EIMS LMS

Privacy & Portal Policies

Official guidance for institutional data, student attendance, leave, holidays, class operations, academic records, and responsible Learning Management System use.

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Our privacy commitment

Emaan Institute of Management and Sciences uses EIMS LMS to support authorized academic and administrative activity. Information is processed for institutional purposes, protected through role-based access, and retained when required to preserve accurate academic history.

Privacy and security

EIMS LMS privacy and data protection policies

These policies explain what the portal processes, why records are retained, how access is controlled, and what every user must do to protect institutional information.

Information we process

Identity and account information, including name, registration or employee identifier, institutional or registered email address, role, program, batch, session, and account status.
Academic and operational information, including courses, schedules, attendance, leave, assessments, marks, results, course plans, examination papers, QEC evidence, and class-related requests.
Communications and files submitted through queries, course chats, assignments, quizzes, lectures, outlines, support requests, and other authorized portal workflows.
Security and technical information needed to operate the portal, such as session data, access events, error information, rate-limit activity, and service-health measurements.

How information is used

To provide teaching, learning, examination, attendance, administration, QEC, admissions, accounts, and IT-support services.
To verify identity, authorize role-based access, prevent duplicate accounts, maintain academic records, communicate service updates, and protect the integrity of institutional processes.
EIMS LMS may exchange authorized student and academic information with the Institute's Master Database. Master Database records remain authoritative where a workflow identifies them as the source of truth.

Access and disclosure

Information is available only to authenticated users and institutional roles that require it for their assigned duties. A role does not receive access to another portal unless that access is explicitly authorized.
Information may be shared with authorized Institute departments, approved service providers, or legal and regulatory authorities where required for institutional operations, compliance, security, or the protection of users.
EIMS LMS does not treat student records, credentials, private messages, submissions, or protected uploads as public information.

Sessions, cookies, and Remember me

The portal uses essential authentication and security data to keep users signed in, enforce permissions, and protect requests. Disabling essential browser storage may prevent the portal from working correctly.
Selecting Remember me creates a longer-lived authenticated session on that device. On shared devices, leave it unchecked and always sign out when finished.
Users are responsible for protecting their passwords, devices, verification links, and active sessions. Suspected account misuse should be reported immediately through IT Support.

Files, security, and backups

Current uploads are stored through the portal's controlled file service and are delivered only after authorization checks. File type, size, ownership, and route permissions may be validated before storage or download.
Reasonable administrative, technical, access-control, backup, monitoring, and recovery safeguards are used. No online system can promise absolute security, and users must not upload malware, executable content, or information unrelated to an authorized Institute activity.
Backups and restore points may contain the same institutional records as the live system and are protected for recovery and continuity purposes.

Retention, corrections, and deletion

Academic, examination, attendance, QEC, communication, audit, and administrative records are retained according to Institute requirements and operational necessity.
Where a person leaves the Institute or no longer needs access, the account may be deactivated while linked academic history is preserved. Records with attendance, marks, schedules, submissions, papers, or other dependencies may not be permanently deleted merely by deleting an account.
Users may request correction of inaccurate profile or academic information through the responsible department. Identity or course data owned by the Master Database must be corrected at its authoritative source.

Acceptable use

Use the portal only for legitimate Institute activity and only through your own authorized account.
Do not share credentials, impersonate another person, attempt to bypass role controls, inspect data without authorization, disrupt services, automate abusive requests, or upload prohibited material.
Attendance, results, examination papers, QEC evidence, and official communications must be accurate and must not be altered outside their approved workflows. Misuse may result in access restriction and action under Institute policy.

Functional academic policies

Attendance, leave, holidays and class operations

The following rules describe how EIMS LMS currently processes attendance, automatic absence, student leave, teacher leave, academic closures, cancellations, make-up classes, assessments, results, queries, and merged schedules.

