What the system offers
The unified digital ecosystem for the Faculty of Management Studies and Commerce. Connecting students, academics, and administration within one seamless, efficient platform.
Who it helps
Students
View results, apply for exams and renewals, follow internships and read notices.
System administrators
Set up and control the whole system.
Faculty office team
Handle student, enrolment, examination and payment work.
Department office team
Prepare department examination claims.
Heads of department
Oversee results, approvals and internships.
Dean's office
Read-only overview of claims and student profiles.
Lecturers and academic staff
Exam duties, assessment marks, claims and supervision.
Industry mentors
Guide and evaluate interns.
Examination branch
Follow applications, timetables and admission cards.
2026
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Payment claims for staff work
Process payments to staff for various institutional work. The system automatically calculates payment amounts based on duty type and hours, keeps approved pay rates, and generates official claim forms. Department heads manage their own pay rate versions. All completed claims are secure and can only be reopened with SMS PIN verification to prevent unauthorized changes.
- Different pay rates for different work types
- Automatic payment calculation
- Printable Forms I, II, and VI for different work
- Combine multiple claims for batch submission
- Secure reopening with SMS verification
- Track claims through draft, ready, and completed stages
Helps: Department office team, heads of department, dean's office, lecturers
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Student photos and identity management
Student photos provide quick visual verification of identity and help staff confirm they're helping the correct person. The system stores photos securely and tracks every view of a student profile for accountability and security purposes. Upload single photos or many at once for efficiency.
- Upload one student photo or bulk import many photos
- Quick student lookup and identification
- Complete history of who viewed each student profile
- Photos displayed on admission cards and ID badges
- Photo verification prevents enrollment errors
Helps: System administrators, faculty and department staff, lecturers
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Complete student profiles and bulk updates
Student profiles now bring together all important information in one organized place: course results, assessment marks, enrollment groups, exam applications, and registration renewals. This makes it easy to see a student's complete academic picture at a glance. Administrators can efficiently update student details like payer ID for many students at once from a file.
- See results, assessment marks, and enrollment all in one profile
- View exam and renewal application history
- Update multiple student records in bulk with preview
- Change specialization or payer ID for entire groups
- Organize information by department
Helps: Faculty office team, heads of department
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Better admission cards and approval tracking
Admission cards now display all necessary information clearly including student registration number alongside index number and correct semester label. Assessment submissions show clearer approval status so everyone knows whether work has been approved, rejected, or needs revision.
- Registration number prominently displayed on admission cards
- Clear approval status indicators on assessments
- Improved card layout for easier reading
- Accurate semester labels to prevent errors
Helps: Faculty office team, students
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Special examination sessions
Handle special exam sessions separately from regular exams. Mark examination sessions as special (supplementary, makeup, special requests) so they are processed and tracked distinctly, preventing confusion with standard examination timetables.
- Flag exams as special sessions
- Separate special exams from regular schedules
- Distinct processing for non-standard exams
Helps: System administrators, faculty office team
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Staff self-service portal
Staff can now log in to view their own profile information and payment history. See how much you've been paid for examination duties and other work, with detailed breakdowns by date and amount. No need to ask administration for this information.
- View your own profile information
- Complete payment history with dates and amounts
- Track payments received over time
- Self-service access eliminates delays
Helps: Lecturers and academic staff
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Examination branch dashboard
A dedicated dashboard gives the examination branch central oversight of all examination activities. Monitor exam applications from submission through approval, follow examination schedules, track admission card generation, and manage candidate lists. Export candidate information to Excel/CSV for external systems. Print desk labels for organizing exam halls efficiently.
- Monitor all exam applications in real-time
- Track examination schedules and dates
- Generate and manage admission cards
- Export candidate lists to CSV format
- Print desk labels for exam hall organization
- Comprehensive examination oversight
Helps: Examination branch
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Exam eligibility and student reminders
The system automatically determines which students are eligible to sit each exam based on their assessment marks and attendance records. If a student hasn't applied by the deadline, they receive SMS reminders. Open exam applications are displayed prominently on the public welcome page. Lecturers receive automatic email notifications about which courses they're assigned to.
