RRUB-IMS Student Service Management (SSM) Module

Quality Assurance Documentation

Summary of the RUB-IMS Student Service Management (SSM) User Manual

The RUB-IMS Student Service Management (SSM) Module is a centralized digital system under the Royal University of Bhutan’s Information Management System (RUB-IMS). It is designed to enhance student records management, administrative efficiency, and transparency across all RUB constituent colleges, including Gyalpozhing College of Information Technology (GCIT).

Summary of the RUB-IMS Student Service Management (SSM) User Manual

The RUB-IMS Student Service Management (SSM) Module is a centralized digital system under the Royal University of Bhutan’s Information Management System (RUB-IMS). It is designed to enhance student records management, administrative efficiency, and transparency across all RUB constituent colleges, including Gyalpozhing College of Information Technology (GCIT).

This module provides functionalities for:

• Student Leadership and Responsibilities (tracking club participation, class representation).

• Disciplinary Records and Counseling Services (monitoring student behavior and interventions).

• Hostel and Leave Management (digital applications for accommodation and leave approvals).

• Medical Records and Achievements (storing health records and tracking student performance).

• Student Suggestion and Club Management (facilitating student engagement in governance).

• Notification and Communication System (real-time updates on academic and administrative matters).

By automating student-related processes, the SSM module eliminates manual paperwork, ensures efficient student data tracking, and improves decision-making within RUB institutions.

Importance of the RUB-IMS Student Service Management (SSM) Module

1. Enhances Administrative Efficiency

• Automates student records, attendance, and disciplinary tracking.

• Reduces manual workload for faculty and administration.

2. Improves Transparency and Accountability

• Provides real-time access to student performance and behavioral records.

• Ensures fair and structured decision-making in student services.

3. Facilitates Better Student Engagement

• Supports student participation in clubs, leadership roles, and extracurricular activities.

• Strengthens institutional communication with students.

4. Streamlines Hostel and Leave Management

• Students can apply for hostel accommodations and leave digitally.

• Faculty can track and approve applications efficiently.

5. Ensures Secure and Confidential Data Handling

• Implements role-based access control for student information.

• Uses secure encryption and digital storage systems.

6. Supports Decision-Making and Institutional Planning

• Generates comprehensive student profiles for:

• Academic progress tracking.

• Disciplinary and counseling interventions.

• Performance-based scholarship allocations.

7. Aligns with Bhutan’s Digital Transformation Goals

• Supports Bhutan’s Higher Education Digitalization Initiatives.

• Strengthens data-driven governance in RUB colleges.

Conclusion

The RUB-IMS Student Service Management Module is an essential tool for efficient, transparent, and accountable student administration at GCIT and other RUB institutions. By digitizing student services, the system enhances academic management, student engagement, and institutional efficiency, ensuring seamless operations and better student outcomes.