Higher Education SIS
White Mountain Technologies develops and delivers
innovative
software solutions for schools, colleges, and universities
White Mountain Technologies develops and delivers
innovative
software solutions for schools, colleges, and universities
Applicants can log in to UniversiTools SIS to submit online applications, track progress, and manage required documents. The Admissions and Enrollment module streamlines the entire process by categorizing applications into stages such as in-progress, submitted, incomplete, or complete. It also facilitates the processing of application fees and scheduling of entrance exams. Admissions teams can review applications, assess exam results, and make acceptance or rejection decisions. The system then automatically notifies applicants of their admission status via acceptance or rejection letters. Once accepted, students receive detailed information about their assigned programs, ensuring a smooth transition from application to enrollment.
UniversiTools SIS provides a comprehensive Student Information module that centralizes all essential student data, including name, nationality, previous schools, and current academic program. Beyond basic records, this module facilitates critical student-related actions such as academic advising, contract sheets, degree planning, course registration, scheduling, grading, transcript management, and degree audits. Administrators can analyze student data at a broader level, gaining insights into overall enrollment trends, class performance, grading distributions, and financial accounts. Additionally, authorized stakeholders—including academic advisors and accountants—can securely access specific sections of student information based on their roles, ensuring data privacy and controlled access.
The Instructor Information module in UniversiTools SIS centralizes personal and professional details of faculty members, including name, contact information, historical records, department affiliation, and position. This module also manages teaching preferences, such as office hours, preferred teaching days, credit load, advising responsibilities, and course grading. Additionally, instructors and advisors can seamlessly communicate with students and administrative offices through workflow-based interactions, facilitating grade submissions, course registration approvals, and other essential academic tasks. This structured approach ensures efficient faculty management, enhances academic coordination, and streamlines administrative processes within the institution.
The Course Catalogue in UniversiTools SIS is a handy module that simplifies the management of course-related details, including course descriptions, type (core, major, general elective), academic levels, ownership, credit hours, prerequisites, co-requisites, equivalencies, term availability, and instructional methods. This module also oversees course offerings and enrollment eligibility, ensuring that only qualified students can register for specific courses. Furthermore, the Course Catalogue serves as the foundation for other key SIS components, such as degree planning and course registration, maintaining a structured and consistent framework for academic planning and curriculum management.
Effectively managing student contract sheets is essential for academic planning and progress tracking. The Contract Sheet module in UniversiTools SIS enables institutions to develop, organize, and oversee academic contracts, outlining the courses required for a student’s degree while monitoring their progress over time. This module provides a clear overview of core, major, required, faculty elective, and general elective courses, along with credit hours, completed courses, earned grades, and the semesters in which they were taken. It also determines whether these courses contribute to fulfilling the program’s graduation requirements. At the end of the contract sheet, a comprehensive summary compares total required versus total earned credits, ensuring a structured approach to degree completion and student success.
Academic advising flows easily with UniversiTools SIS, enabling direct communication between students and advisors. Students can easily request to add or drop courses, while advisors review and approve or deny these requests based on academic guidelines. Beyond course registration, add, or drop, the advising process extends to guiding students through their academic journey, developing contract sheets, and ensuring they stay on the right path toward degree completion. Advisors also help students explore a wealth institutional resources that support their academic and professional growth.
Course Pre-registration in UniversiTools SIS provides a valuable forecast of course demand for the upcoming semester. By allowing students to pre-register for courses, institutions gain early insights into enrollment trends, helping departments plan more effectively. This process is not a final course registration but an early exercise between the departments and the students, the results of which give a clear indication of the student demand per course. The collected data enables administrators to refine course offerings and determine the necessary number of sections to accommodate student demand.
The Course Registration module in UniversiTools SIS enables students to enroll in courses for the upcoming semester and manage their schedules by adding, dropping, or withdrawing from courses as needed. The system facilitates seamless course selection while ensuring compliance with institutional policies. This online registration process is conducted through the student portal, where students can interact with their advisors for academic guidance. Since course registration is a permanent step toward degree completion, the system enforces critical back-office checks to uphold accuracy and policy compliance. These include registration permissions, course prerequisites, and room seating capacity, ensuring that student enrollment aligns with degree requirements, course policies, and classroom availability.
