User Guide

Student Online Enrollment Portal

 

 

 

 

Version  0.02

Powered by: IT Staff BISE MARDAN
Supervised by: Chairman & Secretary, BISE MARDAN

 

 

 

 

BOARD OF INTERMEDIATE & SECONDARY EDUCATION MARDAN

 

 

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ONLINE ENROLMENT SYSTEM

 

INTRODUCTION TO PORTAL:

A portal is a web system that provides the functions and features to authenticate and identify the users. It provide them with an easy, personalized and user-customizable web-interface for facilitating access to information and services that are of primary relevance and interests to the them. To the organization that sets up the portal, it is a system that provides versatile functions for the organization to catalogue or organize collections of different and multiple sources of information and service resources for dissemination to many users according to their specific privileges, needs and interest. Hence, the main purpose of setting up a portal is to bring the vast information and service resources available from many sources to many users in an effective manner.

 

BISE MARDAN is currently focusing on extensive use of the web to disseminate information and provide services to their users, say; their staff members, schools/colleges for Enrollment, Registration, Affiliation, Renewal, etc. To cope with the various needs of different users and to gain access to the required information or service without any difficulty, are numerous types of information and services that can be available to all kinds of users would be grouped together and presented on the web according to the nature of the operational functions. 

 

To improve the user-friendliness and to enable convenient access to different kinds of information and services mounted on the web by users, it is desirable to set up a portal for channeling the vast information resource and many services to different users in an efficient and effective manner so that when a user can be identified by the portal, personalized information and services which are relevant or of interests to the user are presented to him according to his profile.

BISE MARDAN, following the same idea, for the first time, has officially launched its web portal http://portal.bisemdn.edu.pk to provide such a platform for all its stakeholders.

How to access?

Step 1: Start the browser (figure 1) installed on your computer, e.g Internet Explorer, Mozila Firefox , Google Chrom etc.

 

Figure 1 ((Google Chrome Browser in our case)

 

Step 2: Type in the address bar of the browser, portal.bisemdn.edu.pk (figure 2) and press <enter> key.

 

Figure 2 (Address Bar)

 

 

 

 

 

 

 

 

Step 3: How to login ?

With Step 2 the following Login Screen  will appeared on your screen (Figure 3)

 

Figure 3 (Login Screen)

 

i)                    Type the username in [Username Box] and password in the [password box] as per given format in the concerned boxes.

ii)                  Click the login button to login.

a.      You can login only if you are a registered user.

b.      In case of invalid particulars the system will not allow you to login.

c.       Consecutive Five (5) wrong attempts will lead to lock your account. To unlock your account will be required to contact with the BISE Webmaster.

DASHBOARD / WELCOME SCREEN:

After successful login the dashboard/welcome screen will appeared on your screen (Figure 4). It consists of welcome message to the user, Institution Name and other useful information.

Figure 4 (Dashboard / Welcome Screen)

 

 

 

Online Student Enrollment– The First Milestone of BISE Mardan Portal:

            Online Enrollment System is a web based application, which enables the schools to enroll their students from their own campuses.  It is very less time consuming and instant report generating system. Institutions are fully capable to insert, edit records of students as per the schedule given by BISE MARDAN.

 

How to enroll a new student?

Figure 5 (Enrollment / New Entry)

The Dashboard/Welcome screen consist of multiple tabs that include Home, SSC Menu, HSSC Menu etc. For enrollment click the  “SSC Menu” tab, the following list of items (submenu) will appear (Figure 5 )by clicking the “Enrollment Entry”. A form will appear, where the upper part display the institution name along with other information such as enrollment session, class and last date with fee status.

The lower part consists of Group, Gender, Section, Admission Date, Name, Father’s Name, Date of Birth and Admission Withdrawal Number. And in the end click “Save Record” button to save the newly entered record and display it (figure 6).

Figure 6 (Enrollment Entry)

The first four fields i.e Group, Gender, Section , Admission Date once entered will be automatically repeated with the next record unless otherwise changed. The last four fields i.e. Name, Father’s Name , DOB and AWR No will be typed for every new record according to the format where specified.

 

How to edit/ change existing student record?

Figure 7 (Enrollment / Edit Entry)

On the dashboard/Welcome Screen click the “SSC Menu” tab followed by clicking “Edit Enrollment” as shown in  (Figure 7). 

The following form will appear showing all the existing data (Figure 8).

 

 

Figure 8 (Existing Data)

 

Now click the desired field of a specific record that you want to edit, by doing so the following form will appear as shown in (Figure 9).

Figure 9 (Edit / Modify Enrollment)

Click / Select the desire field and make changes in the particular followed by click the update button. The changes will reflect in the enrolment entry and will be displayed below in grid.

 

How to print the report?

There are two types of reports (1). Draft Report  (2). Final Report.

Draft Report:

On the dashboard/Welcome Screen you click on “SSC Menu” and then click on “Draft Report”. (Figure 10)

Figure 10 (Institute Draft Report)

This report is for school use in order to check their data with school record, if any mistake/error found, it may be corrected through edit process as explained earlier.

Figure 11 (Draft Report Printing)

By providing the above parameters (Figure 11) and clicking on submit, generate the draft report as per BISE format of enrollment proforma.

Final report:

Figure 12 (BISE Final Report)

If you are sure that there is no mistake in all enrollment entries and you finished the rechecking process successfully, then print the “Final Report”. Likewise to the draft report, click on “SSC Menu” and then click on “Final” Report” Figure 12.

After clicking  the “Final Report”as displayed (Figure 13), provide the required parameter i.e.  Group , Starting , Ending enrollment number and click on submit.

It is important to note that when you provide the required parameter and click on the “Submit Button” , enrollment report will be generated and the data will be locked , and you will not be able after this process to make any changes to the records.

