PROJECT: STUDENT REGISTRATION SYSTEM

Department: Computer Science

Section:3DRCS2
CourseID: CoSc3061
Group members
1. Temesgen Bekele………………..0351/23

2. Abdulhamid Birhanu……………0343/23

3. Yonas Zeleke………………………..0339/23

Submitted to Abdulrahman Jemal

Table of Contents
Chapter One: Introduction

1.1 Background Information on the Project

1.2 Executive Summary

1.3 Statement of the Problem

1.4 Objective of the Project

1.4.1 General Objective

1.4.2 Specific Objectives

1.5 Feasibility Analysis

1.5.1 Operational Feasibility

1.5.2 Technical Feasibility

1.5.3 Economic Feasibility

1.5.4 Schedule Feasibility

1.6 Scope of the Project

1.7 Target Beneficiaries of the System

1.8 Methodology for the Project

1.8.1 Finding/Data Collection Methods

1.8.2 Analysis and Design Methods

1.8.3 Development Tools

1.8.4 Testing Procedures

1.9 Limitation of the Project

Chapter Two: Description of the Existing System & New System Requirements

2.1 Introduction to the Existing System

2.2 Players in the Existing System

2.3 Business Rules

2.3.1 Business Rules of the Existing System

2.4 Forms and Other Documents of the Existing System

2.5 Requirements of the Proposed New System

2.5.1 Introduction to the Proposed New System

2.5.2 Functional Requirements

2.5.3 Non-Functional Requirements

Chapter Three: System Analysis

3.1 Introduction

3.2 System Requirements Specifications (SRS)

3.2.1 Use Case Diagram

3.3 System Use Case Documentation

3.4 Sequence Diagram

3.5 Activity Diagram

3.6 User Interface Prototype

 Chapter One: Introduction
1.1 Background Information on the Project

The Student Registration System is designed to streamline the process of enrolling

students in educational institutions. Traditionally, student registration has been a manual and
cumbersome process, involving extensive paperwork and significant administrative effort.
With the advent of technology, it has become imperative to develop a system that simplifies
these processes, reduces errors, and enhances efficiency. This project aims to create a robust,
user-friendly registration platform that caters to the needs of both students and administrative
staff.

1.2 Executive Summary

This project proposes the development of a comprehensive Student Registration

System. The system will facilitate the electronic handling of student information, registration
for courses, fee payment, and academic record management. By leveraging modern
technology, the system aims to reduce the administrative burden, improve data accuracy, and
provide students with a seamless registration experience. The project will undergo thorough
feasibility studies, design, development, testing, and deployment phases to ensure its
successful implementation.

1.3 Statement of the Problem

Current student registration processes are often inefficient, prone to human error, and
time-consuming. These issues can lead to data inconsistencies, delayed registration processes,
and student dissatisfaction. There is a pressing need for a digitized system that can address
these challenges by automating and optimizing the registration workflow.

1.4 Objective of the Project

1.4.1 General Objective

To develop an efficient and reliable Student Registration System that simplifies the
enrollment process and enhances data management.

1.4.2 Specific Objectives

- To create a user-friendly interface for students and registration offices.

- To ensure data integrity and accuracy.

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 - To automate the registration and fee payment processes.

- To generate real-time reports and analytics.

- To provide secure access to student records.

1.5 Feasibility Analysis

1.5.1 Operational Feasibility

Assessing the operational feasibility involves evaluating whether the system can
function within the existing operational structure of the educational institution. This includes
determining the system's compatibility with current processes and the potential benefits it
will bring to administrative tasks and student interactions.

1.5.2 Technical Feasibility

The technical feasibility study focuses on the technical resources required for the
development and implementation of the system. This includes evaluating the hardware and
software requirements, network infrastructure, and the technical expertise needed to build and
maintain the system.

1.5.3 Economic Feasibility Economic feasibility analysis involves determining the cost-
effectiveness of the project. This includes estimating the development and operational costs,
as well as the potential financial benefits from improved efficiency and reduced
administrative overhead. A cost-benefit analysis will be conducted to ensure the project's
financial viability.

1.5.4 Schedule Feasibility Schedule feasibility assesses whether the project can be
completed within the desired timeframe. This involves creating a detailed project plan with
timelines for each phase, including design, development, testing, and deployment. Potential
risks and delays will be identified and mitigated to ensure timely completion.

