Computerized admission in high schools and vocational schools provided the transparency, objectivity and efficiency of the candidates distribution process in 2003 and benefited of the students’ and their families’ options | SIVECO Romania

Computerized admission in high schools and vocational schools provided the transparency, objectivity and efficiency of the candidates distribution process in 2003 and benefited of the students’ and their families’ options

Monday, July 21, 2003

Bucharest, 21st July 2003 - ADLIC system - The Admission in high-schools and vocational schools - is the computerized system used in Romania at national level for centralizing the capacity exams results. The system provided, during the past three years, the centralization and validation of data related to candidates, as well as their computerized distribution in high-schools and apprentice schools (2001 and 2002) and vocational schools (2003), according to the methodology of the Education, Research and Youth Ministry.

The ADLIC project represents an example of successful partnership between the public administration and companies in the private sector. 

ADLIC 2003 was created by a consortium of companies which can be considered its promoters and sponsors.  SIVECO Romania S.A. designed, developed, implemented and administrated the application for centralizing the data and the effective distribution of the candidates according to their options. The company had as well an important role in coordinating all the activities related to data collection and distribution process. The hardware sponsorship came from HP, IBM, Fujitsu Siemens Computers, CISCO Systems. For the communications infrastructure RoEduNet, RDS.Net were involved. This sponsorship represents a way by which companies see their contribution to the welfare of the community they are part of, in their belief that uniting their efforts for supporting the Romanian educational system will lead to the progress of the Romanian society itself. 

The initiative for modernizing the candidate distribution process according to the latest technologies also demonstrates their applicability in concrete situations. It has been highly appreciated both in Romania and abroad. On the occasion of the conference, at government level, on e-Government "From Policy to Practice", which took place at Bruxelles between 29th - 30th November 2001 and organized by the European Commission, the ADLIC project was distinguished with the e-Government "Best Practice" award. It was also successfully presented at a series of internal and international events, such as World Education Market exhibition at Lisbon, in the spring of 2002 and at the summit organized by Access Conferences: Multi-Channel e-Government and e-Public Services.   

The advantages of using ADLIC system are based both on practical and principle elements, both on long, medium and long term. Among the short-term advantages there can be mentioned:

  • Distribution process transparence and objectivity, the results  being displayed on the Internet;
  • This project led to implementing a better methodology, based on a reasonable algorithm, with less human and financial resources;
  • The time for finding out the results is reduced, if we compare it to the traditional distribution methods; candidates effort is thus considerably reduced.
  • The response time of the school administration is reduced.

ADLIC 2003 project

Before starting to effectively develop the project, the company has distributed, in order to better inform parents, candidates and public, press releases to media about the ways to complete the registration cards, the stage of the distribution process, the information also being displayed on www.portal.edu.ro portal.

During 17-24 June, internal ADLIC 2003 has been installed at the Ministry, while system simulations were to take place the next week.

In order to provide the legal basis for data processing, some processed data being confidential information about candidates, a file was given to the People’s Lawyer in order to authorize the operations.

The necessary file supposed the authentication of all system’s security elements, both from information and human point of view. The file contained descriptions of all the monitoring methods, access security, authentication and so on.

The project effectively started on 25th June, by personal data and option collecting and centralization for high schools and vocational schools, for almost 200 000 graduated candidates from secondary schools all over the country, which were registered for electronic distribution.

ADLIC central system was installed in the Ministry. Data introduction took place at school level in local registration centers (generally the same with the capacity centers), by an autonomous module created by SIVECO Romania.

The resulted files were loaded based on ADLIC central database by Internet network, by operators authorized at City Schools Inspectorates (in Bucharest).  There have been 187.100 candidates, the number of their expressed options being of 4.990.912.  

The communication between the National Center and the Local Centers was secured by a SSL protocol, individual, digital certificates on smart cards, individual access passwords, traffic monitoring and the activities that took place in the system.

Data introduction was finished in Bucharest on the 4th of July.

The cards introduced in the computer were checked by:

  • The operators, when they introduced them;
  • The school principle, by checking the typed control card in the system;
  • Parents and form masters, by checking the typed control card in the system;
  • Candidates and parents, by checking the lists displayed on www.portal.edu.ro

Parents checked the cards in accordance with the admission methodology, until the 4th of July. Examinations for eliminating candidates registration errors, environment errors, un-allowed registrations in several cities or the registration in the system of candidates who have already been admitted at vocational schools.

Authentication operation was started by the Minister of Education, Research and Youth, Alexandru Athanasiu, during a press conference in a live transmission on the National TV Broadcasting  on July 10th, at 10.00.

On 11thJuly 2003, the city admission centers typed and displayed, in every school unit, as well as in the special registration center for students from other cities, the lists with the distribution results.

