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OFFICE OF THE CONTROLLER OF EXAMINATIONS ANNA UNIVERSITY, CHENNAI – 25

INSTRUCTION MANUAL FOR COMPUTERISED GENERATION OF APPLICATIONS AND REGISTRATION OF SUBJECTS FOR THE END SEMESTER EXAMINATIONS TO BE HELD IN APRIL/MAY 2012 – UG/PG EXAMINATIONS
The CD sent with this, contains the SOFTWARE for GENERATING APPLICATIONS and REGISTRATION OF SUBJECTS for the APRIL/MAY 2012 Examinations for the students admitted into UG/PG programmes, which can be loaded into a computer for the generation of Examination Applications and Registration of Arrear and Regular subjects. 1. Hardware and Software Requirement: (i) One PC, preferably P-IV or greater with 128 MB of RAM and a minimum of 600 MB free space in hard disk.

(ii) One Laser printer. (iii) Microsoft Windows XP or Higher.

Important Settings: (i) Set the monitor resolution to 1024 by 768 pixels. (ii) Set the printing preferences of the laser printer to A4 paper where ever necessary .
2. Contents of CD: The CD contains the following files and a folder. a) Setup.exe (Application file) b) Registration.cab is a cabinet file with a set of compressed installation files c) Setup.lst d) Support Directory 3. Installation:

For WINDOWS 2000/WINDOWS XP USERS:
Double click “Setup.exe” that is present in the CD. This will install the Registration software and the related database files accessible by MS Access. The installation process will take 3 to 6 minutes depending on the speed of the computer. The software is now ready for use.

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exe which will display the following window. Now chose the option properties.For WINDOWS 2007 USERS: For installing the software with the WINDOWS 2007 operating system. the following procedure may be adopted: Right click the file setup. After the selection of this option. you will find a window as shown below: 2 .

exe” that is present in the CD. FIGURE 1: Main Screen. (The month and year of Examination will be APRIL/MAY 2012). START → PROGRAMS → Registration → Registration Now the main screen as in Figure 1 will be displayed. This will cause display of Menu items as in Figure 2. 3 . 4. Chose the option compatibility. Double click “Setup. Also tick the check box “Run this Program as an Administrator” Then chose the OK button. In that first tick the check box “Run this Program in Compatibility for:” Then select Windows XP (Service Pack 3). This will install the Registration software and the related database files accessible by MS Access. The installation process will take 3 to 6 minutes depending on the speed of the computer. open the program from the usual Windows Start as given below. The software is now ready for use.In the setup properties. Main Menu Click the File menu item as top left of the screen. After the installation is over.

This will generate applications for the branch that has been selected and 4 . The File Menu contains the following submenus: 1) 2) 3) 4) 5) 6) Generate Applications Quick Registration Registration To Delete a Register Number Report Exit Menu item 1: Generate Applications This menu can be used to generate applications for the purpose of APRIL/MAY 2012 examinations for all the students of the college.FIGURE 2: Main Menu. choose the year of admission and select the option “Print”. The user of this software is to be very careful in using this option. This option will open a new window as given below for generating applications branch wise by choosing a branch from the pull down menu. FIGURE 3: Generation of Applications and Printing Procedure After choosing a branch.

”. all the applications for the selected branch will be printed automatically. If there is no deletion of subjects in the application. confirm that the printer has been set to “A4” paper before printing Applications. which have been already generated. 5 . The students can verify the data given in the applications make any necessary corrections such as addition or deletion of subjects if needed. The option “Cancel” will close down the “Generating Applications” screen. THE FOLLOWING PROCESS CAN BE STARTED ONCE IF ALL THE APPLICATIONS AND NECESSARY FEES ARE COLLECTED FROM THE STUDENTS. handover the same to the concerned students for verification of the registered subjects by default. The window for the same will be displayed as given below: FIGURE 4: Printing Procedure with Confirmation from the User As given in “Important Settings”. By pressing “OK”. which will allow to print either a group of applications or a particular candidate’s application. If you want to print applications for selected candidates use the other option “Branch and Selective Register No(s).send the applications for printing directly to the printer that is connected with the computer after a confirmation from the user. Once if the applications for all the students of all the branches are printed. Menu Item 2: Quick Registration This software provides facility for quick (or Bulk) registration of candidates.