1.6 Scope of the Project The scope of the project encompasses the development of a web-
based Student Registration System. It includes modules for student enrollment, course
registration, fee payment, academic record management, and report generation. The system
will be designed to handle a scalable number of users and ensure data security and privacy.

1.7 Target Beneficiaries of the System The primary beneficiaries of the Student
Registration System are students and administrative staff. Students will benefit from a
streamlined registration process, easy access to their academic records, and timely updates on
registration statuses. Administrative staff will benefit from reduced workload, improved data
accuracy, and efficient management of student information.

1.8 Methodology for the Project

1.8.1 Finding/Data Collection Methods Data collection methods will include surveys,
interviews, and focus groups with students and administrative staff to gather requirements
and feedback. Existing registration processes will be analyzed to identify pain points and
areas for improvement.

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1.8.2 Analysis and Design Methods The analysis phase will involve creating detailed
requirements and specifications based on the collected data. Design methods will include the
development of system architecture, user interface design, and database schema.

1.8.3 Development Tools The project will utilize modern development tools and
technologies such as Java, HTML, CSS, JavaScript, and SQL for database management.
Integrated Development Environments (IDEs) like Eclipse or IntelliJ IDEA will be used for
coding and debugging.

1.8.4 Testing Procedures Testing procedures will include unit testing, integration testing,
system testing, and user acceptance testing (UAT). These tests will ensure the system's
functionality, performance, and security before deployment.

1.9 Limitation of the Project The project may face limitations such as budget constraints,
limited technical expertise, and potential resistance to change from users accustomed to
traditional registration methods. Additionally, ensuring data security and privacy will be a
critical challenge that needs to be addressed throughout the project lifecycle.

Chapter Two: Description of the Existing System & New

System Requirements
2.1 Introduction to the Existing System The existing student registration system is
primarily manual, involving physical forms and in-person interactions for enrolling students.
This system requires students to fill out paper applications, which are then processed by
administrative staff. The data is often stored in physical files or simple electronic databases,
making it difficult to manage and retrieve information efficiently. This leads to a slow and
error-prone registration process, creating a bottleneck during peak registration periods.

2.2 Players in the Existing System The main participants in the existing registration system
include students, administrative staff, academic advisors, and financial officers. Students are
required to complete and submit registration forms. Administrative staff handle the
collection, verification, and entry of student data. Academic advisors assist students in course
selection, ensuring they meet their academic requirements. Financial officers manage the
payment of tuition and other fees, verifying that students have fulfilled their financial
obligations before registration is complete.

2.3 Business Rules Business rules define the operations, definitions, and constraints that
apply to an organization. In the context of the student registration system, these rules dictate
the procedures for enrollment, course selection, and fee payment.

2.3.1 Business Rules of the Existing System

 Students must submit complete registration forms with all required information.
 Registrations are processed on a first-come, first-served basis.
 Course enrollment is subject to availability and prerequisites.
 Students must pay tuition fees before their registration is confirmed.
 Changes to registration (add/drop courses) must be approved by academic advisors.

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2.4 Forms and Other Documents of the Existing System The existing system uses several
forms and documents, including:

 Student Registration Form: A physical or digital form filled out by students with
personal and academic details.
 Course Enrollment Form: A document listing courses offered, which students use to
select their desired courses.
 Fee Payment Receipt: Proof of payment for tuition and other fees.
 Academic Advising Form: A form used by advisors to guide students in course
selection and track their progress.
 Change of Registration Form: Used by students to request changes to their course
enrollments.

2.5 Requirements of the Proposed New System

2.5.1 Introduction to the Proposed New System The proposed new system aims to digitize
and automate the entire student registration process, eliminating the inefficiencies and errors
of the manual system. This system will include an online platform for student enrollment,
course registration, fee payment, and academic record management. It will enhance data
accuracy, reduce administrative workload, and provide students with a seamless registration
experience.

2.5.2 Functional Requirements

User Authentication: Secure login for students, administrative staff, academic

advisors, and financial officers.

Student Enrollment: Online application forms for new and returning students.

Course Registration: Interface for students to select and enroll in courses, view
course availability, and prerequisites.

Fee Payment: Online payment gateway for tuition and other fees, with automated
receipt generation.

