02 Self-Learn Admissions

This article is the third part of our self-learn series. The initial setups in Admissions should be performed after completing the initial setups in Marketing. Once the initial setups in Admissions is completed, kindly read Self-Learn Finance.Admissions is a module available for Sqayy CMS users upon subscription. The admissions module allows user to keep track of applicant status, manage student and applicant’s information, perform semester registration, manage intake, manage academic session, manage registration days and manage student status.User would no longer have to keep student and applicant information in a spreadsheet. This demolishes the practice of having different list of students according to departments. All departments will have the same list of students and applicants. Staff can also change the student status of multiple students at once. This is particularly useful when staff wants to update the status of students to Graduated.

Daily Tasks

Daily tasks refers to processes that must be performed by marketing staff on a daily basis. Take note that the tasks in this article do not necessarily match the SOP of a campus.

As a marketing staff, they are responsible to manage prospect and perform marketing activities. The list of tasks are like so:

Generate admissions letter – Letters generated by the system will write the applicant’s name, home address and IC no (among many other things) for you.
Apply on behalf of applicants – Staff can make an application on behalf of applicants and prospect through staff portal.
Submit application form – Staff can submit application form on behalf of prospects.
Process application – Staff can decide whether applicant is eligible or not eligible to enrol.
Accept offer to enrol on behalf of applicant – Staff can accept or decline enrolment offer on behalf of applicants.
Register applicants – Once an enrolment offer has been accepted, staff would have to register applicants so they can become Active students.
Update student information – Staff can update student and applicant information in case updates are necessary.
Update student supporting documents – Staff can update student and applicant supporting documents when necessary.
Update student contacts – Staff can update student contacts when necessary.
Update student past education background – Staff can update student past education background when necessary.
Perform semester registration – Staff can perform semester registration.
Change status of multiple students at once – Staff can change the status of multiple students at once. This feature is meant for graduates.
Add student remarks – Staff can add notes regarding a student.

Initial Setups Checklist

In Sqayy CMS, a single module such as Admissions is dependent on how other modules were configured. This means that the settings in General, Academic, Finance and etc are related to how well the admissions module can function. As an integrated system, user needs to perform initial setups that are not in Settings > Admissions before admissions module can be rolled out.

Refer to the table below for the initial setups that must be completed in the correct sequence before user can proceed with using admissions module.

Directory	Feature	To Do	Checkbox
Settings > Academic	Faculty	Create faculties
Settings > General	System Preference	All fields are updated
	Organization Information	All fields are updated
	References	All items are updated
	Phrase	All fields are updated
	Access Level	Add new access level Tick relevant features in the access level Save access level
	Staff	Add new staff Note that password is IC No/Passport
	Barring	Update all fields
Settings > Admissions	Document Types	Add document types
	Letter Templates	Add letter templates
	Student ID	Set student id format
	Application Form	Hide fields for application form in staff portal (Staff Application) Mandatorize fields for application form in staff portal (Staff Application) Hide fields for online application form (Online Application) Mandatorize fields for online application form (Online Application)
	Education Level	Add new education level if necessary Update education level if necessary Add subjects to the education level if necessary
Settings > Academic	Grading Scheme	Add grading scheme
	Courses	Add courses
	Programs	Add programs
	Document Checklist Revision	Mandatorize document types Hide document types
	Study Plan	Add study plan Manage study plan revision
Settings > Finance	General	Update all fields
	Account Types	Add account types
	Taxes	Add taxes
	Course Price	Add course price
	Notification	Add invoice notification
	Payment Method	Add payment method
	Bank	Add bank
	Approver	Add transaction approver
	Academic	Add academic
	Sponsor Status	Add sponsor status
	Sponsor	Add sponsor
	Online Payment	Update all fields
	Adjustment Type	Add adjustment type
	Academic Session Billing Date	Update all fields
	Transaction Types	Update all fields
	Penalties	Update all fields
	Chart of Accounts	Add account codes
	Fee Structure	Create fee structures Add account codes to fee structure
	Instalment	Create instalments
	Fines	Add fines
Admissions	Intakes	Add intakes Add registration days
Admissions	Academic Sessions	Add academic session

Daily Tasks

Initial Setups Checklist

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