USEP Enrollment System

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Assuming you were tapped by the university president to evaluate the new enrollment system implemented this semester, enumerate your observations/comments and suggest possible areas and ways where improvements can be made. Your observations/suggestions should be properly validated with facts and literatures...(you may start with the diagrams posted in the strategic locations of the university)...

Just recently, I observed that the enrollment system of the University had changed. For an old student like me, I have seen an improvement to the system, though for us, the process did not changed that much.

The diagram that was posted near the rest rooms is noticeable enough to anyone who will enter the Engineering building. I thought it was just for the new and transferees that I did not even take a look at it. The same huge poster was posted in the College of Arts and Sciences building near the Registrar’s office. I did not have the chance to read it before but because of the System Analysis and Design 2, I discovered that what was illustrated in those big tarpaulin posters are the new enrollment system of the university.

To describe the new system, I jot down what was written on the diagram to be able to show what are the processes involved in the new system. In this way, I can compare the new and the old system with these. Later on, I will also show the USEP Enrollment System diagram that I’ve made in our System Analysis and Design 1. That was based on the old Enrollment procedure posted on the walls of the different colleges of the university.

Enrollment system

NEW AND TRANSFEREES

1. UGTO

· Encoding of student information

· ID number assignment

2. OSS (scholars only)

· Scholarship application

· Releasing of scholarship cards

3. ROTC/CWTS

· Registration and sectioning of CWTS/ROTC students

· Releasing of CWTS/ROTC slip

4. College

· Present enrollment requirements

· Advising/pre-registration

· Payment of other fees (Local council, OCSC, Headlight and Insurance)

· Encoding of subjects

· Temporary COR printing

5. Student accounts(Scholars only)

· Submit temporary COR

· Posting of accounts

Cashier (Paying students)

· Submit temporary COR

· Payment of matriculation

· Official receipt printing

6. Registrar

· Submit enrollment requirements

1) Form 138 (high school card)

2) Photocopy of NSO Birth certificate

3) USEPAT entrance exam result

4) Admission slip

5) Medical certificate

6) Certificate of Good Moral (original)

7) 2 pcs. 2x2 recent ID picture

8) Prospectus of the enrolled course

9) 1 pc. Long brown envelop

10) Official receipt of tuition and other fees

· Printing of official COR

OFFICIALLY ENROLLED

OLD STUDENTS

1. Student Accounts

· Check student accounts

· Check balance

· Clearance signing

2. College

· Advising/pre-registration

· Payment of other fees (Local council, OCSC, Headlight and Insurance)

· Encoding of subjects

· Assessment of fees

· Temporary COR printing

3. Student Accounts (Scholars)

· Submit temporary COR

· Posting of accounts

Cashier (Paying Students)

· Submit temporary COR

· Payment of matriculation

· Official receipt printing

4. Registration

· Present clearance

· Present official receipt (tuition and other fees)

· Printing of official COR

OFFICIALLY ENROLLED

SHIFTEES

1. Student Accounts

· Check student accounts

· Check balance

· Clearance signing

2. Former College

· Request to shift

· Recommendation to shift

3. New College

· Acceptance of shiftee

· Advising pre-registration

4. UGTO/OSS

· Student profile uploading

5. New College

· Payment of other fees (Local council, OCSC, headlight and Insurance)

· Encoding of subjects

· Assessment of fees

· Temporary COR printing

6. Student Accounts (Scholars only)

· Submit temporary COR

· Posting of accounts

Cashier (paying students)

· Submit temporary COR

· Payment of matriculation

· Official receipt printing

7. Registrar

· Present clearance

· Present OR (Tuition and other fees)

· Printing of official COR

OFFICIALLY ENROLLED

Now, let’s take a look at the university’s old enrollment system.

Last school year, this is the process of the enrollment system that I followed:

1. The student pays for his/her miscellaneous fees at the Local Council, OCSC, and headlight treasurers respectively.

2. If the student is a scholar, he is required to go to the OSS to renew his scholarship to be able to validate his scholarship card.

3. The student then proceeds to his respective college adviser for grade evaluation and checking. The adviser secures Pre- registration form for the student to jot down the subjects the adviser advised him to enroll.

4. After filling out the Pre-registration form, the student returns to the adviser for encoding of his new subjects and for signature.

5. After that, the student proceeds to the college encoder for encoding of subjects and printing of COR.

6. The student who is not a scholar, then proceeds to the cashier to pay his tuition and for posting of his accounts. Scholars proceeds to the bookkeeper to submit COR and for posting of accounts.

7. After payment, the student proceeds to the registrar’s office to submit requirements for enrollment.

8. Enrollment completed!!!

Based on the enrollment systems I had showed above, I found these differentiations between the two systems.

Since last school year’s enrollment process that was posted does apply to all but does not really specify the requirements of the new, old and transfer (shiftees) students, I will just compare the differences base on the experience I have when I first came here (first year enrollment).

Before I became an official student of the university, I have gone various transactions just to be admitted in the university. After the entrance test, interview, English plus test, and medical check-up, I was ready for the enrollment. I can hardly remember the details on what I have gone then but I will just relate what I have remembered right now. All I can say is that it seems like I have gone in a war (Laugh). I also thought then that it is difficult being in the university, there are a lot to surpass but when you had surpassed those obstacles, there is this enrollment that you should also participate to be an official student. Well, seems like I have a lot in my mind right now, let’s proceed in differentiating the two systems.

