Best Student Information System Software

Every year, millions of students enroll in different schools, universities, and academic institutions. It means that school and university management must maintain enormous student data related to admission, including personal details. It, indeed, is a tedious and time-consuming task. Also, mistakes in data entry can be created if one follows the old-school method. 

But introducing a smart student information system has simplified the entire scenario. Most schools and educational institutions have started implementing and using the SIS tool to streamline the management of student records and administrative work. Besides that, the school management system simplifies the billing and payment process, allowing authorities to view parents’, employees’, suppliers’, and contractors’ data in a single window.  

The following buyer's guide will provide comprehensive information about student information system software, briefly discussing its essential features, key benefits, the latest trends, and tips for selecting the best SIS tool.

Student Information Management is a process using which the school or university administration efficiently manages all student records and information. The student data constitutes essential details such as their identity, previous academic paper, or performance. The other vital information includes the course details of the student, their medical condition, and more. 

Student information management allows the school to manage student attendance and grades. It also manages information regarding parents and makes communication effective. 

The school and university administration have to manage various data related to student enrollment, attendance, grades, fee payments, medical records, etc. It requires an efficient strategy or plans to work all these details seamlessly. Follow these tips to manage all your student information. 

• Having robust control access- If you have digitally stored the student information, it becomes imperative to have secure access control using passwords, firewalls, and encryption. 
• Decide which data will be saved- Next, you must decide what essential student information you want to store. For instance, you must determine whether you wish to manage and keep academic records, personal details, knowledge, acquisition skills, etc. 
• Determine the storage format and security- It is essential to determine the format for keeping all information in one place. You must also decide the type of protection required to safeguard all data. The storage formats include data stored in an electronic form or documents stored manually in a locked cabinet. 
• Timeline for managing the information- When managing the student information, you must consider the timeframe for maintaining the data. It means you must decide how long to store and manage it before finally disposing or deleting it. 
• Disposal of the information-  Abide by the institution's policies and regulations to eliminate or delete the data when the retention period ends. 

• Incomplete information or inaccurate data- The first challenge a university or school staff may encounter is not accessing complete student information and details. This could be due to incomplete information or inaccurate data. It usually happens in the manual data entry process. 
• Misplace or loss of documents- Often, the student's vital information gets misplaced, or an important document is lost. It happens if the documents are not stored properly. 
• The additional cost of storing and managing information- The traditional approach to storing and managing student information requires the educational institution to bear additional costs of storing and retrieving the data. The administration has to allocate a separate room and cabinets for storing such massive information, which adds to the expenditure. 
• Security-based concerns- Another critical matter related to managing student information is the security of confidential data. Such data gets stored in locked storage, accessible only to assigned authorities. But security loopholes can lead to leakage of sensitive information about the student. 
• Complying with retention schedule- The school or university staff may fail to comply with the retention schedule. As a result, the regulatory agencies can impose a penalty on the institution. 
• Insufficient storage space-  Lack of storage space is another problem educational institutions encounter. As a result, the documents aren't managed accurately. 

A Student Information System Software  (SIS), or Student Management System, is an innovative solution or digital product that helps schools and universities monitor all student information and records, including attendance and grades. Student Information Tool, also known as the Student Record System, also tracks behavioral records. 

The student information software has become a digital or electronic document providing all institute-based information. SIS software is pivotal for educational institutions, students, and parents to access vital information and communicate with the proper authorities. Hence, the SIS system mainly performs two functions: serving as a communication platform and storing student details.

Student information management usually aims to fulfill the following objectives that include-

• Promote self-service for students to quickly carry out usual administrative tasks such as payment of fees or enrolling for the examinations. 
• Simplify the processing of student data and integrate data sources within a single window. 
• Provide support for new learning and teaching opportunities to students and faculty members.
• We are enrolling and retaining the best students and teachers for various courses. Ensure a healthy and positive relationship between students and faculties. 
• Ensure high--end security of data and privacy in an open-access environment. 
• To quickly adapt and implement the latest trends associated with school and university management systems.

