Student Record Management System (SRMS)

A comprehensive C-based student management application with both GUI and CLI interfaces for seamless student record management.

📋 Table of Contents

• Overview
• Features
• System Requirements
• Installation & Setup
• Usage
  • GUI Version
  • CLI Version
• Project Structure
• Student Data Fields
• Features & Functionality
• File Format

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🎯 Overview

The Student Record Management System (SRMS) is a robust application designed to manage student information efficiently. It provides two distinct interfaces:

• student_gui.exe - Graphical User Interface (GUI) for an intuitive user experience
• srms.exe - Command Line Interface (CLI) for lightweight, scriptable operations

Both versions manage the same underlying student database, allowing you to switch between interfaces while maintaining data consistency.

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✨ Features

• ✅ Add Students - Register new students with complete information
• ✅ View Students - Display all student records or search for specific students
• ✅ Search Functionality - Find students by ID, name, or other criteria
• ✅ Update Records - Modify existing student information and grades
• ✅ Delete Records - Remove student records from the system
• ✅ Grade Calculation - Automatic calculation of:
  • Total marks (sum of all 5 subjects)
  • Percentage
  • Letter grade (A, B, C, D, F)
• ✅ Persistent Storage - All data saved in binary format (students.dat)
• ✅ Dual Interface - Choose between GUI or CLI based on your needs

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🖥️ System Requirements

• Operating System: Windows (XP SP3 or later)
• Processor: Intel Pentium or equivalent
• RAM: 512 MB minimum
• Disk Space: 10 MB free space
• Libraries: Windows API (for GUI version)

Note: Both executables are compiled for Windows. Linux/macOS users will need to recompile the source files.

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📦 Installation & Setup

Step 1: Download/Extract Files

Extract all project files to a folder (e.g., C:\SRMS or D:\CCC_Project)

Step 2: Verify Files

Ensure you have the following files:

student_gui.exe          (GUI executable)
srms.exe                 (CLI executable)
students.dat             (Database file - auto-created on first run)

Step 3: Run the Application

No installation required! Both executables are standalone and ready to use.

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🚀 Usage

GUI Version (student_gui.exe)

Recommended for: Regular users, data entry personnel, visual preference

How to Run:

1. Double-click student_gui.exe from Windows Explorer
2. Or run in Command Prompt:

   student_gui.exe

GUI Features:

• Login/Register Screen

  • Create a new account or log in with existing credentials
  • Secure authentication system

• Main Dashboard

  • Add New Student
  • View All Students
  • Search Student (by ID)
  • Update Student Record
  • Delete Student Record
  • Exit Application

• Data Entry Form

  • Fill in all student details
  • Enter marks for 5 subjects:
    • Math
    • Physics
    • Chemistry
    • English
    • Computer Science
  • Automatic grade calculation upon save

Example Workflow:

1. Launch student_gui.exe
2. Register/Login
3. Click "Add Student" button
4. Enter student information:
   - Name
   - Age
   - Gender
   - Address
   - Phone
   - Email
   - Subject Marks (out of 100)
5. Click "Save"
6. View records using "View All Students"

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CLI Version (srms.exe)

Recommended for: Quick operations, batch processing, automation, minimal resources

How to Run:

1. Open Command Prompt
2. Navigate to the project directory:

   cd D:\CCC_Project

3. Run the executable:

   srms.exe

CLI Menu Options:

========================================
   STUDENT RECORD MANAGEMENT SYSTEM
========================================

1. Add Student
2. View All Students
3. Search Student
4. Update Student
5. Delete Student
6. Exit

Enter your choice: _

Example Workflow:

Adding a Student:

Enter your choice: 1
Enter Student Name: John Doe
Enter Age: 20
Enter Gender (M/F): M
Enter Address: 123 Main Street
Enter Phone: 9876543210
Enter Email: john@example.com
Enter Math Marks: 85
Enter Physics Marks: 90
Enter Chemistry Marks: 88
Enter English Marks: 92
Enter Computer Marks: 95
Student added successfully!

