Easylib

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Enrolment to Studies

Entire Automation System for Libraries

E-Mail: info@easylibsoft.com

Website: http://www.easylibsoft.com

Enrollment to Studies

Introduction: Enrollment to Studies in EasyLib

It involves an educational institution using the software for admissions management, student data handling, and course registration, allowing students to apply, get accepted, and register for courses (like grades, classes, or specific subjects) via an automated system, with features for managing documents, fees, and tracking progress

Key Easylib Features for Enrollment:

  1. Admissions & Student Management: Handles pre-admission, enrollment, and student data.
  2. Learning Management System (LMS): Automates course registration and provides digital access to learning materials.
  3. Reporting: Generates reports on admissions, fees, and enrollment status.
  4. Flexibility: Supports enrollment into grades, specific courses, or hybrid models.

Grade wise Enrollment – EasyLib

Grade wise Enrollment in EasyLib helps institutions systematically assign students to grades, classes, sections, and batches, ensuring accurate academic structure and reporting.

1.Grade – Class Enrollment (Students)

This option is used to enroll students into a specific class under a selected grade. It ensures that students are correctly mapped to their academic level for library access, circulation rules, and reporting.

1.1 Grade – Section Enrollment

The Grade – Section Enrollment screen is used to enroll students into a specific grade and section for a selected academic year.

Step 1: Select Basic Details

At the top of the screen, select the required filters:

  1. Institute – Choose the institution
  2. Academic Year – Select the relevant academic year

  1. Grade – Select the grade (e.g., Grade 8, Grade 10)
  2. Section – Choose the section (e.g., A, B, C)

Click List to display enrolled students for the selected grade and section.

Step 2: View Enrolled Members

  1. The Members Enrolled table shows students already enrolled in the selected grade–section.
  2. Details displayed include:
  3. Member ID
  4. Name
  5. Roll Number
  6. Date of Enrollment
  7. If no students are enrolled, the table will show “No data available”.

Step 3: Enroll Students

You can enroll students using two options:

Enroll / Add Single Member

  1. Use this option to enroll one student at a time.
  2. Select the student and confirm enrollment into the chosen grade and section.

Enroll / Add Multiple Members

  1. Use this option to enroll multiple students in bulk.
  2. Select several students at once and enroll them together, saving time.

Step 4: Manage Enrolled Students

  1. Select one or more students using the checkbox in the list.
  2. Click Remove Selected to remove students from the selected grade–section if required.

Step 5: Search and Navigation

  1. Use the Search box to quickly find a student by name or roll number.
  2. Use pagination controls (Previous / Next) to navigate through the list.

Outcome

Once enrolled:

  1. Students are officially mapped to the selected grade and section
  2. Enrollment data is used for circulation rules, reports, and statistics
  3. Accurate academic structure is maintained in EasyLib

1.2 Grade – Batch Enrollment

Grade-Batch Enrollment features that allow educational institutions to manage student and staff enrollment, track attendance, and organize academic structures based on specific grades and batches.

This system helps in:

  1. Organizing Academics: It manages the structure of student enrollment into specific classes and grades, ensuring a structured academic environment.
  2. Tracking Attendance: Institutions can track attendance by grade and class, a feature that can be linked with automated systems like RFID card readers.
  3. Managing Member Data: The membership module allows for capturing detailed profiles and performing mass updates of records (e.g., when one batch completes a course).
  4. Streamlining Administration: It automates administrative tasks, reducing manual effort in managing student records, schedules, and documentation.
  5. Providing Student Access: Students are given individual login portals where they can view their grade, batch, class status, and academic reports.

Step 1: Select Enrollment Criteria

From the top section of the screen, select the following details:

  1. Institute – Select the institution
  2. Academic Year – Choose the relevant academic year
  3. Grade – Select the grade (e.g., Grade 9, Grade 12)
  4. Batch – Select the batch (e.g., 2024–25, 2025–26)

Click List to view students already enrolled in the selected grade–batch.

Step 2: View Enrolled Members

  1. The Members Enrolled table displays students assigned to the selected grade and batch.
  2. The table shows:
  3. Member ID
  4. Name
  5. Roll Number
  6. Date of Enrollment
  7. If no students are enrolled, the message “No data available in the table” is displayed.

Step 3: Enroll Students

You can add students using the following options:

Enroll / Add Single Member

  1. Used to enroll one student at a time into the selected grade and batch.
  2. Suitable for individual admissions or corrections.

Enroll / Add Multiple Members

  1. Used to enroll multiple students simultaneously.
  2. Ideal for bulk enrollment at the beginning of an academic year.

Step 4: Manage Enrolled Students

  1. Select students using the checkbox in the list.
  2. Click Remove Selected to remove students from the grade–batch mapping if required.

