The ILHAM Enrolment & Student Management system provides comprehensive tools for managing the entire student lifecycle, from initial registration through graduation or withdrawal.


Part 1: Registration Form & Parent Form Gateway

Overview

The registration system handles the complete enrollment process from initial program selection through payment confirmation.


1.1 Registration Form Management

Programme Selection

The programme selection process allows parents to choose appropriate programs based on their child's needs and availability.


Programme Selection Steps:

  1. Complete Programme Selection Form

    • Year of Birth: Enter child's birth year for age verification
    • Mosque: Select your specific centre from the dropdown
    • Academic Year: Choose the relevant academic year
    • Start From: Select the desired start date
    • Schedule Days: Choose preferred class days

  2. Display Available Programmes

    • Click "Show Programme" to view available options
    • Select from available programmes that match your criteria


Important Notes:

  • Programme availability depends on age requirements and centre capacity
  • Schedule options may vary by centre and programme type


Student Verification Process

The student verification system ensures accurate student identification and prevents duplicate registrations.

Verification Process:

  1. Navigation Controls

    • Click "Continue" to proceed to the next page
    • Click "Back" to return to previous sections

  2. NRIC Validation

    • System includes built-in NRIC validation
    • Parents must enter a valid NRIC number to proceed

Three Registration Flows Available:

  1. New Student

    • For first-time registrations with no existing records

  2. Existing Student

    • For students who have previously been registered

  3. New Student with Existing Sibling

    • For families with existing students adding additional children



Student Particulars Management

This section captures essential information about the student and family.

Key Features:

  1. Save Draft Functionality

    • Click "Save Draft" to save progress and complete later
    • Available from page 3 onwards

  2. Email Verification System

    • Email address is required for Parent Form Gateway access
    • 6-digit OTP will be sent to parent's email for verification


Critical Information:

  • Email address serves as the primary login credential for parents
  • OTP verification ensures secure access to the parent portal

Learning Needs Profile Assessment

This section allows parents to provide detailed information about their child's learning requirements and preferences.


Assessment Process:

  1. Transparent Information Sharing

    • Parents should fill out their child's learning needs profile honestly
    • Information helps centres provide appropriate support and accommodations

  2. Navigation

    • Click "Continue" to proceed to the next section after completion


Purpose:

  • Enables personalized learning approaches
  • Helps centres prepare appropriate resources and support
  • Facilitates better student-teacher matching


Parents/Guardian Particulars

This section manages parent and guardian information, including emergency contacts.

Key Requirements:

  1. Pre-filled Field Review

    • Review all pre-populated information for accuracy
    • Update any incorrect or missing information

  2. Emergency Contact Requirement

    • Emergency contact (other than parents/guardians) is mandatory
    • Must provide complete contact information for emergency situations

Confirmation and Survey

The final registration steps include regulatory compliance and feedback collection.

Completion Requirements:

  1. General Regulations Confirmation

    • Review and accept all general regulations
    • Mandatory acceptance required to proceed

  2. Survey Completion

    • Complete all survey questions
    • Both confirmation and survey are mandatory fields

Payment Summary

The payment summary provides options for completing the registration fee payment.

Payment Options Available:

  1. Pay Online (PayNow/Card Payment)

    • PayNow QR code displayed after clicking submit button
    • Immediate payment processing available
    • Card payment options also available

  2. Eligible and Applying for Fee Assistance

    • IEF (Income-based Fee Assistance) form will be added to Parent Form Gateway
    • Parents can complete fee assistance application separately




1.2 Parent Form Gateway

Accessing the Parent Portal

The Parent Form Gateway provides secure access for parents to manage their applications and forms.

Login Process:

  1. Authentication

    • Login using the Applicant Email provided during registration
    • System will trigger 6-digit OTP for secure access

  2. Resume Saved Applications

    • Click "Continue" to resume previously saved forms
    • Complete and submit unfinished applications

Security Features:

  • OTP verification for each login session
  • Secure access to personal information and forms
  • Ability to save and resume applications

Part 2: Interest Management & Interest Profile

Overview

Interest Management provides comprehensive tools for tracking and managing student registration interests from submission through enrollment.

