comprehensive software solution especially designed for higher-education institutions

At White Mountain Technologies – WMT, we believe that education is a continuous, forward-moving line; an undertaking that progresses, and, as it does, assimilates many fields and calls for generic to specialized services. For universities, colleges, and other educational institutions, scheduling as well as student information system are two specialized domains of prime importance along this track. To this end, WMT presents UniversiTools Schedulers and UniversiTools Student Information System (SIS).

The highly optimized room schedules and course and examination time-tables that UniversiTools Schedulers generate make efficient use of time and reduce confusion and cluttering. Moreover, the Schedulers’ way of allocating and reserving drives towards a smoother operating environment as it frees up resources and minimizes gaps and intermissions.

UniversiTools SIS offers focused and targeted array of functions and processes that comfortably meets the educational institution’s needs to manage its student, instructor, and course information.  The SIS helps in managing various education activities as well, from admissions all way to degree audit and graduation. UniversiTools SIS capitalizes on providing an interactive mesh for the academic management and on driving towards effective communication between the different stakeholders.

UniversiTools SIS Functionality

UniversiTools Student Information System (SIS) is a comprehensive software solution especially designed for higher-education institutions. It streamlines education and management workflows, integrates campus processes, and enables greater visibility across departments. UniversiTools SIS is a reliable management and decision-support system, as it adapts well to your specific needs and provides you with reliable data and visibility across the levels of your organization.

With its capability to operate in English, French, and Arabic, UniversiTools SIS is designed to meet the needs of higher academic institutions in the MENA region, providing you with a stream of functions that helps you cover the work domains that follow below. Clearly, a domain might not be restricted in its entirety to a specific type of stakeholders. For example, admissions & enrollment is an interactive process between the applicants and the admissions department, and degree planning is shared between advisors and students. UniversiTools SIS provides a seamless flow of actions between these stakeholders. Flexibility, ease of use, and smoothness are traits that make it an enjoyable product.

Admissions and Enrollment

Admissions and Enrollment

Applicants can log in to UniversiTools SIS to apply online. Use the Admissions and Enrollment module of the SIS to manage applications in its various stages, namely, work-in-progress, submitted, incomplete, and complete, and to process any application fees. With this module, you may also schedule and process the results of the required entrance exams. Once your Admissions department makes the acceptance or rejection decision, the module communicates this back to the applicant via an acceptance or rejection letter. If accepted, the expected students are informed of the programs to which they are admitted.

Student Information

Student Information

The Student Information section of UniversiTools SIS manages the student’s personal data such as name, nationality, previous schools, and current program. It also manages student-related actions, such as advising, contract sheet, degree planning, course registration, course schedule, grades, transcripts, and degree audit, among other things. You may assimilate the student information in this section at higher levels, such as overall enrollment, class performance, grading curves, and accounts receivable. Moreover, the student info can be viewed by other stakeholders, such as the advisor and the accountant, on a strictly privileged basis, of course; meaning that the associated stakeholders can see a strictly designated part of the information only.

Instructor Information

Instructor Information

The Instructor Information section manages the instructor’s personal information, such as name, contact information, and historical data, as well as the instructor’s position, department, office hours, preferred teaching days, credit load, advising work, and course grading. The instructor/advisor may also communicate, via workflows, with students and other offices to relate grades, course registration permissions, and other tasks.

Course Catalogue

Course Catalogue

The Course Catalogue part of the SIS is quite handy for you in managing course-related information, such as the course’s description, type (core, major, general elective), level, owner, credit hours, pre-requisites, co-requisites, equivalence, terms offered, and course methods. It also handles course offering and who is allowed to sign up for it. Of course, the defined courses are seen and worked with in other parts of the SIS, such as the degree planning and the course registration parts. The frame of such work is in line with how the courses are set up in the catalogue.

Contract Sheet

Contract Sheet

Managing your students’ contract sheets is of primary importance. UniversiTools SIS’s Contract Sheet module helps you to develop and manage these contracts, where you can lay out the courses for the intended degree and observe the student’s progress with time. View the courses (core, major, required, faculty elective, general elective) to be taken and its credit hours, the courses that the student has taken so far and the grades attained, the semesters during which the student acquired the courses, and whether they count towards fulfilling the requirements of the program. The contract sheet ends with a sum-up of the total required versus the total earned credits.

Advising

Advising

Academic advising flows easily with UniversiTools SIS, allowing the student and advisor to communicate, with special attention to the student’s request to add or drop a course and the advisor’s granting or denying this request. Surely, advisement is not restricted to course registration, add, or drop, but rather extends to guide the students along the proper academic paths, to develop their contract sheets, and to direct them to the wealth of resources that your educational institution provide to them.