Step 5: Search and Navigation

  1. Use the Search field to quickly locate a student by name or roll number.
  2. Use pagination controls (Previous / Next) to navigate through the list.

Outcome

After successful enrollment:

  1. Students are accurately mapped to the selected grade and batch
  2. Enrollment data supports circulation rules, access permissions, and reports
  3. Institutions can easily track batch-wise student strength and statistics

Class-Section Enrollment

The Class-Section enrollment feature in EasyLib is a core component of its Campus ERP (Enterprise Resource Planning) system, allowing administrators to enroll students and staff into specific grades, classes, and sections. This system manages student lifecycles and integrates with attendance, timetable, and learning management modules.

Key Features of Enrollment Management

  1. Student and Staff Enrollment: The system allows the enrollment of both students and staff members into specific academic groups (grades, classes, sections).
  2. Grade and Class-wise Tracking: Institutions can track enrollment and subsequent attendance based on specific grades and classes.
  3. Integration with other Modules: Enrollment data automatically interacts with other modules, including:
  4. Attendance tracking
  5. Timetable management
  6. Learning Management System (LMS)
  7. Data Management: Features include the ability to see full enrollment history, import data from other systems, and export reports.
  8. Course Registration: The system also supports course registration and section allocation as part of its campus administration features

Screen Overview

The screen is divided into three main areas:

  1. Selection & Filter Panel
  2. Members Enrolled Grid
  3. Enrollment & Management Actions

1. Selection & Filter Panel (Top Section)

This section defines where students will be enrolled.

Institute

  1. Selects the institution (useful for multi-institution or campus setups)
  2. Mandatory field
  3. Do term provide sailable academic years, grades, and sections

Academic Year

  1. Defines the academic session (e.g., 2024–25)
  2. Enrollment is always academic-year specific
  3. Prevents mixing of students across years

Grade

  1. Represents the class/standard (e.g., Grade 8, Grade 10, Class 12)
  2. Drives circulation rules, loan limits, and eligibility

Section

  1. Sub-division of a grade (e.g., A, B, C)
  2. Enables section-wise grouping and reporting

Subject (Optional)

  1. Used when enrollment needs subject-level association
  2. Helpful in higher education or subject-based tracking
  3. Optional based on institutional configuration

Buttons

  1. List
  2. Displays students already enrolled under the selected criteria
  3. Clear
  4. Resets all selected filters

2. Members Enrolled Grid (Middle Section)

This section displays the list of students currently enrolled.

Columns Explained

  1. Checkbox – Select one or more students for removal
  2. Member ID – Unique EasyLib membership ID
  3. Name – Student name
  4. Roll Number – Academic roll number
  5. Date of Enrollment – Date the student was enrolled into this class-section

Additional Controls

  1. Show entries – Controls number of records displayed
  2. Search – Quick search by name, roll number, or member ID
  3. Pagination (Previous / Next) – Navigate large lists

No Data Available

If no students are enrolled, the system displays:

No data available in table

This indicates that enrollment has not yet been done for the selected criteria.

3. Enrollment & Management Actions (Bottom Section)

Enroll / Add Single Member

  1. Used to enroll one student at a time
  2. Ideal for:
  3. Late admissions
  4. Corrections
  5. Individual updates

Workflow:

  1. Click Enroll/Add single Member
  2. Select the student
  3. Confirm enrollment

Enroll / Add Multiple Members

  1. Used for bulk enrollment
  2. Ideal at the start of the academic year

Workflow:

  1. Click Enroll/Add Multiple Member
  2. Select multiple students
  3. Confirm enrollment in one action

Remove Selected

  1. Used to remove students from a class-section
  2. Requires selecting students using checkboxes
  3. Does not delete student records, only removes the mapping

Complete Workflow Summary

  1. Select Institute
  2. Select Academic Year
  3. Select Grade
  4. Select Section
  5. (Optional) Select Subject
  6. Click List
  7. Add students using:
  8. Single Member OR
  9. Multiple Members
  10. Verify enrollment in the grid
  11. Use Remove Selected if corrections are required

Outcome of Class-Section Enrollment

Once enrollment is completed:

  1. Students are officially mapped to Class & Section
  2. Data is used for:
  3. Circulation rules
  4. Student eligibility
  5. Class-section statistics
  6. Academic and library reports
  7. Ensures clean, structured, and auditable academic data

Class–Batch Enrollment

Easylib's Class-Batch Enrollment feature is part of its comprehensive EasyOne Education Resource Planning (ERP) software, which allows educational institutions to manage student enrollment into specific academic structures.

