WO2006073377A2 - Student vocational guidance, counseling and school automation system - Google Patents

Abstract

The invention related with is student vocational guidance, counseling and school automation system based on information communication technology (ICT) and structured from bottom to top-from schools to provincial school district administration. With this system, information needed and regulations for educational administration will be transferred, public and educational institutions will have opportunities to be informed, and all parties that have affairs with the educational system will be able to receive information through electronic environment. School Automation System operates in conjunction with computer software, web and internet services, GSM technology, firewall, banking ATM technologies to guide students, gather information about individuals, counseling services, and all school administration. System does all mentioned above works in electronic environment.

Description

DESCRIPTION

Student Vocational Guidance, Counseling and School Automation System

The invention is related with student vocational guidance, counseling and school automation system based on information communication technology (ICT) and structured from bottom to topfrom schools to provincial school district administration. With this system, information needed and regulations for educational adrniniRtrction "-ill be transferred, public and educational inaliluiiυns will have opportunities to be informed, and all parties that have affairs with the educational system will be able to receive information through electronic environment.

The invention is directly related with continuation of the society, development of social values, and transferring those to the new generation. Due to specific features, educational is inevitable action for societal setting. Therefore, educational institutions endeavor is to increase the quality of education with regard to innovations in the society. Describing and providing "useful education" is very important. Today, definition of quality education and being in harmony with the changes in the society are important priorities for educators.

Parallel with the economical, societal, and scientific development in the world, interaction and information flow between educational institutions and other parties of education, such as parents, should be structured onto technologic foundation. Productivity and functionality of educational organization is depending on fast coordination through communication web. Using ICT in and information processing technologies (IPT) in school administration will make possible to reach intended goals of education.

Today, almost every school has a computer and a printer. However, school administrators lack in using this even for basic applications such as student affairs, financial applications, etc. In addition to this, most of the educational computer programs and software are prepared for marketing purposes and, thus, product quality and after sales support are somehow ignored. In information age, speed, functionality, productivity, and high validity issues became important aspects for schools. However, unsuccessful utilization of computer technology may result with technology garbage in many schools. In order not to face such problems, existing technological innovations should function in accordance with information processing systems.

There is a need for knowledge transfer for educational administrative purposes thorough systematic and accurate way. Today, many school programs are being prepared in an eclectic manner such as school administration, salary, lesson distribution, counseling, student affairs, and archives. Our innovation, school automation system (SAS) not only solves problems of the eclectic manner, but also provides opportunities for ever level of school administration in planning, organization, administration, counseling, and supervision in a swift manner.

Any type of accurate information can provide assistance for school administrators for decision making and plan educational processes toward intended purposes.

Based on school, from bottom to top, our system with regard to vocational consultation, counseling, and school automation structures its root on information technology for the purpose of e-information transfer, e-information delivery for related departments, e-share among departments of institution and parents.

Schools will find an opportunity to conduct their own work in a fast automated way. They manage interinstitutional work with the centralized administration via data server. Therefore, through data server, integration of schools and standardized knowledge flow among schools will make information infrastructure possible for educational institutions.

Inside the schools, school administrations can handle student affairs, paper works, counseling services, archiving, and so on in an automated system. At the same time, they will be able to establish a local database to do deep statistical analysis. In addition, they will have a chance to review other schools' evaluations of statistics for comparing purposes. They also share news and information with their connected departments through e-environment.

Our invention provides parent information services for daily attendance of offspring by via GSM operators and e-mail. During this information delivery process, system do not requires human interaction and does all the work in a automated way.

Our invention also does many administrative paper works in an electronic and automated format and provides a rich database to conduct detailed analysis for central administrations.

Our innovation minimizes the need for support personnel, decreases the time spent for traditional vocational counseling, and increases the interaction quality among central organization, middle administration departments, schools, and parents. And therefore, creates communication standards for. Student counseling and vocational guidance became technology based. Errors and time spent can be minimized and quality and productivity can be increased. Invention can help quit traditional archiving system and can create healthy technology based archiving system. Preparation, evaluation, and reporting of student information techniques and vocational guidance inventories can be possible in a fast, scientific, and accurate way. As a result of these, counselors and classroom teachers do not spend much of their educative time for gathering data, analyzing, reporting, and archiving. Instead, they can concentrate on their own work in light of scientific results that organized by the automated system. This automated system, provides rich data for counseling services, provincial school administration directorates and ministry of education and shed light for future curriculum planning and planning in general.

Following Figures give beitei eλplauatiυa ior our student vocational guidance, counseling, and school automation system.

Figure 1. School Automation System in General

Figure 2. SAS communication

Figure 3. SAS student information via ATM machines

Figure 4. School process unit student attendance report

Figure 5. School Bus report Figure 6. SAS student grade and attendance report

The meaning of numbers in figures:

1. Spare server

2. Main server 3. School process unit

4. School web pages

5. GSM

6. Bank

7. ATM 8. Parent

9. Bank information processing center

10. SMS

11. Student

12. Teacher 13. Student affairs

14. Teacher affairs

15. Classroom affairs

16. School administration

17. Counseling 18. Communication

19. Personnel affairs

20. System tools

21. School Bus GSM line 22. e-mail

23. School entrance chip card reader

24. optical attendance card

25. Student ID card with chip 26. central server supervisor

27. School principal

Zo. V IC6 priiiCIpάi

29. ATM card

30. Finger print reader 31. School main entrance door

32. Classroom door

33. School processing unit supervisor

34. School bus door

35. Chip card reader

SAS uses information technology and integrates many components for computer software, web and internet services, GSM technology, firewall, banking ATM technology, student vocational guidance, counseling, and school automation system.

SAS mainly includes one main server and school information units (3) that connected to the main server for two-way data transfer.

Main server has two parts. First part includes main server (2) that provides data transfer and open to internet and intranet. Second part spare server (1) closed to internet and connected to main service from local and keeps all data. Spare server (1) secures the main server (2) in case of any interruption and keeps back-ups. If an interruption occurs spare server (1) send stored information to main server (2). Main server (2) periodically updates the spare server (1) through a local connection. Functions of main server (2) are as follows:

• It follows all applications from all schools comes through school process units (3). If needed provides opportunity to reach to all general results and coordinates the administration of the whole system.