- Eligibility automatically calculated from assessment marks and attendance
- SMS reminders sent to students who haven't applied
- Open exam applications featured on public welcome page
- Staff notified automatically about course assignments
- Clear eligibility rules prevent disputes
Helps: Faculty office team, students, lecturers
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Lecturer assignment to exams
Manage which teachers/lecturers are responsible for each examination. Assign and remove teachers as needed. Lecturers can view their own examination assignments and duties. Heads of department oversee all assignments in their department.
- Assign teachers to specific exams
- Remove or reassign teachers easily
- Lecturers see their own exam duties
- Department heads manage all assignments
- Prevent double-booking and conflicts
Helps: Faculty office team, heads of department, lecturers
2025
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Course specializations
Organize courses into specialization tracks so students can focus on specific areas within their program. Record which specialization each student is following, and track this information with assessment marks and attendance records for complete specialization performance tracking.
- Create specializations within programs
- Assign courses to specific specializations
- Track student specialization with grades
- View attendance by specialization
- Manage multiple specialization pathways
Helps: System administrators, faculty office team
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Modern interface with security
The system features a refreshed, modern design that's easier to read and navigate on desktop, tablet, and phone. An anti-robot verification check on public forms prevents unauthorized access attempts while keeping legitimate users unimpeded.
- Modern, clean interface design
- Works great on phones and tablets
- Anti-robot check on signup and public forms
- Improved readability and accessibility
- Consistent styling across all pages
Helps: Everyone
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Online exam applications
Students apply for examinations directly through the system instead of paper applications. Select desired courses, upload payment proof if required, and submit. The office reviews applications, approves or rejects based on eligibility, automatically assigns seating, and generates admission cards and attendance sheets. Students receive confirmation receipts.
- Students select courses and upload payment proof online
- Automatic submission receipt in PDF format
- Office reviews and approves or rejects applications
- Automatic seating algorithm assigns fair exam seats
- Generate admission cards for students
- Print attendance sheets for exam halls
- Mobile-friendly application form
Helps: Students, faculty office team, examination branch
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Assessment mark entry and approval
Lecturers enter continuous assessment marks (from assignments, quizzes, participation, etc.) directly in the system or upload from files. Department heads review submitted marks to ensure accuracy, then approve them. The entire workflow is tracked with complete history.
- Enter marks individually or bulk upload from file
- Preview marks before submission
- Head of department approval required
- Complete audit trail of all changes
- Attendance tracking integrated with marks
- Support for different assessment types
Helps: Lecturers, heads of department
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Staff banking information management
Store staff bank account details securely in the system so payment claims automatically show the correct account information. No more manual entry, reduced errors, faster payments to staff.
- Store bank account information securely
- Bank details display on payment claims
- Ensure correct account for each staff member
- Reduce payment processing errors
- Update bank details as needed
Helps: Faculty office team, lecturers
2024
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Complete exam management and staff payment
Manage all examination logistics in one central place. Define exam centers and duty types (chief invigilator, assistant, examiner, etc.), create examination schedules, assign staff to duties, and automatically generate payment claims. Staff can view their own payment schedule and claim history.
- Create and manage exam centers
- Define different duty types and payment rates
- Build examination schedules and timetables
- Assign staff to exam duties
- Generate PDF payment claims for staff work
- Email claims directly to staff
- Staff self-service "My claims" page
- Personal duty calendars for staff
Helps: Faculty office team, heads of department, lecturers
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Official notices and announcements
Publish official announcements in a central location with support for document attachments and categorization. Students have their own dedicated page to read important notices from the institution. Reduce email clutter with organized, categorized announcements.
- Create notices with attachments
- Organize notices by categories
- Dedicated student notice reading page
- Automatic notifications when notices are posted
- Archive old notices for reference
- Pin important notices at top
Helps: Faculty office team, students
2023
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WiFi account management
Administrators upload campus WiFi account credentials to the system. Students can log in and find their own WiFi username and password whenever needed. Self-service access eliminates support requests for WiFi details.