Viewing All Students:

Enter your choice: 2
ID | Name      | Age | Marks | Grade | %
1  | John Doe  | 20  | 450   | A     | 90.0
2  | Jane Smith| 19  | 420   | A     | 84.0

Searching a Student:

Enter your choice: 3
Enter Student ID to search: 1
ID: 1
Name: John Doe
Age: 20
Gender: M
Address: 123 Main Street
Phone: 9876543210
Email: john@example.com
Math: 85
Physics: 90
Chemistry: 88
English: 92
Computer: 95
Total: 450
Percentage: 90.0
Grade: A

Updating a Student:

Enter your choice: 4
Enter Student ID to update: 1
[Display current data]
Enter new marks for Math: 87
Enter new marks for Physics: 92
Student updated successfully!

Deleting a Student:

Enter your choice: 5
Enter Student ID to delete: 1
Student deleted successfully!

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📁 Project Structure

CCC_Project/
├── student_gui.exe          # GUI executable (compiled binary)
├── srms.exe                 # CLI executable (compiled binary)
├── students.dat             # Student database (binary format)
├── README.md                # This file
├── gui.c                    # GUI implementation source code
├── gui.h                    # GUI header file
├── srms.c                   # CLI implementation source code
├── student.c                # Student logic implementation
└── student.h                # Student structure & function definitions

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👤 Student Data Fields

Each student record contains the following information:

Field	Type	Constraints
ID	Integer	Auto-generated, unique
Name	String	Max 50 characters
Age	Integer	Positive number
Gender	Character	M or F
Address	String	Max 100 characters
Phone	String	Up to 15 digits
Email	String	Max 50 characters
Math Marks	Float	0 - 100
Physics Marks	Float	0 - 100
Chemistry Marks	Float	0 - 100
English Marks	Float	0 - 100
Computer Marks	Float	0 - 100
Total	Float	Auto-calculated (sum of all marks)
Percentage	Float	Auto-calculated (Total/5)
Grade	Character	A, B, C, D, or F (auto-calculated)

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🎓 Features & Functionality

Grade Calculation System

Grades are automatically calculated based on percentage:

Percentage Range	Grade
90 - 100	A
80 - 89	B
70 - 79	C
60 - 69	D
Below 60	F

Data Persistence

All student records are saved in students.dat - a binary file that:

• Automatically creates on first run
• Persists data between sessions
• Works with both GUI and CLI versions
• Can be backed up like any regular file

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📊 File Format

The students.dat file stores student records in binary format using the following structure:

typedef struct {
    int id;                      // Student ID
    char name[50];               // Student Name
    int age;                      // Age
    char gender;                  // Gender (M/F)
    char address[100];            // Address
    char phone[15];               // Phone Number
    char email[50];               // Email Address
    float math;                   // Math Marks
    float physics;                // Physics Marks
    float chemistry;              // Chemistry Marks
    float english;                // English Marks
    float computer;               // Computer Marks
    float total;                  // Total Marks (calculated)
    float percentage;             // Percentage (calculated)
    char grade;                   // Grade Letter (calculated)
} Student;

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🔧 Troubleshooting

Issue	Solution
Executable won't run	Ensure you're on Windows; check system architecture (32-bit/64-bit match)
"students.dat not found"	Don't worry! The system will create it automatically on first use
GUI not displaying	Ensure Windows API libraries are available; try CLI version instead
Cannot save data	Check file permissions in the project folder
Data seems lost	Verify students.dat exists; it contains all records

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💡 Tips & Best Practices

1. Regular Backups: Periodically copy students.dat to a safe location
2. Consistent Data Entry: Follow a standard naming convention for consistency
3. Email Validation: Manually verify email addresses during entry
4. Phone Format: Store phone numbers in a consistent format
5. GUI vs CLI: Use GUI for data entry, CLI for quick lookups
6. Batch Operations: Use CLI for scripting multiple operations

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📝 Notes

• Both applications share the same database (students.dat)
• You can switch between GUI and CLI versions without losing data
• The system automatically calculates total, percentage, and grade
• Student IDs are auto-generated starting from 1 and increment with each new student
• All marks should be entered on a scale of 0-100

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👨‍💼 Support

For issues or questions:

1. Check the Troubleshooting section
2. Verify all input data is in the correct format
3. Ensure the project folder has read/write permissions
4. Try the alternative interface (GUI ↔ CLI)

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Version: 1.0
Last Updated: December 2025
License: Open Source

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🚀 Quick Start Checklist

• Extract all files to a folder
• Double-click student_gui.exe OR run srms.exe from Command Prompt
• Add your first student record
• View and manage records
• Backup students.dat regularly

Enjoy using the Student Record Management System! 📚