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UI Halls Archive

Records Digitalisation

University of Ibadan

UI Halls Archive — Students Affairs overview with Hall Archives, Student Union, and NYSC modules

Students Affairs Overview

The UI Halls Archive overview covers Hall Archives, Student Union, and NYSC modules in one system.

Overview

A digital archive and student affairs management system for the University of Ibadan's residence halls, live at ui.teamodigitalsolutions.com — covering Hall Archives across 13 halls, Student Union Activities, and NYSC coordination, with hall- and section-level admin access control.

The Problem

University of Ibadan's 13 residence halls, the Student Union, and NYSC coordination each managed their own records — hall chairs, past wardens, staff, and student rosters; union executives, elections, and events; NYSC mobilisation batches and clearance — through separate, disconnected paper and informal processes, with no shared system and no way to control access by hall or section.

Our Solution

TeamO built a CodeIgniter records and student-affairs management system structured around three modules under Students Affairs: Hall Archives (per-hall records covering hall chairs, past wardens, staff, students, alumni activities, hall week activities, executives, projects, shop/business rentals and finance, and photo albums, across the undergraduate female, undergraduate male, and postgraduate halls), Student Union Activities (executives, elections and results, events and programmes, and committees), and NYSC (mobilisation records, batch management, clearance status, and certificate collection). Role-based access control gives each hall its own admin login, alongside separate section-level admins for Hall Archives, Student Union, and NYSC, distinct from the super admin, and an integrated AI assistant module supports admin users within the system.

Technologies Used

PHP MySQL CodeIgniter

Results

Live in production at ui.teamodigitalsolutions.com, currently tracking 13 halls (3 undergraduate female, 6 undergraduate male, 4 postgraduate), with per-hall and per-section admin access control in place — replacing disconnected paper hall records with a single system as student, staff, union, and NYSC records continue to be onboarded.

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