SOP-ACD-001: Student Admission Process
1.0 PURPOSE AND SCOPE
Purpose: To establish a standardized procedure for student admission ensuring transparency, fairness, and compliance with institutional standards.
Scope: Applies to all certificate, diploma, and advanced programs offered by GIEM.
2.0 DEFINITIONS
- Applicant: Individual who has applied for admission
- Prospect: Inquired but not yet applied
- Admit: Applicant offered admission
- Enroll: Admit who has paid fees and completed registration
3.0 RESPONSIBILITIES
| Role | Responsibilities |
|---|---|
| Marketing Team | Generate inquiries, pre-screening |
| Admission Counselor | Counseling, application processing |
| Academic Head | Entrance test design, interview panel |
| Head of Operations | Final approval, exception handling |
| Finance Manager | Fee collection, payment verification |
4.0 PROCEDURE STEPS
4.1 Inquiry Management
Step 1: Prospect inquiry through website/phone/visit
Step 2: Marketing team logs inquiry in CRM within 24 hours
Step 3: Send program brochure and application form
Step 4: Schedule counseling session within 48 hours
4.2 Application Processing
Step 5: Receive completed application with documents:
- 10th/12th marksheet (photocopy)
- Aadhaar card (photocopy)
- 2 passport photos
- Experience certificates (if any)
Step 6: Verify document authenticity
Step 7: Enter details in Student Application Register
Step 8: Issue provisional application number
4.3 Selection Process
Step 9: Conduct entrance test (if applicable)
Step 10: Schedule personal interview
Step 11: Evaluation panel assesses:
- Academic background (20%)
- Entrance test (30%)
- Interview performance (40%)
- Relevant experience (10%)
Step 12: Prepare merit list
4.4 Admission Offer
Step 13: Issue admission offer letter to selected candidates
Step 14: Provide fee structure and payment schedule
Step 15: Set payment deadline (7 days from offer)
Step 16: Follow up with pending applicants
4.5 Enrollment Completion
Step 17: Verify fee payment receipt
Step 18: Issue official enrollment number
Step 19: Create student master file
Step 20: Include in class roster and attendance system
5.0 FORMS AND TEMPLATES
- Form ADM-001: Student Application Form
- Form ADM-002: Document Checklist
- Form ADM-003: Interview Evaluation Sheet
- Form ADM-004: Admission Offer Letter
- Form ADM-005: Fee Receipt Template
6.0 RECORDS TO BE MAINTAINED
- Student Application Register (Physical + Digital)
- Document verification records (3 years)
- Entrance test answer sheets (1 year)
- Interview evaluation sheets (2 years)
- Fee payment records (permanent)
7.0 MONITORING AND MEASUREMENT
- Conversion Rate: Inquiries to Admission (Target: 25%)
- Processing Time: Application to Decision (Target: 7 days)
- Documentation Accuracy: (Target: 100%)
- Student Satisfaction: Post-admission feedback (Target: 90%)
8.0 REVIEW AND REVISION
- Annual Review: Every January
- Revision Trigger: Regulatory changes, process inefficiencies
- Approval Authority: Head of Operations + Managing Director
9.0 REFERENCES
- GIEM Admission Policy
- Fee Structure Document
- Document Verification Guidelines
10.0 APPENDICES
- Appendix A: Application Form Template
- Appendix B: Document Checklist
- Appendix C: Interview Assessment Rubric
