Registration and Login: Allow prospective students and university staff to register, log in, and manage their profiles.
Role-Based Access: Define roles and permissions (e.g., applicants, admissions staff, administrators) with specific access rights.
Application Submission
Online Application Form: Provide an online form for applicants to fill out with personal details, educational background, and program preferences.
Document Upload: Enable applicants to upload required documents, such as transcripts, letters of recommendation, and personal statements.
Application Fees: Integrate with payment gateways to handle application fee payments securely.
Application Tracking
Status Updates: Allow applicants to track the status of their application, including submission confirmation, review stages, and final decision.
Notifications: Send notifications to applicants about important updates, such as application deadlines, document requirements, and admission decisions.
Admission Review
Application Review: Provide tools for admissions staff to review and evaluate applications, including reviewing documents and entering evaluation comments.
Selection Criteria: Implement criteria for evaluating applications based on academic performance, test scores, and other relevant factors.
Decision Management: Allow admissions staff to make and record decisions on applications, including acceptances, rejections, and waitlists.
Interviews and Assessments
Scheduling: Enable scheduling of interviews or assessments for applicants, including sending invitations and reminders.
Conducting Assessments: Provide tools for conducting and recording interviews or assessments, including online video interviews.
Communication Tools
Messaging System: Facilitate communication between applicants and admissions staff through an internal messaging system.
Email Integration: Integrate with email systems to send application-related communications and updates.
Reporting and Analytics
Application Reports: Generate reports on application statistics, including the number of applications, acceptance rates, and demographic information.
Performance Metrics: Provide analytics on the performance of the admissions process, including processing times and application trends.
Integration with External Systems
Educational Institutions: Integrate with other educational systems for data exchange, such as academic records and standardized test scores.
Payment Gateways: Integrate with payment systems for handling application fees and other transactions.
Admin Panel
Dashboard: Provide administrators with a dashboard to manage users, applications, and system settings.
User Management: Allow admins to manage user roles, permissions, and access levels.
Security and Compliance
Data Protection: Ensure the security of applicant data and documents through encryption and secure access controls.
Compliance: Adhere to relevant regulations and standards, such as data protection laws (e.g., GDPR) and educational regulations.
Non-Functional Requirements
Performance
Speed: Ensure fast response times for application submission, status tracking, and data retrieval.
Scalability: Design the system to handle increasing numbers of applications, users, and data efficiently.
Reliability
Availability: Ensure high availability with minimal downtime for users to access and use the system.
Error Handling: Implement robust error handling to manage issues and maintain system stability.
Security
Data Protection: Use encryption and secure protocols to protect sensitive applicant data and documents.
Authentication and Authorization: Implement strong authentication methods and role-based access control to safeguard user accounts and data.
Usability
User Interface: Design an intuitive and user-friendly interface for easy navigation and interaction with application and review features.
Accessibility: Ensure the system is accessible to users with disabilities and supports various devices and browsers.
Maintainability
Code Quality: Develop clean, modular, and well-documented code to facilitate future maintenance and updates.
Documentation: Provide comprehensive documentation for users, administrators, and developers.
Compliance
Regulatory Standards: Ensure compliance with relevant regulations, such as data protection laws, educational regulations, and industry standards.
Data Privacy: Adhere to data privacy laws to protect applicant information and application data.
Interoperability
Integration Compatibility: Ensure compatibility with other university systems, educational tools, and external platforms for seamless data exchange and functionality.
Backup and Recovery
Data Backup: Implement regular backups to prevent data loss and ensure data integrity.
Disaster Recovery: Develop a disaster recovery plan to restore operations in case of major disruptions.
