USEP New Enrollment System

Enrollment system is the must have system in a school. When a student is enrolling for a specific course the school requires all the necessary information of the enrollee. When the school retrieves the important information from the student, the encoder now should input the details of the student in the enrollment system. In the enrollment system, the school can trace what are the standings of the students. The data of the student are inserted in the enrollment system it includes payment, subjects, number of units, section, subject rooms, etc. 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.

The university made a new enrolment system, at first you can think that it is good for us to enroll in a trouble-free way. I think the primary intention of the university is to minimize the long lines in every step of the enrolment period which is better for the students and the staffs. The intention of the university is good but when I started my enrolment I felt that it is much worst, because of the additional steps they made. I will enumerate the processes that I took in my enrolment. This procedure is for the old students only.



Step 1: Account Status

 In this first step the student must get their statement of accounts in the bookkeeper to check whether they have some balances or something problem about their accounts.

COMMENT/OBSERVATION/SUGGESTION

- For me it is better to have this step, in order that the university will know who the students are not fully paid yet. In the other hand why they implement this step if the student has a clearance that is to be sign in the bookkeeper which is indicating that the student has no problem in his/her account. In short, they are redundant.



Step 2: Local fees and org fees

 This step is in the previous enrolment system. In this part, the student is compulsory to pay the local fees and org fees. The student will not be entertained by his/her adviser if she/he has not yet pay the local fees and org fees.



Step 3: Advising

 Here, the students must proceed to their respective adviser for them to know what the subjects they will be enrolling are and to limit the student in overloading units.


Step 4: Encoding

 Encoding of subjects.


Step 5: Cashier


 The students will pay their tuitions and miscellaneous. They will go to the cashier and give the statement of accounts from encoded subject.




COMMENT/OBSERVATION/SUGGESTION:

- In this step, the entire student will surely be tired because of the long lines. If the university want that the enrolment system will be better they must give attention in this step which is paying tuitions and miscellaneous. All the students(except scholars) in the university will be taking this step and there are only 2 cashiers. Imagine how long the lines in the cahier.

- If they will give me a chance to implement a new enrolment system I will suggest that the student will be given a priority number and put an electronic number caller in the cahier. In this action the lobby area outside the cahier will not be filled with many students. Instead of falling a line and wait they will only wait their priority number to be called.



Step 6: Registrar

 The registrar will validate your account, local fess, org fees and your clearance. If all things are good, they will be stamping you OFFICIALLY ENROLLED.




COMMENT/OBSERVATION/SUGGESTION:

- The registrar made a strategy which is it has only one registrar for all the courses. It is ok because they have 8 windows.


Step 7: Library

- The students must validate their library card.


In my own view the diagram is understandable but they put to much beauty in the diagram. If I will be tapped by the administration I suggest in making a diagram or use-case diagram, that make it simple like for example the arrows they used are not connected. In a proper manner they must be connected to see the flow of the diagram.




The boxes in the diagram has some property that is not neccessary to be there, instead of putting beauty to the diagram they must consider the user. If the diagram is simple the students can be easily guided by it.