2.1 Interest Management System

Accessing Interest Management

System Access:

  • Sign in using your assigned email address
  • Password: Mmwss@2025

Navigation:

  1. Click "Interest Management" from the main menu
  2. New registered interests appear automatically when parents submit enrollment forms


Interest Management Dashboard Overview

The dashboard provides multiple views and tools for managing student interests effectively.

Available Views:

  1. All Interest

    • Displays comprehensive overview of all interest data
    • Includes all statuses and stages

  2. Registered

    • Shows only interests with "registered" status
    • Focuses on pending applications

  3. Enrolled

    • Displays only interests with "enrolled" status
    • Shows successfully completed enrollments

  4. Parent Responses

    • Shows all forms submitted by parents through the parent portal
    • Provides visibility into parent engagement

  5. Activity Log

    • Tracks all staff activities (editing profiles, exporting data, etc.)
    • Maintains audit trail for accountability


Data Management Tools

Table Configuration:

  • Configure data display by toggling visibility of specific information
  • Customize view based on operational needs
  • Hide or show columns as required

Advanced Filtering:

  • Set date ranges for targeted data review
  • Select specific centres for multi-centre operations
  • Choose specific information categories to display
  • Apply multiple filters simultaneously for precise data analysis


Data Export Functionality

Export Process:

  1. Apply Filters

    • Use preferred filters (by class, level, or centre)
    • Display specific information needed for export

  2. Export Data

    • Select "Export Data" function to download in Excel format
    • Password-protected file for security

Search Functionality

Search Features:

  • Type to search for specific information
  • Dropdown suggestions appear as you type
  • Quick access to student records and interest data


2.2 Interest Profile Management

Viewing Interest Profiles

Interest profiles contain comprehensive information about each registration interest.

Profile Information Includes:

  • All registered interest information
  • Updates and modifications history
  • Complete activity logs
  • Status tracking

Navigation:

  1. Navigate to the Interest Profile tab
  2. Select appropriate sub-tab for specific information
  3. Centre Admins can modify or add profile information as needed


Editing Interest Profiles

Profile Modification:

  1. Edit Information
    • Click "Edit Info" to modify profile details
    • Make necessary changes to student or family information
    • Save changes to update the profile

Administrative Control:

  • Centre Admins have full editing capabilities
  • Changes are logged in the activity history
  • Real-time updates across the system


Interest Status Management

Automatic Status Updates:

Enrolled Status:

  • Interest status automatically changes to "Enrolled" when payment is successful
  • Confirmed enrolled students appear in the Student Management module
  • Enrolled interests cannot be changed back to "Registered" status


Status Progression:

  1. Interested → Initial registration submission
  2. Registered → Complete application submitted
  3. Enrolled → Payment confirmed and enrollment complete

Part 3: Student Management

Overview

Student Management provides comprehensive tools for managing enrolled students throughout their academic journey.


3.1 Student Management System

Main Features:

  1. Click "Student Management" from the main menu
  2. Access comprehensive tools for student data management

Available Tools:

  • Search: Locate specific students quickly
  • Filter: Apply criteria to narrow down student lists
  • Export: Download student data for external use
  • Update Profile: Modify student information


3.2 Student Profile Management

Viewing Student Profiles

Student profiles contain complete information about enrolled students.


Profile Access:

  1. Click on any student name to view their complete profile
  2. Click "Edit Info" to modify student details


Profile Information Includes:

  • Personal particulars
  • Academic information
  • Parent/guardian details
  • Learning needs assessment
  • Enrollment history
  • Payment information

Individual Profile Updates

Profile Modification Process:

  • Access individual student profiles
  • Edit specific information fields
  • Save changes to update student records
  • Changes are tracked in the system log


3.3 Bulk Update Student Profiles

Bulk Actions Functionality

Bulk updates allow efficient management of multiple student profiles simultaneously.


Bulk Update Process:

  1. Student Selection

    • Select one or more students from the student list
    • Use checkboxes to select multiple students

  2. Initiate Bulk Action

    • Click "Bulk Action" → "Update Student Profile"
    • Access bulk update interface

  3. Template Usage

    • Use the provided file template
    • Make a copy of the template
    • Edit necessary information in the template
    • Download as CSV format for upload

Bulk Update Benefits:

  • Efficient management of large student populations
  • Consistent data formatting
  • Reduced manual data entry errors
  • Time-saving for administrative tasks

Part 4: Promote Student

Overview

Student promotion management handles class transfers, academic progression, and related administrative processes.


