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The Admission and Registration Deanship of King Khalid University (KKU), has participated in the 15th meeting of the Deans of Admission and Registration Deanships in the Universities of the Gulf Cooperation Council countries (GCC). The meeting was held last week in the Omani capital, Muscat. The Admission and Registration Deanship of King Khalid University was represented by DR. Sultan Al-Farah.
During the meeting, Dr. Al Farah provided a scientific worksheet in which he talked about the modern electronic trends that have been recently provided by the Admission and Registration Deanship of King Khalid University, as well as other future services. Dr. Al Farah confirmed that administrating a huge educational edifice like King Khalid University, which includes more than 60,000 students and more than 40 colleges, required a lot of effort and work, which relies on the intelligent environment, not on the traditional one. The purpose of such development is to meet the requirements of the academic educational processes with high speed and with indisputable accuracy. Since then, the Deanship of Admission and Registration of King Khalid University has believed on relying on modern technology to raise the level of works, so as to keep pace with modern developments.
Dr. Al Farah explained that the academic system in the deanship was based on international standards, and on that system, many operations were operated every day. Work is divided into two main sections, namely, the academic system in the deanship, and the portals of faculty members and students. The Dean of Admission and Registration Deanship of King Khalid University uncovered that the statistics of the quarterly operations on the academic system have reached 131,415 process, 1,688,953 deletions and add-on, 9,641,232 ts log in process on the system, and the portal of the faculty members, has 13,828 requests by the student, in addition to 11,176 major change requests. He also stressed that all acceptance processes were electronic, which were performed without the need to send any documents. The deanship gets the data accurately, as it was linked with the stakeholders to get applicants data, as well as the link between universities, which is done by a service named Makbol "accepted", to the exclusion of students who have registered in more than one university. The Deanship also relies on an automatic system called Tarsheeh "Nomination", which takes into account applicants' ratio and desire, and which activates acceptance segments according to the rates, in addition to opening a specified period to receive change requests on the system.
Dr. Sultan Al Farah further stated that the most important points that were available in the automated system for admissions inquiries and requests were that the system includes the possibility to search by topic, a group response to inquiries, documentation of inquiries and requests for applicants, without the need to review the deanship; the possibility of monitoring and analyzing acceptance problems in order to get rid of them in the future, the number of inquiries, and the opportunity for everyone to connect with the Deanship from anywhere and at any time.
In his worksheet, Dr. Al Farah also addressed an explanation of the most important contents of the automated guidance system for students "Dash Board". He added that a student must check his or her educational status by colors, daily update for the data of the Dash Board, the possibility of the presentation of the dashboard automatically at each student's entry on his or her site, comparing student status in previous semesters with the current one, comparing student's status with other students of the college, of the department, or even of the the specialty, and giving tips of advice to the student based on his / her status. Moreover, Dashboard system was built on business intelligence system.
Then Dr. Al Farah gave an explanation of the system to support decision-making and the addition of features such as automated link with the academic system, creating a data cube, the accuracy of the reports, speed in the provision of information, tables and drawings of data with scientific significance, the possibility of setting up criteria for all variables, easily- built reports, easily-shared reports and data via the system, ability to identify each faculty and department and comparing the rest of the colleges and disciplines at the university level, as well as an explanation of the system of e-card for students and other beneficiaries of the service, and the services provided by deletions and add-on system by communication system.
Dr. Al farah also explained about the automatic answer for the students' inquiries through the system, the automated analysis of the question, extract meaning to ask, search the databases for the right answer, display the answer to the student, and get student's opinion about the answer. He pointed out that in the case of failure to find an answer in the system, or the student is not convinced with the answer, the question would be transferred to a team working on responding and updating the database queries.
It is noteworthy that a number of GCC countries' universities have requested to arrange visits to the Deanship of Admission and Registration of King Khalid University after the meeting. This is aimed at the need to fully stand the services provided by the deanship, so as to take advantage of them.
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