• The main server makes possible to reach School process unit through (2), SMS (10), e-mail (22), and banners. • School connection times and identities can be followed and recorded. • Central server supervisor (26) can use the main server (2) to prepare statistical reports in relation to student dossiers results, personnel information, attendance records, academic performance, etc.

• It does two-way connection with school process units (3) via internet and/or intranet. The main server (2) and school process units (3) have the ability to update each other and work independently.

• If needed, salary computation, extra hours, and other personnel payment can be managed centrally.

• Central server supervisor (26) can gather information from each school process units (3) in relation to counseling activities.

One of the main parts of our invention is school process units (3). Each school has one school process units (3). This unit works independently within and cooperatively with the main server (2). School can communicate among each other through the main server. School process units (3) consist of fifteen modules. These modules complete different works in harmony in the system. Modules in school process units (3) connected to one data base and open to multiple users. For example, school principal (27), vice principal (28), and teachers (12) can do transactions in the school process units (3) in accordance with their authority.

School process units (3) work together with ATM card (29) and finger print reader (30) to follow student, teacher, and other support personnel attendance. For this purpose, chip card readers (35) and finger print readers (30) and are assembled to School main entrance door (31) and Classroom door (32).

Daily student attendance, course grades, teachers' opinions about students are updated through data base at the school process units (3) and school web pages (4) reciprocally without human interaction. Any data recorded through school web page (4) periodically transferred to School process units (3).

Parents are informed about the processes presented at the above paragraph as daily, through school web pages (4), e-mail (22), and SMS (10).

Parents' opinions and suggestions are posted through communication part of school web pages (4).

School process units (3) also provide opportunities in relation to listing, reporting, and statistical results of student development dossiers . School processing unit supervisor (33) can record data to school process units (3) via optic readers, scanners, CD, floppy disk, and etc. Also, school process units (3) can prepare optic forms to gather data. At the same time schools can receive updated forms from the main server (2).

All activities in relation to counseling can be conducted through e-environment, e-archived, and e- followed.

Other modules include; salary, extra hours, payments, course distribution, teacher duty, question bank, extra curricular activities, student dossiers, student transfers, archive, attendance record, grading, year end works, secondary school and university entrance exam preference, SMS, e-mail, web page update, data update, program update, general definitions, user definitions, daily planner, etc.

Communication and data security among main server (2), school process units (3), bank (6), GSM operator (5) is handled by firewall. By adding a special production tolls to the main server (2), data is transferred in a specific codes for high security.

Student (11), Parent (8), and teacher (12) can be authorized to limited access to the system through web pages (4), GSM operators (5) and SMS (12), bank card (29) and ATMs (7) that all connected to school process units (3). School process units (3) can provide one way communication from bank (6) to parent (12) and two way communications from GSM operator (5) and web pages (4) to parent.

The invention can also make school bus following system possible. Parent (8) can reach the information about bus driver, bus, whether student is in the bus, route of the bus through web pages (4). For following system, chip card reader or finger print reader (30) is located to bus door. School bus route are followed through cellular phone signals sent to map situated at the web page (4).

Applications of School Automation System

Salary applications: Employees attendance records and other related follow-up processes can be conducted through the school computer system. These are;

• According to previously set time bounds, salary and extra hours con be calculated automatically. Thus, all necessary work can be handled at the same time period and this creates standardization and coordination among other relation governmental institutions.

• Any changes in salary and extra hour payments can be handled by central operation. School and other related organizations do not have to do any extra operation to reflect the changes to the amount they receive. Because the central system automatically updates the school system. • All payments are archived for one year from the day of occurrence. Therefore, in case of need all information about payment history can be printed out.

• At the day of payment, the system automatically warns all components of the system visually and verbally. • Financial bureau and bank module is prepared to be used vie e-mail.

• Papers about hospital examination demands for employee and dependents can be prepared by several easy commands and be recorded for one school year.

• Sick leaves and vacations are followed through the system. Print outs can be taken and all records are kept for one school year. * A11 work place changes or obligatory transfers can be traced by the system.

Student Applications: All jobs handled through paper work can be handled computer based system. Only new student information needs to be recorded at the time of new school year registration. After registration system automatically updates and follows the students' year changes and other personal works. Student applications are conducted as follows:

• Student attendances are loaded to the system through optic forms and/or chip cards. After all system performs all related works automatically.

• Parents are informed via SMS and e-mail about absences.

• Student success is automatically prepared by the system. Parents, students, school administration, and teachers can view student progress through the web page. If needed, print out about student progress can be taken from the system.

• Student success can be viewed based on class, school, and gender through web and school system.

• Student registrations can be created in ICT environment. • Graduate and transfer students log can be separately archived in the system and print out be taken if needed.

• Grade report cards can be prepared by the system after recording the course grades to the system.

• Course pass records can be prepared by the system and if needed prints are provided by the system.

• Hospital examination demand can be authorized from the system by inserting basic information about the ill person. Print outs can be taken and all records are kept for one school year.

• Student transfers among institutions can be handled through e-environment. • School buses can be traced by the chip cards provided to students. Teaching Applications: All administrative works in relation to student and personnel can be handled through the system. They can be handled as follows.

• Teacher duty can be prepared weekly, monthly, and per semester according to work calendar and print outs can be taken. • Student duty can be prepared weekly, monthly, and per semester according to work calendar and print outs can be taken. β Student attendance records can be traced through optic card system, which is prepared by teachers, and given to school administration. These optic forms are scanned and the system gets the information. Also, student attendance can be traced by chip cards and finger print readers.

• Teacher attendances can also be traced through optic card system, which is prepared by teachers, and given to school administration. These optic forms are scanned and the system gets the information. Also, teacher attendance can be traced by chip cards and finger print readers. • Unit goals and objectives for every level can be seen via system after inserting class cards to the system.

• Specific days and weeks and all type of celebrations can be seen through the system three day in advance.

School Administration Application: All type of administrative works, reports, and official transactions can be handled and archived by the school administration based on modules previously set into the system. Personnel attendance is handled through chip cards given to the employees.

Official Writings Application: All type of official school writings are set ready to be used for school administration. School administrators just select the type of writing and get a print out. If deeded, all writings can be forwarded to the specific department via e-mail. Archiving is automatic and based on decimal system. Official records are separated and logged as sent and received.

