CECOS College, London

“We are satisfied with the detailed structure of Academia SIS. We are using attendance, academics, time-table, fees, and other modules. The staff is pleased with how well-designed and supportive the software is. We are quite delighted with the post-sale services, and we recommend Academia for all educators who are looking for the digital transformation of their institutions.”

- Aakif Tanveer

Director of Communication, CECOS College, London

Institution Profile

CECOS College London is a prestigious name for higher education in the UK since 1998. Their mission is to provide and promote opportunities for personal, professional, and academic growth for students from all backgrounds. They offer programmes & courses that are market-oriented and are structured to meet the demands of the future. It helps students to develop the tools, gain the skills, and enhance the abilities required to become a productive individual.

Key Challenges

Academia’s Solution

Inefficient enquiry handling process

The institute relied on manual methods to capture and track student enquiries, resulting in delayed responses, data loss, and poor visibility into enquiry status and follow-ups.

Automated online application and admission workflows

Application forms were integrated into the institute’s website, enabling prospective students to apply online. The end-to-end admission process was automated, improving turnaround time and applicant experience.

Manual timetable and scheduling activities

Creating and managing timetables was handled manually, making it difficult to coordinate classrooms, batches, faculty availability, and schedule changes without conflicts or duplication.

Centralized timetable and scheduling system

A timetable management system was implemented to handle faculty allocation, room scheduling, and timetable changes digitally, ensuring transparency and minimizing scheduling conflicts.

Paper- and document-based admissions processing

Student documents, admission offer letters, and related records were created using MS Word with no automation. This led to version-control issues, human error, and a slow admission decision cycle.

Dynamic and automated document generation

An automated document generation system was deployed, enabling offer letters and student-related documents to be created automatically, reducing manual effort and errors.

Pen-and-paper attendance management

Attendance was marked manually in registers, consuming significant time for faculty and increasing the risk of inaccuracies, missing records, and delayed attendance reporting.

Smart digital attendance

Attendance marking was digitized via the faculty portal, enabling quick attendance capture, real-time updates, and customized attendance reports for administrators and faculty members.

Complex and error-prone fee management

Managing detailed fee structures, payments, dues, and adjustments was challenging, especially for students with varied fee plans, resulting in manual reconciliation and inconsistent reporting.

Comprehensive fee management

A robust fee management module was implemented to manage fee plans, payments, dues, and concessions with automated reports and analytics to support financial decision-making.

Complex multi-agent commission handling

The institute worked with multiple student recruitment agents and faced challenges in calculating and settling agent commissions accurately at an individual student level.

Automated agent commission calculation

Customized reports were developed to automate the calculation and management of agent commissions at the individual student level, improving accuracy and transparency.

Manual Examination and marksheet tracking

Assessment records and marksheets were maintained through multiple Excel files, which created risks of data duplication, miscalculations, and high effort during result compilation.

Digital marksheet & examination system

Customized, automated feedback forms streamlined marksheet reporting, eliminating manual excel work and enabling accurate, timely result communication.

Manual calculation of attendance and academic progress

Attendance percentages, grades, and course-wise progress for each student were calculated manually, making learning plan management time-consuming and prone to calculation errors.