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OFFICE OF THE CONTROLLER OF EXAMINATIONS

ANNA UNIVERSITY, CHENNAI – 25


INSTRUCTION MANUAL FOR COMPUTERISED GENERATION OF
APPLICATIONS AND REGISTRATION OF SUBJECTS FOR THE END
SEMESTER EXAMINATIONS TO BE HELD IN
APRIL/MAY 2010

The CD sent with this, contains the SOFTWARE for GENERATING APPLICATIONS
and REGISTRATION OF SUBJECTS for the APRIL/MAY 2010 Examinations for the
students admitted into UG/PG programmes from the academic year 2001-2002 to
2008-2009, which can be loaded into a computer for the generation of Examination Applications
and Registration of Arrear and Regular subjects.

1. Hardware and Software Requirement:

(i) One PC, preferably P-IV or greater with 128 MB of RAM and a minimum
of 600 MB 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 to


A4 paper where 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 files
c) Setup.lst
d) Support Directory

3. Installation:

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

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

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START → PROGRAMS → Registration → Registration

Now the main screen as in Figure 1 will be displayed. (The month and year of
Examination 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.

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The File Menu contains the following submenus:

1) Generate Applications
2) Quick Registration
3) Registration
4) To Delete a Register Number
5) Report
6) 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 to
be very careful in using this option. This option will open a new window as given below for
generating 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 option “Print”. This will
generate applications for the branch that has been selected and send the applications for
printing directly to the printer that is connected with the computer after a confirmation from the
user. 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 printer
has been set to “A4” paper before printing Applications.
By pressing “OK”, all the applications for the selected branch will be printed
automatically. The option “Cancel” will close down the “Generating Applications”
screen. If you want to print applications for selected candidates use the other option
“Branch and Selective Register No(s).”, which will allow to print either a group of
applications or a particular candidate’s application.

Once if the applications for all the students of all the


branches are printed, handover the same to the
concerned students for verification of the registered
subjects by default.

The students can verify the data given in the applications


make any necessary corrections such as addition or
deletion of subjects if needed.
THE FOLLOWING PROCESS CAN BE STARTED ONCE IF ALL THE
APPLICATIONS AND NECESSARY FEES ARE COLLECTED FROM THE
STUDENTS.

Menu Item 2: Quick Registration

This software provides facility for quick (or Bulk) registration of candidates. If there is no
deletion of subjects in the application, which have been already generated, then by choosing
the option “Quick Registration”, it is possible to register for a group of students by inputting the
first and the last register numbers. The Quick Registration procedure is shown in the following
Figure.

FIGURE 5: Quick Registration Application Form

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This “REGISTRATION” process is to be completed for all the students of the college,
before the due date.

NOTE: GENERATE THE ABSTRACT REPORTS ONLY AFTER THE


REGISTRATION PROCESS IS FULLY COMPLETED.

Menu Item 3: Registration

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

The submenus of the main menu Registration are:

a) Registration of Subjects for Regular Candidates


b) Registration of Subjects for Transferred Candidates
c) Registration of Subjects for Transferred Cum Readmitted Candidates
d) Registration of Subjects for Readmitted Candidates
e) 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 Candidates

This 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 of
registration is explained in detail below:

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Registration of Subjects (Candidate by Candidate Procedure)

This process is to be started only after confirmation of the subjects to be registered by


the student. For all the students the process of “REGISTRATION” is must and it can be
carried after collecting all the applications and necessary fees from the students.

Clicking the menu item “Registration of Subjects for Regular Candidates”, a form
is displayed as in Figure 7. Type the Register No. and press Enter-Key. The details of subjects to
be registered by the candidate will be displayed.

FIGURE 7: Registration Application Form

If all the subjects listed are correct then press the “Register” icon for Registration. This
will register all the subjects for the candidate. In case of deletion of subjects for a student, click
the check box for the subjects on the left of “Sem” as shown in the form (Figure 8). The
“Curr.Stat” column changes to “Deleted” for the corresponding subjects. This option can be
used provided, if the student has “PASSED” in that subject. Otherwise deletion of subjects
is not permitted. Now the “Register” icon will be disabled. Click the “Preview & Print”
option for generating a new application and for the automatic registration of subjects other than
the subjects that have been deleted.

FIGURE 8: Registration with Deletion of Subjects


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(b) Registration of Subjects for Transferred Candidates

Normally 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 the
registration of regular and arrear subjects transferred to the college. From the option
Registration, select the option Registration of Subjects for Transferred Candidates.
This option will display a form as given below:

FIGURE 9: Registration Application Form for Transferred Candidates

The inputs required are:

• First enter the Old registration number of the candidate who has been transferred to
the college concerned from some other college. This will display the semester and
branch 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 column “Subject Code” for entering the subject code
and press the “ENTER” Key. Now the subject name, subject type, status will appear in
the screen. Continue entering all the semester number and subject code of the
candidate. After completing all the entries, press the button “Register & Print”. This
option completes the registration process and generates an application form for the
candidate which can be printed. The Figure 10 shows the subjects registered for a
candidate.
• In the same way, it is possible to register for all the transferred candidates.

(c) Registration of Subjects for Transferred cum Readmitted Candidates

Normally some of the students would have opted for the transfer from some other college
and they may like to rejoin in the college concerned. For those students, a provision is made in
the software for the registration of regular and arrear subjects transferred and readmitted to
the college concerned. From the option Registration, select the option Registration of
Subjects for Transferred cum Readmitted Candidates. This option will display a form as
given in Figure 11.

