Enrollment system

Enrollment systems are used in recording a student’s information. A well built one will reduce the load on the People that normally have to-do all the work. The University of Southeastern Philippines adopted new enrollment system for this school year 2009-2010.
Enrollment system is a good step for the school. Enrollment system is useful specially when the school retrieves the important information from the student. In the enrollment system, the school can trace what are the standings of the students. Lack of enrollment system in a school it can lead to chaos and troubles, the students will be confuse on what they should do and how they will do to be able to enroll. It is extremely useful in the school in the way of making the processes of enrolling much easy.

Enrollment system

For New and Transferees

First, the student will go to UGTO. They will encode the student information and also they will assign an ID number for the student. Next, go to the OSS (this is for the scholars only). The student must get and fill up the scholarship application then wait for the releasing of scholarship cards. After that, the student will go to ROTC or CWTS the they will register there and they will have the assign sectioning of CWTS or ROTC students, then their CWTS or ROTC slip will b released. The fourth step is they must go to their respected college and present all the enrollment requirements. But before they will present all the requirements they must go to their assigned adviser for advising for subjects so that they can get and fill up the pre-registration form, after it was filled up, the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After that the student will submit the pre-registration form so that the subjects will be encoded. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Than the sixth step is the student will go to registrar’s office and submit the enrollment requirements (the Form 138 -high school card, the Photocopy of NSO Birth certificate, the USEPAT entrance exam result, the Admission slip, the Medical certificate, the Certificate of Good Moral –original, the 2x2 recent ID picture- must be 2 pieces, the prospectus of the enrolled course, a Long brown envelop, the Official receipt of tuition and other fees) then after that, the official COR will be given to the student.

For Old Students

First, the all Student Accounts must be cleared first; they must check the student accounts, check the balance, and then clearance signing. After that the next step is go to their respected college and present all the enrollment requirements. But before they will present all the requirements they must go to their assigned adviser for advising for subjects so that they can get and fill up the pre-registration form, after it was filled up, the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After that the student will submit the pre-registration form so that the subjects will be encoded. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Than the sixth step is the student will go to registrar’s office and submit the enrollment requirements (the Official receipt of tuition and other fees) then after that, the official COR will be given to the student.

For Student Who Shift Courses

First, the all Student Accounts must be cleared first; they must check the student accounts, check the balance, and then clearance signing. Before the student will proceed to the next step, the student must go to its Former College and have a Request to shift form and fill it up. Then the student must also get a recommendation to shift. After that the student will go to its new college then have an acceptance to shift. Then the student can proceed now to the next step, the advising for subject and fill up the pre-registration form. The fourth step is, the student will go to UGTO/OSS for student profile uploading, then after that the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After that the student will submit the pre-registration form so that the subjects will be encoded. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Than the sixth step is the student will go to registrar’s office and submit the enrollment requirements (the Official receipt of tuition and other fees) then after that, the official COR will be given to the student.

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If the university want that the enrolment system be better they must give attention at the cashier in paying tuitions and miscellaneous. Student must be given a priority number and put an electronic number caller in the cahier. So that, their will be no cheaters in the line and students will just wait if their priority number is called.
- At the registrar, I think they try to implement the priority number, but what I’ve noticed was the guard was giving priority numbers but the number was not in order. I don’t see the essence of the priority numbers there, because there are still students who told their classmates to have a reservation in line even though they did not finish yet the step at the cashier.

I heard that the new enrollment system was a VFP. VFP is very a powerful tool for developing desktop applications. We have developed a complete enrolment system for schools using VFP and now it is being used some of the universities here in Mindanao. It has automated evaluation features, prerequisites detections, scheduling and conflict resolution management and more. It makes use of SQL Server as database server and VFP as front-end.

Before, every college does have their own registrar, and to the Institute of Computing, it was really easy and fast because of the small number of students. But now, they made it fair. Maybe the enrollment system was not really effective, but at least, there are improvements.