Student attendance policy

Attendance is taken against an active LMS schedule and its exact course, teacher, program, semester or batch, session, class date, and merged-class membership. Only students returned as Active by the authoritative roster are eligible to appear.
The standard attendance window opens at the scheduled class start time and remains open for six hours. A visible countdown informs the teacher when attendance opens or closes; the active system configuration remains authoritative if the Institute changes this period.
Present, Absent, and approved Leave records are included in course attendance reporting. Absence records, including valid system-generated absences, affect the student's course attendance percentage.
Attendance must be accurate and submitted through the authorized teacher workflow. Students should report a suspected discrepancy through their portal query system or the responsible academic department.

Automatic absence and attendance recovery policy

After the attendance window closes, the scheduled background attendance service may mark every still-unmarked Active student Absent. An approved leave applicable to that student and date is recorded as Leave instead.
The automatic process reviews a rolling seven-day period so a temporary cron, network, or Master Database interruption can be recovered on a later run. Existing valid attendance is not intentionally duplicated.
Previous attendance cannot be freely edited. An Admin must open a dated historical-attendance recovery window, after which the teacher may create or correct attendance only when the schedule, weekday, academic calendar, cancellation, session, and roster checks succeed.
A holiday, academic off-day, or approved cancellation prevents automatic absence for the affected class. If an automatic absence was created before the closure was recorded, the reconciliation workflow removes the system-generated record where applicable.

Academic off-day and holiday policy

Admin or Management may mark a date as a Holiday or Off Day with a title, description, and Institute, Program, or Session scope. The most specific applicable closure is used for the affected schedule.
Affected student and teacher schedules display the closure, attendance is not opened for that class, and the automatic attendance service does not mark students absent.
An approved make-up class that conflicts with a proposed holiday or off-day must first be cancelled or resolved. Deactivating an academic-calendar entry restores normal scheduling rules for future processing but does not authorize arbitrary historical attendance changes.

Student leave request policy

A registered student may submit Medical, Personal, Official, or Other leave with a valid start date, end date, and reason. Overlapping Requested or Approved leave is blocked to prevent duplicate records.
A student request remains Requested until Management or Admin approves or rejects it. The student may withdraw only their own pending request; approval is never assumed merely because a request was submitted.
Approved leave updates matching existing Absent attendance to Leave and applies to automatic attendance created within the approved inclusive date range. Approved Leave remains part of the attendance record but is displayed separately from Present or Absent.
Management or Admin may revoke approved leave with an audit note. Linked Leave attendance is then restored to Absent where the system recorded it from that leave approval.

Teacher leave and class-continuity policy

A Teacher, Management, Admissions, Accounts, Examination, IT, or QEC portal user whose account is linked to an active employee attendance profile may submit Medical, Casual, Official, Emergency, or Other leave to Admin. A submitted request remains Requested until Admin approves or rejects it.
Admin may also record approved leave directly for an employee who has no portal account. Overlapping Requested or Approved employee leave is blocked, and the employee may withdraw only their own pending request.
Approved employee leave is recorded as Leave for applicable working dates. Biometric imports and attendance calculations do not mark the employee Absent during the approved range, while Institute holidays and the employee's configured official off-days retain their own status.
Admin may revoke approved employee leave with an audit note. Attendance days created by the leave are restored to their earlier state or returned to normal biometric recalculation.
Teacher leave does not automatically cancel a scheduled class. Until the affected class is formally cancelled, reassigned, marked off, or replaced by an approved make-up class, the original schedule and student-attendance responsibilities remain active.
A teacher or authorized office must use the approved class-cancellation, reassignment, academic off-day, or make-up class workflow for every affected course and session. Informal messages or an external leave application alone do not change student schedules in EIMS LMS.
For merged classes, any approved operational change must cover every linked program and batch schedule so all affected students receive the same class status. The responsible department should arrange continuity, substitution, cancellation, or make-up delivery according to Institute rules.

Class cancellation and make-up class policy

Teachers may request cancellation only for their own active course and session on a current or future date that matches the scheduled weekday. Management or Admin approval is required before the cancellation becomes effective.
A class cannot be approved as cancelled after manual attendance has already been submitted. Approved cancellation suppresses automatic absence and is shown to affected teachers and students.
A make-up class requires a valid date, time, room, reason, active schedule, and conflict-free teacher, room, batch, holiday, and cancellation checks. Teacher requests require approval; Management or Admin may create an approved make-up class directly.
Cancellation and make-up requests are grouped across all matching merged schedules for the selected course and session, ensuring every linked program, semester, batch, and student receives the approved outcome.