Received and sent writings are archived after read by related personnel. Whether writings are read by the employees or not can be traced by the system. If needed print outs of the writing can be taken for delivery to all employees.

Archiving applications: Short term storage; one calendar year or school year, documents are not stored in hard disk. Long term storage includes long term archive storage and stored by CD writers. Therefore, long years of archives are not going to all fill shelves. In case of need, archives will be reached fast and easily. School Financial Applications: Includes all types of financial applications of school administration

Registered Equipment/property Applications: It applies registering all types of school equipment to the system. It provides opportunities for dropping or adding the specific item or equipment from or to the system. Print outs can be taken and data can be stored in the system. Detailed data based on floor, class, department, and so on can be received through the system.

Counseling Services Applications: Includes all types of applications, tests, and inventories to be stored in electronic dossiers. Student information techniques can be conducted by optic forms in accordance with counseling principles. All applications are handled through automated way among other institutions.

Question Pool and Examination Applications: Schools can decide item difficulty and exam type and employ their own evaluation process for each course based on general goals, units, and objectives by using question pool. Schools can receive question pools of other schools if opened to cooperative share through CDs, scanners, and internet.

Schools can select school based or course based questions from the pool and the system prepares question booklets and answer sheet. After implementing the exam, results can be taken through scanners and transfer results to the system with high accuracy. Student grades are sent to the system automatically without any interaction.

Bulletin Board and Publication Archiving System: Includes education central organization's all type of announcements, advertisement, and publications through online presentation and archiving. All archived documents can be stored and recalled based on date, number, and other criteria.

Extra Curricular Activities: It includes applications in relation to extra curricular activities (student lists, responsible teacher, student role distributions, goals, and activities) in ICT. All activities can be seen by the central administration.

School Ring: School entrance and exit times and previously set melodies can be implemented by the system. School entrance and exit ring and break time melodies can be set by individual schools or by central administration to be used locally or centrally. If needed, central administration can set the school ring centrally for standardization purposes

Student Transfer Control Application: .It includes centrally student transfers through the automation system. All applications are conducted by via internet server. Therefore, paper consume, time, and human labor are minimized for student transfer. Through server transfer all information about the student is archived at the former school and became new attendee at the new school.

After Exam Student Placement Application: Based on the student scores, school counseling departments can guide students toward branches of further schooling through the system's placement module. These modules can be updated at he beginning of the each school year in relation to base poinis.

Web Application: It applies to providing a self administered web page based on the school type. Each school is provided with a web page. Based on the school parent relationship, families can view student grades, attendances, course and class teachers' opinions about student progress. These are made possible without any specific command and interrelated in the automation system.

School automation system updates all changes automatically from two sides (from school to central computers and from center to school computers)

Information that can be transferred via e-mail by school;

1. Attendance information; through the system information can be e-mailed to parents. Also, it is possible to send specific e-mails by specific commands. 2. Student grade information; student grades are sent to parents' e-mail addresses automatically after exam results announced.

3. School year beginning message; at the beginning of a school year, school administration sends a good will email messages to its teachers and to the parents via the system.

4. School year end message; at the end of a school year, school administration sends a good will email messages to its teachers and to the parents via the system.

5. Special holiday/National celebration days; school administration sends a good will email messages to its teachers and to the parents via the system.

6. New Year celebration greetings; school administration sends a New Year messages to its teachers and to the parents via the system.

GSM Applications: Based on the school parent relationship, information is sent to related individuals through GSM operators' internet portal. School sends information through GSM is;

1. Student absenteeism is automatically sent to parents' cellular phone via the system. Specific messages are also sent to parents. 2. Student grade information, exam results are sent to parents' cellular phone.

3. School year beginning message; at the beginning of a school year, school administration sends a good will SMS messages to its teachers and to the parents via the system. 4. School year end message; at the end of a school year, school administration sends a good will SMS messages to its teachers and to the parents via the system.

5. Special holiday/National celebration days; school administration sends a good will SMS messages to its teachers and to the parents via the system. 6. New Year celebration greetings; school administration sends a New Year messages to its teachers and to the parents via the system.

System Tools Application: School Automation System includes secretarial module that organizes works of school administration and other related departments under the system tools module. This module organizes time based administrative works and appointment systems. During work hours it warns employees about the duty to be completed. It also works in coordination with other parts of the system such as calculator.

Counselling Services Application: It includes all type of ICT applications that school counseling service is responsible. Therefore, it is aimed to minimize paper consume, time, and human labor. Parts of the counseling applications are as follows;

1. Student dossiers: Student dossiers are created in computer network environment. All types of archiving and updates can be handled through computer network. Thus, student dossiers are moved to computer network from the dusty shelves and used for intended purposes.

2. Student guidance applications: Timely works that defined in student steering instructions are managed through optic forms, internet technologies, and computer processing systems.

Teacher observations are gathered via optic forms and organized centrally and posted to the school computers to be used. During this process, student dossiers are also updated. Forms related with student guidance are given to students are read by considering all inputs (Teacher observations, students' academic performance, students' overall progress and student information techniques) in a scientific manner.

3. Student recognition techniques: To be able to take out self reliance and use for life implications, revealing students' interest, ability, and personality features is the responsibility of the system for based on academic criteria application principles. System minimizes the time and effort spent in ^specially, material preparation, evaluation, analysis and reporting applications.

4. Bureau services of counseling: In this part bureau services of the counseling services (student appointment system, interview record archive, student follow up, writing, parents invitation management, student pre-evaluation form, counseling services administrative board, etc) is moved to computer system. 5. Individualized Education Program (IEP): This part includes special students in the regular school programs and all applications related with special students. 6. Listing and Statistics: Report and lists of all activities related to school year is taken through the school automation system. Information is archived electronically and can be recalled and copied to CD or diskettes if needed.

Central Evaluation and Reporting Applications: Invention includes teaching and learning central administration, rural administration, and all schools. This system will enable counseling research Centers to prepare guidance, aiiu otiier bureau services iroπi centεr and uεiiver prepared matcriais io school in order to maintain standardization. Therefore, man power and time spent for administrative duties can be minimized. Central evaluation also provides standardization in time management and reporting.

