Student records and fees for schools and universities
One student record behind admissions, fees, the parent portal and the bursar's ledger, so a fee, an instalment and a receipt refer to the same student. Bought once and owned outright.
- One student, one balance
- Admissions, billing, the portal and the bursar read one record.
- Instalments by rule
- Due dates, reminders and late fees applied by the system.
- Reconciled daily
- Fees, campus takings and settlement, against what was billed.
- Owned outright
- Runs in the institution's own environment.
From the first application to the bursar's ledger
Six features on one system, for admissions and the registry, the bursar's office, parents and students.
- Student recordsOne record from application to graduation, read by billing and the bursar.
- Admissions and enrolmentSubmission, offer, acceptance and registration, on one record.
- Fees and instalmentsTuition, deposits and instalments, with late fees applied by rule.
- Parent and student portalStatements, balances and payment, from home.
- Campus paymentsDuitNow QR, cards and e-wallets at the canteen and the bookstore.
- Reconciliation and reportingReconciled daily, and the term's position by campus and programme.
A term on asasii campus
From the first application at intake to the report at semester close.
- Intake
Applications arrive
Each one moves from submission through offer and acceptance, with its supporting documents captured once.
- Enrolment
A student enrols
The record started at application carries into enrolment, and a returning or transferring student is found rather than created again.
- Week 1
Fees are billed
Tuition, deposits and recurring charges are billed against the student record, with any instalment plan and its due dates.
- 12:30
The canteen queue
Students pay by DuitNow QR, card, e-wallet or a stored-value account, and the takings reconcile into the same records as fees.
- 23:00
A parent pays from home
The fee is settled in the parent portal without a call to the office in the morning, and the payment posts to the ledger the bursar reads.
- Daily
The day reconciles
Fees, campus takings and settlement are reconciled against what was billed, by campus and cost centre.
- Due date
An instalment falls due
Reminders go out on a schedule and late-fee rules are applied by the system, so officers work the exceptions.
- Term end
Semester close
Closing the term is reading a report rather than a fortnight of matching, because each day has already been reconciled.
Who it's for
Four groups of people, working from the same student record.
A licence, not a subscription that holds the student records
The institution buys the system and keeps every record it produces. idataraya is paid to customise, install and maintain it.
| Topic | A hosted subscription | asasii campus |
|---|---|---|
| Who owns the software | The vendor; access ends with the subscription | The institution, outright |
| Where student and parent data live | The vendor's cloud | The institution's own environment |
| Fee rules and instalment plans | Within the vendor's standard settings | The institution's own, configured by idataraya |
| Learning management and academic systems | The integrations the vendor offers | Kept where they are, and integrated |
| Who maintains it | The vendor, until the subscription ends | idataraya, under a yearly agreement with the institution |
Security and Malaysian compliance
The questions the registry, the bursar's office and audit ask, answered in the system.
Security and data overview- PDPA 2010
- Student and parent data stay in the institution's own environment.
- Roles
- Access is scoped to role, because student records include minors and their families.
- Single sign-on and MFA
- On every console, with the institution's own identity provider.
- Audit trail
- Every change to a record is logged with who made it and the previous value, and kept for seven years.
- Your own environment
- Deployed in the institution's own cloud account or data centre, as its data policy requires.
- Export
- Every record exports on request.
Installed and maintained by idataraya
asasii campus runs in the institution's own cloud account or data centre. idataraya installs it and keeps it current, and the institution's team holds the keys, the backups and the data.
- Live on one programme or campus first
- Migration between intakes, not during one
- Integration with the academic systems already in place
- Support staffed when intake arrives
Questions institutions ask
About student records, fees, payments and the rollout.
What does one student record change?
Admissions, billing, the parent portal and the bursar's ledger read the same record rather than each keeping their own. A returning or transferring student is found rather than created again, so fees stop sitting against a record nobody is looking at. A family sees one figure for what it owes.
How are instalments and late fees handled?
Tuition, deposits and recurring charges are billed against the student record, and instalment plans, due dates and late-fee rules are applied by the system rather than tracked by hand. Reminders go out on a schedule, so officers work the exceptions instead of chasing every balance.
Can parents pay fees from home?
Yes. The parent portal shows statements, outstanding balances and instalment schedules, and a parent can settle a fee at eleven at night without calling the office in the morning. Every payment posts to the same ledger the bursar reads.
How do payments at the canteen and bookstore work?
The canteen, the bookstore and the service counters accept DuitNow QR, cards and the major Malaysian e-wallets, with stored-value accounts where the campus runs them. Parents top up from home, and the takings reconcile into the same finance records as fees.
What changes at semester close?
Fees, campus takings and settlement are reconciled daily against what was billed, so closing the term is reading a report rather than a fortnight of matching. Departments, campuses and cost centres are visible separately without separate books, and management sees enrolment, fee collection and arrears during the term rather than after it closes.
How is it rolled out without disrupting intake?
It goes live on one programme, one campus or one intake first, before the whole administration commits to it. Migration happens between intakes, not during one, with cutover dates chosen against the institution's own calendar. Admissions and fee collection continue throughout, and the previous path stays available until the new one is trusted.
Where does it run, and can our other systems talk to it?
In the institution's own cloud account or data centre. idataraya installs it, hardens it and keeps it current, and the institution's team holds the keys, the backups and the data. Learning management and academic systems stay where they are, and idataraya integrates asasii campus with what the institution already runs. A documented API lets other systems or a third party read student records, fees and payments and post what they need to.
What does the yearly agreement cover?
Software updates, the customisations made for you, monitoring, severity-based response and restoration targets, and the changes needed as programmes and fee structures change. Hosting stays with you. It is a fee, not a subscription.