Alumni Management System
Bring decades of former students into one directory through bulk upload, let alumni register themselves for approval rather than being chased, and keep the relationship after the transfer certificate is issued.
How the Vawsum Alumni Management System works
A school's oldest asset is the people who already left it.
Most schools lose their alumni at the moment the transfer certificate is signed. The record closes, the contact details go stale within a year or two, and a decade later the institution has no way to reach the very people most likely to speak well of it, send their own children to it, or help it. What usually stands in for an alumni system is a WhatsApp group started by one enthusiastic batch, which covers one year out of fifty and disappears when its administrator loses interest. Vawsum treats alumni as a continuing record rather than a closed one. The hardest part - getting decades of former students into the system at all - is handled by bulk upload, so a school with paper registers going back thirty years brings that history in as data rather than typing it in one name at a time or quietly deciding not to bother. From there the register maintains itself. Alumni register themselves rather than being chased, and every registration goes to the school for approval or rejection, so the directory does not fill with people claiming a connection the institution cannot verify. Approved alumni maintain their own profiles, which is the only arrangement under which contact details stay current - a school that tries to keep addresses updated centrally is fighting a losing battle from the first year. What the institution gets is a searchable directory and reports: who studied here, when they left, where they are now. That is the foundation for everything schools actually want from alumni - reunions, mentoring, guest lectures, placement contacts, fundraising and the referrals that quietly drive admissions - none of which is possible while the contact list lives in a former teacher's phone.
Benefits
The relationship continues after the transfer certificate
Features
Designed basis inputs from 1000+ institutions
Frequently asked questions
If you have any doubts about our Alumni Management System beside these, feel free to reach out to us
1. We have thirty years of records on paper. Where do we start?
With bulk upload. Legacy alumni are brought in as a single upload rather than entered one name at a time, which is usually the difference between an alumni directory that exists and one a school keeps meaning to build.
2. Do we have to chase former students to register?
No. Alumni register themselves through the alumni panel, so the directory grows through the people who want to stay in touch rather than through office effort. Individual registration by the school is also available where someone gets back in touch directly.
3. How do we stop anyone claiming to be an alumnus?
Every registration goes to the school for approval or rejection before it enters the directory. The institution decides who is on the list rather than accepting whoever fills in a form.
4. How do contact details stay current over twenty years?
Approved alumni maintain their own profiles – contact details, occupation and location. A school attempting to keep decades of addresses updated centrally is losing that battle from the first year, so the profile belongs to the alumnus.
5. What can we actually see?
A searchable alumni directory with reports covering who studied at the institution, when they left and where they are now. That is the foundation for reunions, mentoring, guest lectures, placement contacts and fundraising.
6. Is an alumnus a new record or the same student?
The same record. Graduation year and reason for leaving are retained against the student record already held, so an alumnus is a continuation of the student they were rather than a fresh entry created from scratch.
7. How do we contact alumni once they are on the system?
Through the same email and SMS channels the institution already uses for parents. Reunion invitations and school news go out from the platform rather than depending on a social media group somebody has to remember to post in.
8. An old student needs a duplicate transcript. Can we still issue it?
Yes. Because the record is retained rather than closed, a duplicate transcript or bonafide letter is generated from it years later through the Certificate module, rather than requiring a search of the storeroom.
9. Why does this matter for admissions?
Former students are among the most likely to send their own children to the school and to recommend it to others. Referrals of that kind depend entirely on the institution still being able to reach people it taught fifteen years ago.
10. Is a WhatsApp group not enough?
It covers one batch and lasts as long as its administrator stays interested. An institutional directory covers every year the school has run, survives the people who set it up, and belongs to the school rather than to whoever created the group.
11. Can I opt for just the Alumni Management module?
Yes you can. You need not pick the other modules of Vawsum, though the module draws on existing student records, so it is most useful where those are already held in the system.
12. How long does it take to go live?
We can configure the system in a few hours if we have all the data.