Student residence management system

1.2 User characteristics 
Students‟ residence management system currently involves three types of users; these are 
Students, Residence Administrator, and UWC Administrator.

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- Student Users: this type of user includes all the UWC students who apply for 
accommodation. These users will also adopt the online system when applying for 
their accommodations.
- Residence Administrator: these are members of staff who are responsible of 
residence management. Their task will be allocating rooms to students and 
notifying students of their application results by email. 
- UWC Administrator : this will be a member of administration of the university 
who will be in charge of application fees for residence. 
1.3 Current system 
The current system of residence application is not yet computerized and this has made the 
process of application to be very slow and tiresome. During application, forms are 
provided to students who fill them by hand and deposit them to the Residence Office. 
The staff in charge classifies all the application forms and processes each case at time.
The current system being manual, the management does not have updated records of 
vacant rooms or occupied rooms. To know whether there are still some vacant rooms, the 
person in charge has to go to the residence building and check physically. Also the lack of 
updated information about the room availability and their types causes some students to 
be allocated to the type of rooms they did not want. 
The manual system of residence management has another constraint of not accessing 
information from the students‟ database. The residence management staff does not get 
timely information about students who have been suspended from the university, who 
have failed, students who have not completed registration and payment, unless they go 
and request this information from the university administration.

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