Faculties, programmes, cohorts and staff on shared records, so the registrar, accounts and HR stop reconciling each other's lists.
Book a demoEach faculty runs well on its own. The trouble is between them. The registrar's enrolment list, the accounts office's fee list and the examinations office's entry list are three exports of the same students, taken on three different days, and they never quite agree.
Then a report is due. Enrolment by programme, fee recovery by faculty, staff headcount by department. Each one is assembled by hand from those lists, and each one starts an argument about which number is right.
Scolvia keeps one record per student and per staff member across the institution. Faculties and departments organise it; they do not each own a copy of it. The report leadership asks for is a view of data that already agrees.
The administration that sits underneath teaching and research.
The institutional hierarchy, with programmes, staff and students organised beneath it.
Undergraduate and postgraduate programmes with their schemes of study and phases.
Batches and semesters as the enrolment structure, intake after intake.
Datesheets, seating plans, invigilation, marks entry and results at scale.
Session and programme fees, instalments, scholarships and recovery reporting.
Chart of accounts, vouchers, ledgers and the income statement.
Academic and support staff, leave, loans, appraisals and payroll.
The campus services residents and commuters depend on.
Standing reports for leadership, plus the custom ones each office needs.
The student on a joint programme. Taught by two departments, billed by one, examined by both. When each department keeps its own list, the student exists twice and belongs properly to neither.
The member of staff who teaches across faculties. Their workload, timetable and appraisal span departments, but their payroll is one record. Systems organised as separate departmental silos either duplicate them or lose half their load.
The fee report that disagrees with enrolment. Usually because they were exported on different days. When fees are raised from the enrolment itself, the two cannot drift apart.
Results for several thousand students in one window. Marks entered by each examiner, checked by the department and published together. Done in spreadsheets, the window is a fortnight of merging; done on one record, it is a review.
The same records, seen through the role each person has.
Registrar, accounts, HR and leadership: the whole institution, by faculty, department and programme.
Faculty and support staff: their teaching, attendance, marks, leave, appraisals and payslips.
Students: timetable, course material, results, fees, hostel and library.
Families: progress and fees, where the university involves them.
We start with the hierarchy: faculties, departments and the programmes each runs. Schemes of study and the current cohorts follow, then student, staff and fee records from your existing systems, reviewed before anything goes live.
Most universities phase the rollout by office rather than by faculty: enrolment and fees first, then examinations, then HR and payroll, so every faculty moves together and no one runs two systems side by side for long.
Procurement teams usually want detail on access control and data handling. Our security page covers what is in place, and a technical call under NDA covers the rest. We do not offer a dedicated database instance per institution today.
School system · 2,400 students · PK
A school system replaced a manual month-end roll-up with reporting that reads every campus from the same records.
Enrolment against fees, by faculty. We will show you how it is produced in Scolvia.
Book a demo