Smart College Portal

A Project Work Submitted To The

Department Of Computer Science And Information Technology
Patan Multiple Campus, Patandhoka, Lalitpur
Institute Of Science And Technology
Tribhuvan University
Nepal

For The Award Of

Bachelor Of Science([Link].) In Computer Science And Information Technology

By
Oz Bikram Thapa (28063/078)
Ranjit Chaudhary (28084/078)
Shubham Siwakoti (28115/078)
 Faculty Of Computer Science And Information Technology
Patan Multiple Campus, Patandhoka, Lalitpur

SUPERVISOR’S RECOMMENDATION

This is to certify that Oz Bikram Thapa (28063/078), Ranjit Chaudhary

(28084/078), and Shubham Siwakoti (28115/078) have successfully carried out
the project work entitled “Smart College Portal” in partial fulfillment for the
requirement of the Bachelor of Science in Computer Science and Information
Technology ([Link]. CSIT) under my supervision.

They have fulfilled all the requirements laid down by the Institute of Science and
Technology (IoST), Tribhuvan University, Nepal for the submission of the project
work.

Supervisor:
Nawaraj Paudel
Faculty Member
Department of Computer Science and Information Technology
Patan Multiple Campus
 Faculty Of Computer Science And Information Technology
Patan Multiple Campus

ACKNOWLEDGEMENT

We express our heartfelt gratitude to our supervisor Nawaraj Paudel, who guided
us throughout this project. The opportunity to work on a real-world application and
integrate intelligent features has enriched our academic journey immensely. We
also thank the Department of CSIT, our friends, and our families for their
continued support.

Oz Bikram Thapa (28063/078)

Ranjit Chaudhary (28084/078)
Shubham Siwakoti (28115/078)
 Abstract

The Smart College Portal Is A Web-Based Academic And Administrative

Management System That Aims To Digitize And Automate Essential
College Processes Such As Attendance, Assignments, Performance
Analytics, Fee
Tracking, And Communication. Built Using [Link], Django, And Mysql
With Role-Specific Dashboards For Students, Teachers, And Admins, This System
Enhances Institutional Transparency, Reduces Manual Workloads, And Improves
The Overall Learning Experience.
 TABLE OF CONTENTS

 Supervisor’s Recommendation

 Acknowledgement

 Abstract

 Table of Contents

 List of Abbreviations

 Chapter 1: Introduction

 Chapter 2: Background Study

 Chapter 3: System Analysis

 Chapter 4: System Design

 Chapter 5: Implementation & Testing

 Chapter 6: Conclusion & Future Recommendations

 References

 Appendices
 List Of Abbreviations

 Sis – Student Information System

 Sql – Structured Query Language

• ui – user interface
 Chapter 1: Introduction

1.1 Introduction

The Smart College Portal Is Designed To Provide Centralized, Web-Based

Academic Management. It Enables Automation Of Various Academic And
Administrative Operations Like Attendance Tracking, Document
Management, Notice Delivery, Performance Analysis, And Student-Teacher
Communication. The Portal Supports Students, Teachers, And Admins
Through Individual Dashboards, Providing Relevant Tools And Data Per
Role.

1.2 Problem Statement

Many Academic Institutions Still Rely On Outdated Systems That Lack

Integration. Some Of The Major Problems Include:

 Inefficient Communication Due To Physical Notices Or Group Chats

 Manual Attendance Tracking Causing Errors And Workload

 Lack Of Early Student Performance Monitoring Tools

 Study Resources Shared Via Informal Platforms Like Whatsapp

 No Centralized Dashboard For Administrators To Oversee Performance

1.3 Objectives

 Develop A Centralized Web-Based Academic Portal

 Provide Role-Based Dashboards For Students, Teachers, And Admins

 Automate Attendance And Generate Alerts For Low Attendance

 Share Resources Like Notes, Assignments, And Syllabi Through

The System

1.4 Scope And Limitation

1.4.1 Scope

 Web Access For Students, Teachers, And Admins

 Real-Time Notice Delivery And Document Management
 Secure authentication and registration system

