Instruction Manual for Registration

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OFFICE OF THE CONTROLLER OF EXAMINATIONSANNA UNIVERSITY, CHENNAI 25

INSTRUCTION MANUAL FOR COMP UTERISED GENERATION OFAPPLICATIONS AND REGISTRATION OF SUBJECTS FOR THE END

SEMESTER EXAMINATIONS TO BE HELD INAPRIL/ MAY 2010

The CD sent with this, contains the SOFTWARE for GENERATING APPLICATIONS and REGISTRATION OF SUBJECTS for the APRIL/MAY 2010 Examinations for thestudents admitted into UG/PG programmes from the academic year 2001-2002 to2008-2009, which can be loaded into a computer for the generation of Examination Applicationsand Registration of Arrear and Regular subjects.

1. Hardware and Software Requirement:

(i ) One PC, preferably P-IV or greater with 128 MB of R AM and a m inimumof 600 M B free space in hard disk.

(ii) One Laser printer.(iii) Microsoft Windows 2000 or Higher.

Important Settings:

(i) Set the monitor resolution to 1024 by 768 pixels.

(ii) Set the printing preferences of the laser printer toA4 paper w here ever necessary .

2. Contents of CD:

The CD contains the following files and a folder.

a) Setup.exe (Application file)b) Registration .cab is a cabinet file with a set of compressed installation filesc) Setup.lstd) Support Directory

3. Installation:

Double click Setup.exe that is present in the CD. This will install the Registrationsoftware and the related database files accessible by MS Access. The installation process willtake 3 to 6 minutes depending on the speed of the computer. The software is now ready foruse.

After the installation is over, open the program from the usual Windows Start as givenbelow.

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START PROGRAMS Registration Registration

Now the main screen as in Figure 1 will be displayed. (The month and year ofExamination will be APRIL/MAY 2010).

FIGURE 1: Main Screen.

4. Main Menu

Click the File menu item as top left of the screen. This will cause display of Menu items

as in Figure 2.

FIGURE 2: Main Menu .2


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The File Menu contains the following submenus:

1) Generate Applications2) Quick Registration3) Registration4) To Delete a Register Number5) Report6) Exit

Menu item 1: Generate Applications This menu can be used to generate applications for the purpose of

APRIL/MAY 2010 examinations for all the students of the college. The user of this software is tobe very careful in using this option. This option will open a new window as given below forgenerating applications branch wise by choosing a branch from the pull down menu.

FIGURE 3: Generation of Applications and Printing Procedure

After choosing a branch, choose the year of admission and select the optionPrint. This willgenerate applications for the branch that has been selected and send the applications forprinting directly to the printer that is connected with the computer after a confirmation from theuser. The window for the same will be displayed as given below:

FIGURE 4: Printing Procedure with Confirmation from the User

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As given in Important Settings, confirm that the printerhas been set to A4 paper before printing Applications.

By pressing OK, all the applications for the selected branch will be printedautomatically. The option Cancel wil l close down the Generating Applications

screen. If you w ant to print applications for selected candidates use the other option Branch and Selective Register No(s)., which will allow to print either a group ofapplications or a particular candidates application.

Once if the applications for all the students of all thebranches are printed, handover the same to the

concerned students for verification of the registeredsubjects by default.

The students can verify the data given in the applicationsmake any necessary corrections such as addition or

deletion of subjects if needed.

THE FOLLOWING PROCESS CAN BE STARTED ONCE IF ALL THEAPP LICATIONS AND NECESSARY FEES ARE COLLECTED FROM THE

STUDENTS.

Menu I tem 2: Quick Registration

This software provides facility for quick (or Bulk) registration of candidates. If there is nodeletion of subjects in the application, which have been already generated, then by choosingthe option Quick Registration, it is possible to register for a group of students by inputting thefirst and the last register numbers. The Quick Registration procedure is shown in the followingFigure.

FIGURE 5: Quick Registration Application Form

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ThisREGISTRATIONprocess is to be completed for all the students of the college,before the due date.