then by choosing the option “Quick Registration”. before the due date. Menu Item 3: Registration This software provides facility for the registration of subjects for the candidates under various categories: The submenus of the main menu Registration are: a) b) c) d) e) Registration Registration Registration Registration Registration of of of of of Subjects Subjects Subjects Subjects Subjects for for for for for Regular Candidates Transferred Candidates Transferred Cum Readmitted Candidates Readmitted Candidates Miscellaneous Candidates The submenus of Registration are shown in the following Figure 6: 6 . it is possible to register for a group of students by inputting the first and the last register numbers. NOTE : GENERATE THE ABSTRACT REPORTS ONLY AFTER THE REGISTRATION PROCESS IS FULLY COMPLETED. The Quick Registration procedure is shown in the following Figure. FIGURE 5: Quick Registration Application Form This “REGISTRATION” process is to be completed for all the students of the college.

The procedure of registration is explained in detail below: 7 .FIGURE 6: Submenus of Registration The explanation and the usage of each submenu are given below: (a) Registration of Subjects for Regular Candidates This submenu can be used for the candidates who have been left out in Quick Registration and also it helps registering the subjects Candidate by Candidate.

The details of subjects to be registered by the candidate will be displayed. In case of deletion of subjects for a student. and press Enter-Key. Click the “Preview & Print” option for generating a new application and for the automatic registration of subjects other than the subjects that have been deleted. FIGURE 7: Registration Application Form If all the subjects listed are correct then press the “Register” icon for Registration. This will register all the subjects for the candidate. The “Curr. if the student has “PASSED” in that subject. 8 . For all the students the process of “REGISTRATION” is must and it can be carried after collecting all the applications and necessary fees from the students. a form is displayed as in Figure 7.Registration of Subjects (Candidate by Candidate Procedure) This process is to be started only after confirmation of the subjects to be registered by the student. Clicking the menu item “Registration of Subjects for Regular Candidates”. Now the “Register” icon will be disabled.Stat” column changes to “Deleted” for the corresponding subjects. Otherwise deletion of subjects is not permitted. Type the Register No. click the check box for the subjects on the left of “Sem” as shown in the form (Figure 8). This option can be used provided.

For those students. This will display the semester and branch name of the candidate.FIGURE 8: Registration with Deletion of Subjects (b) Registration of Subjects for Transferred Candidates Normally some of the students would have opted for the transfer from some other college to the college concerned. select the option Registration of Subjects for Transferred Candidates. Second enter the name of the candidate. a provision is made in the software for the registration of regular and arrear subjects transferred to the college. This option will display a form as given below: FIGURE 9: Registration Application Form for Transferred Candidates The inputs required are: • First enter the Old registration number of the candidate who has been transferred to the college concerned from some other college. From the option Registration. Third move the cursor to the semester column and enter the semester number and use the tab key to move to the next column “Subject Code” for • • 9 .

The Figure 10 shows the subjects registered for a candidate. From the option Registration. a provision is made in the software for the registration of regular and arrear subjects transferred and readmitted to the college concerned. • In the same way. (c) Registration of Subjects for Transferred cum Readmitted Candidates Normally some of the students would have opted for the transfer from some other college and they may like to rejoin in the college concerned. press the button “Register & Print”.entering the subject code and press the “ENTER” Key. select the option Registration of Subjects for Transferred cum Readmitted Candidates. This option completes the registration process and generates an application form for the candidate which can be printed. Continue entering all the semester number and subject code of the candidate. After completing all the entries. For those students. Now the subject name. FIGURE 10: Registration Application Form for Transferred Candidates with Registered Subjects 10 . it is possible to register for all the transferred candidates. subject type. This option will display a form as given in Figure 11. status will appear in the screen.