Course Pre-registration

Course Pre-registration

With Course Pre-registration, you can conceive fairly accurately the level of demand for the courses of the following semester. This section of the SIS allows the students to pre-register for those courses. It is not a final registration activity, but rather an early exercise between the departments and the students, the results of which will give a clear indication of the student demand per course. You may then proceed to finalize your course offering as well as the number of sections per course needed to accommodate the expected student load.

Course Registration

Course Registration

The Course Registration module allows the student to register for courses for the next semester, and then add, drop, or withdraw from courses as the semester rolls. It manages course offering, student registration in classes and sections, and course drop, add, and withdraw. Course registration is an online process that students conduct via their student portal, permitting them to interact with their advisors. It is of permanent effect and consolidates the student's moves towards accomplishing the program degree. Consequently, UniversiTools SIS implements a lot of back-office checks and controls along the way, such as registration permissions, course requisites, and room seating capacity, to make sure that the registration activity is reliable and conforms with the university's policy, the student's contract sheet, the course's requirements, and the room's parameters.

Course Evaluation, Grades, and Transcripts

Course Evaluation, Grades, and Transcripts

Evaluating the work of the student is an intrinsic part of the academic process. Go ahead with UniversiTools SIS and define the grading scales, such as letter, percentile, or GPA. Follow on by building the course’s grading scheme, where you indicate quizzes, periodic exams, midterm exam, final exam, assignments, projects, attendance, and other assessment items for the course. And, for each item, define the corresponding weight. Proceed to populate the grade book with student grades and to automatically generate statistical reports on grade averages, means, deviations, and ranks. Wherever you see fit, apply raising curves. Once posted, students may then proceed to view their grades and unofficial transcripts.

Holds and Clearances

Holds and Clearances

The Holds and Clearances section allows you to define the different types of holds, whether academic, financial, or otherwise, to issue them, and then to clear them. Holds have different weights and impacts, which vary from blocking the students from registering for courses, requesting course withdrawal or add/drop, viewing their examination results, accessing their unofficial transcripts, and all way to prohibiting them from graduating altogether.

Degree Audit

Degree Audit

UniversiTools SIS’s Degree Audit functionality builds upon the student’s contract sheet to monitor the student’s adherence to the academic plan. It records the courses that the student needs to take, whether they are core, major, general, elective, or remedial, as well as where the student stands right now. It also shows, in a nut shell, the total credits that the student has earned so far, those still to be earned, those that are earned but do not count towards the degree, and so forth. Once all of the requirements are met, Degree Audit will indicate that the student is eligible for graduation. Well earned!

Accounts Receivable

Accounts Receivable

As financials and accounting management, consult the Accounts Receivable module to define tuition and other applicable fees, fee types, fee frequencies, payment plans, discount criteria, reimbursement conditions, waivers, and payers. Categorize your tuition and other fees by department, program, and class, and customize it following the individual student’s personal needs and merits. Go on to issue invoices, process payments, and produce receipts and statements of account. Then, generate detailed and summary financial reports.

As a student, consult the SIS to view past, current, upcoming, and pending fees, and stay up-to-date with your latest statement of account.

Foundation Structure

Foundation Structure

In UniversiTools SIS, access the Setup section to define a myriad of foundation elements that you need for your various academic management tasks. Such elements are your institution’s academic year, semesters, faculties, programs, majors, departments, degrees, courses, buildings, rooms, on and off days, and geographic locations. You also define selection data and values, such as course levels, teaching positions, grading grids, hold types, various communication messages, and the like. The system gives you the privilege to develop and manage such elements as you see fit.

Reporting and Analytics

Reporting and Analytics

We understand that the clear benefit from any data is in the information that you can extract from it. To this end, UniversiTools SIS puts at your hand a wealth of reporting and analytic tools. Proceed to set your filter parameters and generate reports on admissions, student historical information, courses, instructors, work load, advisement, enrollment, registration, performance, attendance, grades, holds, fees, discounts, and a spectrum of other aspects of interest to you. Set the start and end date of any period you want to analyze, select at the college level or by department, or zoom in on any specific course, student, or instructor. Furthermore, build your own query to generate dynamic reports in answer to almost any reporting need that might come up.

UniversiTools SIS Users

UniversiTools SIS is used by academic administrators, students, instructors, and advisors. Each stakeholder has his or her own work space and actions, which are protected and well-defined. These spaces and actions are not kept as separate islands; rather, the SIS fosters interaction between the various stakeholders, such as the student and the advisor, through the workflows and activities that it provides.

<   Administrator   >

Administrator

As a UniversiTools SIS academic administrator, yours is an all-encompassing job. You lay out and parameterize the SIS in accordance with the college’s resources, academic system, rules, and regulations, and make sure that the users are using it properly.

