Case study

Exeat Management Portal

Web portal enabling management to handle student leave (exeat) requests digitally — replaced manual paper-based process at Bowen University.

Overview

Bowen University's exeat process — the formal permission system for students to leave campus — was entirely paper-based, creating delays, lost records, and an administrative burden on both students and staff.

The Exeat Management Portal digitised the entire workflow, from student application through multi-level approval to final clearance.

Workflow

Student submits exeat request through the portal, specifying destination, duration, and emergency contact
Request routes to their hall warden for first-level approval
Dean of Students office handles final approval or escalation
Student receives SMS notification with digital exeat permit
Security posts can verify permits via QR code scan

Impact

Eliminated paper trail management and associated storage overhead
Reduced approval time from 2–3 days to under 4 hours average
Created searchable, auditable records of all student movements
Provided the administration with analytics on movement patterns and policy compliance