Figure 13

The “Final Report” must be submitted within due dates as mentioned in notification of the BISE Registration Section.

Documents to be attached with the final report:

1.     Covering Letter.

2.     Original Bank Receipt (Deposit Enrollment Fee on Single Receipt)

3.     School renewal letter copy.

 

 

Online Registration– Second Milestone of BISE Mardan Portal:

            Online Registration System is a web based application, which enables the Higher Secondary Level Schools / Colleges to register their students from their own campuses.  It gives the facility to retrieve the required data on SSC reference, and maintain the consistency. It is also very less time consuming and instant report generating system. Institutions are fully capable to add, edit records of students as per BISE given schedule.

 

How to register a student?

Figure 14 (Registration/ New)

On dashboard/Welcome Screen click on “HSSC Menu” tab, you will find a sub menu with many items, click on “Registration Entry” (Figure 14).

A form (Figure 15) will appear, in which the upper portion display the Institution name, class and last date with normal fee, late or double late fee status.

 

The second portion consists of two blocks, in the left block user will provide the SSC reference of the student that is going to be registered. For example,

1.      Select Board name from the first box (student who passed SSC from that Board).

2.      Select Group i.e. Pre-Medical , Pre-Engineering etc

3.      SSC Passing Year (student passed SSC in which year)

4.      Session (Annual or Supply)

5.      SSC Roll No.

After providing the above information the block at the bottom will ensure you about the eligibility of the students for registration. If the student is eligible the system will give you the message that all particulars are ok, please registered the student. User will then click on button “Save Record”.

 

Figure 15 (Registration Entry/ Eligible student)

If the student is not eligible, then the system will give you concerned message and the student will not be registered (Figure 16). For eligibility of the regular student registration please keep in mind the following simple rules.

1.      SSC Failed Student cannot be registered.

2.      SSC Passed in “E Grade” third division cannot be registered.

3.      A student cannot be registered in an invalid group i.e. a student passed SSC in Arts Group, cannot be registered in Pre-Medical or Pre-Engineering or Medical Sciences Group.

4.      Once registered student cannot be registered again.

5.      A student appeared privately in HSSC Exam cannot be registered.

6.      Overage student cannot be registered.

 

Figure 16 (Registration Entry/ Not Eligible student)

All the Khyber Pakhtunkhwa Boards data is available on this system, if a student belongs to an board other than BISE’s than Khyber Pakhtunkhwa such case will be sent for Registration as per previous practice.

How to make changes in existing record?

Figure 17 (Registration/ Edit Entry)

On the dashboard/welcome screen click on “HSSC Menu” tab click “Edit Registration”  (Figure 17).  A form will appear on the screen consists of all the existing data in the grid.     (Figure 18)

 

 

 

 

 

Figure 18

            It is impossible to have mistake in existing record. However, in case of wrong SSC Reference, user can update/modify the existing record by clicking under the ACTION column. As a result the specific record will be deleted and the rest of the records will be rearranged automatically. Finally, the user will type the intended record with correct SSC reference (see figure 15).

For example I want to change the record with Reg No. 4 as highlighted in Figure 18 above. Click on the CROSS .

Figure 19

As a result the specific record will be deleted and the rest of the records will be rearranged automatically as in Figure 19 above.
Finally, the user will type the intended record with correct SSC reference (see figure 15).

 

 

 

 

 

 

How to print the report?

There are two types of reports (1). Draft Report (2). Final Report.

Draft Report:

On the dashboard/welcome screen you click on “SSC Menu” and then on “Draft Report”. (Figure 20)

Figure 20 (Institute draft report)

This report is for the Institution use in order to check the date with institution record. If any mistake/error found, it may be corrected through edit process as explained earlier.

 

Figure 21 (Draft Report Printing)

By providing the above parameters (Figure 21) and clicking on submit, generate the draft report as per BISE format of Registration proforma.

Final Report:

Figure 22 (BISE Final report)

Final Report: If you are sure that there is no mistake in all registration entries and you finished the rechecking process successfully, then Print the “Final Report”. Likewise the draft report, click on “SSC Menu” and then click on “Final” Report” Figure 22.

After clicking on the “Final Report” (Figure 23), provide the required parameter i.e.  Group , Starting , Ending enrollment number and click on the “Submit Button”.

It is important to note that when you provide the required parameter and click on the “Submit button”, Registration report will be generated and the data will be locked, you will not be able after this process to make any changes to the records.

Figure 23

The “Final Report” must be submitted within due dates as mentioned in notification of the BISE Registration Section.

Documents to be attached with the final report:

1.     Covering Letter.

2.     Original Bank Receipt (Deposit Registration Fee on Single Receipt)

3.     Institution renewal letter copy.

 

 

USER MANAGEMENT:

How to change profile?

Figure 24 (Modify/ change profile)

On the dashboard/welcome screen click “Setting” Menu and click on “Update Profile”   (Figure 24).
  User profile  form will be displayed as shown in (Figure 25)

Figure 25 (Change Password)

You can change only your designation and Mobile# , other particulars are unchangeable.

 

How to change password?

Figure 26 (Modify/ change password)

On dashboard/Welcome Screen click on “Setting” Menu and click on “Change password” , (Figure 26) . A form will appear on the screen (Figure 27). You need to type the existing password then “New Password” as you desire, and then confirm the new entered password. And at the end click on “Submit Button”. You will receive a confirmation message “that your password is changed successfully”.

Password must be at least 8 characters long and consist of Upper case, lower case and numbers.

Figure 27 (Modify/ change password)

 

Logout:

Figure 28 (Logout/ Exit/ Quit)

When you complete your work and want to leave the system, so before leaving, you must log out to close your account. This act will prevent the un-authorized users.