Scoring the entrance test and enrolling the student

This is the second half of the admission pipeline: issue the admit card, score the entrance test, then collect the admission fee. Collecting that fee is what turns an applicant into a student.

Prerequisites

Admission office staff. The applicant's form fee must already be collected, and their class needs an Admission Fee configured for the session and campus. See Logging enquiries and applications.

Where the applicant is in the pipeline

Every applicant's detail page shows a five-step progress strip. Use it to see what's done and what's next.

Generating the admit card

1. Open the applicant from Applicant Management.
2. In the Admit Card panel, fill in Exam Branch, Exam Venue, Exam Date, and Exam Time. The Admission Form SL No is filled in already.
3. Click Generate Admit Card.
4. Click Print to give the family their copy.

You'll see the panel switch to a summary of the venue, date, and time, and the progress strip moves to Admit Card.

The same panel prints the Money Receipt for the form fee.

Scoring the entrance test

Work through the Assessment screen on test day.

1. In the sidebar, open Admission, then Assessment.
2. Narrow the list with Session, Class, Campus, Attendance, or Applicant Status. You can also search by applicant ID or name.
3. Open an applicant and go to the Score panel.
4. Pick the Questions Set the applicant sat.
5. Pick the Exam Score.
6. Set Status to Eligible or Not Eligible.
7. Click Save.

Two things about scoring that surprise people:

• Exam Score is a fixed list: 50, 60, 70, 80, 90, or 100. You cannot record a mark in between, so agree in your office how you round before test day.
• Attendance follows the mark. Saving a score marks the applicant present. An applicant shows Absent until somebody scores them, so an absent-looking row usually means the scoring was never done, not that it was done wrongly.

Saving an Eligible result does one more thing behind the scenes: it records the admission fee on the applicant and raises the fee in the accounts ledger. That is why the invoice appears straight after you score.

Applying a discount

A school-approved reduction in the admission fee is a waiver in FEMS terms. The admission screens label it Discount, so that's the word used below.

If your school is reducing the admission fee for this applicant:

1. In the Admission Invoice panel, click the edit icon next to the fee.
2. Type the Discount.
3. Click Save.

The invoice then shows Admission Fee, Discount, and Total.

A discount is one-shot. Once it's set, the field is locked and shows Already Given, and a second attempt is ignored. The discount also cannot be larger than the admission fee. Get it right the first time, and if it's wrong, ask an admin, since there's no way to change it from this screen.

Printing the invoice

Click Print Admission Invoice to give the family a copy to pay against at the bank.

Collecting the admission fee and enrolling the student

This is the step that creates the student record. Treat it as the point of no return.

1. Open the applicant and find the Admission Payment Collection panel.
2. Pick Bkash or POS (card machine). Both need a Reference ID.
3. Check the Amount.
4. Click Collect Admission Payment.

The panel also offers Online Payment, but that option is for sending the family a payment link, not for recording a payment here. Picking it and clicking Collect Admission Payment fails with "Unsupported payment method". Collect through Bkash or POS once the money arrives.

You'll see the payment confirmed, and the progress strip moves to Enrolled.

To send the family a payment link, pick Online Payment and click Send Payment Link via SMS. The text goes to the guardian with the SMS Contact switch set. If no guardian has that switch, FEMS uses the first guardian with a mobile number. Copy Link appears only after the SMS has been sent, so you cannot copy a link without sending one first.

What enrolling actually creates

When the payment goes through, FEMS creates the student record and student ID, a login account for the student, the academic record placing them in their class, shift, and session, and a guardian record for each guardian on the application. The applicant is then marked enrolled with today's date.

Guardians who are already in FEMS, matched on their NID, are linked to the new student rather than duplicated, and they keep their existing login. Only guardians new to the system get a record and a login created.

The student ID's year prefix comes from the session chosen on the application, not from whatever session is current. That's deliberate, so admitting into an upcoming year gives the right prefix.

Troubleshooting

"Payment not collected" when generating the admit card. The form fee hasn't been collected for this applicant. Collect it first, then come back.

"Admission fee configuration not found." when saving a score. The applicant's class has no Admission Fee configured for their session and campus.

The mark and result are still saved, and only the invoice is missing, so the applicant looks scored while having nothing to pay against. Add the configuration, then score the applicant again to raise the invoice. If you skip that, collecting the admission fee later fails with "Admission charge fee record is missing or ambiguous...".

The applicant shows Absent even though they sat the test. They have not been scored yet. Attendance is set when you save a score, so score them and the row switches to present. Exam Score is required, so you cannot save a score without one.

"Already Admission Discount Given!" A discount is already recorded on this applicant, and it can't be changed from this screen. This arrives as a green success message rather than an error, so it's easy to read as "saved" when nothing changed. Check the invoice to see the discount that is actually recorded.

"Discount cannot be greater than admission fee" Enter a discount at or below the admission fee.

"Admission charge fee record is missing or ambiguous. Please complete the admission scoring step before collecting payment." The applicant hasn't been scored as eligible, so there's no fee to pay against. Score them first. If they have been scored, contact support: the underlying fee record is duplicated or missing.

"Payment amount is 5000" (the figure shown is the amount actually owed) The amount you entered doesn't match the amount owed. Use the figure shown in the Amount field, which is the admission fee minus any discount.

"Applicant already enrolled" or "Student already registered." This applicant has already been converted to a student. Look them up in the student records rather than collecting again.

"Unsupported payment method: Cash. Expected POS or bkash." The admission fee accepts POS and Bkash only. Cash is accepted for the admission form fee, but not for the admission fee itself.

"No guardian mobile number is available to send the SMS." No guardian on the application has a mobile number. Edit the applicant, add one, then send the link again.

I can't see the Admission Payment Collection panel. Either the applicant is already enrolled, the payment is already collected, or you don't have the admission payment access. Bkash is gated separately from the rest of the panel, so you may see POS but not Bkash. Ask an admin.

The payment failed and I don't know if the student was created. Search the student records for the applicant's name before retrying. A failed payment rolls back, but confirming first is safer than creating a duplicate.

FAQ

Can I re-score an applicant? Yes, and the mark and result update. The admission fee is recorded only once, on the first eligible result, so re-scoring won't raise a second fee or change the amount owed.

If I raise the admission fee configuration after scoring, does this applicant pay more? No. They pay the amount recorded when they were scored.

What if a family pays at the bank instead? Print the admission invoice for them. Record the payment in FEMS once it's confirmed, since the student record is only created when the payment is recorded here.

Can I undo an enrollment? Not from the admission screens. Ask an admin.

Does the family get a message when the payment is recorded? No. Collecting the admission fee sends nothing automatically. The only message FEMS sends from this screen is the payment link, and only when you click Send Payment Link via SMS yourself. Tell the family the payment went through, or print them the money receipt.

Where do I see everyone who's been admitted? Filter the Applications list by Outcome set to Admitted, or use the Enrolled count in the statistics panel.

Related pages

• Logging enquiries and applications
• Managing entrance test question papers
• Setting up admission form and admission fees
• How to onboard a new student