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College/University Admission Management System

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ඏ U C A M

‎A Full hybrid Web(client) +plus Desktop(Admin) College/University Admission Management Software with an Open Enterprise Grade Architecture Systems Design.

⚠️Project is still In Development & Subject to modification or Change

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• How Schools Use The System (Simplified)

• ‎☞ Built and Designed For

• ඏ Project Origin

• ☞Enterprise Grade Architecture Design & Deployment(For Technical Developers)

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Before we throw dozens of words & docs at you…

Let’s Answer Your Question❓ in 2 Minutes:

Q1.Why did We do this & What at all have we Implemented that Most Systems in Ghana & Africa have not yet Seen❓

Simply we say;

1. A Decentralized Management Architecture

2. Scalable User Permission System

3. Controlled Role-Based Access

Together, we call this:

🔐 R1 Separation of Power Role Based Access Design

Implemented via clearly defined roles:

• Super Admins : Global oversight & auditing
• Department Admins : Local, scoped access to their own department data

✓ Ensures accountability, clarity, scalability, and structured control.

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R2. Smart Admission Decision Flow (1st, 2nd, 3rd Choice Ranking)

• If 1st choice rejects → automatically flows to 2nd choice
• If 2nd choice rejects → automatically flows to 3rd choice
• If all 3 choices reject → applicant is politely rejected

✓ Makes admission more dynamic, intelligent, and fair

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🏛 R3. Departmental Autonomy + Central Control

• Each department sees only their applicants
• Super Admin sees all data globally and can audit any activity

✓ Prevents overload
✓ Boosts clarity
✓ Strengthens data security and accountability

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📄 R4. Dynamic WAEC Results Stored in JSON Format

We use JSON format instead of hardcoded database fields to store WAEC results.

Benefits:

• ✓ Dynamic filtering and rule-based parsing
• ✓ AI-ready scoring engine for future expansion
• ✓ Easy schema updates without altering table structures

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📧 R5. Automation: Emails + PDF Receipts

As soon as an applicant submits:

• ✓ An automated email is sent
• ✓ A PDF receipt is generated and stored
• ✓ The student has instant proof of submission

Enhances transparency, user trust, and system professionalism.

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⚙️ R6. Auto-Admit Engine (Underrated Genius)

A unique module that auto-admits qualified applicants based on subject-grade criteria.

• Uses criteria_json rules for fast validation
• ✓ Reduces manual workload
• ✓ Minimizes human bias
• ✓ Enables real-time admission

A simple, scalable semi-AI decision engine without expensive AI tools.

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R7. LAN-Based Multi-Client VB.NET Administration App

• The system works locally over LAN
• Multiple department admins can log in from different computers
• ✓ No internet needed
• ✓ Fast, secure, and cost-effective deployment

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R8 Audit Logs & Admission Flow Tracking

Every action is logged in:

• logs table
• admission_flow_log table

Each entry contains:

• 🕒 Timestamp
• 🌐 IP Address
• 👤 Responsible Admin
• 📋 Decision Reason

✓ Full transparency for accountability and auditing (even for regulators)

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Summary Table of Features

Feature	Description
☞ Separation of Roles	Super Admin vs Department Admins
☞ Smart Flow Logic	1st → 2nd → 3rd Choice Admission Routing
☞ Dynamic WAEC Results	Stored as JSON, ready for rules-based parsing and future AI scoring
☞ Automated Acknowledgements	Email + PDF receipt generated instantly
☞ Auto-Admit Decision Engine	Semi-AI logic to admit applicants who meet defined criteria
☞ LAN Deployment	No internet dependency – works locally across a campus or office
☞ Auditable Logs	Tracks actions and decisions for full accountability

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• ☞ Enterprise Grade Architecture Design & Deployment(For Technical Developers) ☝🏾

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How Schools Use This System Step by Step for Non-Technical Users

This guide explains how students, department admins, and super admins can use the system — no IT skills needed.

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👨‍🎓 1. Student: How to Apply for Admission

1. Visit the Application Portal:

   • Open the link provided by the school (e.g. http://localhost/intelligent_portal/ or a public Ngrok/Cloudflare link).

2. Fill the Online Form:

   • Enter personal details, SHS subjects and WAEC grades.
   • Choose your 1st, 2nd, and 3rd program preferences.
   • Upload any required documents.

3. Submit Application:

   • Click Submit after reviewing.
   • A PDF receipt is downloaded automatically.
   • A confirmation email is sent instantly.

4. Done! The system now takes over with auto-screening.

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🤖 2. Auto-Admit System: Smart, Instant Admission

If a student’s WAEC grades match the admission criteria of their:

• 1st choice → The system automatically admits the student.
• ❌ If rejected → Automatically moves to 2nd choice
• ❌ If rejected again → Moves to 3rd choice
• ❌ If all 3 fail → A polite rejection message is generated.

Criteria is stored in the system as smart rules (e.g., must get at least C6 in Math and English for BSc programs).

🎯 This eliminates bias, saves time, and ensures fair admission.

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🧑‍💼 3. Department Admin: What You Can Do

1. Open the Admin App:

   • Double-click the Windows application (no browser needed).
   • Login using your assigned Department Admin credentials.

2. Monitor Applicants in Your Department:

   • View applicants who selected your department as 1st, 2nd, or 3rd choice.
   • See whether they were auto-admitted or still pending.

3. Manually Review or Adjust Decisions (If Needed):

   • For applicants who didn’t meet auto-admit criteria, you can:
     • Admit manually
     • Reject with a reason
   • You can also override auto decisions in special cases (if permitted).

4. Export Reports:

   • Download Excel or PDF list of admitted students.
   • Track all admission activities in a readable format.

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👩‍💻 4. Super Admin: System Control & Monitoring

1. Login to the Super Admin Dashboard

   • Use the same app, but login as a Super Admin.

2. Manage the Entire Admission Process:

   • View all applicants across departments
   • Monitor all decisions (manual or automatic)
   • Update or add department-specific criteria

3. Manage Admin Accounts:

   • Create or remove department admin users
   • Reset passwords
   • Enable/disable programs

4. View Logs & Reports:

   • Every action is logged with:
     • Timestamp
     • Admin who took the action
     • Reason for decision
   • Logs are accessible and exportable

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🧾 Summary of Roles

Role	Capabilities
👨‍🎓 Student	Applies online, receives PDF + email confirmation
🤖 Auto-Admit Bot	Automatically admits qualified students based on WAEC + subject criteria
🧑‍💼 Department Admin	Views and manages department-specific applicants; can override auto-decisions
👩‍💻 Super Admin	Full control over all departments, users, audit logs, and admission rules

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• Students need only a browser or smartphone
• Admins just open a desktop app and log in

The system is designed for ease, fairness, speed, and automation. Schools without IT departments can still run full digital admissions — smoothly.

Built and Designed For

• Universities, Colleges and Technical Universities
• Admission Committees
• Centralized/Decentralized School Systems
• Offline Environments with Local Networks

Built with ❤️ for Ghana and Africa, to solve local problems with global-class solutions.

Project Origin

ඏ A Project From the University of Education,Winneba ☞ Bsc. ICTE Department

Graded and Scored by Doctor. Daniel Danso Essel ‎☞ D.D.E