Academic Records: Digital storage and retrieval of student academic records and
transcripts.

Notifications: Automated email and SMS notifications for registration status updates,
fee payment reminders, and academic alerts.

Reporting: Real-time generation of reports on student enrollment, course

registrations, and fee payments.

2.5.3 Non-Functional Requirements

Scalability: The system should handle a growing number of users and data without
performance degradation.

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 Security: Robust security measures to protect sensitive student information, including
encryption, secure access controls, and regular security audits.

Usability: User-friendly interface designed for ease of use by all participants, with
minimal training required.

Reliability: High availability and reliability, with minimal downtime and quick
recovery from failures.

Performance: Fast response times and efficient processing of transactions, even

during peak registration periods.

Compliance: Adherence to relevant data protection regulations and institutional

policies.

Chapter Three: System Analysis

3.1 Introduction System Analysis involves studying the existing system and defining the
requirements for a new system. This chapter aims to understand the current processes,
identify system requirements, and outline the proposed system's design and functionality. By
analyzing user needs and system constraints, we can create a comprehensive plan for
developing an efficient and effective Student Registration System.

3.2 System Requirements Specifications (SRS)

1. Introduction

This document outlines the system requirements for a Student Registration System (SRS).
The SRS will automate the process of student registration, providing a streamlined and
efficient system for both students and registration offices.

2. Overall Description

2.1 Product Perspective:

The SRS is a standalone system that will replace the current manual registration process. It
will integrate with existing systems where applicable (e.g., payment gateway, existing student
database if one exists).

2.2 Product Functions:

The system will provide the following functionalities:

• Student Self-Registration: Students can create accounts, register for courses, update
personal information, view course schedules, and view their registration status.

• registration office Functions: registration offices can manage student accounts, add/remove
courses, manage course schedules, generate reports, manage user roles and permissions, and
handle payment processing (potentially).

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• Course Management: The system will allow for the creation, modification, and deletion of
courses, including details like course name, description, credits, prerequisites, instructor,
schedule, and capacity.

• Payment Processing: Integration with a payment gateway to allow online fee payments (this
may be a separate module or handled by an external system).

• Reporting: Generation of various reports such as registration summary, course enrollment

statistics, and student details.

• User Authentication and Authorization: Secure login system with role-based access control
to protect sensitive data.

2.3 User Characteristics:

• Students: Familiar with computers and internet usage. Varying levels of technical
proficiency.

• Registration offices: System administrators with knowledge of database management and

system administration.

2.4 Operating Environment:

• Hardware: The system should be compatible with standard desktop computers and laptops.
Specific hardware requirements will depend on the chosen technology stack (database server,
web server, etc.).

• Software: The system will be compatible with common web browsers (Chrome, Firefox,
Edge, Safari). Specific software requirements will depend on the chosen technology stack
(programming languages, databases, frameworks).

• Network: The system will require a stable internet connection for online registration and
access to the system.

3. Specific Requirements

3.1 Functional Requirements:

• Account Creation: Students should be able to create accounts using a unique username and
password. The system should validate the entered information (e.g., email format).

• Course Registration: Students should be able to browse and search for courses, add courses
to their shopping cart, and complete the registration process. The system should check for
course availability and prerequisites.

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• Payment Integration: Secure integration with a payment gateway to process payments for
course registration fees. Transaction details should be recorded and accessible to both
students and Registration offices.

• Profile Management: Students should be able to view and update their personal information
(name, address, contact details, etc.).

• Course Catalog: Registration offices can manage the course catalog, including adding,
modifying, and deleting courses.

• User Management: Registration offices can create, modify, and delete user accounts. They
can also assign user roles and permissions.

• Report Generation: The system will generate various reports as specified in section.

3.2 Non-Functional Requirements:

1.Performance: The system should be responsive and efficient, with minimal loading times.

2. Security: The system should protect sensitive data using secure authentication and
authorization mechanisms. Data encryption should be implemented where necessary.

3. Usability: The system

should be user-friendly and intuitive for both students and Registration offices.

• Reliability: The system should be reliable and available with minimal downtime.

• Maintainability: The system should be easy to maintain and update.

• Scalability: The system should be scalable to accommodate a growing number of students

and courses.