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FIGURE 10: Registration Application Form for Transferred Candidates with
Registered Subjects

FIGURE 11: Registration Application Form for Transferred cum Readmitted


Candidates with Registered Subjects

The inputs required are:

• First enter the Old registration number of the candidate who has been transferred to
the college from some other college. This will display the semester and branch 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 column “Subject Code” for entering the subject code
and press the “ENTER” Key. 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 the
candidate. After completing all the entries, press the button “Register & Print”. This
option completes the registration process and generates an application form for the
candidate which can be printed. The Figure 11 shows the subjects registered for a
candidate.
• In the same way, it is possible to register for all the transferred cum readmitted
candidates.

(d) Registration of Subjects for Readmitted Candidates

Normally 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 Readmitted
Candidates. This option will display a form as given below:

FIGURE 12: Registration Application Form for Readmitted Candidates with


Registered Subjects

The inputs required are:

• First enter the Old Registration Number of the candidate who has been readmitted
into a college. This will ask for the semester number to which the student is readmitted
and will display the branch 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 column “Subject Code” for entering the subject code
and press the “ENTER” Key. Now the subject name, subject type, status will appear in
the screen. Continue entering all the semester number and subject code of the
candidate. After completing all the entries, press the button “Register & Print”. This
option completes the registration process and generates an application form for the
candidate which can be printed. The Figure 12 shows the subjects registered for a
candidate.
• In the same way, it is possible to register for all the readmitted candidates.
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(e) Registration of Subjects for Miscellaneous Candidates

Normally 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 the
application for the students of the college using the option “Generate Applications”. 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
Miscellaneous Candidates. This option will display a form as given below:

FIGURE 13: Registration Application Form for Miscellaneous Candidates with


Registered Subjects

The inputs required are:

• First enter the Registration Number of the candidate and the semester number. This
will display the branch 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 column “Subject Code” and press the “ENTER” Key.
Now the subject name, subject type, status will appear in the screen. Continue entering
all the semester number and subject code of the candidate. After completing all the
entries, press the button “Register & Print”. This option completes the registration
process and generates an application form for the candidate which can be printed. The
Figure 13 shows the subjects registered for a candidate.
• In the same way, it is possible to register for all the readmitted candidates.

Menu Item 4: To Delete a Register Number

BY mistake, if a candidate has been registered, the register number can be deleted
from the registered list by selecting this option and providing the proper Register
Number as input and by clicking 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 the
registered (Regular, Transferred, Transferred cum Readmission, Readmission and Miscellaneous
Candidates) and not registered students can be generated for the entire college. Once if the
menu “Report” from the “File” menu is selected, the screen as shown in Figure 14 will be
displayed:

FIGURE 14: Submenus of Report

The submenus of “Report” are:

a) Report of Registered Candidates (Regular)


b) Report of Registered Students with Modification
c) Report of Not Registered Candidates (Regular)
d) Report of Transferred Candidates
e) Report of Transferred cum Readmitted Candidates
f) Report of Readmitted Candidates
g) Report of Miscellaneous Candidates
h) 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 of
subjects registered by each student and the total amount of money to be sent to the Office of
the Controller of Examinations, Anna University branchwise for the students who have
registered all the subjects without any addition or deletion.

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b) Report of Registered Students with Modification

This option will generate a report with the details of fees paid by the students and number of
subjects registered by each student, the total amount of money to be sent to the Office of the
Controller of Examinations, Anna University branch wise for the students who have registered
the 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 not
registered 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 under
transfer from other colleges, number of subjects registered by each student and the total
amount of money to be sent to the Office of the Controller of Examinations, Anna University
branch wise for all the transferred students.

e) Report of Transferred cum Readmitted Candidates

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

g) Report of Miscellaneous Candidates

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

h) Final Report for the Details of the Fees Paid

This option will generate a report for the details of fees paid by students of all
categories. The Principals will check the total amount of money to be sent to the
Office of Controller of Examinations, Anna University for the students based on this
report.

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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 Regular
Candidates and the Controls in Figure 16 will appear for the Registration of Subjects for
Transferred Candidates, Registration of Subjects for Transferred Cum Readmitted
Candidates, Registration of Subjects for Readmitted Candidates and Registration of
Subjects 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 in
the Application form. For them alone this option can be used.

“Preview & Print” – In case of addition or deletion of subjects, fresh applications have to be
generated and the modified subjects have to be registered. After the registration process using
check box, the student has the option to preview the subjects that he/she has registered using
this preview & print button. If this is found correct, then use the “PRINTER ICON” available in
the 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 for
generating applications for the Transferred Candidates, Transferred Cum Readmitted
Candidates, Readmitted Candidates and for Miscellaneous Candidates.

“Add” - For adding subjects choose the option “Add” (Figures 15 & 16). This will open a new
window 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 register
in that semester (Figure 18). By choosing the subject and clicking the “Add” button the subject
can be included in the subjects to the register form. The option cancel will cancel the application
of “Add” subjects.

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FIGURE 17: Registration Application Form with Addition of Subjects

FIGURE 18: Registration Application Form with Addition of Subjects in Detail

“Modify” – Modification of the application rarely occurs. However a provision is made; to add a
new subject or to delete the existing subject click the checkbox; to delete or to add a subject
use the procedure which has been explained in the Registration Process. When you click the
“Modify” button, an input box (see the figure below) is provided to enter the Register number.
After you modify the application form click the “Preview & Print” button in order to print the
modified application form.

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FIGURE 17: Input Box for ‘Modify’

“Exit” – After the entire process is over click the “Exit” button to exit from the Registration
program.

Copy the database application in Floppy/CD.

The main purpose of this software is to obtain error–free data on Registration of


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

After the process is over, please copy the folder “data” found in the path
“C:\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.

--End--

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