Nowadays, in the conditions of technology development, automation of information processes is one of the most important directions of increasing the efficiency of any organization’s activity. In the field of education, automation of information processes is especially relevant, as it allows to optimize the work of the dean's office, improve the quality of services provided and reduce the time for document processing.
The dean's office is a structural subdivision of a higher education institution, which manages the educational process, as well as personnel, financial, material and technical support of the educational process. The Dean's Office performs a wide range of functions related to the organisation of the educational process, admission and registration of students, control of academic performance and attendance, as well as the issuance of diplomas and certificates.
Automated systems allow for efficient management of all documents related to the educational process, from applications to academic records. This reduces the risk of information loss and facilitates access to necessary data. It assists in maintaining electronic journals and generating progress reports. This simplifies the monitoring of students' achievements and provides quick access to academic information.
Information accounting allows tracking the attendance level, which is crucial for controlling the students' activity in the educational process. Also, it provides the ability to generate various reports and analytical information, which is beneficial for internal monitoring and external reporting. As improvement for further usages, the electronic attendance tracking system can be implemented for tracking attendance via the QR-code. Students can use special identification tags (RFID cards or mobile applications) for automatic registration upon entering classes. It could minimize human intervention in the attendance tracking process.
So, what are benefits of using RFID-system and what is it for? RFID involves the use of radio-frequency signals to identify and track objects. In the context of student registration, each student is provided with a unique RFID tag, which can be embedded in a card or other form factor. RFID readers installed at the entrance of classrooms or lecture halls can then detect and record the presence of students as they enter, providing an automated attendance tracking system. Alternatively, mobile applications can provide similar functionality using built-in technologies such as Bluetooth, QR codes or geolocation, to facilitate student check-in. Students typically install a dedicated app on their mobile devices, and the app communicates with sensors or readers located at entry points to classrooms. So, what are other benefits of RFID? It consists dynamic key technology implementation. Implementation of a system where access keys on RFID tags periodically change (dynamic keys). This complicates the process of hacking or cloning, as the keys become outdated after a certain period of time.
Also, for improving system`s usability, the electronic gradebooks could be involved employing digital tools and platforms to facilitate the swift and precise entry of grades for students in an educational context. Electronic gradebooks are digital counterparts to traditional paper-based gradebooks. They are software applications or online platforms designed to record, calculate, and manage student grades. Teachers can input grades electronically for assignments, tests, and other assessments, replacing the manual process of recording grades on paper.
They can access the electronic gradebook through a computer or mobile device, input grades for individual students, and associate grades with specific assignments or assessments.
More, we can offer features like automatic calculation of averages, grade weighting, and other mathematical operations, reducing the burden on teachers and ensuring consistency. With such electronic system, teachers can provide prompt feedback to students on their performance, fostering a more dynamic and responsive learning environment. Due to this upgrade, they can have an access to the electronic system through a computer or mobile device quickly, input grades for individual students not going out of class, and associate grades with specific assignments or assessments.
For example, the use of RFID systems in the management system of the dean's office of a leading foreign university reduced the time required to process attendance information by 30%, improved the accuracy of attendance data by 95%, and reduced the labor costs of dean's office staff by 15%.
In conclusion, it should be noted that the automation of information processes in the dean's office will allow to:
• speed up the processing of information,
• ensure the reliability and completeness of information,
• improve the quality of service to students and staff,
• reduce the labor costs of the dean's office staff.
It should also be noted that the use of RFID systems in the dean's office management system is an effective way to increase the efficiency of the dean's office and improve the quality of service to students and staff.
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