4. Data Model

(This section would include details of the database schema, tables, fields, and data types. This
is highly dependent on the specific design and technology chosen.) Example: Student table
(studentID, name, address, email, password, etc.); Course table (courseID, courseName,
description, credits, etc.); Enrollment table (studentID, courseID, registrationDate, etc.).

5. External Interface Requirements

• User Interfaces: Web-based interface accessible through standard web browsers.

• Hardware Interfaces: Standard computer hardware (keyboard, mouse, monitor).

• Software Interfaces: Integration with a payment gateway API. Potential integration with an
existing student database system.

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6. Other Requirements

• Documentation: Comprehensive user manuals and system documentation will be provided.

• Testing: Thorough testing will be conducted to ensure the system meets the specified
requirements.

This SRS provides a detailed outline of the requirements. Further details may be added
during the design and implementation phases. The specific technologies and implementation
details will be defined in subsequent design documents.

3.2.1 Use case Diagram of student registration system

3.3 Documentation for Student Registration System Use Case Diagram

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Overview This document provides a detailed description of the use-case diagram for the
student registration system. The diagram illustrates the interactions between different users
(actors) and the system, highlighting the various functionalities available to each user.

Actors

Student

Description: A user who interacts with the system to manage their course
registrations and attendance.

Use Cases:

Register

Enroll for Course

Attend Class

Drop Classes

View Course

Teacher

Description: A user who interacts with the system to manage courses and
student information.

Use Cases:

Add Course

View Course

Update Course

Delete Course

Add Student

Manage Exams

Registration Office

Description: A user who has administrative privileges to manage the overall

system, including adding teachers and managing exams.

Use Cases:

Add teacher

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 Manage Exams

Use Cases

Register

Actor: Student

Description: Allows a student to register in the system.

Preconditions: The student must have access to the registration portal.

Postconditions: The student account is created and login credentials are

provided.

Main Flow:

The student accesses the registration portal.

The student fills out the registration form.

The system validates the information.

The system creates a student account.

The system provides login credentials to the student.

Enroll for Course

Actor: Student

Description: Allows a student to enroll in a specific course.

Preconditions: The student must be logged in and registered in the system.

Postconditions: The student is enrolled in the selected course.

Main Flow:

The student logs in to the system.

The student views available courses.

The student selects a course to enroll in.

The system checks course availability and prerequisites.

The system enrolls the student in the course.

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 The system updates the student's timetable.

Attend Class

Actor: Student

Description: Allows a student to mark attendance for a class.

Preconditions: The student must be enrolled in the course.

Postconditions: The student's attendance is recorded.

Main Flow:

The student logs in to the system.

The student navigates to the attendance section.

The student marks their attendance for the class.

The system records the attendance.

Drop Classes

Actor: Student

Description: Allows a student to drop a previously enrolled course.

Preconditions: The student must be enrolled in the course.

Postconditions: The course is removed from the student's timetable.

Main Flow:

The student logs in to the system.

The student navigates to their enrolled courses.

The student selects the course to drop.

The system confirms the drop action.

The system updates the student's timetable.

Add Course

Actor: teacher

Description: Allows a teacher to add a new course to the system.

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 Preconditions: The teacher must be logged in with appropriate privileges.

Postconditions: The new course is added to the system.

Main Flow:

The teacher logs in to the system.

The teacher navigates to the course management section.

The teacher fills out the course creation form.

The system validates the information.

The system adds the new course.

View Course

Actors: Student, teacher

Description: Allows both students and teachers to view details of a course.

Preconditions: The user must be logged in.

Postconditions: Course details are displayed.

Main Flow:

The user logs in to the system.

The user navigates to the course details section.

The user selects a course to view.

The system displays the course details.

Update Course

Actor: teacher

Description: Allows a teacher to update the details of a course.

Preconditions: The teacher must be logged in with appropriate privileges.

Postconditions: The course details are updated in the system.

Main Flow:

The teacher logs in to the system.

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 The teacher navigates to the course management section.

The teacher selects a course to update.

The teacher updates the course details.

The system validates the information.

The system updates the course details.

Delete Course

Actor: teacher

Description: Allows a teacher to delete a course from the system.

Preconditions: The teacher must be logged in with appropriate privileges.

Postconditions: The course is removed from the system.

Main Flow:

The teacher logs in to the system.