The system provides flexibility for enrollment based on various models:

  1. Grade and Section
  2. Class and Section
  3. Specific Courses
  4. A Group of Courses (hybrid model)

Key Features of Class-Batch Enrollment

  1. Flexibility: The system accommodates both traditional year-of-study enrollment and the course-based enrollment methods often required by modern education policies.
  2. Bulk Operations: You can save time by performing bulk enrollments and mass updates of student records, such as when a batch completes a course.
  3. Historical Data: Data is segregated by academic year, providing clear historical records of student enrollments and navigation to previous data.
  4. Integration: The enrollment module integrates with other Easylib modules, including the Learning Management System (LMS), Timetable, and Attendance modules, ensuring seamless data flow across the institution's operations.
  5. Attendance Tracking: Enrollment data is used to facilitate attendance tracking, which can be done manually, via RFID, or through API integration.
  6. Reporting: The system allows for generating reports of students and staff enrolled in specific classes and batches.

Screen Layout Overview

The screen consists of three functional sections:

  1. Selection & Filter Panel
  2. Members Enrolled Grid
  3. Enrollment & Management Actions

1. Selection & Filter Panel

This section defines where the student will be enrolled.

Institute

  1. Selects the institution (mandatory)
  2. Useful in multi-campus or group-of-institutions setups
  3. Filters available academic years, grades, and batches

Academic Year

  1. Defines the academic session (e.g., 2024–2025)
  2. Enrollment is always tied to one academic year
  3. Prevents mixing students across sessions

Grade

  1. Represents the class or academic level
  2. Determines applicable library rules (loan limits, access rights)

Batch

  1. Represents the student cohort/intake
  2. Examples: 2024 Batch, 2025 Batch
  3. Enables batch-wise control and reporting

Subject (Optional)

  1. Used when subject-level enrollment is required
  2. Common in higher education or subject-based structures
  3. Optional based on institution configuration

Action Buttons

  1. List
  2. Displays students already enrolled for the selected criteria
  3. Clear
  4. Resets all selected filters

2. Members Enrolled Grid

This section displays students currently enrolled under the selected class–batch combination.

Columns Explained

  1. Checkbox – Select one or more students for removal
  2. Member ID – Unique EasyLib member identifier
  3. Name – Student name
  4. Roll Number – Academic roll number
  5. Date of Enrollment – Date on which the student was enrolled

Table Controls

  1. Show entries – Select number of records per page
  2. Search – Quick search by name, roll number, or member ID
  3. Pagination (Previous / Next) – Navigate through pages

No Data Available

If no students are enrolled, the system shows:

No data available in table

This indicates that enrollment has not yet been done for the selected filters.

3. Enrollment & Management Actions

Enroll / Add Member

  1. Used to enroll students into the selected class and batch
  2. Allows selection of one or more students (based on system setup)
  3. Commonly used during:
  4. New admissions
  5. Batch creation
  6. Academic year rollovers

Workflow:

  1. Click Enroll / Add Member
  2. Select students
  3. Confirm enrollment

Remove Selected

  1. Removes selected students from the class–batch mapping
  2. Does not delete the student record
  3. Used for corrections, transfers, or reassignments

Complete Workflow (Step-by-Step)

  1. Select Institute
  2. Select Academic Year
  3. Select Grade
  4. Select Batch
  5. (Optional) Select Subject
  6. Click List to view current enrollments
  7. Click Enroll / Add Member to add students
  8. Verify students appear in the grid
  9. Use Remove Selected if corrections are required

Outcome of Class–Batch Enrollment

After successful enrollment:

  1. Students are officially mapped to class and batch
  2. Batch-wise student strength is maintained
  3. Data feeds into:
  4. Circulation rules
  5. Academic and library reports
  6. Class-batch statistics
  7. Ensures structured, auditable academic data

Class Enrollment Summary

The Class Enrollment Summary screen provides a consolidated, read-only overview of student enrollments across academic year, grade, section, and subject.which provides various reports on student enrollment and attendance. The specific steps usually involve using the robust reporting functionality within the system.

Key Features of the Summary Reports

The generated reports provide valuable statistics and details:

  1. Student Information List: A detailed list of all enrolled students.
  2. Attendance Tracking: Daily, weekly, or monthly attendance tracking for students and staff.
  3. Customizable Reports: The ability to customize reports by various criteria to get the exact data you need.
  4. Export Options: Functionality to export data for further analysis or record-keeping.

Screen Layout Overview

The screen is divided into two main sections:

  1. Filter & Selection Panel
  2. Enrollment Summary Grid

1. Filter & Selection Panel (Top Section)

This section is used to narrow down and analyze enrollment data.