Algorithm of our invention (School Automation System) is as follows: 1. Student affairs

1. Student cards i. Registration applications

1. Student registrar

2. Candidate registration book

3. Transferred incoming student applications

4. Transferred outgoing student applications ii. Attendance following

1. Manual collective absenteeism recording

2. Absenteeism recording by scanner iii. Grade applications

1. Manual grade recording 2. Grade recording by scanner iv. Year end applications

1. Report card printing

2. Class pass book printing

3. Honor role certificate printing 4. Diploma printing

5. Diploma book printing v. Branch teacher council applications

2. Student clubs

3. Listing i. Classroom lists ii. Class absenteeism lists

4. Documents i. Student late arrival ii. Student education record iii. Student condition report iv. Diploma registrars sample

V. Absenteeism notice vi. Students' registration

5. Definition i. Srαdcnt dub definitions

2. Teacher Affairs

1. Teacher cards i. General information ii. Statistics iii. Teacher attendance follow up

2. Question pool i. question works ii. question listing iii. exam works

3. Assigned course for teacher

4. Listings i. Teacher lesson program ii. Teacher lists

5. Definitions i. Level ii. Branch iii. Time

3. Classroom Affairs

1. Classroom Cards i. General information ii. Statistics iii. Class grades

2. Assigning lesson to Classroom

3. Definitions i. Classroom Definitions ii. Type of classroom definitions iii. Level definitions iv. Time definitions

4. School Administratior L

1. Corresponding/Writings i. Incoming documents ii. Titled writings

2. Financial affairs

3. Registered equipment

4. Course distribution 5. Teacher duty distribution

6. Communicating Journal

7. School bell

8. Outgoing-incoming control

9. Documents i. Personnel condition document ii. Personnel List iii. Personal annually vacation table iv. Sickness leave v. Special day off vi. Monthly vacations vii. Other vacations viii. Personnel B4 identity information ix. Sickness permission x. School population list xi. Classroom registered equipment list xii. Elementary education information form xiii. Administrator work demand reporting xiv. Treatment aid report xv. Personnel information form xvi. Service point report

5. Counseling

1. Student dossiers

2. Student guidance affairs i. Guidance parameters ii. Guiding suggestion form preparation

3. Student identification techniques i. Vocational tendency identification inventory ii. Academic personality conception survey iii. Problem survey list (O team and L team) iv. Study behavior evaluation scale v. Who is this? vi. Who am I to Whom? vii. Sociometre viii. Eye survey

4. Exam placement choice module

5. Bureau works i. Yearly work plan ii. Student interview iii. Parent interview iv. Councils and writings

1. Parent call notice

2. pre evaluation form

3. counseling service administrative board

4. IEP (individualized Education Program) follow up dossier 6. Listings i. According to identification card ii. According parent/father/mother information iii. According student overall progress iv. According Academic achievement v. Class observation form vi. Student dossier preparation vii. Student observation form

1. 6^th grade observation form

2. 7^th grade observation form

3. 8^th grade observation form

7. Statistics

According to Student identification cards

1. Based on gender

2. Based on Blood type

3. based on religion

4. based on birth place ii. According to father information

1. Alive-death

2. together-divorced

3. birth-step

4. continuing illness

5. occupation

6. education iii. According to mother information

1. 1. Alive-death

2. together-divorced 3. birth-step

4. continuing illness

5. occupation

6. education iv. According to Guardian Information

1. relationship

--. GCCUpaiiOϊi

3. education v. Student General standing 1. Residents other than family members

2. residency with

3. residency type

4. having separate room

5. working for a j ob 6. home heating type

7. school transportation

8. disabilities if any

9. accidents if any

10. operations in any 11. specific health machines and prosthesis

12. important illnesses

13. continuing illnesses

14. medicines used

15. length 16. weight vi. According to academic achievement 8. Year end report 6. Personnel Affairs.

1. Personnel cards 2. Incoming personnel

3. Outgoing personnel

4. Personnel vacation approval

5. Salary extra hours i. Salary preparation ii. Extra hour preparation iii. Travel expenses iv. Individual expenses during travel v. School year beginning payment vi. Other works

1. Pharmacy payments

2. Hospital

3. treatment payments 6. Listing i. Personnel lists / . jJC±iΩiπons i. Payroll definitions ii. Union definitions iii. Branch definitions iv. Vocation definitions

7. Communication

1. Web works

2. SMS works 3. Mail works

4. Data update

5. Program update

6. Web page update

8. General definitions 1. general definitions

2. user definitions

3. service works i. class and student course control ii. previous years cumulative grade point average calculation 9. System tools

1. Calculator

2. General parameters i. Active color selection ii. Form color selection iii. Font selection

3. data base tools i. back up ii. recalling from back up iii. server condition iv. database condition

4. import - export

5. SQL Detailed Explanation of School Automation System Computer Program

1. Specifications of School Process

An aforementioned algorithm of school process program minimizes the time and human power spent, discontinues paper based administration, and constructs a base for e- administration. All documents can be printed out with the signatures and name on in accordance with the ueiimUυπs.

Student Affairs 6. Student Cards i. Registration works

1. Student registrar: This field is completed by authorized school operators. It is connected to student dossiers in relation to student identification information, parent information, and communication information. Updating one field automatically updates all related parts of the program. Register book is replaced with computer based registration. If demanded, print out is possible.

2. Candidate registration book: New student are logged in this field. It replaces existing candidate registration book that is used in school. If demanded, print out is possible. Tentative registrations can be transferred to peπnanent registration by an authorized school administrator.

3. Transferred incoming student applications: transferred student are recorded in this field. It replaces transferred incoming student book. If demanded, print out is possible. As same as candidate registration, tentative registrations can be transferred to permanent registration by an authorized school administrator. Transfer of student request document can be automatically prepared by the program and print out can be taken. If e-mail send command is inserted, prepared document is automatically sent to outgoing field and archived as outgoing documents as decimal archiving.

4. Transferred outgoing student applications: Since the student is transferred to other institution, student to be transferred is selected to prepare related transfer documents. If print out or e- main command inserted, , prepared document is automatically archived as outgoing documents as decimal archiving. ii. Attendance following

1. Manual collective absenteeism recording: In order for daily attendance record, the system is designed to be used in two ways. First one is manual absenteeism record: User selects class and

5 section in records.