Due to the special efforts of the technical team, made up of the consortium specialists and the IT department in the Ministry, the results could be displayed on www.portal.edu.ro on 10th July in the morning - to the site visitors’ satisfaction - they had access to results in a large series of reports - organized on cities, schools, high-schools and specializations, ordered by different criteria or summarizing statistics at city and national level - the results could thus be searched for by different criteria.

Turning into good account the past years experience, the website performances confirmed the most unexpected requests. The anticipation of a great number of Internet connections, based on population categories interested in information related to the computerized distribution (students, parents, other relatives, acquaintances etc), determined the site functioning in intense traffic conditions, comparable to the most visited sites. (almost 350 000 visitors and over 15 million displays were registered on 10th July). Moreover, a good visibility was provided, independently of the connection quality (most of them by dial-up). 

The professionalism of the specialists who designed and administered the system was highly appreciated by the internet community - on the portal discussion forum several positive messages were received (despite the fact that it is well known that people are often more likely to express, anonymously, negative opinions). 

"Congratulations for the results displayed so quickly and especially so correctly (we checked). Congratulations as well for the site image and coherence, as well as for the great number of lists and situations that contain details related to the admission."

"Congratulations for the results in advance! You were fantastic! I’m so happy for my daughter!"

"I think you did a great job here and the work for displaying "some mere results" - as people might think, is actually an enormous work, cause I know what hard work stands behind these lists. Congratulations! Good luck to everybody..."

 "Congratulations to the organizers for their professionalism. It was a nice surprise to find out about the results a day earlier and to find a very well structured site where you can find very quickly any information related to the exam. I think that this admission system is the best, giving the possibility to each candidate to be placed on the exact position he deserves. What I mean is, for instance, my daughter entered at "Spiru Haret"  high-school, Mathematics - Informatics specialization, while if it were for an entrance examination organized by every high-school separately, we wouldn’t have had the courage to pass the exam at a good high school for fear we might have failed the exam."

"A lot of warm ‘thank you’ from the students and the parents. We watched the answers addressed to the students and I can say you are among the few who gave some "responsible" solutions. A happy mother for her child’s success."

"I was pleasantly surprised this year. I wanted to congratulate you right on 11th July, but I just didn’t have time until now. You are the best! Good luck from now on. You’re real professionals!"

The total candidates number rejected after the first distribution stage was 1468 (0,78%), which represents a very good percent - a possible explanation for this results being the great number of options the candidates expressed (almost 5.000.000!) - obviously the candidates freedom of choice cannot be operational in the absence of computerized processing tools.

873 of the candidates left undistributed after the first distribution stage, completed a new option form, during 12th -14th July 2003 and participated in the second examination stage. 

On 16th July 2003, the National Admission Center finished the operation, in this stage the candidates expressing 11281 options - only 7 candidates were rejected after this second stage.

During 23rd - 28th July 2003, the Local Admission Commission will solve the special situations which appeared after the computerized distribution: students exchange or their re-distribution on vacant places so that they may be nearer to their homes, correcting some transcription errors in the computerized database for student options etc.

During 3rd - 7th September 2003, a new session for the admission in apprenticeship schools will take place, for the seats left vacant after the computerized distribution that took place between June-July 2003.

At the second admission session participated candidates who passed the capacity exam in the second session, those who were left undistributed after the July admission, those who did not register during 14th -21st July 2003, as well as those who did not pass the capacity exam.

The distribution during 3rd - 7th September 2003 on the seats left vacant will also be computerized, at each city level.

ADLIC project description

From a software point of view, ADLIC project consists in two applications:

Internal ADLIC 2003 Application, created by SIVECO

  • Is used for collecting and centralizing candidates data and for checking the registration cards;
  • Has the role to communicate with the local inspectorates;
  • Is an internal, secure application to which only authorized operators have access, for certain types of activities within the system, the Ministry of Education  Research  and Youth and within local inspectorates.

Public Application- www.portal.edu.ro, a Linux solution designed by SIVECO Romania together with IBM Romania

  • Had the role to communicate the information to the public;
  • Provided information on the school network and on the possible options, in order to make the registration form easier to complete for 2003, as well as supplementary information related to the school network, the computerized admission and the results of previous years, 2001 and 2002;
  • Contained an orientation module about the fill-in of the registration card, previous to the admission process itself, by which the students were assisted in the choice of their options and even for typing the registration form;
  • Provided the communication with the media, by publishing press releases, before and during the admission process;
  • Provided discussion forums on different subjects, including the examination for the elementary school level graduation and for high-schools admission;
  • Played an important communication role in the Ministry and between the Ministry and local inspectorates.