1.4.2 Limitations

 No Mobile Version In Current Implementation

 No chatbot

 No support for roles like parents, librarians and hostel wardens

1.5 Development Methodology

This System Was Developed Using The Agile Development Model. Agile Allowed
Incremental Builds, Continuous Feedback From Testing, And Progressive
Integration Of Features Like Role-Based Access, Document Sharing, And
Machine Learning Components.
 Chapter 2: Background Study

2.1 Background Study

As Digital Learning Becomes More Prominent, Academic Institutions Are

Turning To Smart Systems For Automation And Personalization. Smart
Campus Management Systems Can Streamline Educational Processes By
Integrating Communication, Data Analytics, And Personalized Learning
Tools.
 Chapter 3: System Analysis

3.1 Requirement Analysis

3.1.1 Functional Requirements

 Students Can Register, View Attendance, Submit Assignments, And

Check Performance

 Teachers Can Take Attendance, Upload Documents, And

Evaluate Assignments

 Admins Can Manage Users, Upload Notices, And Analyze

Academic Performance

3.1.2 Non-Functional Requirements

 Easy-To-Use Interface

 Secure Login And Data Encryption

 Responsive Ui Across Devices

 Scalable For Larger Institutions

3.2 Feasibility Study

 Technical Feasibility: Tools Like [Link], [Link], Mysql, And Python

Are Well-Documented And Supported

 Operational Feasibility: Replaces Inefficient Manual Systems

 Economic Feasibility: Uses Free And Open-Source Tools

 Schedule Feasibility: Project Phases Were Realistically Planned
And Executed

3.3 Analysis

3.3.1 Data Modelling

Er Diagram Includes Entities: Student, Teacher, Admin, Course, Attendance,

Assignment, Notice, Performance

3.3.2 Process Modelling

Dfd Level 0 Outlines Data Flow Between Portal and User Types

Fig [Link] : DFD 0

fig: Use Case Diagram
 Chapter 4: System Design

4.1 Database Design

 Normalized Tables For Student, Teacher, Admin, Attendance,

Assignment, Result, Fee, Notice

 Relationships Established Using Foreign Keys

4.2 Forms And Report Design

 Login And Registration Forms

 Assignment Upload/Download Forms

 Attendance And Result View Reports

4.3 Interface And Dialogue Design

 Role-Based Dashboards

 Modals For Actions Like Submitting Assignments

Fig : Admin Panel

Fig : Staff Panel

Fig : Student Panel
 Chapter 5: Implementation And Testing

5.1 Implementation

 Frontend: [Link]

 Backend: Django

 Database: Mysql
 Version Control: Git + Github
 Design Tool: Figma

5.2 Testing

5.2.1 Unit Testing

 Login Validation

 Notice Filtering By Role

5.2.2 System Testing

 Full Student Journey: Login > View Assignments > Submit Work >
View Results

 Admin Management Of Data

 Load Testing With Simultaneous Users

5.2.3Result Analysis

The System Met All Functional And Non-Functional Requirements.

 Algorithms

1. Attendance Percentage Calculator

* Purpose : Attendance Statistics

* Formula : percent_present = ( total_present / total_attendance ) x 100
* Edge Cases : division by zero

An Attendance Percentage Calculator helps you find out how much a person
has attended compared to the total number of classes or days. It uses a simple
formula: (total_present ÷ total_attendance) × 100. You divide the number of
times the person was present by the total number of classes, then multiply the
result by 100 to get the percentage. For example, if someone attended 18 out
of 20 classes, their attendance percentage is 90%. However, if the total
number of classes is zero, you cannot calculate the percentage because
division by zero is not possible.