4.1 Transfer Class Management

Individual Class Transfer

Class transfers allow movement of students between different classes or levels.

Transfer Process:

  1. Access Class View

    • View student list organized by class
    • Locate the specific student for transfer

  2. Initiate Transfer

    • Choose the child from the class list
    • Click the three-dot dropdown menu (⋮)
    • Select "Transfer to Another Class"



Class Entry Types

The system supports three types of class transfers:

Transfer Categories:

  1. Transferred In

    • Same level, current academic year
    • Lateral movement within the same academic level

  2. Retained

    • Same level, next academic year
    • Student repeats the same level in the following year

  3. Promoted

    • Higher level, next academic year
    • Student advances to the next academic level

Transfer Example:

  • Transfer from Kids 1a to Kids 2a
  • Class Entry Type depends on the destination class requirements

Promotion Form Availability:

  • Promotion Form is only available to parents if:
    • Student was transferred AND
    • Class Entry Type was "Promoted"

Completing Transfer:

  • Click "Transfer Student" to confirm the transfer
  • System updates student records automatically


4.2 Bulk Transfer Class

Multiple Student Transfer

Bulk transfer functionality enables efficient management of multiple student transfers simultaneously.

Bulk Transfer Process:

  1. Access Class View

    • View student list organized by class
    • Review students available for transfer

  2. Select Multiple Students

    • Use checkboxes to select multiple students
    • Choose all students requiring transfer

  3. Initiate Bulk Transfer

    • Select "Bulk Action" → "Transfer to Another Class"
    • Process multiple transfers simultaneously


Bulk Transfer Advantages:

  • Efficient end-of-year promotions
  • Consistent processing for multiple students
  • Reduced administrative time
  • Uniform application of transfer rules


4.3 Promotion Form Management

Parent Promotion Form Submission

Parents receive and complete promotion forms through the Parent Form Gateway.

Parent Process:

  1. Access Parent Form Gateway

    • Parents navigate to their secure portal
    • 6-digit OTP verification required for login

  2. Form Submission

    • Click "Submit" button to review the Promotion Form
    • Complete all required sections
    • Submit form for processing


Administrative Review Process

Centre administrators review and process submitted promotion forms.

Review Process:

  1. Access Student Management Module

    • Navigate to the Student Management section

  2. Review Submitted Forms

    • Click "Parent Responses" to view submitted forms
    • Click on "Ilham Promotion Form" to review specific submissions

Administrative Actions:

  • Review promotion form details
  • Approve or request modifications
  • Process promotions according to centre policies
  • Update student records based on approved promotions

Part 5: Withdraw Student

Overview

Student withdrawal management provides structured processes for handling student departures from the centre.


5.1 Withdraw Student from Centre

Individual Student Withdrawal

The withdrawal process ensures proper documentation and administrative handling of student departures.

Withdrawal Process:

  1. Access Student Record

    • Locate the student in the management system
    • Access the student's profile or record

  2. Initiate Withdrawal

    • Click the three-dot menu (⋮)
    • Select "Withdraw From Centre"

Withdrawal Request Management

Administrative Oversight:

  • Other centre admins or higher-level administrators review withdrawal requests
  • Approval workflow ensures proper documentation
  • Prevents unauthorized withdrawals

Review Process:

  1. Access Action Centre

    • Navigate to the Action Centre module
    • Review pending administrative actions

  2. Review Withdrawal Requests

    • Click "Parent Responses" to view withdrawal requests
    • Review and approve withdrawal requests


Withdrawal Approval Process

Approval Interface Features:

Request Review:

  • Displays complete withdrawal request details
  • Shows reason for withdrawal and effective date
  • Provides approval or rejection options

Effective Date Management:

  • Student withdrawal takes effect on the date specified in the form
  • Once approved, student remains active until the withdrawal date
  • System automatically processes withdrawal on the specified date

Administrative Actions:

  • Approve withdrawal request
  • Reject withdrawal request with comments
  • Request additional information if needed

Important Notes:

  • Students remain active in the system until the specified withdrawal date
  • Financial obligations may continue until the effective withdrawal date
  • Proper documentation is maintained for all withdrawal requests