- Upload WiFi credentials to system
- Preview data before saving
- Students self-service WiFi lookup
- Supports multiple device connections
- Change WiFi password when needed
Helps: System administrators, students
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Google account login
Sign in using your existing Google account. If you have a Gmail account or use Google services at work, use those credentials to access MaCoSys. No need to remember another password.
- One-click sign-in with Google
- Use existing Google credentials
- Faster access than password login
- Secure OAuth authentication
- No additional passwords to remember
Helps: Everyone
2022
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Result analysis and exam sessions
View detailed analysis of exam results including pass rates, grade distribution charts, and performance comparisons. Group multiple exam sessions under meaningful names like "Semester 1 - 2025" for better organization. The main welcome page was redesigned for improved first impression.
- See pass rates and grade distribution charts
- Compare performance across exams
- Group exams into named sessions
- Visual performance analytics
- Redesigned welcome page
Helps: Heads of department, system administrators
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Complete internship management
Manage the entire internship process online from start to finish. Students apply for internship opportunities, get approved by their department head, then track their experience with daily/weekly records. Industry mentors guide interns and provide evaluation, while the system generates PDF logbooks and formal reports for academic credit and future job applications.
- Students browse and apply for internship calls
- Department head approval of placements
- Track work hours and daily accomplishments
- Weekly record submission and review
- Mentor evaluation and student assessment
- Automatic PDF logbook generation
- Final internship report creation
- Complete staff, mentor, and industry directory
Helps: Students, heads of department, industry mentors, lecturers
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Comprehensive help center
Self-service help and support documentation built into the system. Step-by-step guides walk users through sign-in, account setup, notifications, enrollment, examinations, and results. Email setup guides help students get started with their institutional email accounts.
- Easy-to-follow help articles for every feature
- Step-by-step guides for common tasks
- Email setup and configuration guide
- Sign-in troubleshooting
- Account verification help
- Enrollment instructions for students
- Examination and results guides
Helps: Everyone
2021
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Complete audit trail and activity logging
The system maintains a complete searchable record of all important actions: who created, changed, or deleted data, and exactly when. This audit trail is essential for accountability, compliance, and investigating discrepancies. View edit history for results and other sensitive records to see all changes made.
- Searchable activity log of all changes
- Track who made each change and when
- Result edit history with full details
- Delete history and restoration possibilities
- Complete audit trail for compliance
- Investigation support for data discrepancies
Helps: System administrators
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Communication, SMS, and registration renewal
Send important messages to groups of students or staff via email or SMS with delivery tracking. Verify phone numbers with secure PIN codes for added account security. Students can choose how they prefer to receive notifications (email, SMS, or both). Renew yearly registration online with document upload support.
- Send bulk emails to student groups with delivery tracking
- Send bulk SMS messages to staff or students
- Phone number verification with SMS PIN
- Customize notification preferences by student
- Online registration renewal with document upload
- View delivery log for all messages sent
- Automatic renewal reminders
Helps: System administrators, faculty office team, students
2020
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Email accounts and mobile app features
Students can request official institutional email accounts directly through the system instead of going to the office. The mobile app provides convenient access to grades, GPA, and results from phones and tablets.
- Request official institutional email online
- Instant email account requests
- Mobile app login and authentication
- View profile on phone or tablet
- Check GPA on mobile app
- View exam results on phone
Helps: Students, system administrators
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Foundation and core features
The first version of MaCoSys established the essential foundation for a unified academic management system. It provides secure accounts and role-based access control, comprehensive student registration with bulk import capabilities, complete academic structure setup, course enrollment management, examination administration, and automated grade calculation with GPA computation and result delivery.
- Secure multi-role login system
- Role-based access control for different user types
- Student register with ability to bulk import many students
- Complete academic setup tools
- Course enrollment groups and packages
- Examination creation and management
- Automatic grade and GPA calculation
- Email results to students
- Student and administrative dashboards
Helps: Everyone