The student information management system has been developed to suffice the specific requirements of wide-ranging audiences. The potential customers who can opt for a viable SIS Software include-

• Schools-  Several schools have already integrated and started using student information systems to manage student records and administration. 
• Universities- The student management software is a worthy asset for colleges and universities, performing similar functionalities as schools. It includes managing admissions, attendance, grades, scheduling, etc. 
• Parents- Parents can use the student information system for varied purposes. For example, it allows them to manage their child's homework, track transport, connect with the teachers, and view the online school calendar. 
• Teachers- The best student information system software is helpful for teachers as it helps them manage the classroom effectively. It helps improve communication between teachers, students, and parents. The teachers can keep track of all the students. 
• Students- The students can use the school information management system. It provides a student portal, which provides a single source of information for them along with academic advising, and fosters performance. The students can also apply for any financial aid while opting for a course in college or university. 
• Training and Coaching Institutes- The student information management system can even help training and coaching institutes simplify the recruitment or enrollment process. It efficiently manages the timetables and streamlines various other tasks.

The online student information system has gradually gained impetus due to its prominent features that provide SIS an edge over other systems. Also, when selecting student information software, you should look at these features precisely. 

• Cloud-based- Most educational institutions and universities implement the cloud-based student information system as it efficiently manages and stores large amounts of data without a huge investment. 
• Student Data- The SIS systems provide all essential information about the students, including their details, family background, medical history, previous academic records, hobbies, and others. 
• Admission and Enrollment-  One of the basic functionalities of the student information system is simplifying admission and enrollment. The students can fill out the online form, pay, and take access to their preferred course.  
• Student Attendance- Maintain the record of every day's attendance periodically. Generate on-demand reports for the concerned authorities. Many schools and universities have a fixed compulsory attendance requisite that every student has to comply with.
• Grades and Mark sheet- The student database software can help prepare the student's grade cards and mark sheets. A copy of the assessment reports is kept as a record for official purposes. 
• Tracking Student Behavior- Today, schools and educational institutions focus greatly on monitoring student behavior during their campus stay. They want to incorporate discipline within the students and encourage them to follow the rules. 
• Transport Management- The student information system software also has a transport management portal where all vehicles commuting students are uploaded in a single window. The parents can access details regarding the bus and driver with ease.  
• Library Management- Many student information systems are aligned with library management, helping students search for the appropriate book from the catalog. The student can borrow the book online and then return the same within the stipulated time frame. 
• Laboratory Management- Laboratory management is a crucial feature of the SIS. It usually helps the students and teachers to find the exact location of the chemicals and other apparatus when experimenting. 
• Information on Sports and Other Events- Almost every school conducts extracurricular activities, cultural events, and sports. The students can access all information in one place regarding the same. Those willing to participate in the game or any event can apply directly. 
• Parents Portal- A parent portal also allows parents to get complete information about school activities. They can even track their child's performance in class and communicate with the teachers. 
• Hostel Management-  The student information management system is integrated with hostel management allowing stakeholders to manage all information related to rooms, mess, and other inventory items. 
• Fees Payment Portal-  The best student information system contains a fee payment portal where the students and parents can directly deposit the costs for the current session. They can even pay the examination fee in the same way. 
• Staff Management- Staff management in SIS helps improve internal group communication. It also tracks the attendance of staff and their salary details. 
• Alums and Fundraising- The alum network of any educational institution are quite influential and powerful. The student management software enables university and school authorities to interact with the alum network and boost features like fundraising and membership programs. 
• Internship Management- The student Management System also helps students apply for various internships and training programs. It manages complete details about such programs and how students can enroll. 
• Exchange Programs- The student portal in SIS software enables students to easily apply for exchange programs and study abroad in one of the partner institutions. 

Data is undoubtedly the most crucial asset in this era of digitization. If you want to unleash the power of data and automate monotonous tasks, you only need efficient student information system software. Take a look at the standout benefits of the student information system below.

