Admission Management System &Role in Student Data Collection

The motive of every educational institution is to provide the best education to its students. Moreover, they also aim to maintain educational quality and standards. In addition to maintaining the quality of education, schools and other institutions also focus on enhancing their enrollments. However, converting a potential candidate into a student takes time and effort from the end of admission counselors and other staff members assisting the admission procedure. According to AISHE by MHRD, 36.6 million students graduate on a YOY basis. During the admission process, a lot of student data is generated. Such piles of data require proper methods for student data collection and storage. Today, we will see how an admission management system can help educational institutions in student data collection and make the process more efficient. Moreover, the system can effectively boost the student inquiry to admission ratio.

What is an admission management system?

The admission management system is a tool that helps educational institutions ease their admission process and make the admission inquiry more streamlined. With the help of this system, institutions can make the admission process convenient for parents and students. They can handle multiple queries and boost the efficiency of their admission counselors. The system digitally captures student inquiries, checks their eligibility, boosts the follow-up procedure, collects documents, and completes the admission process effortlessly. After student data collection, the software also categorizes and manages the data. As the information is stored on a cloud-based storage system, there are no threats of data loss or privacy breach.

The admission management software is critical for every stakeholder. For example, it helps students to apply for admission online, check their application status, submit relevant documents, and pay the admission fee online.

Needless to say that the admission process is lengthy. From lead generation to enrollment, students and parents have to go through multiple steps. Moreover, the traditional admission system involves paperwork and multiple visits to the institute’s campus. The modern solution of admission management removes hurdles and makes the process convenient for all.

Need for an admission management system

Most educational institutions face challenges during the admission process. These setbacks may influence the overall enrollment ratio and keep the top-performing students at bay. To avoid such obstacles, institutes need an admission management system. This software can solve the admission-related problems mentioned below.

Low inquiry-to-admission ratio
Inefficiency in student inquiry capture, student data collection, and management
Admission-related confusions

A few benefits of using an admission management system are:

Reduction in manual labor
Selection of eligible candidates effectively
Generation of the automatic rank board for the better enrollment process
Reduction in paper usage
Enhancement in admission counselors’ productivity
Better student experience
Access to real-time reports

Adopting an automated system for student admission can enhance the productivity of admission counselors and boost the enrollment ratio.

How can the admission management system help in student data collection?

When inquiring about the admission process in an institute, students need to submit their basic information like name and address. This is the first touchpoint that generates student data. Educational institutions need to collect and manage the information for follow-up procedures. Likewise, a student passes multiple data points during the entire admission process. Therefore, having a system for student data collection and management becomes a prerequisite for institutes.

An admission management system can help in student data collection in the following ways.

Capture student inquiries

Earlier, schools and colleges generated inquiries through referral programs and print ads. Today, those systems of lead generation have become obsolete, and leads can pour in from multiple sources. Social media, websites, offline ads, and performance marketing are a few ways of generating leads. If institutes do not have a proper system, they can miss out on inquiries leading to a sub-par enrollment ratio. But with the help of admission management software, institutes can capture all leads without fail.

Track application status

An application form consists of various sections and subsections to collect all information. However, students may find it difficult to fill in all the details in one go. As a result, they may leave the application process in the middle. The online admission system makes the work easier for students as they can apply online and check their application status in real-time. Moreover, the system auto-saves the form so students can resume the application anytime they want to.

Track student journey

A student's journey does not start after enrollment; instead, it starts from the time they approach an institute for admission inquiries. Therefore, assisting them from the beginning of their journey becomes critical for every educational institution. It shows their care and concern for students. Admission management software captures student journeys from the start and presents them in a consolidated form. Moreover, it also helps counselors track the application status, drop-offs, pending and solved queries, tickets raised, etc. Having access to all information helps counselors interact with students on a personal level.

Help in the document collection

The automated application system allows students to upload their documents on the dashboard. As and when students upload the documents, school authorities can use the information for student data collection. The admission management system can make different buckets for adding information. Moreover, it reduces paperwork and manual data collection as the information is saved in an online portal. The system is also advantageous for counselors as it reduces their workload. They can reduce the response time which is a primary reason for the low enrollment ratio in various institutions.

Automate the selection process

The admission management system generates an automatic rank board to notify school admins about top-performing candidates. In addition, admins can map student journeys and bring transparency to the admissions process. Likewise, the system is beneficial for institutes having multiple locations. They can distribute the inquiries to counselors based on the institute’s location.

Provide proper response

Managing bulk inquiries may reduce the efficiency of admission counselors, and they may miss out on a few names. As a result, they may not reach every potential candidate and the enrollment ratio may suffer. With the admission management system, educational institutes can prioritize their response. They can reach out to potential candidates efficiently. Moreover, the system also notifies them about which candidate they need to reach out to and at what time.

The practice of Admission Management is often considered the best means of ensuring quality education at any school, institution or other academic enrollment. According to AISHE by MHRD, India sees approximately 37 million students graduate every year. Given the pre-existing cultural and demographic differences between the states of India, this number is indicative of several challenges, especially the collection and annotation of student data during the admission process.

What are the major steps in the admission process?

While parents and students are benefited from an efficient admission system, the major steps of the process are carried out by the administrative staff. Using admission management software allows for continuous improvement and a more time-efficient admission process. The major steps are as follows:

Gather information from websites/other sources.
Fill out application forms with the required documentation.
Repeat the above steps till the candidate is selected at an institution.
Depositing for confirmation of selection.
Appropriate allocation of room, subjects, mentor, etc based on biometric data.

What is the role of Admission Management in student data collection?

It is said that necessity is the mother of invention. The development of admission management software can be credited to its role in student data collection, the most tedious and repetitive part of the admission process.

Provides a thorough report on popular student queries and requirements, which can be incorporated to create a more interactive website.
The digitalisation helps speed up both sides of the process by allowing applicants to track admission status and helping counsellors create an integrated environment.
Proper labelling and annotation of student demographic data help in the resourceful selection and enrollment of students.

How does Admission Management Software Benefit Schools?

The benefits of automation in general have made education and educational services much easier to process. In particular, this unique software provides benefits such as:

Environmentally friendly; it reduces the usage of paper.
Provides a better learning experience for students.
Automatically generates rank board for admission of students according to rank.
Real-time updates and regular reports are a touch away.
Decreases usage of manual labour and human errors arising during.
Better margins for admission and higher enrollment ratios.

Student data collection is a vital step in the entire admission process. In addition to data collection, institutes also need to manage the gathered information accurately. The admission management system gives institutes an upper hand and handles data efficiently. Moreover, the system is also capable of tracking student journeys and automating the selection process.

Teachmint is one of the leading education infrastructure providers in the country. With our advanced learning management system, you can improve the teaching-learning experience. Our offerings like education erp, admission management system, fee management system, and others conveniently digitize educational institutions.

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