2. Absenteeism recording by scanner: second one is absenteeism

These sheets can be photocopied and scanned. Through scanning optic forms, student and teacher attendance, unite application

10 follow-up, subject application follow-up, objectives application follow-up, can be viewed and data can be transferred to the related parts of the program, iii. Grade applications

1. Manual grade recording: Authorized teachers can record 15 students' grades by using any computer connected to the system or by using web interface of the program.

2. Grade recording by scanner: by developing grade sheet from the related module grades can be posted to the system. These sheets can be photocopied and scanned.

20 iv. Year end applications

1. Report card printing: works properly with dot, laser, and inkjet printers. Report cards can be printed for selected student or for whole classroom. They are also printed on titled report sheets or regular a-4 size papers.

25 2. Class pass book printing: works properly with dot, laser, and inkjet printers. Class pass book can be printed for selected student or for whole classroom. They are also printed on titled report sheets or regular a-4 size papers

3. Honor role certificate printing: works properly with dot, laser, 30 and inkjet printers. Honor role certificates can be printed for selected student or for whole classroom. They are also printed on titled report sheets or regular a-4 size papers

4. Diploma printing: works properly with dot, laser, and inkjet printers, diplomas can be printed for selected student or for

35 whole classroom. They are also printed on titled report sheets or regular a-4 size papers

5. Diploma book printing: works properly with dot, laser, and inkjet printers. Diploma book can be printed for selected student or for whole classroom. They are also printed on titled report sheets or regular a-4 size papers v. Branch teacher council applications: After recording student grades, system automatically computes averages and sends reports for students who are to be received counseling from branch teacher councils.

7. Student clubs; Class uυuiisclυis disuibuie iiick students lυ student ulubb. Distributing student to clubs can be done through using any computer connected to the system or by using web site of the program. Information inserted through web site can be updated to the program.

8. Listing i. Classroom lists: School operators can get classroom lists by inserting easy commands. When optical attendance is taken through optic forms classroom lists become attendance sheets. ii. Class absenteeism lists: Authorized school operators use this field and select class and section to get monthly classroom attendance report and get print outs.

9. Documents: Following documents related to ministry of education regulations can be taken from the system by selecting a specific student and inserting easy commands. i. Student late arrival ii. Student education record iii. Student condition report iv. Diploma registrars sample v. Absenteeism notice vi. Students' registration

10. Definition i. Student club definitions: It is related with adding a new student club to the list or deleting the student club from the list. 10. Teacher Affairs

1. Teacher cards i. General information: In this part no information is recorded by the operator. It is constructed from Personnel cards and other information automatically. From a single interface teacher information, communication information, and weekly lesson programs can be viewed. Teachers' day and lesson assignment can be handled at this part. Weekly lesson programs can be printed out. ii. Statistics: Student performance can be statistically compared based on courses. In addition, teacher can compare his/her own students' achievement with other courses taken. iii. Teacher attendance follows up: Teacher follow up can be handled by authorized administrative personnel. If optic forms are used to teacher follow up, there is no need for manual input. In salary and extra hours pay check preparation program gaihsi related information from this part.

2. Question pool i. Question works: Teacher can prepare their own question pools with

CD, scanner or manually based on criteria stated, ii. Question listing: Question pool can help teacher to list questions in accordance with class, level, unit, objective, and difficulty, iii. Exam works: Based on the question list, teachers can select questions and prepare question booklets and answer sheets automatically.

3. Assigned course for teacher: Courses are defined for assigned teachers from personnel cards.

4. Listings i. Teacher lesson program: School administrator can get a print out without selecting a teacher from teacher affairs part, ii. Teacher lists: Teacher lists can be printed out from this section.

5. Definitions i. Level: Teacher performance criteria can be created by using this part. ii. Branch: New branches defined by ministry of Education and do not exist in the program can be manually defined. This definition can be active for all parts of the program. iii. Time: Lesson start and end periods can be defined based on time set previously.

11. Classroom Affairs

1. Classroom Cards: At this section, all types of functions can be handled thorough teachers cards based on class and section. i. General information ii. Statistics iii. Class grades

2. Assigning lesson to Classroom

3. Definitions i. Classroom Definitions: Classroom can be defined by assigning number and floor. Program takes this definition as a base for classroom affairs. ii. Type of classroom definitions iii. Level definitions iv. Time definitions

1. Corresponding/Writings i. Incoming documents (Decimal Archiving): Incoming-outgoing writing coming through internet is recorded in this part. Teachers can read all documents from e-environment. All sent documents are recorded and archived as decimal system automatically. If needed documents can be recalled and be searched based on criteria selected. ii. Titled writings: writing related to school can be sent with the titled letter format.

2. Financial affairs: School fiscal work, income and expenses can be handled through this module.

3. Registered equipment: A,B,C, and other types of registered equipment recording module.

4. Course distribution: Based on the criteria — teacher time, classroom and floor, off and sick day — inputs, program prepares course plans.

5. Teacher duty distribution: Based on the duty places and time, program distributes weekly, monthly, and semester duty distribution. 6. Communicating Journal: communication journal that prepared in pdf or word format is organized and transferred to internet. Therefore, individuals can reach related document by simple commands based on selected criteria.

7. School bell: Based on the time periods set, module can ring the bell automatically. Also, music to be listened during the breaks can be set from the system by several commands.

8. Outgoing-incoming control: Student transfer record can be handled through provincial education offices. All student information is distributed via system.

9. Documents: Following documents can be prepared and printed out through the program. i. Personnel condition document ii. Personnel List iii. Personal annually vacation table iv. Sickness leave v. Special day off vi. Monthly vacations vii. Other vacations viii. Personnel B4 identity information ix. Sickness permission x. School population list xi. vjlassrooiii registered equipment list xii. Elementary education information form xiii. Administrator work demand reporting xiv. Treatment aid report xv. Personnel information form xvi. Service point report 13. Counseling:

1. Student dossiers (meets the regulation code 2552): Student dossiers can be prepared, archived, and printed out single or multiple copy in e-environment.

Dossier updates work in parallel with student affairs, counseling, and vocational guidance automatically.

2. Student guidance affairs i. Guidance parameters: Student guidance, student academic achievement, student information techniques and teacher observations can be conducted in line with dossier information and evaluated automatically. ii. Guiding suggestion form preparation: It is the part in which student guidance council their names and signatures are defined. At this part print outs can be taken with 15 essential signatures signed.