• Fostering student performance- The student information system software helps a great deal in boosting students' performance. The tool allows students to utilize their time while studying essential topics. They can even track their past performance and work hard on areas where they are lagging. 
• Minimizes manual tasks and human efforts- The schools and other educational institutions also implement student management systems to mitigate all manual tasks and reduce human labor. SIS software simplifies and streamlines most functions, such as admission and billing.  
• Seamless admission and enrollment- The school and university staff must address several queries during entry. It becomes a challenging task for the team to answer all the questions promptly and attend the calls. Hence a real-time student information system can help in resolving this issue. The students and parents get answers to all queries within the system. The students can enroll in their preferred courses online with ease. 
• Enhanced communication- Most the online student information system provides an in-built discussion panel where students can easily interact with teachers and clarify their doubts. It helps to improve the communication between students and the faculty. The system also boosts communication between the teachers and parents, allowing later to track their child's performance in class.  
• Academic advising- The best student information system software has become an academic advisor for students to select the right course for their career growth. The students can easily communicate with online career counselors, who usually access the student's interests and profile to give them the best suggestion when opting for a course. 
• Efficient management of the timetables- The school authorities and management must manage almost everything efficiently. It includes students, faculty members, library, laboratory, transportation, hostel, mess, etc. This requires good collaboration between different departments. The school information management system seamlessly organizes table tables and other activities to not clash with essential tasks. 
• Increased data security- A student database software ensures no data breach when a student or any other person uses the SIS. All data and information about admission, registration, documentation, assessments, results, and grades are confidential. Any leakage in data can shun the trust of the students and parents in school management. 
• Customized portals for students and parents- The best student information system provides customized portals for students and parents. The portal offers comprehensive information to students, such as tracking schedules, attendance, examination, results, fees, and much more. The parents receive all the information regarding their child's progress through notifications. 
• Simplifies the conduction of examinations- Conducting school and university examinations is one of the most daunting tasks for the administration. It includes various activities such as deciding the examination schedule, preparing the question papers, evaluating the answer scripts, grading, attendance, and much more. The school management software integrates all the examination processes within a single window to simplify everything. 
• It can be accessed from anywhere- Anyone can access the student information system anywhere. Most SIS systems are cloud-hosted, so one has to log in to the system to access the data.

Handling large volumes of data during the admission season has always been burdensome and tedious for the school and university staff. But all thanks to the student information system. It has paved the way for electronic applications, producing quicker turnarounds and improved student tracking. The student data management system helps mitigate human errors through an automated tool. 

During the pre-admission process
Gone are the days when schools had to print large volumes of brochures and application forms to be filled by students aspiring to take admission in a particular course. Today everything is uploaded online along with all the details. The candidates must fill out the form, submit it online, pay the fees, and do it. 

The cloud-based ERP of the school management system sends personalized messages to the applicants that their form has been submitted. The software also sends an automatic transmission to the authorities to nurture the lead. 

The cloud-based ERP helps to assemble and organize all information of applicants applying for various courses. It then generates a merit list of all the deserving candidates based on the school's set criteria. The merit list is then uploaded to the system for everyone to view. The applicants don't have to queue to check out their names.

The admission procedure
Once a particular candidate gets selected for a course, they can fill up further online details to complete the admission process. The school information system leverages the benefit of the admission tool to store all data in a centralized database automatically. There is no need for any manual data entry process. 

Furthermore, cloud-based SIS software helps to safeguard confidential data. The student information gets protected within multiple layers of security. Also, the information can seamlessly flow and be synced across various departments, nullifying the process of data redundancy and rework. For instance, if a student fills out an admission form, it can be accessed in different departments such as finance, hostel, library, transportation, etc.

The student administration system has resolved another critical challenge, simplifying the accounting and billing process. The parents find carrying large amounts of cash inconvenient to pay them as fees. Thus, the system is integrated with an online payment portal where parents and students can quickly deposit the fees. 