College Name

  1. Selects the institution/college
  2. Useful for multi-college or group-of-institutions environments
  3. Filters all related academic data

Academic Year

  1. Displays enrollment data for a specific academic session
  2. Helps compare enrollment trends year-wise
  3. Mandatory for accurate reporting

Grade

  1. Filters data by grade/class
  2. Example: Grade 6, Grade 10, Class 12
  3. Useful for class-level strength analysis

Section

  1. Filters students by section (A, B, C, etc.)
  2. Enables section-wise distribution checks

Subject (Optional)

  1. Used when subject-wise enrollment tracking is enabled
  2. Common in higher education institutions
  3. Allows subject-level enrollment summaries

Action Buttons

  1. List
  2. Displays enrollment summary based on selected filters
  3. Clear
  4. Resets all selected filters

2. Enrollment Summary Grid

This section displays aggregated enrollment data, not individual student records.

Grid Columns Explained

Academic Year

  1. Shows the academic session for which enrollment data is summarized

Grade

  1. Displays the grade/class name
  2. Groups enrollment counts grade-wise

Section

  1. Displays section under the grade
  2. Useful for section-level analysis

Subject

  1. Displays subject name (if applicable)
  2. Helps track subject-specific enrollment

Counts

  1. Shows the total number of students enrolled
  2. This is an auto-calculated value
  3. Reflects actual enrollments done in enrollment modules

Action

  1. Usually provides a view or drill-down option
  2. Allows navigation to detailed enrollment screens
  3. Helps verify or audit specific enrollments

No Data Available

If no enrollment matches the selected filters, the system displays:

No data available in table

This means:

  1. Enrollment has not been completed, or
  2. Filters selected do not match any existing records

Grid Controls

Show Entries

  1. Controls the number of summary rows displayed per page

Search

  1. Allows quick filtering within the summary grid
  2. Can search by grade, section, or subject

Pagination

  1. Previous / Next buttons
  2. Used when multiple summary records exist

Complete Workflow (How to Use)

  1. Select College Name
  2. Select Academic Year
  3. Select Grade (optional)
  4. Select Section (optional)
  5. Select Subject (optional)
  6. Click List
  7. Review enrollment counts and summary data
  8. Use Action column for drill-down if required

Outcome of Class Enrollment Summary

After listing data:

  1. Administrators get a clear snapshot of enrollment strength
  2. Helps verify whether enrollment is complete
  3. Supports academic planning and reporting
  4. Ensures data consistency across enrollment modules

Class–Batch Statistics

It provides deep insights into library usage and member engagement, allowing institutions to generate reports on student/faculty borrowing patterns by course, grade, gender, or department, track academic progress via circulation data, manage member profiles, and automate alerts for overdue items, all supporting data-driven decisions and personalized services. These stats help identify popular subjects, manage resources efficiently, and ensure students/staff get relevant information through personalized logins and notifications.

Key Aspects of Class-Batch Statistics in EasyLib

  1. Student/Member Analytics: Generate reports showing who borrows what, when, and how often, broken down by class, batch, course, or custom fields.
  2. Usage Patterns: Understand borrowing trends by subject, department, or type of material (books, journals).
  3. Enrollment & Progress Tracking: Link library usage to academic data to monitor student progress and engagement.
  4. Personalized Services: Use statistics to tailor recommendations and alerts (e.g., new arrivals) for specific batches or classes.
  5. Data-Driven Management: Inform decisions on collection development, resource allocation, and policy adjustments.

This screen is read-only and is used for:

  1. Monitoring batch-wise student distribution
  2. Verifying enrollment completeness
  3. Supporting administrative decisions
  4. Preparing academic and library reports

It pulls data directly from the Class–Batch Enrollment module.

Screen Layout Overview

The screen is divided into two main sections:

  1. Filter & Control Panel
  2. Statistics Grid

1. Filter & Control Panel

Academic Year

  1. Select the academic session (e.g., 2024–25)
  2. Mandatory filter to view correct statistics
  3. Ensures data separation across academic years

Action Buttons

  1. List
  2. Retrieves and displays statistics based on the selected academic year
  3. Clear
  4. Resets the selected filters

2. Statistics Grid

This section displays aggregated enrollment data (not individual student records).