3. Student identification techniques: Following are to be developed during the development process and created through optic forms from forms affaires part. Similar to other areas, this area is continually developed and updated via the system operators. i. Vocational tendency identification inventory ii. Academic personality conception survey iii. Problem survey list (O team and L team) iv. Study behavior evaluation scale v. Who is this? vi. Who am I to Whom? vii. Sociometre viii. Eye survey 4. Exam placement choice module: Module that prepares student school choices automatically based on the score they receive from the nationally held exams.

5. Bureau works: Counselors archive they counseling services in this area. i. Yearly work plan ii. Student interview iii. Parent interview iv. Councils and writings

1. Parent call notice

2. pre evaluation form 3. counseling service administrative board

4. IEP (individualized Education Program) follow up dossier

6. Listings: Through following dossier fields and based on single or multiple criteria, listing and print out can be taken. i. According to identification card ii. According parent/father/mother information iii. According student overall progress iv. According Academic achievement v. Class observation form vi. Student dossier preparation vii. Student observation form

1. 6^th grade observation form

2. 7^th grade observation form

3. 8^th grade observation form

7. Statistics: Through following dossier fields and based on single or multiple criteria, listing and print out can be taken. i. According to Student identification cards

1. Based on gender

2. Based on Blood type

3. based on religion 4. based on birth place ii. According to father information

1. Alive-death

2. together-divorced

3. birth-step 4. continuing illness

5. occupation

6. education iii. According to mother information 1. 1. Alive-death

2. together-divorced

3. birth-step

4. continuing illness 5. occupation

6. education iv. Λ.ccorciϊϊig to ouαrGiαϋ iniorniUi.ioii

1. relationship

2. occupation 3. education v. Student General standing

1. Residents other than family members

2. residency with

3. residency type 4. having separate room

5. working for a job

6. home heating type

7. school transportation

8. disabilities if any , 9. accidents if any

10. operations in any

11. specific health machines and prosthesis

12. important illnesses

13. continuing illnesses 14. medicines used

15. length

16. weight vi. According to academic achievement

8. Year end report: Based on student guidance, student information techniques, counseling service records; gender and total, and student guidance to academic, technical, and art education criteria reports are prepared automatically by the system.

14. Personnel Affairs. 1. Personnel cards: It is a field that information about personnel is stored. All part related with personnel take the information from this part . Personnel transfer and vacation work are handled at this part of the program. 2. Incoming personnel 3. Outgoing personnel

4. Personnel vacation approval

5. Salary extra hours i. Salary preparation: It prepares salary by taking necessary information from personnel cards for individual employee or for all. Print out are provided automatically, ii. Extra hour preparation: Based on ihc teacher follow up pan n prepares extra hours. iii. Travel expenses iv. Individual expenses during travel v. School year beginning payment vi. Other works

1. Pharmacy payments

2. Hospital 3. treatment payments

6. Listing i. Personnel lists: Lists of the personnel can be taken from this field.

7. Definitions i. Payroll definitions: Changes in payroll are prepared by the system operators and school program receives all by automated update. ii. Union definitions iii. Branch definitions iv. Vocation definitions 7. Communication 2. Web works: It is a part that school program can use as Explorer/

3. SMS works: It is a module that provides single and multiple SMS sending through designated GSM operators. Absenteeism, exam results, parents meetings, national days, new year celebration, and so on can be sent to message receivers automatically without user interaction. 4. Mail works: Similar to SMS, all information needed to be sent can be automatically send to receivers.

5. Data update: School program can manually update any type of data from the main server. Also, main server and school program automatically update each other.

6. Program update: School operator periodically updates the program and saves time to receive new versions.

7. Web page update: School program automatically updates the school web page. However, school program operators can manually update the web page when needed. 8. School bus trace module: It works through GSM operators' SMS sent to school program and buses can be followed through map via web page

8. General definitions

2. general definitions 3. user definitions

4. service works i, class and student course coatrol ii. previous years cumulative grade point average calculation

9. System tools 2. Calculator

3. General parameters i. Active color selection ii. Form color selection iii. Font selection 4. data base tools i. back up ii. recalling from back up iii. server condition iv. database condition 5. import - export

6. SQL

Claims

1- The invention relates to the student orientation, guidance and school administration automation system, which relies on the data processing technology to be structured from the bottom to the top on the basis of schools, provides information and data flow necessary for the management of education in electronic medium, transfers the instructions to the relevant units in e-medium, provides the intormation flow within the institutions and the capaDihiy io miorrn tiie public uboui. Ins VVUΓKS SO tuat all the parties concerned with the educational system will have the opportunity to access their specific information, characterized in that it comprises a central server where all the data provided by the school processing units in our school automation system is gathered, monitored, reported, analyzed and archived and the school processing unit (3) formed by the modules installed in each school, which are internally autonomous and work in harmony with the main server (2), connect the schools to one another via main server (2) to establish communication, and run in coordination to perform different tasks based on the works, duties and fields of service.

2- The central server according to Claim- 1 characterized in that it comprises the main server (2) providing the data exchange and open to internet and intranet environments, and the backup server (1) storing all the information recorded, which is closed to external use and connected only to the main server (2).

3- The backup server (2) according to Claim- 1 and Claim-2 characterized in that it provides information transfer to the main server (2) in case of any data loss, in order to ensure the continuous operation of the automation service.

4- The main server (2) according to Claim- 1 and Claim-2 characterized in that it performs periodical updates through local connection to the backup server (1), monitors centrally all the transactions performed by the school processing unit (3) in a way to cover all the schools and intervenes when necessary, provides access to the general results, and manages the system according to the invention in a coordinated manner.

5- The main server (2) according to Claim-4 characterized in that it enables the educational organization to access the school processing units (3) via SMS (10), e-mail (22) and banners individually or as a whole, records and monitors all the movements such as the schools' separate connection times and the transactions performed by the schools, enables when necessary the central server administrators (26) to report the results of the student orientation works, all the file information, personal identity information, results of the individual defining techniques, attendance information, academic performance, etc. criteria along with statistical results, establishes mutual communication with the school processing unit (3) in internet and/or intranet environment, has also the capability of independent internal operation other than the mutual updates and information transfers with the school processing units (3).

