Student card management

STUDENT CARD MANAGEMENT – ADM-PRO-003-B

Version: 2.0  |  Last update: 31/10/2025  |  Updated by: L. Vessiere  |  Department: Administration & IT

🎯 Objective

Ensure the accurate creation, update, and delivery of student cards using centralized data from Zoho CRM, Adobe design templates, and the Magicard 600 Duo printer, guaranteeing reliability and consistency across all campuses.

👤 Who

Administrative Assistant / IT Support / Quality Officer

🧭 What

This process applies to all physical student cards issued for both on-site and distance learning students, as well as reprints in case of loss or data update.

📋 Steps – How

1️⃣ Data Collection

  • Retrieve student information from Zoho CRM – Candidates/Students module.
  • Verify:
    • Full name and identity
    • Program and academic year
    • Payment status and enrollment validity
  • Ensure a valid photo (JPEG/PNG, neutral background) is uploaded to the CRM record.

2️⃣ Card Design

  • Open the official student card template in Adobe InDesign or Photoshop.
  • Update fields:
    • First & Last Name
    • Program and Academic Year
    • Student ID (from Zoho CRM)
    • Campus Name
    • QR Code (linked to CRM student record)
  • Export the final card layout in PDF and PNG formats.

3️⃣ Validation & Printing

  • Submit the card file to the Quality Officer for visual and data verification.
  • Use the Magicard 600 Duo printer to produce the card in PVC format.
  • Recommended settings:
    • Printing type: Dual-sided (color front / monochrome back)
    • Speed: 190 color cards / hour | 750 monochrome cards / hour
    • Connection options: Ethernet / USB 3.0 Type A / Wi-Fi
    • Operating systems: Mac OS 10.7–10.10 / Windows 10–11
    • Visual security: Holokote & Holopatch features
    • Warranty: MagiCover Plus – 3 years
  • Store one digital copy of the final card on Zoho WorkDrive.

4️⃣ Delivery & Tracking

  • Deliver the card:
    • On-site students: hand delivery after identity verification
    • Distance students: postal delivery (tracked mail)
  • Record delivery confirmation in Zoho CRM (Student record → “Card delivered: Yes/No”).
  • For reissues, confirm payment of reprint fees and archive the incident note in the CRM.

🗂️ Tools and Documents

  • Zoho CRM & Zoho WorkDrive
  • Adobe InDesign / Photoshop
  • Office 365 – Excel (Tracking sheet)
  • Magicard 600 Duo printer + official PVC cards and ribbons

🕓 Frequency

Each time a new student registers, or upon any card reissue request.

📋 Quality Indicators

  • 100% of enrolled students provided with valid cards
  • Reissue completed within 48 hours after request confirmation
  • Zero data mismatch between CRM and printed card

Prepared by: L. Vessiere – Director (Updated 31/10/2025)
Validated by: H. Maniveau – Quality Manager
Approved by: H. Diaz – President

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