Admission and enrolment
Calls, applications, ranking, the online enrolment form and certificates.
Records and admission
Student records
The core every other module stands on: study programmes, subjects, the curriculum and the student record. It is always on, it starts from what Wise Timetable already knows, and every change is kept with who made it and when.
- Taken over from the timetable in one action
- One status vocabulary, every chip explained
- Every change kept, field by field
What it does
- Programmes, beyond the timetable. A programme starts in the timetable, where its years and branches are set up; Wise Ed adds what the timetable does not know: the cycle and kind of study, the credits, the national classification codes (KLASIUS in Slovenia), the title it awards, the accreditation dates, the mode and the language of study.
- A subject catalogue. Each subject’s code, its name in the school’s language and in English, its ECTS, its hours by kind — lectures, seminars, practice, other and self-study — its holder from the timetable’s lecturers, how it is assessed and a link to its syllabus.
- The curriculum, year by year. Which subject is taught in which year and branch, compulsory or elective, in which semester, with the credits each year and semester add up to shown under it — nobody adds them up on a calculator.
- The student record. Personal data, with the national ID number checked by the rule of the school’s country — in Slovenia the EMŠO, whose check digit, date of birth and sex are compared with the record; and the enrolments year by year, each with its kind (first, continuing, repeating, additional year, transfer), its mode and, at a school with several sites, its campus.
- A history of everything. The student’s page shows what has happened to them in any module, newest first — enrolments, exams, requests, invoices, documents and changes — each line with who entered it.
- One status vocabulary. An application, an enrolment form, a request, an exam record, an invoice: the same few words on every screen, and every chip has a tooltip saying what it means and whose move it is.
- Code lists the school edits. Kinds of programme, modes of study, kinds of enrolment and ways of assessing are the school’s own lists (šifranti), seeded for its country with words in each language — and so is the grade scale. A value switched off stays readable on every record that carries it.
Study changes, contacts and documents
What happens to a student during their studies, each as one action with its history.
- Guided study changes. A transfer to another programme — or to another year, branch or mode of the same one — a withdrawal, a completion, a pause and the return: one action each, with its date, the school’s reason and the decision’s number. The status changes with it, a transfer moves the enrolment, and the open charges not yet invoiced can be cancelled in the same step; what is already invoiced is left to a credit note or a waiver. The student’s file keeps the history.
- Emergency contacts — whom to call, and in what order: a name, who they are to the student, two phones and an e-mail. Not a guardian: they never sign in and are never sent anything. Students keep their own contacts current on the portal unless the school turns that off, and the log notes that a contact changed, never the contact’s name or number.
- Documents and eligibility. Certificates and other documents per student, of the school’s kinds: a scan (PDF, PNG or JPEG) or only the dates of an original seen at the desk, with its validity. A clerk marks each checked, or rejected with a reason; a kind the school requires of everybody shows on the file as in order, missing, expired or not checked, and one list shows every student’s documents waiting to be checked or about to expire. Every opening of a scan is logged.
- The intake — where a school enrols more than once a year — on the enrolment, so prices and charges can follow the intake and the cohort. A school with one intake never sees it.
How a school fills it
Take over from the timetable
One action on the overview brings over the programmes, the subjects, the curriculum the timetable knows and this year’s students with their enrolment. The screen counts what it would add first, and it only adds: pressing it again changes nothing that is already there.
Complete what the timetable does not know
A programme’s cycle, codes and credits; a subject’s ECTS and hours; the students’ personal data — typed in, or brought from a file through the import wizard.
Let the work queue point at the gaps
The home page counts active students without a valid national ID number, two records sharing one number, active students not enrolled this year and subjects in no curriculum — each a click away from the list of exactly those. From then on, admission and the timetable sync work on the same record.
Rules that say why
The screen names what is unusual and asks; the office decides. Refused is only what the database cannot hold: a second subject with the same code, a second student with the same enrolment number.
- Asked, not refused: a national ID number that does not add up, a holder the timetable no longer has, a year beyond the programme’s length, a branch the timetable has in another year, an inactive subject placed in a curriculum.
- Every change kept, field by field, with who made it and when. The national ID and tax numbers are logged only as “changed”, never copied into the history — a second copy would be a second place they could leak from.
- History in the reader’s language. A history line is kept as what happened and with which values, and each screen words it for its reader.
- A reformed curriculum sits beside the old one. Each curriculum row carries the year it is valid from, and the degree audit holds each student to the version of their first enrolment.
- The timetable is read, not written. Wise Ed reads the timetable’s programmes, lecturers and lessons and writes only its own tables, through an account that cannot write anything else.
- Who sees what is the school’s choice. Without roles, everybody in the student office sees the records; with roles, a person sees the screens their role unlocks, and a role can be limited to some campuses.
Questions about student records
Do we have to type our programmes in again?
No. They already live in Wise Timetable, with their years and branches; you add only what the timetable does not hold.
Can we change the code lists ourselves?
Yes. They are the school’s, edited on the code lists screen. A change that touches codes records already carry asks first and says how many records carry them; the records keep their codes, so a record written this year reads the same in ten years.
Where does a student’s national ID number go?
Into the record, checked, and used on the documents and national reports that need it. The history says only that it changed, and an import’s log does not keep it either.
Works with
Each module works on its own. These are the ones it does more with.
Exams and grades
Exam records, online grade entry, rules that say why, sign-off and the transcript.
Degree audit
Each student against what the degree asks for, with a what-if and a checkable report.
Student file
Special statuses, support entries, disciplinary cases and attendance alerts.
Timetable sync
Students and their groups written into Wise Timetable, with a preview, every night.
Campuses
Several sites in one school: students, programmes, documents and rights per campus.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.