First I have a round trip of the university just to know where the headlight and OCSC offices were. After that, I went to the last line to be accommodated. The line almost reached the university field that was too long to wait just to pay the Headlight fee. After that, I proceed to the OCSC office to pay for my payments. Just like what I had experienced on paying the Headlight, I also have to fall in line just to be accommodated. Just the same as the line in the headlight, it was too long, so, I had waited a long time just to pay my fees. After the long tiring hours falling in line and paying my miscellaneous fees, I went to the Adviser. I was not yet saved in falling in long lines just to be accommodated. I felt relief to be inside the adviser’s office to submit the preliminary requirements. The adviser checked them. After checking the required papers, I was then given a paper and instructed to fill it out with the subjects listed in the prospectus. I later knew that the paper that was given to me was called PRF or pre registration form. I filled it out and submitted it to the adviser. After checking and signing my PRF, I was then instructed to go to the encoder for encoding of my subjects. It was such a busy day that you must fall in line again and get your priority number just to be entertained. There are also times that you can have identical priority number with other enrollee that is so difficult to tell who among you will be entertained first. It was just in the encoder and it feels like forever waiting there. When you’re accommodated, you will wait for the creation of your account and still wait about 15 minutes in order to print and get your COR or Certificate of Registration. Having your COR does not end the enrollment transaction yet. I went to the cashier for the payment of my tuition fee. Again, I have to fall in line, again, just to be accommodated. After a long time of waiting, it’s time to go to the registrar and again, you must fall a long line just to be accommodated. But before you can fall in line, you must ask to where you must submit your papers because enrollees are not properly informed to where they should submit their requirement whether in window 1 or in door 1. Well, that was the last transaction and you will be officially enrolled. But, the transaction may take two or three days, because you will spend your day in falling in line just to be accommodated.

It was when I was in my freshman years. I am lucky to be in my second year up to now since every semester, enrollees that I consider as rivals in the line are being decreased by 20%. Well, these students are those who had opened their eyes and shifted to the other colleges or schools, especially, Institute of Computing students. Well, it’s been known that every semester, there are students who are evicted in the college. (Laugh)

What about today’s enrollment system. Well, I kind of like the system right now. Thanks to the in-house programmers. I’m very proud to be under their subjects even just for a month - remember, they were pulled out of those subjects and was given to other instructors because of this.

I can’t really feel the difficultness of the enrollment right now. It is because we are not that many compared to the freshmen and sophomores. Even so, I still feel that the modification of the enrollment system made it easy for the students in the enrollment.

We will not go to the Headlight and OCSC offices just to pay our miscellaneous fees to the respective treasurers. We will not fall in line and wait for hours just to pay these fees. The transaction is made simpler by making these fees being paid in the respective college Local Council treasurers. Evaluation and advising is not the hassle anymore since students are accommodated by the respective advisers and will not wait hours just to face the advisers. Encoding of subjects is made easier because of the new system made by two of the institute of Computing instructors. Students will not wait for how many minutes just to have the COR printed. New units are visible in the offices that made the transactions more efficient and faster that made more students to be accommodated. I can still remember back then that having those slow printers made us hungrily wait for our Certificate of Registration to be printed. Speaking of Certificate of Registration or COR, I like the way they distributed it to every offices the student will have a transaction. In this way, some of the COR copies will not be crumpled or worse, being lost. The COR paper is also presentable unlike before that the paper is being changed time to time that a time came that the COR is just a scratch paper. Paying the tuition fee in the cashier is also made faster and better. What I am worried next is the line to the registrar. Way back to the old enrollment system, students are being entertained by college and with these, registration process is faster compared to now that all students must wait and have priority numbers just to be officially enrolled. If only I can measure the length of the line to the registrar, well we have gone from the College of Arts and Sciences second floor, near the grand stand just to reach the registrar’s office to have our papers checked and be enrolled officially. Lots of students are suffering from heat, feet pains, and hunger just to be officially enrolled. The system made the transactions faster but what happened to the registrar is the only problem that I have seen last enrollment.

The old enrollment system was so hard for us students. There is a lot of time wasted by the students just waiting to be accommodated. Then there came this new system, it made easy not just for the students but for the encoders, cashiers and in the registrar’s office. The only flaw that I have seen is in the registrar’s office. The transaction in finance department had improved but what happened in the registrar’s office is that it worsened. There should be one window that will accommodate these specific courses for students not to be tucked in courses who had a lot of students or population.

If I were to modify the system a bit, I would not change the way the student pays his miscellaneous fees such as the Headlight and OSCS fees be paid together with the Local Council fees in the Local Council treasurer. I am fine with the process for checking and evaluation of students’ grades. The encoding process is also faster than before and it is also good to know that there are new units for the good of the transactions. Since it is a pain for everybody to fall in line in paying the tuition fee, I think it is much better if there is representative of the finance department who will collect the tuition payments of students in the respective colleges. I know it will have a cost in employees, so I thought of having a finance officer in every building to collect students’ payments – one in the College of Technology building, one in the Engineering Building, where The Institute of Computing and the engineering students will have to pay there. One in the College of Education and those other students will pay in the finance department located in the College of Arts and Sciences building especially the graduate school and scholars. After such is the registration. In the registrar, it is much better if there is a specific window for specific courses where students will have their transaction. With this, it will be much better and the enrollment process will be much better.