2. Role-Based Access Control

* Purpose : Authorization
* Decision tree based on user_type ( 1 = HOD, 2 = Staff, 3 = Student )
* Redirects to dashboards

Role-Based Access Control means giving different access or permissions to

users based on their role. In this system, the user is checked based on their
user_type (for example: 1 = HOD, 2 = Staff, 3 = Student). Depending on the
role, the user is redirected to their own dashboard, where they can see and use
only the features that are meant for them. This ensures security and makes
sure that everyone accesses only what they are allowed to.

3. Email-Based Authentication

* Location : main_app/[Link]
* Purpose : Login
* Flow : email lookup, hashed password verification

This feature allows users to log in using their email instead of a username. The
system finds the user by email and then checks the stored (encrypted/hashed)
password to confirm if it's correct.

4. Authenticaion Profile Creation

* Location : main_app/[Link]
* Purpose : auto-create linked profiles on user creation
* Event-driven with Django signals
 Whenever a new user account is created, the system automatically creates a
matching profile based on the user’s role (HOD/Staff/Student). This happens
automatically through Django signals, meaning no manual setup is needed.

5. Data Aggregation For Dashboards

* Location : main_app/hod_views.py
* Purpose : Summary Stats
* Steps : Collect counts, build arrays for charts

For dashboards (especially for HOD), the system collects different counts (like
number of students, staff, leaves, etc.) and arranges the data into lists or charts
so users can quickly see a summary.

Supporting Algorithms

6. Data Aggregation For Dashboards

* Status Transitions ( 0 = Pending, 1 = Approved, -1 = Rejected )

* Used in view_staff_leave ( ) and view_student_leave ( )

Leave requests go through different states :

0 : Pending
1 : Approved
-1 : Rejected

Depending on the status, the interface shows the correct state for staff or
student leave requests.

7. Date Range Filter

* Location : main_app/student_views.py
* Purpose :Attendance by period
* Parses and validates ranges

Users can select a start date and an end date to view attendance only within
that specific period. The system checks if the date range is valid and shows
attendance for those dates.

8. reCAPTCHA Verification
 * Location : main_app/[Link]
* Purpose : Bot Protection
* External POST Verification

To make sure only real humans are logging in or submitting forms (not bots),
the system uses Google reCAPTCHA. It sends the response to Google’s server
to verify before allowing the action.

9. Course-Student Mapping

* Location : main_app/staff_views.py
* Purpose : Student lists by course/session
* Filters and serializes to JSON

This feature allows staff to view students based on course and session. The
system filters student data accordingly and converts it into JSON so that it can
be sent easily to the frontend.

10. Password Validation Rules

* Location : Smart_College_Portal/[Link]
* Django Validators : Length, Similarity, Common and Numeric Checks

The system checks if new passwords follow rules like minimum length, not
being too similar to the username, not being too common, and not being only
numbers. This ensures strong and secure passwords.
 Chapter 6: Conclusion And Future Recommendation

6.1 Conclusion

The Smart College Portal Digitalizes Core Academic Activities Through A

Single Platform. It Integrates Ai, Performance Analytics, And Role-Based
Access To Create A Smart, Interactive Educational Environment. It
Successfully Reduces Workload, Enhances Transparency, And Provides
Early Insights Into Student Progress.

6.2 Future Recommendation

 Develop Mobile Application

 Integrate Payment Gateway And Calendar Sync

 Upgrade Chatbot With Nlp And Ml Capabilities

 Enable Real-Time Notifications Via Sms And Push Alerts

 Add Multilingual Support

References

 Sharma Et Al., "Ai-Based Academic Advisor System", 2020

 Khan And Rehman, "Academic Chatbot Design", 2021

 Patel And Joshi, "Digital College Portal System", 2019

Appendices

 Screenshots Of Dashboards

 Er Diagram

 Use Case Diagram

 Dfd Level 0 Diagram

 Ml Model Accuracy Graph

 Gantt Chart Timeline