Project
Exeat Management Portal
Web portal enabling management to handle student leave (exeat) requests digitally — replaced manual paper-based process at Bowen University.
Results and deliverables
- Removed paper hand-offs from the approval path
- Allowed each approval stage to proceed without physical document movement
- Created searchable movement and decision records
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
- Removed the multi-day delays commonly created by physically moving paperwork between approval points
- Created searchable, auditable records of all student movements
- Provided the administration with analytics on movement patterns and policy compliance