The teacher navigates to the course management section.

The teacher selects a course to delete.

The system confirms the delete action.

The system removes the course from the system.

Add Student

Actor: teacher

Description: Allows a teacher to add a student to a course.

Preconditions: The teacher must be logged in with appropriate privileges.

Postconditions: The student is enrolled in the selected course.

Main Flow:

The teacher logs in to the system.

The teacher navigates to the student management section.

The teacher fills out the student addition form.

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 The system validates the information.

The system enrolls the student in the course.

Add teacher

Actor: Registration Office

Description: Allows an registration office to add a new teacher to the system.

Preconditions: The registration office must be logged in with appropriate

privileges.

Postconditions: The new teacher is added to the system.

Main Flow:

The registration office logs in to the system.

The registration office navigates to the teacher management section.

The registration office fills out the teacher addition form.

The system validates the information.

The system adds the new teacher.

Manage Exams

Actors: teacher, registration office

Description: Allows teachers and registration offices to manage exam

schedules and details.

Preconditions: The user must be logged in with appropriate privileges.

Postconditions: Exam schedules and details are updated in the system.

Main Flow:

The user logs in to the system.

The user navigates to the exam management section.

The user updates the exam schedules and details.

The system validates the information.

The system updates the exam schedules and details.

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3.4 Sequence diagram of student registration system

Overview

This sequence diagram represents the process of student registration in the system. It details
the interactions between the student, the registration system, and the database to complete the
registration process.

Participants

Student: The user who initiates the registration process.

Registration System: The system that handles the registration process.

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 Database: The storage system where student data is checked and updated.

Sequence of Interactions

Open Registration Page:

Actor: Student

Action: The student opens the registration page on the registration system.

Message: Open Registration Page

Direction: From Student to Registration System

Description: The student initiates the process by navigating to the registration

page.

Enter Data:

Actor: Student

Action: The student enters the registration data.

Message: Enter Data

Direction: From Student to Registration System

Description: The student fills in the required information, such as personal

details and course preferences.

Check Duplication:

Actor: Registration System

Action: The registration system checks for duplicate entries in the database.

Message: Check Duplication

Direction: From Registration System to Database

Description: The system verifies if the entered data is unique and not already
present in the database.

Calculated Fees:

Actor: Registration System

Action: The registration system calculates the fees based on the entered data.

Message: Calculated Fees

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 Direction: From Registration System to itself (internal process)

Description: Based on the student’s course selection, the system calculates the
applicable fees.

Update Data:

Actor: Registration System

Action: The registration system updates the student data in the database.

Message: Update Data

Direction: From Registration System to Database

Description: The system updates the database with the new registration
information.

Confirm Update:

Actor: Database

Action: The database confirms the update of the student data.

Message: Confirm Update

Direction: From Database to Registration System

Description: The database sends a confirmation back to the registration

system, indicating successful data update.

Print Report:

Actor: Registration System

Action: The registration system prints a report of the registration.

Message: Print Report

Direction: From Registration System to Student

Description: The system generates a registration report for the student,

summarizing the registered courses and fees.

Notes:

The dashed lines represent asynchronous messages or responses.

The solid lines represent synchronous messages or actions.

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 The diagram ensures that the registration process is clear and that each step is
accounted for, from opening the registration page to printing the final report.

3.5 Activity diagram of student registration system

Overview

This document provides a detailed description of the student registration process as depicted
in the activity diagram. The process involves interactions between the Student, the System,
and the Registration Division.

Roles and Responsibilities

Student: The individual who initiates the registration process by providing necessary
information and proof of payment.

System: The automated system responsible for saving, displaying, and notifying the
status of the registration.

Registration Division: The administrative body that confirms the registration.

Process Steps

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Student Actions:

Fill in the Identity Form and Proof of Payment: The student completes the
registration form with personal details and attaches proof of payment.

Click Submit: The student submits the completed form to the system.

System Actions:

Save Registration Data: The system saves the submitted registration data.

Display Registrant Data: The system displays the registrant’s data for verification.

Send Successful Notification: Upon confirmation from the Registration Division, the
system sends a notification of successful registration to the student.

Registration Division Actions:

Confirm Registration: The Registration Division reviews and confirms the

registration details.

Click OK: The Registration Division finalizes the confirmation by clicking OK.