Assessment, examination, result and QEC policy

Assignments, quizzes, lectures, outlines, course plans, examination papers, results, and QEC evidence may be created only through authorized role and course-allocation workflows. Uploaded content remains subject to ownership, file-security, and access checks.
Teachers may create examination papers only for allotted active courses and sessions. Submitted papers are locked unless Examination or Admin grants editing access, and required examination controls apply before printing or download.
Result publication is controlled by Examination or Admin. A held result remains unavailable when other results are published, and publication windows or selected-semester controls determine what a student can view.
Marks, attendance, submissions, examination papers, QEC evidence, and completed schedules are institutional history. Corrections must use the relevant approved workflow rather than deletion or unauthorized direct alteration.

Lecture material and academic file policy

Teachers may upload lecture material only for courses and sessions currently allotted to them. One course-and-session upload applies to every linked class in an approved merged schedule so eligible students receive the same material.
Students may view and download lecture files only through their authenticated portal and only when their active course, program, semester, and session match the material. Sharing protected file links or Institute material outside the authorized class is prohibited.
Teachers are responsible for the relevance, accuracy, ownership, and safety of uploaded content. Repeated lecture numbers for the same course and session are blocked, and deleted or expired material may become unavailable to students.
Lecture files, outlines, assignments, quizzes, submissions, and related attachments may be retained for academic continuity, quality review, audit, dispute handling, backup, and recovery in accordance with Institute requirements.

Employee biometric attendance and shift policy

Authorized Accounts staff may import attendance logs exported from approved biometric devices. A machine identifier must be linked to the correct employee or faculty record before punches can be attributed to that person.
The earliest valid daily punch is treated as First In and the latest valid daily punch as Last Out. Shift start, shift end, late grace, checkout grace, official off-days, weekend rules, full-day duties, employee status, and session scope are used to calculate Present, Absent, Late, Early Checkout, Off, or Not Scheduled status.
Duplicate punches and duplicate file rows are ignored where identified. Unmatched, invalid, imported, generated, corrected, and reverted records remain subject to operational logs so authorized staff can investigate the source and history of a calculation.
Accounts coordinators may view only the attendance session assigned to their authorized role. Admin may manage employee links, shifts, official off-days, corrections, and safe import reversals. A legacy import without a valid rollback snapshot cannot be automatically reverted and must be reviewed by Admin.
Biometric attendance is an institutional employment record. Users must not manipulate machine identifiers, punch files, timestamps, shifts, or attendance outcomes. Suspected errors should be reported promptly to Accounts or Admin with supporting information.

Queries, chat and digital communication policy

Portal queries must be sent to the relevant department using an applicable reason. A student cannot open another active query for the same department until the previous query is Closed.
Course chat is limited to authorized teachers and students belonging to the linked schedule group. Delivery, read status, attachments, and sender deletion actions may be recorded to support reliable communication.
Users must communicate respectfully and must not submit passwords, malicious files, harassment, confidential information unrelated to the case, or content that violates Institute policy.

Quick answers

Frequently asked policy questions

When does EIMS LMS automatically mark a student absent?

For an eligible active scheduled class, unmarked Active students may be marked Absent after the configured attendance window closes. The current standard window is six hours from class start, and the background process rechecks a rolling seven-day period.

Does EIMS LMS mark attendance on a holiday or academic off-day?

No. An active Holiday or Off Day that applies to the Institute, program, or session suppresses attendance and automatic absence for the affected class.

Does submitting student leave immediately change attendance?

No. Student-submitted leave stays Requested until Management or Admin approves it. After approval, matching absence records can be changed to Leave for the approved date range.

Does teacher leave automatically cancel every class?

No. The affected schedules must be formally cancelled, reassigned, marked off, or supported through approved make-up classes. This is especially important for merged classes covering multiple programs or batches.

Questions, corrections, or security concerns

Contact the relevant Institute department for academic corrections. For account access, privacy, file-access, or security concerns, create an IT Support query. Do not include passwords in any query or attachment.

Contact IT Support