Grid Columns Explained

Institute

  1. Name of the institution
  2. Useful for multi-campus or group institutions
  3. Helps compare batch strength across institutes

Grade

  1. Represents the class or academic level
  2. Example: Grade 8, Grade 12
  3. Allows class-wise analysis

Batch

  1. Displays the batch or intake (e.g., 2024 Batch)
  2. Critical for cohort-based tracking

Subject

  1. Displays subject name (if subject-level enrollment is enabled)
  2. Common in higher education institutions

Total No of Students

  1. Shows the count of students enrolled for the given combination
  2. Automatically calculated by the system
  3. Reflects actual enrollments done in Class–Batch Enrollment

No Data Available

If no records match the selected academic year, the system displays:

No data available in table

This indicates:

  1. Enrollment has not been completed, or
  2. No data exists for the selected academic year

Grid Controls

Show Entries

  1. Controls how many statistic rows are displayed per page

Search

  1. Allows quick filtering by:
  2. Institute
  3. Grade
  4. Batch
  5. Subject

Pagination

  1. Previous / Next buttons for navigating large datasets

Complete Workflow (How to Use)

  1. Select Academic Year
  2. Click List
  3. Review class-batch-wise student counts
  4. Use search or pagination if needed
  5. Cross-verify data with enrollment modules if discrepancies are found

Outcome of Class–Batch Statistics

After listing:

  1. Administrators get a clear snapshot of batch-wise student strength
  2. Helps confirm enrollment accuracy
  3. Supports planning for:
  4. Library resources
  5. Academic infrastructure
  6. Reporting and audits

Grade Enrollment Summary

It provides robust tools for tracking Grade Enrollment Statistics, generating reports like admission summaries by grade/gender/category, monitoring attendance by class/section, and analyzing overall enrollment trends via customizable dashboards for better resource planning and administrative efficiency. These features help institutions manage student data, track progress, and gain insights into student demographics and resource utilization, supporting informed decision-making.

Key Features for Grade Enrollment in Easylib

  1. Admissions & Student Management: Manages student data from application to enrollment, creating detailed profiles.
  2. Reporting & Analytics: Generates specific reports, including:
  3. Grade, gender, and category-wise admission statistics.
  4. Enrollment summaries and status reports.
  5. Attendance summaries by grade and section

Nature of the Screen

  1. Read-only / Summary view
  2. Data is auto calculated from enrollment modules such as:
  3. Grade–Class Enrollment
  4. Grade–Section Enrollment
  5. Grade–Batch Enrollment
  6. No add, edit, or delete operations are performed here

Screen Layout Overview

The screen consists of two main sections:

  1. Filter & Selection Panel
  2. Grade Enrollment Summary Grid

1. Filter & Selection Panel

Institute / College

  1. Selects the institution or college
  2. Useful for multi-institution environments
  3. Filters grade-level data accordingly

Academic Year

  1. Selects the academic session (e.g., 2024–25)
  2. Mandatory to ensure correct enrollment data
  3. Prevents mixing data from different years

Action Buttons

  1. List
  2. Displays grade-wise enrollment summary
  3. Clear
  4. Resets all selected filters

2. Grade Enrollment Summary Grid

This grid displays aggregated enrollment data at the grade level.

Grid Columns Explained

Academic Year

  1. Shows the academic session for which the summary is generated

Grade

  1. Displays the grade or class name
  2. Example: Grade 1, Grade 10, Class 12

Total Number of Students

  1. Displays the total count of students enrolled in that grade
  2. Automatically calculated by the system
  3. Reflects actual enrollments from all related modules

Action (If Available)

  1. Allows drill-down to view:
  2. Section-wise breakdown
  3. Batch-wise or class-wise details
  4. Used for verification and audits

No Data Available

If no records are found, the system displays:

No data available in table

This indicates:

  1. Enrollment has not yet been completed, or
  2. No enrollment exists for the selected academic year

Grid Controls

Show Entries

  1. This Controls the number of rows displayed per page

Search

  1. It Enables quick search by grade name

Pagination

  1. It Navigate records using Previous / Next

Complete Workflow (How to Use)

  1. Select Institute / College
  2. Select Academic Year
  3. Click List
  4. Review grade-wise student strength
  5. Use Action option (if available) for deeper analysis

Outcome of Grade Enrollment Summary

After listing:

  1. Administrators get a high-level view of enrollment across grades
  2. Helps confirm enrollment completeness
  3. Supports decisions related to:
  4. Infrastructure planning
  5. Faculty allocation
  6. Library circulation policies

Grade–Batch Statistics

The Grade–Batch Statistics Grid in the Easylib library management software is an important analytical tool that provides detailed statistics and insights into library usage patterns based on specific student grades and academic batches.

This feature is crucial for:

  1. Performance Tracking: Helping library and institutional administrators correlate library resource usage with student academic performance (e.g., analyzing if higher library usage by certain batches leads to better grades).
  2. Reporting and Accreditation: Generating necessary reports and statistics required by accrediting bodies like NAAC, NBA, and NIRF.
  3. Data-Driven Decision Making: Informing decisions on resource allocation, collection development, and service improvements based on the specific needs and behaviors of different student groups.
  4. User Profiling: Providing extensive reports that detail member history, time spent in the library, overdue material, and borrowing patterns segmented by course, branch, and member type.