The student information system has been equipped with various accounting features and tools. It helps to manage the ledger and billing of all the students. It includes vital details such as the amount to be paid and received, dues, and other information. 

The automated school management software further aligns with the contact management system sending all fee-related details to students. The parents get multiple payment options and can select the method according to their convenience.

The software also plays a vital role in providing financial aid or loan to deserving students. The students can view and apply all such information on the system accordingly.

It is one of the most critical parts of this discussion that highlights the innovative and future trends that will further drive the student information system software. Student information software has become more than a boon for school administrators, students, teachers, parents, etc. The significant futuristic trends include-

• Mobile applications- Mobile applications have become one of the hottest trends in the current scenario. It will further drive many more software technologies, including student management systems. Today most schools and educational institutions offer several online courses through mobile apps. These apps have a student portal and all other features required in SIS software.  
• Use of AR/VR technologies- AR and VR technologies will continue to dominate in 2020 and beyond. The student information software integrated with AR and VR capabilities will allow students to attend virtual classes in real-time scenarios. The teachers can also have real-time access to lesson planning and deliver virtual lectures. 
• Use of data analytics- Today, almost every industry is unleashing the power of data analytics, and educational institutions are not lagging. The stakeholders will use data control to extract accurate student information and other statistics. This will help them create an improved student atmosphere and drive better decisions. 
• Use of artificial intelligence- Artificial intelligence will also help a great deal in boosting the student experience and service. It also allows teachers and parents to track the progress of students. It will play an essential role in evaluating the quality of course materials and allow students to send their real-time feedback. 
• Automation of various activities- The student management tool will enable educational institutions to automate multiple tasks and events such as the admission process, billing, accounting, tracking students, creating the course content, preparing grade cards, etc.

Well, maybe you must have decided to invest in a student information system by now. But wait a minute. You must consider something crucial when searching for student information system software vendors. The pivotal factors include-

• Ensuring SIS software integrates with other tools- You must provide your student information system that is well aligned with other systems or processes. Whichever SIS tool you select, it must work efficiently with other software. 
• The vendor must offer excellent online support-  You must ensure that your software vendor delivers excellent customer service and technical assistance to resolve all the issues. Usually, the support consists of a telephone conversation, email, and live chat. 
• SIS is stuffed with essential features- The best student information system software; please ensure that it is loaded with all those essential features that allow you to manage your institution efficiently and carry out all tasks streamlined.  
• It must be user-friendly- The SIS software must be user-friendly. All the features, namely the student portal, the parent portal, the admission and billing process, and the management of various tasks, should be easily accessible and browsed quickly. 
• It must suffice your budget- The student management software must suffice your budget estimate. You can explore the best free and open-source student information system software. You can pick it from there too.

Some vital variable factors determine the cost of student information system software. The most significant ones include the prominent features and functions and the deployment model. The SIS systems will be cloud-hosted, open-premise, or API hosted. In addition to that, you also have both a free and open source student information system, which you can easily customize according to your requirements. 

If you are searching for free and open source SIS, then you can checkout OpenSIS similarly if you wish to get a free student information software KINO ERP and Gibbon. If you have a tight budget in hand and are not willing to spend more, then QuickSchools will cost you less than a dollar at 0.99 per month. It even provides a 30-day free trial period. The Jupiter SIS LMS costs you around $10 per month. 

The more leading and prominent student information systems with more exclusive features include RIO Education costing around $1800 per year. Similarly, Skugal ERP is priced at about $710 per year.

GoodFirms is a leading and premier review, research, and rating platform that has helped business organizations select the best software or service regardless of their size. The top-notch rating agency helps entrepreneurs and firms improve their brand reputation, increase web traffic, and boost revenue growth. The firms can also go through authentic surveys and statistics to get familiar with the market trends and development. 

The GoodFirms site also contains a list of student information systems. You can opt for the one that strictly fits their business requirements. You can read this buyer's guide to learn more about SIS software.