# RTE MIS Product Documentation

## School Management Module

The School Management Module is created for the school administration to enable them to participate in a particular academic cycle. During the implementation of this module, there are multiple small stories created in Jira and implementation has been made accordingly.

1. School account creation
   1. School person visits the RTE portal and clicks on the school account creation tab and enters the UDISE code.
   2. System checks for the validity of entered Udise code -
      1. In first step checks entered Udise code is belongs to an existing school in RTE portal db, and its status is not BULKUPLOAD or INDIVIDUAL (this may be approved, reject or any other) If yes, then throws an error that an account for school with entered UDISE is already exists, and notify that user can reset their credentials using forgot password tab.
      2. If status is BULKUPLOAD or INDIVIDUAL then, the school moves to the next step and enters other information which are:
         - Mobile number
         - Email ID
         - District
         - Block
         - U/R
   3. After entering the above information, validate the Mobile number and Email ID through the OTP validations.
   4. Once the validation is done then the school can submit the details and an account will be created.
   5. Once the account is created then the school will be able to do the campaign registration.
   Note- Till the campaign registration is not approved, school should be in block status.
2. School Registration
   1. Once email and mobile number are verified, then school moves to the next step for the registration process and proceeds with the below process. If the email address and/ or mobile number is not verified then the registration process will stop or rollback with the notification that “Without verification of email and mobile number school can not part in the registration process”.
   2. Once Udise code, email and mobile number has been verified then the school can register for a new academic year. Below is the list of required field information that need to be collected in RTE portal:
      1. School Udise code
      2. School name (as in official records)
      3. Full name of school administrator
      4. Designation of school administrator
      5. District - in which the school is located
      6. Block - in which the school is located
      7. Type of area in which the school is located
         1. Urban or Rural
         2. This will trigger either Ward (urban) or Gram Panchayath (rural) in the next question:
      8. Ward / Gram Panchayat
      9. Local authority (depends whether the school comes under a ward or a gram panchayat)
      10. Full address of the school including PIN Code
      11. Google Maps location (along with all metadata)
          1. This requires integration with Google Maps
      12. Mobile number (for SMS notifications) (must be unique)
      13. Email (must be unique)
      14. School’s email address (this will act as the login handle; so will be captured and stored during account creation) (Not required)
      15. School website
      16. Medium of instruction
      17. Level of education (Primary, Upper Primary, High, Higher Sec.)
      18. School Type
          1. Co-educational/Mixed
          2. Boys
          3. Girls
      19. Class information
      20. 1. Entry class (lowest class which admits RTE students)
          2. RTE classes (all classes participating in RTE)
          3. Highest class in school
      21. Seat information
          1. Total number of seats
          2. Total number of RTE seats - 25% of total seat (or state specific %)
          3. For all relevant classes - In some states only a few classes come under the RTE scheme.
      22. Fee details per student
          1. For each relevant class
      23. Other fee details
          1. Infrastructure fee
          2. Other fees (like library fee, computer lab fee etc.)
      24. Status of aid
          1. Prefilled options should be displayed as a dropdown (such as unaided, aided, etc.)
      25. Status of Minority
          1. Prefilled options should be displayed as a dropdown (such as Minority, Non Minority, etc.)
      26. School recognition certificate number
      27. School bank information (for reimbursement)
          1. Account number
          2. Account holder’s name
          3. Bank name
          4. Branch name
          5. IFSC
      28. CWSN Information
          1. Special Teachers (prefield Yes, no etc)
          2. Type of availability of teacher (Full time, Part time)
          3. CWSN Students (Yes, No)
          4. In case of Yes no. of students
          5. Is facility available for CWSN student (Yes, No)
          6. Field for availability to enter or to select.
   Once the form is filled with the above information,then after accepting the declaration. school submits the form. When applications get submitted at that time an unique id will be generated that should be the combination of udise code and school name.
   Note - At the time of renewal or at the time of new recognition some time District authority assign the new udise code to school, that may be new udise code or may be the udise code of any closed schools, in this situation addition of new school to the RTE portal will become difficult because that udise code is already existing in RTE portal for any other school.
   After the successful completion of registration. School administration needs to print the application, with the seal sign of school administration, and with all other required documents they need to submit this to their higher authority (That is mostly BEO) for approval process.
3. School Registration modification
   1. School logs into the account and clicks on a Profile (View/Modify) menu to update registration information for the new academic year.
   2. Once the school finishes updating the information and submits the details, the system marks the registration status of the school as “Registered” and then the same process of school verification and approval process is followed from this point.
   3. For the verification process the school admin takes print of application form and along with all necessary documents and needs to submit these documents to the dedicated BEO.
4. School Registration print
   1. From this section, schools should be able to take printouts of their registration information’s printout at any point of time whenever they require.
   2. To take printout of registered information by log in to their account and by click on the profile menu and click on print button.
5. School Registration verification
   1. Once a school completes the registration / modification process and the window is closed then the school is not allowed to make any further modifications. After the window closes for school a verification panel will open for an authenticated BEO to make document verifications offline and change status online of the school coming under them.This can be done for a certain period of time (tentatively 7 days before the student module starts).
   2. Once the block level officer completes the verification process, the officer must be able to change the status of the school from “Registered” to “Verified” with some remarks. If during the verification process it was found that the school is not eligible for participating in the campaign, the officer will note that and intimate the school, and on the MIS, will change the status of the school to “Rejected” with some remarks.
   3. The district level officer should be able to see the list of schools marked as “Verified” by the block level officer. If the district officer is satisfied the officer will change the status of the school to “Approved”.
   4. Once the District level officer is marked as” Approved”, at that moment the school admin will get the access to all necessary modules for which school is eligible for.
6. Configurable parts
   1. This should be the choice of the State how they want to run this, either both the school registration / modification and verification works together or they do registration / modification first and then do the verification process. (this can be done from campaign registration form)
   2. Level of school registration verification should be configurable, either two levels (BEO →DEO) or one (BEO or DEO). Need to set up the access rights on the basis of approval.
7. RTE seat Declaration logic
   There are certain cases for declaring the entry class or classes. This should be the configurable section for the State administration. In all cases Class -1 should be mandatory.
   1. Dual entry class - In dual entry classes, class -1 will be in the form of a mandatory class, and another will be either Nursery (LKG) or KG-1 (UKG).
      - This should not be mandatory for all schools to have dual entry class, schools can have either only the class - 1 as entry class or with the class - 1 can have any one from the pre- primary classes.
      - While School is going for dual entry classes then certain backend calculations should be performed to make the division of % correctly.
      - In case of dual Classes, while entering the total seats information for class - 1 then below calculation should performed - (Total seat of class 1) - (Total seat of pre- primary) as Remaining Total seat for class - 1, and then State specified percentage will be taken to declare as Total RTE seat for class - 1.
      - If after performing above calculation, class -1 seat comes 0 or less then 0, in that case declare the RTE seat for class - 1 to 0 (Zero). Or remove the class -1 from entry class.
      - And in case the school wants to remove pre- primary from entry class then this is up to the school, they can make modifications on their registered information via profile update section.
   2. Single Entry Class - In single entry class, only class -1 will be declared as the entry class for all schools.