6- The main server (2) according to Claim-4 and Claim-5 characterized in that it can centrally organize the salaries, extra class hours and other personnel payments, gather the data through the central server administrator (26) from the school processing unit (3) and monitor and assess the rεsuits Oi tπe guiusncc service pretences.

7- The school processing unit according to Claim- 1 characterized in that it performs the monitoring of the students, teachers and other personnel by means of the chip card readers (35) or fingerprint readers (30) installed on the main school entrance door (31), turnstile entrance system and classroom doors (32).

8- The school processing unit (3) modules according to Claim- 1 characterized in that they operate based on a single database and they are open to multiusers.

9- The school processing unit (3) according to Claim-1 and Claim-7 characterized in that the data inputs made from its database regarding the daily roll calls, student grade entries, teacher opinions and the student's educational status are updated mutually with the school's web page (4) and the all the data inputs made from the school's web page (4) are periodically transferred to the school processing unit (3), without the need for any user intervention.

10- The school processing unit (3) according to Claim-1, Claim-7 and Claim-9 characterized in that the announcement to the parents of the data inputs regarding the daily roll calls, student grade entries, teacher opinions and the student's educational status is performed on daily basis via the school's web page, e-mail and SMS.

11- The school processing unit (3) according to Claim-1, Claim-7, Claim-9 and Claim- 10 characterized in that it has a databank formed on the basis of the student files, which makes it possible to list and report the results according to the schools and obtain statistical results.

12- The school processing unit (3) according to Claim-1, Claim-7, Claim-9, Claim-10 and Claim-11 characterized in that the data input is performed by the school processing unit administrators (33) using the media such as optical reader, scanner, CD, floppy disk , etc., the school processing unit (3) includes an application capable of preparing optical forms and the updated forms may be obtained over the main server (2). 13- The school processing unit according to the claims above characterized in that it can perform, archive and monitor all the applications within the scope of the guidance services in data processing environment and in a way in harmony with the professional norms.

5 14- The school automation system according to the claims above characterized in that the communication and the data security are provided by means of a firewall between the main server (2) and tiie schυυi processing unit Q), between the school processing unii (3) and ihe bank (6), and between the school processing unit and the GSM operator (5).

10 15- The school automation system according to the claims above characterized in that the special data codes are transmitted by means of the special firewall devices added to the main server (2) and the school processing unit, in order to ensure the maximum level of data security during the data transfer process between the center of the system and its units.

15 16- The school automation system according to the claims above characterized in that the information considered appropriate to disclose to the student (11), parent (8) and the teacher (12) is transferred over the internet to the school web pages (4) connected to the school processing unit (3), to SMS over GSM Operator (5) or to bank ATM's (7) via bank card (29), this transferred information can be viewed by the student (11), parent (8) and the teacher (12), and the data communication with the

20 school processing unit (3) is provided for the parent (8) in a unidirectional manner over the bank (6), and in a mutual manner over GSM operator (5) and school web page (4).

17- The school automation system according to the claims above characterized in that it has a student monitoring application to enable the parent (8) to monitor over the school web page (4) the driving 5 license information of the service vehicle's driver, vehicle license information, vehicle maintenance information, whether or not the student gets on the vehicle and the progress of the service vehicle on its route.

18- The student monitoring application according to Claim-17 characterized in that the chip card 30 reader or fingerprint reader (30) is mounted on the door (34) of the service vehicles.

19- The student monitoring application according to Claim-17 and Claim- 18 characterized in that it possible to view the position of the service vehicle on the transport route by means of a map placed on the school web page (4), via the periodical SMS 's to be sent to the school web page (4) over a

35 GSM line to be provided for the vehicle or via line monitoring. 20- The school automation system according to the claims above characterized in that it has a personnel salary application that performs the personnel attendance monitoring and other monitoring works within the scope of the education and training activities (by means of the course cards issued) through the school automation system, and is capable of - automatically preparing the salary and extra class hour payments based on a predetermined time schedule, thus providing coordination and standardization in this regard as the transaction is performed at the same time in all the units on the same date, performing all the transactions in electronic environment when all the other relevant institutions start using the electronic environment,

- performing all the arrangements from the center regarding the increases and differences in the salaries and extra class hours, without the need for other school units to perform any separate transaction to load the new values,

- providing a video and audio warning on the screen when the computer starts up on the date of preparation of salary and extra class hours, to remind the printer to be turned on and made ready for the related transaction to be performed, - bearing an infrastructure ready to send in future the documents being submitted to the financial directorates and the banks by way of e-mail,

- enabling the reports and on leave permissions to be monitored by the system, archiving such information for one calendar year, and

- sending the documents issued and provided to the relevant units for all the appointment and transfer operations, by means of e-mail.

21- The school automation system according to the claims above characterized in that it has a student affairs application capable of

- inputting the student attendance monitoring class hour cards to the computer by means of scanner or automatically loading to the system by means of chip card

- performing the transaction related with the students irregular in attendance (as per the regulations), informing the day of absenteeism to the parent by means of SMS and/or e-mail

- automatically issuing the student success status, enabling this information to be viewed by the parents on the school's web page and by the school administration and the teachers in computer environment

- providing the ability to view the student success status on the basis of class, school and gender, both over web and in school environment

- forming the student files in data processing environment

- archiving the graduated and transferred students under two separate headings - enabling the system to issue and print out the school reports, when the student grades are input

- enabling the system to issue the course and class achievement books

- processing the sick student sending transactions by simple data input and issuing the sending document

5 - performing all kinds of student transfer transactions over the server in e-environment between the rclc.vnnf units

- monitoring the school bus transport status by means of the chip card provided to the students.

22- The school automation system according to the claims above characterized in that it has an 10 education and training application capable of

- organizing the teacher duty table based on the work schedule

- organizing the student duty tables

- enabling the teacher to issue by means of the optical card system the student attendance status (printable by the school computer operating program) and submit it to the school administration,

15 monitoring the attendance also by means of chip card and fingerprint readers by the school administration, in order to input to the computer via scanner

- organizing the teacher attendance monitoring by means of the class hour cards issued by the attending teachers and presented to the school administration, enabling the attendance status to be monitored by the system, and making it possible to monitor the same also by means of chip card and

20 fingerprint readers

- monitoring the chapter, gain and the subject taught on the basis of course and class

- reminding the certain days and weeks and all celebration days by way of video and audio warning on the computer screen, three days in advance of such dates.