• • • (d) Registration of Subjects for Readmitted Candidates Normally some of the students may join again after a break into a college. press the button “Register & Print”. After completing all the entries. Continue entering all the semester number and subject code of the candidate. This will display the semester and branch name of the candidate. For those students. Third move the cursor to the semester column and enter the semester number and use the tab key to move to the next column “Subject Code” for entering the subject code and press the “ENTER” Key. a provision is made in the software for the registration of regular and arrear subjects. status will appear in the screen. Now the subject name. The Figure 11 shows the subjects registered for a candidate.FIGURE 11: Registration Application Form for Transferred cum Readmitted Candidates with Registered Subjects The inputs required are: • First enter the Old registration number of the candidate who has been transferred to the college from some other college. This option completes the registration process and generates an application form for the candidate which can be printed. it is possible to register for all the transferred cum readmitted candidates. subject type. Second enter the name of the candidate. From the option Registration. select the option Registration of Subjects for Readmitted Candidates. This option will display a form as given below: 11 . In the same way.

This option completes the registration process and generates an application form for the candidate which can be printed. subject type. • • • (e) Registration of Subjects for Miscellaneous Candidates Normally some of the students would have completed the programme or may be under break of study for some reason or may not have received the application while generating the application for the students of the college using the option “Generate Applications”. Third move the cursor to the semester column and enter the semester number and use the tab key to move to the next column “Subject Code” for entering the subject code and press the “ENTER” Key. select the option Registration of Subjects for Miscellaneous Candidates. Second enter the name of the candidate. it is possible to register for all the readmitted candidates. This will ask for the semester number to which the student is readmitted and will display the branch name of the candidate. For those students. The Figure 12 shows the subjects registered for a candidate.FIGURE 12: Registration Application Form for Readmitted Candidates with Registered Subjects The inputs required are: • First enter the Old Registration Number of the candidate who has been readmitted into a college. From the option Registration. a provision is made in the software for the registration of regular and arrear subjects. Continue entering all the semester number and subject code of the candidate. status will appear in the screen. After completing all the entries. This option will display a form as given below: 12 . press the button “Register & Print”. Now the subject name. In the same way.

Menu Item 5: Report Once if the registration process for all the categories is completed . Second enter the name of the candidate. Transferred. • Menu Item 4: To Delete a Register Number BY mistake. • Third move the cursor to the semester column and enter the semester number and use the tab key to move to the next column “Subject Code” and press the “ENTER” Key. In the same way. if a candidate has been registered. This option completes the registration process and generates an application form for the candidate which can be printed. it is possible to register for all the readmitted candidates. Transferred cum Readmission. The Figure 13 shows the subjects registered for a candidate.FIGURE 13: Registration Application Form for Miscellaneous Candidates with Registered Subjects The inputs required are: • • First enter the Registration Number of the candidate and the semester number. the reports for the registered (Regular. status will appear in the screen. After completing all the entries. the screen as shown in Figure 14 will be displayed: 13 . Now the subject name. This will display the branch name of the candidate. subject type. the register number can be deleted from the registered list by selecting this option and providing the proper Register Number as input and by clicking the Delete button. • In case of candidates. Continue entering all the semester number and subject code of the candidate. enter the year of admission of the candidate in the old regulation. press the button “Register & Print”. Readmission and Miscellaneous Candidates) and not registered students can be generated for the entire college. Once if the menu “Report” from the “File” menu is selected. readmitted from one regulation to another regulation.

14 . Anna University branchwise for the students who have registered all the subjects without any addition or deletion.FIGURE 14: Submenus of Report The submenus of “Report” are: a) Report of Registered Candidates (Regular) b) Report of Registered Students with Modification c) Report of Not Registered Candidates (Regular) d) Report of Transferred Candidates e) Report of Transferred cum Readmitted Candidates f) Report of Readmitted Candidates g) Report of Miscellaneous Candidates h) Final Report for the Details of the Fees Paid The function of each submenu is explained below in detail. number of subjects registered by each student and the total amount of money to be sent to the Office of the Controller of Examinations. a) Report of Registered Candidates (Regular) This option will generate a report with the details of fees paid by the students.