N OT E : G EN E R A T E THE A BS T R A CT R E P OR T S ONLY A FTER THEREG ISTRAT ION P R O C E S S I S F U L L Y C O M P L E T ED .

Menu I tem 3: Registration

This software provides facility for the registration of subjects for the candidates under variouscategories:

The submenus of the main menu Registration are:

a) Registration of Subject s for Regular Candidatesb) Registration of Sub jects for Transferred Candidatesc) Registration of Subject s for Transferred Cum Readm itted Candidatesd) Registration of Subjects for Readmitted Candidatese) Registration of Subjects for Miscellaneous Candidates

The submenus of Registration are shown in the following Figure 6:

FIGURE 6: Submenus of Registration

The explanation and the usage of each submenu are given below:

(a) Registration of Subjects for Regular CandidatesThis submenu can be used for the candidates who have been left out in Quick Registration

and also it helps registering the subjects Candidate by Candidate. The procedure ofregistration is explained in detail below:

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Registration of Subject s (Candidate by Candidate Procedure)

This process is to be started only after confirmation of the subjects to be registered bythe student. For all the students the process ofREGISTRATION is must and it can becarried after collecting all the applications and necessary fees from the students.

Clicking the menu itemRegistration of Subjects for Regular Candidates, a formis displayed as in Figure 7. Type the Register No. and press Enter-Key. The details of subjects tobe registered by the candidate will be displayed.

FIGURE 7: Registration Application Form

If all the subjects listed are correct then press theRegistericon for Registration. Thiswill register all the subjects for the candidate. In case of deletion of subjects for a student, clickthe check box for the subjects on the left ofSem as shown in the form (Figure 8). TheCurr.Stat column changes to Deleted for the corresponding subjects. This option can beused provided, if the student hasPASSEDin that subject. Otherwise deletion of subjectsis not permitted. Now the Register icon will be disabled. Click the Preview & Printoption for generating a new application and for the automatic registration of subjects other thanthe subjects that have been deleted.

FIGURE 8: Registration with Deletion of Subjects

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(b) Registration of Subj ects for Transferred CandidatesNormally some of the students would have opted for the transfer from some other college

to the college concerned. For those students, a provision is made in the software for theregistration of regular and arrear subjects transferred to the college. From the optionRegistration, select the option Registration of Subjects for Transferred Candidates.This option will display a form as given below:

FIGURE 9: Registration App lication Form for Transferred Candidates

The inputs required are:

First enter the Old registration number of the candidate who has been transferred tothe college concerned from some other college. This will display the semester andbranch name of the candidate.

Second enter the name of the candidate. Third move the cursor to the semester column and enter the semester number and use

the tab key to move to the next columnSubj ect Code for entering the subject codeand press theENTERKey. Now the subject name, subject type, status will appear inthe screen. Continue entering all the semester number and subject code of thecandidate. After completing all the entries, press the button Register & Print. Thisoption completes the registration process and generates an application form for thecandidate which can be printed. The Figure 10 shows the subjects registered for acandidate.

In the same way, it is possible to register for all the transferred candidates.(c) Registration of Subject s for Transferred cum Readm itted Candidates

Normally some of the students would have opted for the transfer from some other collegeand they may like to rejoin in the college concerned. For those students, a provision is made inthe software for the registration of regular and arrear subjects transferred and readmitted tothe college concerned. From the option Registration, select the option Registration of

Subjects for Transferred cum Readmitted Candidates. This option will display a form asgiven in Figure 11.

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FIGURE 10: Registration Appl ication Form for Transferred Candidates w ithRegistered Subjects

FIGURE 11: Registration App lication Form for Transferred cum Readm ittedCandidates w ith R egistered Subjects


First enter the Old registration number of the candidate who has been transferred tothe college from some other college. This will display the semester and branch name ofthe candidate.


the tab key to move to the next column Subj ect Code for entering the subject codeand press theENTERKey. Now the subject name, subject type, status will appear in

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the screen. Continue entering all the semester number and subject code of thecandidate. After completing all the entries, press the button Register & Print. Thisoption completes the registration process and generates an application form for thecandidate which can be printed. The Figure 11 shows the subjects registered for acandidate.