Nature of the Screen

  1. Read-only statistical report
  2. Auto-generated from:
  3. Grade–Batch Enrollment
  4. Student Enrollment records
  5. No manual data entry is done here

Screen Layout Overview

The screen is divided into:

  1. Filter Panel
  2. Grade–Batch Statistics Grid

1. Filter Panel

Institute / College

  1. Select the institution (for multi-campus systems)
  2. Filters grade–batch data institution-wise

Academic Year

  1. Selects the required academic session (e.g., 2024–25)
  2. Mandatory field
  3. Ensures accurate statistical output

Action Buttons

  1. List
  2. Generates grade–batch statistics
  3. Clear
  4. Resets all filter selections

Grid Columns Explained

Academic Year

  1. Displays the selected academic year

Grade

  1. Shows the grade or class name
  2. Example: Grade 8, Grade 12, Class XI

Batch

  1. Displays batch name or code
  2. Examples:
  3. Morning Batch
  4. Science Batch
  5. A1 Batch
  6. Represents a subgroup within a grade

Subject (If Applicable)

  1. Displays subject or stream associated with the batch
  2. Useful in subject-based or stream-based batch systems

Total Number of Students

  1. Shows total students enrolled in that grade–batch combination
  2. Automatically calculated by the system
  3. Reflects live enrollment data

Action (If Available)

  1. Allows drill-down to:
  2. View student list
  3. Cross-check enrollment details
  4. Used for verification and audit purposes

No Data Available Message

Displayed when:

  1. Grade–Batch enrollment is not completed
  2. No enrollment exists for the selected academic year

Grid Controls & Features

Show Entries

  1. Select how many rows to display per page

Search

  1. Quick search by grade or batch name

Sorting

  1. Click column headers to sort ascending/descending

Pagination

  1. Navigate using Previous / Next buttons

How Grade–Batch Statistics Are Calculated

The system:

  1. Identifies active students for the selected academic year
  2. Groups them by:
  3. Grade
  4. Batch
  5. Counts total students per group
  6. Displays aggregated results

No duplicates or inactive students are included.

Outcome of Grade–Batch Statistics

This report provides:

  1. Clear visibility of student strength per batch
  2. Identification of overloaded or underutilized batches
  3. Input for:
  4. Timetable planning
  5. Faculty allocation
  6. Library circulation rule configuration

Student Enrollment Import

The Student Enrollment Import screen allows administrators to bulk enroll students into Grades, Classes, Sections, and Batches by uploading an Excel file and mapping its columns to EasyLib database fields.

Key Enrollment & Import Features

  1. Bulk Registration: You can register hundreds of students simultaneously from a single file, which is the standard practice for new academic years.
  2. If using the Admissions Module, students who have been granted admission can be "ported" directly into the master student database to create their permanent campus ID.
  3. Customizable Fields: You can define custom fields (such as specific scholarship categories or library card types) during the import process to meet your institution's specific needs.
  4. Integrated Modules: Imported student records automatically sync with the Library Management, Attendance, and Examination modules.

Important System Note

Note: Input file must be .xls and max rows can be 5000

Meaning:

  1. Only Excel (.xls) format is accepted
  2. Each upload can contain a maximum of 5000 student records
  3. For larger data, split into multiple files

Top Action Buttons –

1. Choose File

  1. Used to browse and select the Excel enrollment file
  2. File must follow the EasyLib template format

2. Read from File

  1. Reads the selected Excel file
  2. Extracts column names and sample data
  3. Enables field mapping section below

3. Clear

  1. Resets the screen
  2. Removes selected file and mappings
  3. Useful if incorrect file is chosen

4. Download Template

  1. Downloads the official EasyLib Excel template
  2. Ensures correct column names and structure
  3. Highly recommended to always use this template

5. Instructions

  1. Opens detailed guidelines for preparing the import file
  2. Explains mandatory fields and data rules

Field Mapping Section

This is the most critical part of the import process.

Why Field Mapping Is Needed

Excel column names may differ from database field names.

Field mapping tells EasyLib which Excel column corresponds to which database field.