Notifications

Receive Successful Notification: The student receives a notification indicating the

successful completion of the registration process.

Conclusion This activity diagram provides a clear and structured view of the student
registration process, ensuring that all parties involved understand their roles and the sequence
of actions required for successful registration.

3.6 Student Registration System:user interface prototype

This document outlines a detailed user interface (UI) prototype for a student registration
system. The prototype focuses on key user flows and screen designs, aiming for intuitive
navigation and a user-friendly experience. The specific look and feel can be further refined
based on branding and design preferences.

I. Landing Page:

• Headline: Welcome to [University/College Name] Student Registration

• Sub-headline: Register for courses and manage your academic journey.

• Buttons:

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 * Login: For existing students. Links to login page.

* Register: For new students. Links to registration page.

* About Us: Links to a page with information about the institution and the registration
system.

• Image: A welcoming image representing the university/college.

II. Student Registration Page:

• Form Fields:

* Student ID (Optional): If applicable, allowing pre-registration ID entry.

* First Name: Required field. Input field with validation (alphabetical characters only).

* Last Name: Required field. Input field with validation (alphabetical characters only).

* Email Address: Required field. Input field with validation (email format).

* Password: Required field. Input field with password visibility toggle and minimum
length/complexity requirements.

* Confirm Password: Required field. Must match the password field.

* Date of Birth: Required field. Date picker.

* Address: Required field. Multiple input fields (Street, City, State/Province, Postal Code).

* Phone Number: Required field. Input field with validation (numeric characters).

* Emergency Contact Information: Optional fields (Name, Phone Number).

• Buttons:

* Register: Submits the registration form. Validation checks are performed before
submission.

* Cancel: Returns to the landing page.

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III. Student Login Page:

• Form Fields:

* Username/Email: Required field. Input field.

* Password: Required field. Input field with password visibility toggle.

• Buttons:

* Login: Submits the login form. Validation checks are performed before submission.
Redirects to the student dashboard upon successful login.

* Forgot Password: Links to a password recovery page.

• Option to Register: A clear link back to the registration page.

IV. Student Dashboard:

• Welcome Message: Personalized welcome message ("Welcome, [Student Name]").

• Quick Links:

* View Registered Courses: Links to the registered courses page.

* View Course Catalog: Links to the course catalog page.

* Update Profile: Links to the profile update page.

* Payment History: Links to the payment history page (if applicable).

• Course Summary: A table displaying currently registered courses with course name,
instructor, and credits.

V. Course Catalog Page:

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• Search Bar: Allows searching for courses by keyword (course name, instructor, subject).

• Filters: Allows filtering courses by subject, credits, term, or instructor.

• Course Listings: Displays a list of courses with:

* Course Name

* Instructor

* Credits

* Description (short summary)

* Term Offered

* Available Seats (if applicable)

• Add to Cart Button: Allows students to add courses to their shopping cart.

VI. Shopping Cart Page:

• Course Summary: Displays a list of selected courses with the ability to remove courses.

• Total Fees: Calculates the total fees based on selected courses.

• Proceed to Checkout Button: Proceeds to the payment gateway integration.

VII. Profile Update Page:

• Form Fields: Allows updating the information entered during registration. Similar structure
to the registration page.

• Buttons:

* Save Changes: Saves the updated profile information.

* Cancel: Returns to the

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student dashboard.

VIII. registration office Panel:

(This section would describe the UI for administrative functions. The design should focus on
ease of management and reporting.) Example screens include:

• Course Management: Add, edit, and delete courses.

• User Management: Create, edit, delete, and manage student accounts.

• Report Generation: Generate various reports (e.g., registration summary, course enrollment
statistics).

IX. Payment Gateway Integration:

(This section will outline the UI for payment processing. This will likely be handled by a
third-party payment gateway.) Integration with a secure payment gateway (e.g., Stripe,
PayPal) for processing payments.

X. Error Handling and Feedback:

The system should provide clear and concise error messages to the user throughout the
registration process. Success messages should also be included to confirm actions.

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This UI prototype provides a comprehensive overview of the system's user interface. Further
refinements and detailed mockups can be created using UI design tools like Figma, Adobe
XD, or Sketch to visualize the screens more effectively. Remember to consider accessibility
guidelines (WCAG) during the final design phase.

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