Assessing student performance is a fundamental aspect of the academic process, and UniversiTools SIS provides a comprehensive solution for managing grading scales, grade books, and transcripts. Institutions can define grading systems such as letter grades, percentages, or GPA, ensuring alignment with academic standards. With this module, administrators can establish course grading schemes, assigning weights to quizzes, periodic exams, midterm and final exams, assignments, projects, and attendance. The system enables automated grade book population, allowing instructors to efficiently record student grades and generate statistical reports on averages, means, deviations, and ranking. Additionally, it supports grading curve adjustments where applicable. Once grades are finalized and posted, students can access their grades and view their unofficial transcripts through their student portal, streamlining academic progress tracking.
UniversiTools SIS enables institutions to define, issue, and manage student holds, whether academic, financial, or administrative. These holds vary in severity and impact, ranging from blocking course registration, preventing add/drop requests, restricting access to examination results and unofficial transcripts, or even prohibiting graduation. With a structured hold management system, administrators can efficiently monitor and apply clearances once the necessary requirements are met, ensuring compliance with institutional policies while maintaining smooth academic operations.
The Degree Audit feature in UniversiTools SIS is an essential tool for tracking students' progress toward completing their degree requirements. It builds on the student’s contract sheet, capturing detailed information about courses that need to be taken, including core, major, elective, and remedial courses. This module clearly shows the student’s current progress by detailing earned credits, remaining credits, and credits that do not count toward the degree. Once all requirements are fulfilled, the Degree Audit will confirm the student’s eligibility for graduation, ensuring that they meet all academic standards. This comprehensive overview provides administrators and advisors with a powerful tool for academic tracking and student success management.
The Accounts Receivable module within UniversiTools SIS allows for efficient financial and accounting management. You can define tuition fees, fee types, frequencies, payment plans, and various discounts, ensuring alignment with each student's individual needs and merits. Fees can be categorized by department, program, and class, providing flexibility and accuracy in billing. The system enables you to issue invoices, process payments, and generate receipts and statements of account. Additionally, you can produce detailed and summary financial reports to maintain oversight. For students, the SIS provides easy access to view past, current, and upcoming fees, ensuring transparency in their financial status and providing real-time updates on their statement of account.
In UniversiTools SIS, the Setup section provides a comprehensive framework to define key foundation elements essential for managing academic operations. This includes establishing your institution's academic year, semesters, faculties, programs, majors, departments, degrees, courses, buildings, and rooms. You can also define important schedules such as on and off days, as well as geographic locations. Additionally, the system allows for customization of selection data and values, including course levels, teaching positions, grading grids, hold types, and various communication messages, among others. UniversiTools SIS provides you with the flexibility and control to develop and manage these foundational elements to best meet your institution’s needs.
UniversiTools SIS provides an extensive suite of reporting and analytics tools, enabling you to unlock valuable insights from your data. You can easily set filter parameters and generate detailed reports covering various aspects of academic and administrative functions, such as admissions, student historical information, courses, instructors, workload, advisement, enrollment, registration, performance, attendance, grades, holds, fees, discounts, and many other areas relevant to your institution. The system allows you to specify the start and end dates of any period you wish to analyze, and you can narrow your focus to specific colleges, departments, courses, students, or instructors. For more advanced needs, you have the flexibility to create custom queries for dynamic, on-the-fly reports tailored to your exact requirements.
Managing students’ contract sheets is crucial for tracking their academic progress. The Contract Sheet module in UniversiTools SIS enables you to develop and manage these academic contracts efficiently. You can outline the courses required for the student’s intended degree, including core, major, required, faculty elective, and general elective courses, along with their credit hours. This feature allows you to monitor the student’s progress by reviewing the courses they’ve taken, the grades they’ve earned, and the semesters in which these courses were completed. It also tracks whether these courses contribute towards fulfilling the program’s requirements. The contract sheet concludes with a summary that compares the total required credits with the total earned credits, providing a clear overview of the student’s academic standing.