Student Academic Management System (SAMS) is an integrated Academic Management System and comprehensive tool for students/parents, administrators at colleges & Government as well, to overcome the challenges in the process of college admissions and post admission processes. The entire college admission process was proposed to be digitized in SAMS starting from Application, Selection, and Intimation & Admission for hardware & connectivity architecture, a Hub & Spoke model was conceived. Web-enabling of the entire database was done with a drill-down approach designed for citizen information, planning decision support by OCAC & CSM Technologies. The same is now available on the website of Higher Education Department (DHE) at www.dheOdisha.in. Apart from the reports, a student is able to track his/her admission status, college wise intimation lists, roll number after admission and a plethora of other student related services after admission, through the website itself. The administrators of the system can update student information at the back-end of the web portal, enabling updated information about the department and each of the colleges. This approach goes a long way in imbibing transparency and increasing the efficiency of the College and thereby helping them to provide better service to students.
Not only the service provided to students has become easy and quick but also SAMS has reduced the repetitive work load of the college staff to a large extent. SAMS in its developed form was to have two components, i.e., e-Admission & e-Administration. SAMS provides a transparent, flawless and uniform platform for college admissions consuming lesser time through e-Admission and several services to students in the colleges through e-Administration after admissions are completed. SAMS has a comprehensive reach across the entire state of Odisha and its gamut covers all Junior (+2) & Degree /Autonomous (+3) colleges irrespective of their source of funding & area of location ranging to 1431 & 705 respectively.
e-Admission of SAMS enabled students to apply online through one Common Application Form (CAF) for all intended colleges ,take a printout, sign it and submit with relevant documents at the nearest SRC. It allows students to apply through one Common Application Form (CAF) for all SAMS colleges, digitize the same & upload to a central database, process through an Application software to generate selection lists for each of the stream/ colleges included under SAMS, send intimation through several modes like SMS, email, website etc., admit the selected applicants and update their status in the central database.
e-Administration uses the database created by e-Admission to manages the student information by accepting adding, modifying or removing information about students and generating reports. It captures the student attendance, marks scored in tests, class timetable and previous education qualification. It is integrated for student, parents and faculties who can share this vital information within each other. It also facilitates the services provided to the students like issue of Admit Card/library card, allotment of Sections/ subjects/ hostels; long roll preparation and preparation of Return of Matriculates/Intermediates for submission to Council of Higher Secondary Education, Odisha & respective Universities respectively.
To ensure a smooth admission process in all the colleges, the concept of SAMS Resource Center (SRC) was introduced. These SRCs acted as facilitators for students/parents throughout the entire process of admission. Each year more number of colleges are given the status of SRC in order to make these more locally accessible. At present, 523 Junior & 438 Degree SRCs have been setup to cater to the load of 1431 Junior & 705 Degree/Autonomous Colleges of the state. Each SRC is equipped with a resource pool of one DEO, hardware and adequate infrastructure. The SRCs were made responsible for collecting the Common Application Forms (CAF), validating them online through college teachers as validators and then getting the selected candidates admitted to their choice colleges. To monitor and train the resource pool at the SRCs, 30 Nodal colleges @ one per district were identified and strengthened. The resource pool therein was made adept to monitor and control the SRCs. The monitoring and delivery hierarchy ensured the success of SAMS in the entire state of Odisha.
The CAF is made to be accessed by students staying even at all the remotest places of Odisha. This was made possible by empowering the thousands of CSCs throughout the state. This solves a two-pronged issue of making CSCs operational as well as sustainable as well as building content for them to work. All internet cafes also were made eligible to fill the CAF online for students in return of some nominal fee. Apart from these, the SRCs were also empowered and directed to help filling CAFs whenever required.
The salient features of this ICT solution are as follows:
- Single window admission system.
- Common Application Form (CAF) and Common Prospectus for all colleges.
- SMS/e-mail alert to applicants/students at each instance.
- Applicants can check their application status post submission of their CAFs & before the merit list is published, at any point of time.
- After publication of merit list students can compare their selection status with that of others.
- Unique 8 digit code allocation to every college. Coding of colleges helps identifying the location, source of funding & type of the college.
- Centralized selection for all colleges.
- Flexibility to accommodate any customization as per the requirement of HE Dept..
- Backend integration of qualifying exam results to ensure correctness in applications submitted.
- Opportunity to students to go for higher choice of colleges / options