Map the Fields – Explained

Map the fields (Dropdown)

  1. Each dropdown represents a database field
  2. You select the matching Excel column for that field

Example:

Excel Column Database Field
Admission No Student ID
Grade Grade
Section Section
Batch Batch
Academic Year Academic Year

File Fields

  1. Displays column names from the uploaded Excel file

Database Fields

  1. Displays EasyLib system fields required for enrollment

Remove

  1. Removes an incorrect mapping
  2. Useful for correcting mistakes

Bottom Action Buttons – Explained

1. Map

  1. Confirms selected field mappings
  2. System validates field compatibility

2. Import Data

  1. Performs actual enrollment import
  2. Creates student enrollments in the system
  3. Only valid, mapped records are imported

3. Save Mapping

  1. Saves field mapping for future imports
  2. Useful if same format is used repeatedly

4. Get Mapped Columns

  1. Displays all currently mapped fields
  2. Helps verify mapping before final import

Import Validation Process

During import, the system checks:

  1. Student exists in Student Master
  2. Academic Year is valid
  3. Grade exists
  4. Section is mapped to Grade
  5. Batch exists (if applicable)
  6. Duplicate enrollment prevention

Common Errors & Meanings

Error Message Meaning
Student Not Found Student master record missing
Invalid Grade Grade not created
Invalid Section Section not mapped to grade
Duplicate Enrollment Student already enrolled
Mandatory Field Missing Required data missing

Post-Import Results

After successful import:

  1. Students appear in:
  2. Grade Enrollment
  3. Class-Section Enrollment
  4. Class-Batch Enrollment
  5. Statistics get updated automatically
  6. Enrollment date is recorded
  7. Data becomes available for reports and circulation

Grade - Class Enrollment (Staff)

In Easylib (specifically the EasyOne Enterprise or Campus ERP versions), Grade and Class Enrollment for staff is a critical administrative step. It links faculty members to specific academic divisions so they can manage attendance, upload syllabus details, and track student progress.

1. Prerequisites for Enrollment

Before enrolling staff, ensure you have completed these "Master Data" steps:

  1. Staff Profiles: The staff member must already be registered in the Staff Module with a unique Employee ID.
  2. Academic Setup: The Grades (e.g., Grade 10, B.Com Year 1) and Classes/Sections (e.g., Section A, Section B) must be defined in the System Setup.
  3. Subject Mapping: Subjects should be created and linked to the respective grades.

Benefits of Staff Enrollment

Enrolling staff correctly unlocks several automated features in the software:

  1. Attendance Tracking: Staff can only take attendance for the classes they are officially enrolled in.
  2. LMS Integration: Faculty can upload assignments and digital resources specifically for their enrolled grades.
  3. Workload Reports: Administrators can generate "Staff Occupancy" and "Load Factor" reports to see how many classes each teacher is handling.
  4. Syllabus Management: Staff can enter and update syllabus progress by Grade and Subject.

2. Navigating the Interface

The screen is divided into three functional areas:

A. Selection Filters (Top Bar)

To view current enrollments or begin a new one, you must first define the scope using the dropdown menus:

  1. Institute: Select the specific campus or branch.
  2. Academic Year: Choose the relevant year (e.g., 2025-2026).
  3. Grade: Select the level (e.g., Grade 10, PU-I).
  4. Section: Specify the section (e.g., Section A).
  5. List Button: Click this to populate the table with staff currently assigned to those parameters.

B. Staffs Enrolled Table (Center)

Once you click "List," this table displays:

  1. Staff Id: The unique employee identification number.
  2. Name: The full name of the faculty member.
  3. Date of Enrollment: When they were assigned to this specific class.
  4. Search Box: Use this to quickly find a specific teacher within a large list.

C. Action Links (Bottom)

Below the table, you have the operational commands:

  1. + Enroll/Add single Staff: Used for one-off assignments.
  2. + Enroll/Add Multiple Staff: Used for bulk assignments, such as mapping an entire department to a grade.
  3. Remove Selected: A red button to delete an enrollment if a staff member is no longer teaching that section.

3. Related Enrollment Options

The left-hand sidebar shows that staff enrollment can be managed at different levels of granularity:

1. Staff Grade-Batch Enrollment

This module is used when a single Grade (e.g., 1st Year B.E.) is split into smaller, manageable groups called Batches (e.g., Batch 1, Batch 2).

  1. When to use it: Primarily for Lab sessions, Practical exams, or Elective subjects where students from different sections are mixed or a single section is split for specialized instruction.
  2. Key Function: It assigns a specific faculty member to a specific batch. This ensures the staff can:
  3. Mark attendance only for the specific 20–30 students in that lab batch.
  4. Upload lab manuals or internal marks for that batch specifically.
  5. See a timetable that reflects their "Batch" hours without clashing with "Theory" hours.

2. Staff Class-Section Enrollment

This is the most common form of enrollment for standard theory-based instruction.