25 23- The school automation system according to the claims above characterized in that it has a school administration application, which enables the school processing unit administrator (33) to organize and archive all kinds of administrative works, and reporting and registering transactions in accordance with the patterns in the system.

30 24- The school automation system according to the claims above characterized in that it has a correspondence application, which makes it possible to keep ready in the system all the correspondence documents used in the school administration in printed form, to enable the school processing unit administrator (33) to simply enter the correspondences section, select the desired documents and print these out in the printer or forward the same to the relevant unit by way of e-mail, to perform the archiving operation in data processing environment, to archive the inbound and outbound messages after being read by the personnel and to monitor whether or not the personnel has read the messages.

25- The school automation system according to the claims above characterized in that it has an archive application capable of performing short term and long term archives.

26- The school automation system according to the claims above characterized in that it has a school financial application, which makes it possible to maintain all kinds of financial income-expense transactions of the school by means of simple accounting operation.

27- The school automation system according to the claims above characterized in that it has an Inventory Stock Affairs Application, which makes it possible to record or to drop when necessary from the records the inventory stock transactions in the school or the institution, and to control all the inventory stock transactions in data processing environment.

28- The school automation system according to the claims above characterized in that it has a guidance services application, which makes it possible to implement the filing process capable of storing the results of all practices, tests, inventories and other practices to be performed by the school guidance services, to realize the student recognition techniques by means of optical forms in accordance with the principles of practice, to apply all the student orientation practices based on automation by means of optical forms and to perform all the other school guidance service office practices in data processing environment.

29- The school automation system according to the claims above characterized in that it has a bank application, which enables the schools to form their own question banks along with chapters, subjects, objects and gaining criteria for every course, based on the properties such as degree of difficulty, type of exam, etc., and an exam application, which prepares the exams in the form of exam booklet and answer form according to the automation on the basis of whole school or the course using the questions selected from the question bank, scans the exams prepared and applied on the basis of school automation system using a scanner and evaluates these in data processing environment with high speed and degree of accuracy owing to the automation system, and records the student grades to the system as the grades of the students, without any intermediate process step being needed. 30- The school automation system according to the claims above characterized in that it has an announcement, publication, notification archive application, which makes it possible to archive in data processing environment all the announcements, notifications and publications of the Central Educational Organization, to search the archived records based on the criteria such as number, topic, 5 etc., and to print these out when desired.

31- The school automation system according to the claims above characterized in that it has an educational club affairs application, which details all the educational club works implemented at the schools (student lists, teacher in charge, student duty distributions, objectives and activities, etc.) in 10 data processing environment, and is able to be monitored by the central unit with respect to its activities.

32- The school automation system according to the claims above characterized in that it has a school bell application, which enables the school automation system to monitor the class start and end hours 15 by means of certain melodies according to the settings made, uses the bell and break musics formed centrally or by the school automation system, enables the Central Educational Organization to adapt the school automation systems to the standard practices and to perform central practices in this regard when desired.

20 33- The school automation system according to the claims above characterized in that it has a transfer control application, which makes it possible to centrally monitor the student transfers over the automation system, to perform all the file transfers by means of the server over the internet, to record the student information as the archive information in the previous school and attending student information in the new school after transfer has been completed.

25

34- The school automation system according to the claims above characterized in that it has a post examination student allocation preference application, which enables the school guidance services to perform in data processing environment and within the school automation system the listing of the fields that may be preferred by the applicant students based on the points they get according to the

30 characteristics of the study units, issues in a central manner the school and lowest point norms that must be prepared in every school year, and makes it possible to update the data according to the new norms upon the update of the school automation system computer operating programs.

35- The school automation system according to the claims above characterized in that it has web 35 applications provided to every school using the school automation system in a way prepared according to the school types and with the authority given to the schools to perform editing by means of an administration screen control, which automatically and mutually update over the web page the descriptive information including the student grades, absenteeism data, opinions of the course lecturers and the class guide teachers about the students, within the scope of the relations with the 5 partners and the environment, without the need for a special instruction from the school automation system computer operating programs, and enable the maintenance works to be performed from the center in order to eliminate the iailures of the school auiornaxicn system computer operating programs.

10 36- The web application according to Claim-35 characterized in that it enables the student absenteeism information to be automatically forwarded to the parent e-mail addresses by the school automation system and the e-mails formed by other special instructions to be sent to the parents the student grade information to be automatically sent by the school automation system as a 15 whole to the student parents' e-mail addresses, following the completion of every examination and finalizing the examination results the message for the start of the school year including the congratulation and good wishes of the school administration to be sent by the school automation system to the e-mail addresses of the teachers and parents at the beginning of every school year

20 - the message for the end of the school year including the congratulation and good wishes of the school administration to be sent by the school automation system to the e-mail addresses at the end of every school year

- the Eid celebration messages of the school administration to be sent by the school automation system to the teachers and the parents in the form of e-mail

25 - the new year celebration messages of the school administration to be automatically sent by the school automation system to our teachers and parents.

37- The school automation system according to the claims above characterized in that the school's task of communicating the necessary information to the concerned parties under the relationships 30 between the school, society and the parents is performed by means of GSM application using the number to be allocated by the GSM operator or over the internet portal, and the School's GSM application enables the student absenteeism information to be automatically forwarded to the parent mobile phone by the school automation system and the messages formed by the special instructions to be sent, 35 based on the settings to be made, the student grade information to be automatically sent by the school automation system as a whole to the student parents' mobile phones, following the completion of every examination and finalizing the examination results, the short message for the start of the school year including the congratulation and good wishes of the school administration to be sent by the school automation system to the teachers and parents at the beginning of every school year,

- the SMS for the end of the school year including the congratulation and good wishes of the school administration to be sent by the school automation system at the end of every school year,

- the Eid celebration messages of the school administration to be sent by the school automation system to the teachers and the parents by means of SMS the new year celebration messages of the school administration to be automatically sent by the school automation system to our teachers and parents by means of SMS.

38- The school automation system according to the claims above characterized in that it has a central evaluation and reporting application, which makes it possible to ensure standardization with the centrally prepared material for the student recognition techniques, student orientation, office transactions and other practices of the Guidance Research Center (GRC) and all the school guidance services, and to perform evaluations, analyses and reports.