15 . the total amount of money to be sent to the Office of the Controller of Examinations.b) Report of Registered Students with Modification This option will generate a report with the details of fees paid by the students and number of subjects registered by each student. d) Report of Transferred Candidates This option will generate a report with the details of fees paid by students admitted under transfer from other colleges . Anna University branch wise for the readmitted students. number of subjects registered by each student and the total amount of money to be sent to the Office of the Controller of Examinations. Anna University for the students based on this report. Anna University branch wise for all the transferred students. f) Report of Readmitted Candidates This option will generate a report with the details of fees paid by students admitted under readmission. number of subjects registered by each student and the total amount of money to be sent to the Office of the Controller of Examinations. c) Report of Not Registered Candidates (Regular) This option will generate a report with the details of the students and number of subjects not registered by each student in the college branchwise. number of subjects registered by each student and the total amount of money to be sent to the Office of the Controller of Examinations. Anna University branch wise for all the students transferred and readmitted. g) Report of Miscellaneous Candidates This option will generate a report with the details of fees paid by students. The Principals will check the total amount of money to be sent to the Office of Controller of Examinations. Anna University branch wise for the students who have registered the subjects using addition or deletion option. h) Final Report for the Details of the Fees Paid This option will generate a report for the details of fees paid by students of all categories. Anna University branch wise for the students. number of subjects registered by each student and the total amount of money to be sent to the Office of the Controller of Examinations. e) Report of Transferred cum Readmitted Candidates This option will generate a report with the details of fees paid by students admitted under transfer cum readmission from other colleges . whose applications are generated using the first option .

By choosing the 16 . the student has the option to preview the subjects that he/she has registered using this preview & print button. fresh applications have to be generated and the modified subjects have to be registered. Use Laser Jet printer only for printing the Application Form.For adding subjects choose the option “Add” (Figures 15 & 16). Readmitted Candidates and for Miscellaneous Candidates. “Add” . If this is found correct. After the registration process using check box. Registration of Subjects for Transferred Cum Readmitted Candidates. All the controls used in both are explained below: “Register” – This option is meant for the students who have no change in subjects as given in the Application form. “Preview & Print” – In case of addition or deletion of subjects. Transferred Cum Readmitted Candidates. For them alone this option can be used. ”Register & Print” – This option can be used for the registration of subjects and for generating applications for the Transferred Candidates. Registration of Subjects for Readmitted Candidates and Registration of Subjects for Miscellaneous Candidates. then use the “PRINTER ICON” available in the screen to print the registration application for further process.CONTROLS: FIGURE 15 FIGURE 16 Two kinds of controls are used in Registration of subjects for all categories of students. This will open a new window as given below (Figure 17) and this provides facility to add any subject for a student. This has option such as selection of semester and then the subject of the candidate to register in that semester (Figure 18). The Controls in Figure 15 will appear for the Registration of Subjects for Regular Candidates and the Controls in Figure 16 will appear for the Registration of Subjects for Transferred Candidates.

to delete or to add a subject use the procedure which has been explained in the Registration Process. an input box (see the figure below) is provided to enter the Register number. The option cancel will cancel the application of “Add” subjects. When you click the “Modify” button. 17 . After you modify the application form click the “Preview & Print” button in order to print the modified application form. to add a new subject or to delete the existing subject click the checkbox. FIGURE 17: Registration Application Form with Addition of Subjects FIGURE 18: Registration Application Form with Addition of Subjects in Detail “Modify” – Modification of the application rarely occurs. However a provision is made.subject and clicking the “Add” button the subject can be included in the subjects to the register form.

Click the option “Show hidden files/folders/drives”. After the process is over. please copy the folder “data” found in the path “C:\Program Files\Registration” in a CD (RW) (2 copies) and send the same to the Office of The Controller of Examinations. on or before the last date prescribed. For WINDOWS 2007 USERS: • • • • • • First open “C Drive”.FIGURE 17: Input Box for ‘Modify’ “Exit” – After the entire process is over click the “Exit” button to exit from the Registration program. copy the files from the folder Application located in the following path: C:\Users\user\AppData\Local\VirtualStore\Program Files\Registration --End-- 18 . After completing the above task. Chose the option “Organize” on the left top on the menu bar. directly usable at the Computer Laboratory of the Office of The Controller of Examinations. Copy the database application in Floppy/CD. For WINDOWS 2000/XP USERS: The main purpose of this software is to obtain error–free data on Registration of subjects of the students of the college for the APRIL/MAY 2012 Examinations. Select “Folders & Search Options” Then select the option View.