Flowchart

Of college admission process

Introduction

• A flowchart is a formalized graphic representation of a logic sequence , work or manufacturing process, organization chart, or similar formalized structure. The purpose of a flowchart is to provide people with a common language or reference point when dealing with a project or process.

• Each step in the process is represented by a different symbol and contains a short description of the process step. The flowchart symbols are linked together with arrows showing the process flow direction.

Common flowchart SymbolsDifferent flowchart symbols have different meanings .

The most common flowchart symbols are:

• Terminator: An oval flowchart shape in deciding the start or end of the process.

• Process : A rectangular flowchart shape indicating a normal process flow steps.

• Decision : A decimal flowchart in dictations a branch in the process flow.

• Connector : A small, labeled, circular flow chart shape used to indicate a jump in the process flow.

• Data : A parallelogram that indicates data input or output for a process.

Online Registration

Entrance examination

Call letter to short listed students

Submission of agreements

Interview

Medical examination

counseling Document Verification

Fee Deposit

Hostel Allotment; Admission Final

Macro Flowchart of College Admission Process

Fill up the form and post it to the college address. check status of the form available on the website

Which way fill

the form ?

Receiving form via post from the college

Download the admission form and print it out

Open official website

Click on ‘online registration’

Read the instructions

Micro flowchart for ‘Online Registration’

Micro flow chart for ‘Medical examination’

Step 1• Go to specific room allotted for Medical examination.

Step 2• Measured height and weight.

Step 3• Asked about past health issues.

Step 4 • Cross checked the information mentioned in the form.

Step 5• Verified and approval of medical form

Micro Flow chart of ‘Document

verification’

All the original academic mark sheets are asked

Two photocopies of each mark sheets are asked

Updating all the academic information in computer software

Get it certified with an admission officer

Document verified

Identification of

three

spots

We found the lack of proper information during an admission presence such as

Parents presence was mandatory , Fee can be deposited in cash as well as in

Demand draft form etc.

It could have been great help if students and their parents were discussed about

the respective academic course, the basic things they are going to be needed

followed by a visit to the respective hostels in which student will be staying

during their academic session . As the students come from very far distant place

so it is essential to have proper information.

We feel a concise form of open discussion could have solved most of the above mentioned problems.

We found the process time consuming . It took more than usual time where

it should not be such as during document verification . Their should be an

extra administrators when it was expected to have so many students and

validity of documents is going to be check strictly.

Due to time taking process students as well as parents suffered with no easy

availability of refreshment.

Tackling of crowd got hard at some points during the process. Parents

should have been engaged in some other activities.

We feel there was not proper organization internally as it seems from

outside. A proper organization could have solved the problem of time

consuming process.

We found that during medical examination there were lack of many basicmedical facilities . There was neither proper set up nor equipment for themedical examinations . Even there were lack of professionals as compared tothe number of students.

Medical examination of the students was not very detailed. The cross checking of information regarding the students health with the information filled in the form by the students was not done very properly.

If the medical facilities was good than we could prevent future consequences regarding the health issues of the students . A proper medical record of the studentIs also important for the college specially if it is residential .

Flow Charting is very effecting technique to present

the data . It is very eye catching technique and easy to

understand process.

The college must provide detailed information about

the admission process , courses as well as the hostels

to the students and parents to avoid inconvenience

and misunderstanding during the process.

The best way to tackle this problem is to conduct a

open discussion with parents and students. So, the

issues can be solved face to face and no one remain in

doubt.

The internal management of any process is as

important as outside management. It is very important

to manage internal management with proper strategy.

It would be very convenient and helpful if the admission

process is short and some of the processes are done

online ( for example fee submission etc.). There must be

balance between number of staff members and number

of students come to take admission to avoid time

wastage and mismanagement.

Medical examination must be done with the help of

proper equipment and professionals. It is important to

keep a medical record of student.

The whole admission process must be designed with

proper planning and the convenience of the students

and parents should be area of concern.

Created byAnu VashisthPriyanka BhatiDivya Gupta(Banasthali University)