Evaluating Scalability in Student Information Systems for Growing Institutions

05 March 2024
student Information Systems

Will the SIS accommodate the evolving needs of the institutes?

Is it scalable enough to meet the varied needs of administrative staff, faculty, and students?

Educational institutes have been facing an increasing demand to address the diverse needs of students. Simultaneously, they have to ensure that the administrative operations run smoothly in tandem with the varied requirements of the institutes.

Therefore, incorporating appropriate technological solutions, like the student information system, is an ideal solution. But with the availability of so many similar systems, all claiming to be the best, it is difficult to determine the best among all of them.

Hence, evaluating the scalability of the tool is necessary to understand if it will aid in executing crucial institutional activities. The following are the vital components with which they can accomplish the objective:

student Information Systems

1. Structural Efficiency

Technology has always been integral to educational institutes, as it provides a critical medium to accelerate their day-to-day activities. However, most tools based on outdated technology primarily serve to organise student data.

A crucial question that institutes must ask is if the tool is capable of carrying out far more specialised functions. Does it have structural efficiency? is another question they must keep in mind, which relates to the built-in features.

One of the underlying reasons is that most institutes strive for growth and expansion; hence, they require reliable systems that can accommodate the changes. Furthermore, it must have built-in features that help foster communication and relationships between students and other stakeholders, and vice versa.

School Management Software - A Complete Guide

Besides, structural efficiency helps facilitate the following:

  • Collect, manage, and track multiple kinds of information, including student support services and campus services.
  • Provide appropriate support for institutional mission and objectives to stimulate student success with the gradual increase in student size.
  • Provide rich and accurate data across the entire student experience, assisting in creating fulfilling and collaborative relationships between different departments.

2. Adaptability

One can buy the most expensive and cutting-edge system, but failing to meet the user’s needs or posing difficulties for user access can make the tool useless. Therefore, one of the most significant components of SIS scalability is adaptability.

A modern and advanced student information system is adaptable and enables easy access across all departments. Besides, an institute encounters new challenges, shifting student requirements, and educational trends.

Hence, it is only fitting that schools and colleges have a tool that fulfils evolving needs. For example, different users across the campus can apply changes to the system or at least a few areas within it.

They must be able to make the changes without causing any disturbance (technical issues), such as interfering with student or staff access to the solution. Different teams, like the accounts, administrative staff, and faculty, should be able to execute particular tasks simultaneously.

3. Catering to the Unique Student’s Needs

Learning and teaching are no longer confined to the four walls of the classroom; instead, the scope of education has transcended beyond the conventional system. The non-traditional academic approach in the form of hybrid and online learning has become common.

The institutes have to integrate flexible learning options, enabling students to encounter meaningful educational experiences. That is why tools like school management software have become vital to solving individual issues.

Furthermore, the combination of the software and SIS helps to address the needs, identify common obstacles, and provide appropriate solutions. Other associated advantages are, as such:

  • Streamline the administrative and educational functions effortlessly, enabling teachers to spend more time improving instructional and learning activities.
  • Facilitate engaging traditional (in-person) and online classes through innovative resources, such as digital whiteboards.
  • Easy access to study materials, like practice or mock questions, pre-recorded lecture videos, etc.
  • It enables smooth and robust self-service for traditional and non-traditional students through on-demand and multi-channel options.
  • Teachers can gather reports about students' performance and identify the areas where they struggle the most.
Beyond Grades: Tracking Student Progress with Student Information Systems

4. Data Analytics

"Student success is equal to institutional success. The statement is more than just a mere quote suggesting that an institute’s success relates to the student’s success. That is why the educational institute must rely on an efficient SIS that has data analytics.

A modern and advanced system uses predictive analytical features to determine and evaluate various variables that contribute to students’ success. For instance, students can use the system to design elaborate learning plans and do more, such as:

  • Teachers can use data analytics to monitor individual performance, attendance, and class participation.
  • They can gain insight from the data and make decisions concerning each student.
  • They can develop strategies to identify the learning gaps and provide appropriate assistance and resources accordingly.
  • The system or tool should be scalable enough with data analytics features, helping to avoid any technical difficulties while incorporating a diverse student population’s data.

5. Supporting High Student Enrollment

Automating the admission process is not sufficient unless the institute establishes an effective mechanism to solve students' queries. Moreover, the admissions process is a complex procedure that includes several steps.

An ideal school management software helps to streamline the entire process conveniently by implementing the following measures:

  • It helps track the students’s admission journey from the initial procedure of inquiry to actual enrollment.
  • It is highly scalable and enables multiple enrollments and the integration of vast admissions data.
  • It provides a hassle-free online payment process, enabling students and parents to make financial transactions without any concerns.
  • It auto-updates the student’s profile as they transition from one stage to another, enabling staff and students to keep track of their enrollment status.

6. Disaster Recovery Capabilities

While evaluating the scalability of student information systems, institutes must determine if the tool has built-in features to deal with sudden and unforeseen issues. For instance, institutes often face many threats and unanticipated events, like malicious third-party sources intending to cause harm.

Hacking, data theft, and data loss during the integration or implementation of a new system are some of the issues that institutes often face. That is why cloud-based SIS is the perfect solution for institutions.

Besides, it has a cloud-based disaster recovery system, enabling them to recover data without data loss. Furthermore, it automatically backs up student data and records.

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To Conclude,

Scalability is a critical component of any software, especially when it comes to ed-tech solutions like the SIS, which helps to accelerate major institutional operations. Evaluating the scalability of the tool must include assessing its structural efficiency, data analytics, etc.

Posted By
Prashant Borkar

Academic Consultant

Address : Mastersoft ERP Solutions Pvt. Ltd., MIHAN, Nagpur, India 441108

E-mail : presales@iitms.co.in

Phone : +91-712-2713714, 8448010216