitting content into smaller more manageable bite-sized chunks, educators can help to keep students to stay engaged and feel enthusiastic about the virtual learning experience. This is also a good way to abate online learning fatigue. 

6. Continuous progress check-ins

One of the easiest ways to remind students of the previous lessons and help them feel connected to the class is through short-term progress checks. These can include revision, assignments or quick quizzes on previous topics to jog the student’s memories and help them connect the dots between the classes/

7. Building a student teacher bond

Just as some students do not connect in a traditional, physical classroom because they feel invisible and believe that they have no valuable inputs, similarly many students may also feel that they will not be missed in the virtual one. Additionally, some students do not find their teachers very engaging or are unable to relate with them. For such students, teachers can try building a relationship, getting to know them though a video or voice call outside of the classroom to help them feel motivated.

Other small tips can include asking the student for their opinion in the classroom, giving positive and encouraging feedback etc.

8. Use the flipped classroom model to engage the students

Using the flipped classroom model, teachers can send students resources such as texts, videos, podcasts, etc., to provide background knowledge to the topic being learnt.

The actual learning time in the virtual classroom can then be used for subsequent learning activities like group or one-on-one discussions. This will ensure that the precious time in the classroom is used to strengthen the understanding of the concepts, while the students stay interested and motivated.

For many students as well as for teachers this adaptation from a traditional classroom to a virtual meeting space for learning is not easy.

Today, teachers need to remember that the need of the hour is for unlearning their processes and teaching method and look for new ways in which they can harness technology to teach better and made a stronger impact on their students, who are also struggling in isolation without their peers.