In the same way, it is possible to register for all the transferred cum readmittedcandidates.

(d) Registration of Subjects for Readmitted CandidatesNormally some of the students may join again after a break into a college. For those

students, a provision is made in the software for the registration of regular and arrear subjects.From the option Registration, select the option Registration of Subjects for ReadmittedCandidates. This option will display a form as given below:

FIGURE 12: Registration Application Form for Readmitted Candidates w ithRegistered Subjects


First enter the Old Registration Number of the candidate who has been readmittedinto a college. This will ask for the semester number to which the student is readmittedand will display the branch name of the candidate.


the tab key to move to the next columnSubj ect Code for entering the subject codeand press theENTERKey. Now the subject name, subject type, status will appear inthe screen. Continue entering all the semester number and subject code of thecandidate. After completing all the entries, press the button Register & Print. Thisoption completes the registration process and generates an application form for thecandidate which can be printed. The Figure 12 shows the subjects registered for acandidate.

In the same way, it is possible to register for all the readmitted candidates.9


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(e) Registration of Subjects for Miscellaneous CandidatesNormally some of the students would have completed the programme or may be under

break of study for some reason or may not have received the application while generating theapplication for the students of the college using the option Generate Applications. Forthose students, a provision is made in the software for the registration of regular and arrearsubjects. From the option Registration, select the option Registration of Subjects forMiscellaneous Candidates. This option will display a form as given below:

FIGURE 13: Registration Application Form for M iscellaneous Candidates w ithRegistered Subjects


First enter the Registration Num ber of the candidate and the semester number. Thiswill display the branch name of the candidate.


the tab key to move to the next column Subj ect Codeand press theENTERKey.Now the subject name, subject type, status will appear in the screen. Continue enteringall the semester number and subject code of the candidate. After completing all theentries, press the button Register & Print. This option completes the registrationprocess and generates an application form for the candidate which can be printed. TheFigure 13 shows the subjects registered for a candidate.

In the same way, it is possible to register for all the readmitted candidates.Menu I tem 4: To Delete a Register Number

BY m istake, if a candidate has been registered, the register number can be deletedfrom the registered list by selecting this option and providing the proper RegisterNumber as input and by cl icking the Delete button.

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Menu Item 5: Report

Once if the registration process for all the categories is completed, the reports for theregistered (Regular, Transferred, Transferred cum Readmission, Readmission and MiscellaneousCandidates) and not registered students can be generated for the entire college. Once if themenu Report from the Filemenu is selected, the screen as shown in Figure 14 will bedisplayed:

FIGURE 14:Submenus of Report

The submenus ofReportare:

a) Report of Registered Candidates (Regular)b) Report of Registered Students with Modif icationc) Report of Not Registered Candidates (Regular)d) Report of Transferred Candidatese) Report of Transferred cum Readm itted Candidatesf) Report of Readmitted Candidatesg) Report of Miscellaneous Candidatesh) Final Report for the Details of the Fees Paid

The function of each submenu is explained below in detail.

a) Report of Registered Candidates (Regular)

This option will generate a report with the details of fees paid by the students, number ofsubjects registered by each student and the total amount of money to be sent to the Office ofthe Controller of Examinations, Anna University branchwise for the students who haveregistered all the subjects without any addition or deletion.

