International Research Journal of Education and Technology

The Class and Course Committee Meeting Minutes Submission – Automation project aims to streamline and digitize the submission and management of meeting minutes for academic courses. Traditionally, maintaining and tracking CCM minutes has been a manual process prone to errors, delays, and inefficiencies. This project introduces a web-based platform that automates the workflow, providing a structured and centralized system for faculty, Heads of Departments (HoDs), and administrators. Built using React.js, Node.js, Express.js, and MongoDB, the system enables role-based access control, where Admins can create tasks, faculty can submit minutes, and HoDs can review and approve submissions. The platform features dynamic forms with dropdowns, date pickers, and validation, ensuring accuracy in data entry. Secure data handling practices, including input validation, environment variables for sensitive data, and proper error handling mechanisms, are incorporated to maintain data integrity. Additionally, automated email notifications via Nodemailer keep stakeholders informed about submission statuses, approvals, and pending tasks, thereby improving communication within the institution.

One of the key features of this system is the automated generation of CCM minutes in PDF format, ensuring a structured and professional record of meetings. A dashboard with analytics and reporting tools allows administrators to monitor submission statuses, identify pending tasks, and generate summary reports. Faculty members can track their past submissions, while HoDs can review historical approvals, ensuring transparency and accountability. The responsive frontend design, coupled with a structured MongoDB backend, provides an intuitive and seamless user experience across different devices. The implementation of secure APIs and access control ensures that only authorized users can perform specific actions. This project not only reduces the administrative workload but also enhances accuracy, efficiency, and organization in academic institutions. By eliminating the challenges associated with manual tracking, the Class and Course Committee Meeting Minutes Submission – Automation system offers a scalable and effective solution for educational institutions looking to modernize their academic governance processes.

Key Words: Nodemailer ,node.js ,react.js ,role based ccess,mongodb , dynamic forms , dropdowns, date pickers