Student Affairs Automation
Corporate automation that digitizes all student affairs operations on a single platform, from the academic calendar and course registration to exam management and diploma and transcript processes.
New Standard for Digital Student Affairs
Student Affairs Automation digitizes all student affairs end-to-end, including the academic calendar, unit and program structures, course and exam management, and diploma and document processes. It offers a scalable structure at the university, faculty, institute, and vocational school levels.
Scheduled Full Process Management
The academic calendar, approved at the beginning of the academic year, is defined in the system; all processes are automatically planned and executed according to this calendar.
Central Student Database
The process, which begins with data from the YÖK (Council of Higher Education) system, ensures a continuous flow of data through registration renewal, course enrollment, grading, and graduation stages.
Multi-Role Use
Students, academics, student affairs staff, and university administration access the system through panels appropriate to their roles.
Reportable and Auditable Structure
It generates detailed and traceable data for strategic plan indicators, quality processes, and board reports.
Academic Calendar, Department and Physical Infrastructure Management
The approval of the academic calendar, the definition of units, and the establishment of classrooms and physical structures form the basis of all student affairs processes.
Academic Calendar Management
- Description of academic years and semesters (Fall/Spring/Summer school)
- Registration, course enrollment, add/drop, exam and grade entry dates.
- All processes must be carried out according to the dates specified in the calendar.
Unit and Program Structure
- Adding newly established academic and administrative units to the system.
- Establishing the faculty, department, program, institute, and vocational school hierarchy.
- Unit-based classroom and physical structure definitions and reporting.
Curriculum and Course Structure
- Program representatives' curriculum development and updating processes
- Support in creating courses, preparing course plans and course schedules.
- Monitoring and reporting on course-program-faculty relationships.
Course Enrollment, Examinations, and Evaluation Processes
From course registration periods to exam weeks, every step is managed through a workflow that is controlled and reportable by the system.
1. Student Registration and Counseling
Transfer of students who have been accepted to university from the YÖK system to the Ubys structure; automatic updating of advisor relationships each semester.
2. Course Registration and Add-Drop Weeks
The system automatically monitors and instantly reports student course registrations based on prerequisites, credits, and program rules.
3. Exam Identification and Invigilator Assignment
Creating the exam schedule, planning exam rooms, assigning invigilators, and assigning students to different classrooms/lecture halls.
4. Grade Entry and Verification
Academics' grade entry screens; detection of incomplete grade entries, warnings, and reporting to relevant departments.
5. Review, Supplementary, and Appeal Processes
Exam retakes, make-up exams, and grade appeals are managed through the system; the entire process is recorded.
Student Module: Personal Academic Cockpit
Students track their entire academic journey through a single dashboard: courses, grades, attendance, documents, and exam processes become transparent.
Grade and Attendance Tracking
Students can instantly view their course grades, semester averages, attendance records, and academic trends.
Course Schedule and Exams
Weekly class schedules, exam locations and times are presented in a calendar view on the student panel.
Surveys and Feedback
Participation in course and program-based surveys systematizes student voices in quality processes.
Document Applications
Requests for student certificates, transcripts, military service documents, etc., are managed through online application and tracking screens.
Academics Module: Course and Student Management
A system that simplifies the processes of courses, exams, grading, and attendance for academics, while also offering consulting and reporting capabilities.
- List of courses offered, class lists, and attendance/participation screens.
- Midterm, final, make-up, and supplementary exam grade entry screens.
- Note: Warning mechanisms for input errors and incomplete entries.
- List of students being mentored and academic status summaries.
- Fields for course registration approval, special circumstances, and advisor notes.
- Monitoring students who are approaching graduation.
- Subject-based achievement distributions, class averages, and statistical summaries.
- Reports that can be linked to program outcomes and learning objectives.
Reporting, Documentation, and Board Processes
All output processes, from board decisions to diploma printing, transcripts, and official documents, become subject to audit.
Board of Directors & Decisions
- Processes for adding, deleting, and updating board of directors' decisions in the system.
- Linking decisions to programs, students, or courses.
- Auditable decision archive and reporting.
Diploma and Graduation Procedures
- Monitoring individual and unit-based diploma processes.
- Immediate implementation of regulations and error-free reporting.
- Checking graduation status, missing courses, and special circumstances.
Official Document Management
- Production of reports such as transcripts, student certificates, military service certificates, etc.
- Adding new document types to the system and template management.
- Traceability of document request and delivery processes.
Integration, Security and Continuity
Student Affairs Automation integrates with other TOKU modules and external systems, providing a seamless and secure environment.
External System Integrations
YÖK (Council of Higher Education) exchanges data with authentication systems and other institutional systems; regular backup and recovery plans against data loss.
In harmony with the TOKU Ecosystem.
Student Affairs works integrated with the Education Management System, Alumni Information System, Event Management, and Continuing Education Center modules.
Uninterrupted System and Security
Monitoring, logging, and alarm mechanisms to ensure uninterrupted and trouble-free system operation; access and authorization security.
Gallery
Examples from student, academic staff, and student affairs panels; course schedule, exam schedule, grade entry, and reporting screens.
Frequently Asked Questions
It was primarily developed to suit the university structure; however, it has a flexible architecture that can be used in all institutions with faculties, institutes, vocational schools, and similar structures.
Many operations, such as viewing grades, registering for courses, tracking attendance, participating in surveys, applying for documents, and viewing course and exam schedules, can be performed from the student panel.
Enrollment and course attendance statistics, success rates, graduation data, course-based and program-based performance reports, and summary and detailed reports necessary for strategic planning and quality processes can be generated.