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b) Report of R egistered Students with Modif ication

This option will generate a report with the details of fees paid by the students and number ofsubjects registered by each student, the total amount of money to be sent to the Office of theController of Examinations, Anna University branch wise for the students who have registeredthe subjects using addition or deletion option.

c) Report of Not Registered Candidates (Regular)

This option will generate a report with the details of the students and number of subjects notregistered by each student in the college branchwise.

d) Report of Transferred Candidates

This option will generate a report with the details of fees paid by students admitted undertransfer from other colleges, number of subjects registered by each student and the totalamount of money to be sent to the Office of the Controller of Examinations, Anna Universitybranch wise for all the transferred students.

e) Report of Transferred cum Readmitted Candidat es

This option will generate a report with the details of fees paid by students admitted undertransfer cum readmission from other colleges, number of subjects registered by eachstudent and the total amount of money to be sent to the Office of the Controller ofExaminations, Anna University branch wise for all the students transferred and readmitted.

f) Report of Readmitted Candidates

This option will generate a report with the details of fees paid by students admitted underreadmission , number of subjects registered by each student and the total amount of money tobe sent to the Office of the Controller of Examinations, Anna University branch wise for thereadmitted students.

g) Report of Miscellaneous Candidates

This option will generate a report with the details of fees paid by students, whoseapplications are generated using the first option , number of subjects registered by eachstudent and the total amount of money to be sent to the Office of the Controller ofExaminations, Anna University branch wise for the students.

h) Final Report for th e Details of the Fees Paid

This option will generate a report for the details of fees paid by students of allcategories. The Principals wil l check the total amount of money to be sent to theOffice of Controller of Exam inations, Anna University for the students based on thisreport.


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CONTROLS:

FIGURE 15 FIGURE 16

Two kinds of controls are used in Registration of subjects for all categories of students.

The Controls in Figure 15 will appear for the Registration of Subjects for RegularCandidates and the Controls in Figure 16 will appear for the Registration of Subjects forTransferred Candidates, Registration of Subjects for Transferred Cum ReadmittedCandidates, Registration of Subjects for Readmitted Candidates and Registration ofSubjects for Miscellaneous Candidates.

All the controls used in both are explained below:

Register This option is meant for the students who have no change in subjects as given inthe Application form. For them alone this option can be used.

Preview & Print In case of addition or deletion of subjects, fresh applications have to begenerated and the modified subjects have to be registered. After the registration process usingcheck box, the student has the option to preview the subjects that he/she has registered usingthis preview & print button. If this is found correct, then use the PRINTER ICON available inthe screen to print the registration application for further process. Use Laser Jet printer only

for printing the Application Form.

Register & Print This option can be used for the registration of subjects and forgenerating applications for the Transferred Candidates, Transferred Cum ReadmittedCandidates, Readm itted Candidates and for Miscellaneous Candidates.

Add - For adding subjects choose the optionAdd (Figures 15 & 16). This will open a newwindow as given below (Figure 17) and this provides facility to add any subject for a student.This has option such as selection of semester and then the subject of the candidate to registerin that semester (Figure 18). By choosing the subject and clicking the Addbutton the subjectcan be included in the subjects to the register form. The option cancel will cancel the application

ofAddsubjects.

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FIGURE 17: Registration Application Form w ith Addition of Subjects

FIGURE 18: Registration Application Form w ith Addition of Subjects in Detail

Modify Modification of the application rarely occurs. However a provision is made; to add anew subject or to delete the existing subject click the checkbox; to delete or to add a subjectuse the procedure which has been explained in the Registration Process. When you click theModifybutton, an input box (see the figure below) is provided to enter the Register number.After you modify the application form click thePreview & Printbutton in order to print themodified application form.

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FIGURE 17: Input Box for Modify

Exit After the entire process is over click theExitbutton to exit from the Registrationprogram.

Copy the database application in Floppy/ CD.

The main purpose of this software is to obtain errorfree data on Registration of

subjects of the students of the college for the APRIL/MAY 2010 Examinations, directly usable atthe Computer Laboratory of the Office of The Controller of Examinations.

After the process is over, please copy the folderdatafound in the pathC:\ Program Files\ Registration

in a CD (RW) (2 copies) and send the same to the Office of The Controller of Examinations,on or before the last date prescribed.

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Instruction Manual for Registration

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