Departments & Academic Structure
The foundational configuration layer of SLMT LMS. Every HOD portal, teacher allocation, attendance record, and marks sheet is anchored to the structure defined here. Configure it once — it cascades to all departments automatically.
① Academic Years
The Academic Year is the time container for all data. Every student, class, attendance record, and marks sheet is tagged to an academic year.
How to Create an Academic Year
- Go to Administration → Academic Structure → Academic Years.
- Click "Add New Year" and enter the label (e.g.,
2025-26) and date range. - Click "Set Active" to make it the current year. Only one year can be active at a time.
| Field | Description | Example |
|---|---|---|
| Year Label | Displayed across all dropdowns and reports | 2025-26 |
| Start Date | Academic year start (usually June 1) | 01-Jun-2025 |
| End Date | Academic year end (usually April 30) | 30-Apr-2026 |
| Active Status | Only the active year receives new data. Old years remain read-only for reports. | Active |
② Department Management
Every HOD, class, teacher, and student belongs to exactly one department. Departments must be created before HODs can be assigned.
- Add Department: Enter the full name (e.g.,
Department of Commerce), a short code (COM), and an optional description. Save to make it available in HOD creation. - Edit Department: Update name or description any time. Avoid changing the short code after classes are created — it is embedded in class labels across the system.
- Deactivate Department: Hides it from dropdowns without deleting data — useful for closed or restructured departments.
③ Courses & Semesters
Courses
- Add Course: Enter course name (e.g.,
Bachelor of Commerce), abbreviation (B.Com), duration in years, and affiliated department. - Duration: 3-year courses auto-generate FY / SY / TY labels. 2-year courses generate FY / SY. Custom durations are supported.
- Multiple Courses per Department: A Commerce department can host B.Com, M.Com, and B.Com (Hons) — each with separate classes, semesters, and allocations.
Semesters
- Semester Labels: Configurable per course — Sem 1 & 2 for FY, Sem 3 & 4 for SY, Sem 5 & 6 for TY.
- Active Semester: Controls which subjects appear in teacher allocations and which attendance timetables are active for marking.
- Semester Locking: Lock a completed semester to prevent retroactive changes to marks, attendance, or assignments.
Course Example
B.Com → 3 years → FY/SY/TY → each with 2 semesters = 6 semesters auto-generated.
Active Semester
All new attendance & marks data writes to the currently active semester automatically — no manual tagging.
Divisions
Each class can have A, B, C, D divisions — each treated as an independent class with separate registers.
④ Faculty Designations
Designations are job titles assigned to faculty on account creation. They appear in teacher profiles, letters, and NAAC reports.
- Add Custom Designation: Any institution-specific title (e.g., "Research Associate") can be added and appears immediately in the Teacher registration dropdown.
- NAAC Mapping: Designations are used to auto-populate NAAC criterion columns C3.1 and C4.2 in teacher data exports.
- Delete Guard: A designation currently assigned to a teacher cannot be deleted — the teacher must be reassigned first.
⑤ Achievement Categories
Categories define the types of co-curricular and extra-curricular achievements that students and teachers can log. These feed directly into NAAC Criterion 5 and Criterion 3 reports.
- Add Custom Category: Add institution-specific categories (e.g., "DLLE Event", "Startup Incubation") to match reporting requirements.
- NAAC Auto-Fill: Every approved achievement is tagged to a category and auto-populates AQAR fields — no manual NAAC data entry needed at year-end.
Benefit: The Academic Structure is configured once and automatically cascades to all departments. Every HOD gets access to courses, semesters, designations, and achievement categories without any additional setup — saving days of per-department configuration at the start of every academic year.