EMSYS – Core University

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Vision

It supports universities in academic processes integrating with administrative, financial accounting, social, and human resources processes. Analysis and budget structures are linked to academic structures (faculties, departments, study cycles, forms of education, and study programs) for the purpose of efficient academic and financial management.

EMSYS – Core University models university-specific processes in order to improve student services while lowering organizational costs: Tuition Management (Bachelor, Master, Ph.D., Residency), Alumni, Fees (study, accommodation, special), Scholarships (study, social, merit, for outstanding performance), Dormitory Management, Academic Reporting. Academic processes and support are available to students through a portal providing academic and financial information.

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Schooling

The School’s management system gives dynamics to the processes within the university, it is constantly evolving to meet the needs of administrative staff and faculty.

Academic organization in university structures is shaped by the user, without the need for provider intervention. In the system, curricula can be drawn up and managed in order to obtain detailed curricula by subjects, seminars, practical work with specific credit numbers.

The school management system is an integral part of the EMSYS system which operates with a single database.

The information about teachers used in the system is the same as that used in the Human Resources module and is used to prepare job descriptions and estimates for funding and budgeting.

Teachers are used in defining the structure of syllabuses and study contracts as course teachers as well as examiners for assessments.

Because each university has its own specificities, the calculation formulas for the student averages are not similar. Averages with dynamically configurable formulas are the answer to this problem in EMSYS University. Ranking of students for accommodation, scholarships or other purposes can be done according to user-configured averages.

ECTS system – academic results in the system are in correlation with the European evaluation system, mobility programmes are easy to model in the student’s academic work.

Bureaucracy in the assessment process is greatly reduced through electronic catalogues for complex types of examinations, reviews.

Through EMSYS University, study documents can be printed according to the requirements of the Ministry of Education, thus avoiding possible completion errors and standardising the appearance of the documents issued: Student’s school report – printed, Diplomas – printed

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Scholarships

EMSYS University manages all types of scholarships existing in the university environment: performance scholarship, merit scholarship, study scholarship, social aid scholarship, special scholarship. Tracking the distribution of scholarship funds each academic year is done through a multitude of reports that form the basis for budget forecasts for the following academic years.

The definition of scholarships takes into account the amount, currency of the scholarship, type, currency of payment and other characteristics. Their amount is defined for each academic year.

Scholarship holders declare themselves out of the multitude of students who are entitled to receive a certain type of scholarship. By using the scholarship calculation, the scholarship payment proposal is generated for an award session and for the students declared as scholarship holders.

For universities offering scholarships on cards, it is possible to generate files of scholarship holders to banks and obtain statements of payments to each bank.

As the portal is integrated with the school management system, using a common database, the scholarship information available in the portal does not need to be updated later, as it presents the existing data in the system in real time.

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Tax

The number of fee-paying students must be treated with particular importance, as they are the main source of the university’s own income, therefore the analytical accounting of tuition fees, occasional fees, accommodation fees, according to outstanding credits for enrolled students, regardless of the form of tuition (day courses, ID, postgraduate) is an action that involves sustained effort on the part of the administrative staff. EMSYS University allows the management of fees through multiple tools: amount of fees in different currencies, payment instalments (amount of instalment, scheduled payment date, due date for payment, rules for late payment, conditions for expulsion for non-payment of fees), generation of debits according to the student’s status.

EMSYS University is part of the integrated EMSYS ERP system, therefore cashier payments, the bank immediately reverts to the student payment status. This allows to obtain without further processing lists of students in arrears, students in situation of being expelled for non-payment, etc.

As means of payment are constantly evolving, tuition fee payments to banks are becoming more frequent. EMSYS University provides automated imports of bank collections.

Information about fees and payments as well as information about exam results is important for the student. The EMSYS University portal gives students access to real-time payment and fee information.

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Beds

In the accommodation process the important component is the material base available to the university. The material base, the number of places allocated to each faculty or department in the university, down to the level of years of study, can be determined in accordance with the campus structure.

Information about dorms, dorm administrators, rooms, accommodations and their destination can be managed in EMSYS University to achieve a streamlined accommodation process.

After defining the material base, students can be registered as dormitories. To help this process, the system provides reports, rankings and statements on the basis of which the user can decide which students are eligible for accommodation. The reports (Dormitory Mirror, Dormitory Situation, Dormitory Vacancies) provide the accommodation and cashing situation in real time

EMSYS University also manages student fees for accommodation. Procedures are available for calculating late fee penalties based on the number of days past the grace date and the dollar or percentage amount of the penalty for each day late. The application implements a warning system for students who have missed the grace period.

As means of payment are constantly evolving, payments of dormitory fees to banks are becoming increasingly common. EMSYS University provides automated imports of collections from banks.

Information about fees is important to the student, so the EMSYS University portal gives students access to real-time payment and fee information.

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