  1. Definition: Mapping a teacher to a specific Section (e.g., Grade 10 - Section B).
  2. Subject Mapping: Unlike Grade-Batch, this usually links the staff to the Subject within that section. For example, "Mr. Sharma" is assigned to "Grade 10 - Section B" for "Mathematics."
  3. Utility: It drives the main Attendance Register and the Class Diary, where teachers record the daily syllabus covered for a full section of students.

3. Enrollment Statistics

This is an Administrative Dashboard that provides a high-level view of your faculty resource allocation.

  1. Staff Occupancy: See at a glance if any teacher is overloaded (e.g., assigned to too many batches) or underutilized.
  2. Gap Analysis: The system identifies "Unassigned Classes." For instance, if Grade 8-C Science has no staff enrolled, it will show up as a red flag in the stats.
  3. Audit Readiness: Useful for accreditation (like NAAC or NBA) to prove that every subject and batch has a designated qualified faculty member.
Feature Staff Grade-Section Staff Grade-Batch Staff Class-Section
Focus Standard Classroom Labs / Electives / Small Groups Subject-specific mapping
Typical Use Theory Classes Practicals / Tutoring Timetable & Syllabus tracking
Student Group Entire Section (e.g., All of 10-A) Specific Subset (e.g., Roll 1-25) Variable (usually Section)
Key Output Daily Attendance Lab Marks / Experiment Logs Subject Progress Reports

How to use the Grade-Batch Module:

  1. Filter: Select your Academic Year and the parent Grade.
  2. Select Batch: Choose the specific Batch (e.g., "Physics Lab Batch B1").
  3. Search & Add: Search for the Staff ID and click Enroll.
  4. Verify: Check out the Enrollment Statistics to ensure the teacher's profile now reflects this new batch in their "My Classes" view.

Course Enrollment

In Easylib (EasyOne Campus ERP), Course Enrollment is the process of registering and allocating students to specific academic programs, grades, and sections for a chosen academic year. This module serves as a bridge between the admission phase and daily Academic operations like attendance and examinations.

1. Key Features of Course Enrollment

  1. Registration and Allocation: Students are officially registered into specific courses and assigned to sections or batches.
  2. Student Master Data Integration: Enrollment links to the Student Master Data, which stores personal, academic, and family details.
  3. Bulk Processing: Institutions can perform mass updates, such as promoting an entire batch when they complete a course.
  4. Eligibility and Assessment: The process may include verifying age, academic qualifications, and conducting placement tests or interviews to determine the appropriate grade level.


2. Enrollment Workflow

The enrollment lifecycle typically follows these steps within the system:

  1. Selection: Administrators select the Academic Year, Institute, and Grade (e.g., B.E. 1st Year).
  2. Mapping: Students are mapped to specific Sections or Electives offered by the institution.
  3. Documentation: Required transcripts, birth certificates, and other enclosures are verified and uploaded during this phase.
  4. Confirmation: Once confirmed, students receive unique login credentials to access portals, the Digital Library, and the mobile app.

3. Administrative Oversight and Reporting

Easylib provides several tools to monitor enrollment health:

  1. Enrollment Statistics: Dashboards provide a view of how many students are assigned across the institute, ensuring no classes are unassigned.
  2. Customized Reports: Admin can generate reports by grade, gender, category, or region to meet compliance standards like NAAC or NIRF.
  3. Capacity Management: The system helps assess class size limits to maintain optimal student-teacher ratios.

4. Integration with Other Modules

Course enrollment automatically triggers data flow to:

  1. Fee Management: Generates invoices and tracks payments based on the enrolled course.
  2. Attendance: Populates student names in the faculty's attendance register for their assigned section.
  3. LMS and Exams: Enrolls students into their respective digital classrooms and generates eligibility for examinations.

Course Statistics & Resource Planning

As seen in your third image (Class-Batch Statistics), this module acts as the "Intelligence" layer of enrollment.

A. Analyzing the Statistical Columns

  1. Batch vs. Grade: The statistics allow you to see how many students are in a Grade (the whole year) versus a Batch (the lab group or elective group).
  2. Total No of Students: This column is the most critical for institutional health. It flags "Over-capacity" or "Under-enrolled" courses instantly.

B. Strategic Importance of Stats

  1. Resource Allocation: If "Physics Lab Batch B1" shows 40 students but the lab only has 20 stations, administrators use these stats to justify creating a "Batch B3".
  2. Compliance & Audit: For accreditation like NAAC or NIRF, these tables provide the raw data required to prove student-teacher ratios and enrollment diversity.
  3. Financial Forecasting: Since fees are often tied to specific courses or subjects (like lab fees), these statistics allow the finance department to project expected revenue for the semester.