UniversiTools SIS provides you with the following main functionality highlights:

  • Define the academic year, semesters, and teaching days
  • Set up the yearly academic calendar, with start and end dates for events and actions
  • Define the faculties, departments, majors, degrees, and programs
  • Identify the physical resources, such as buildings, zones, floors, and rooms
  • Build the course catalogue and the contract sheets
  • Develop course grading scales, grading schemes, and course grade templates
  • Delineate pre-registration, registration, and drop/add periods
  • Manage tuition and other fees
  • Manage payers, payment terms, and discounts
  • Set up holds and clearance rules
  • Build the student, instructor, and advisor data foundation
  • Set up users and user access privileges
  • Maintain secure access to the SIS.

<   Student   >

Student

As it is a student information system, UniversiTools SIS is all about making things easier and more effective for students. This includes providing them with the required data and information, facilitating for them the academic actions, and maintaining their academic records. As a student, you will find UniversiTools SIS quite handy and easy to use.

The below are main UniversiTools SIS Student functionality highlights:

  • Plan ahead and pre-register the courses in which you intend to finally register
  • Register in courses, making sure that they conform to your degree plan, and rest assured that the SIS will be watching out for any inconsistency
  • Add, drop, or withdraw courses in line with the window open for such activities
  • Build with your advisor your contract sheet, and refer to it regularly
  • Look for any possible academic, financial, or other holds
  • Consult your online agenda for course schedules and rosters
  • View and follow up on your course attendance
  • Refer to the Grade Book for your course grades and other performance measures
  • Display and print out your unofficial transcripts
  • Make sure to visit the Degree Audit to see your progress towards graduation
  • Take online exam and see results
  • Maintain your statement of account and follow up on dues and payments
  • View instructor office hours.

<   Instructor   >

Instructor

Instructors and advisors are key in the academic information management domain.

To facilitate their pivotal role, UniversiTools SIS makes available a wide array of functionality and processes.

As an instructor or advisor, you will find a wealth of information and control only a click away.

The below are main UniversiTools SIS Instructor and Advisor functionality highlights:

  • Manage your students’ course registration and add/drop activities
  • Monitor course enrollment and generate related reports
  • Develop your course grading scheme, outlining the graded tasks, evaluation criteria, and corresponding weights
  • Take student attendance and define its weight
  • Maintain your course grade book, going through the various tasks of submitting and changing grades, dropping a grade, viewing the cumulative average, running a raising curve, and assessing training and field work
  • Indicate any course supporting material that benefits your students
  • Initiate discussion boards to support the student’s grasp of the material.

Technically Speaking

Hosting UniversiTools

UniversiTools is a web-based software system, where the user can access it over the Internet at any time and from anywhere.

UniversiTools may also be hosted locally on a server that belongs to the university or college, with no connection to the Internet. This allows the users to work from within the institution’s premises and over its local area network.

Information Security

Internet hosting comes with a bundle of security measures, of course. When hosting UniversiTools SIS, we implement a set of software and hardware security measures to ensure the safety and integrity of the institution’s data and actions.

More Technical Things

UniversiTools SIS is built with a multi-tiered architecture. This defines and separates the data, business, logic, and presentation layers. Such architecture allows us to smoothly maintain, upgrade, and deploy UniversiTools SIS, keeping it technologically up-to-date, and provides the user with a robust, high-end software product.

UniversiTools SIS can integrate with other software systems already running on premises. Such software integration could be essential and even a must, depending on how operations are run. As a case example, you might want to integrate UniversiTools SIS with the financial and general accounting system that you already run.

Also, we implement Single Sign-on. In essence, it allows the user to log in once, and access a host of university applications, UniversiTools SIS being one of them. This comes in handy for the institution that runs several software systems and wants to maintain a single user validation reference.

Project Implementation and Management

Implementing and managing UniversiTools SIS is a well-defined and laid-out process. We work hand in hand with the college and university to set up and execute a clear plan. We start by understanding the resources that the institution can put forward, as well as its time expectation. Then, we proceed to execute this plan through a sequence of phases, from requirements and fit/gap analysis to infrastructure assessment, data conversion, development, customization, deployment, quality control, training, and hand-over.

We are keen on making sure that each phase runs as smoothly as possible, that it terminates as planned, and that the final project is a clear success. A happy customer is our goal.

Project implementation and management at WMT is guided by the ITIL (Information Technology Infrastructure Library) framework.

Connect with us

Al-Mathaf Center, Hotel Dieu Street, Beirut, Lebanon
+961 1 422 765

Fransabank Center, Old Sea Road, Chekka, Lebanon
+961 6 543 765

info@whitemountaintechnologies.com