Let us first look at the enrollment procedure for the new students and transferees.
In this diagram, it shows that is that the student will be evaluated by the College. If the student was accepted, the student must issue an Admission Slip, and if the student passed the USEPAT Exam, he will proceed to the next step. The student’s information will be encoded and he/she will be assigned an ID number. After that he/she will proceed to the next step, which is the Scholarship Application. Next is he/she will enroll in CWTS/ROTC. After that, he/she will pay the necessary fees (Local Council, OCSC, Headlight and Insurance), will proceed to the advising of subjects, the encoding of subjects and the temporary COR printing. The next step would be the payment of the tuition fee. If the student is a scholar, he/she will go to the Student Accounts window, will give the temporary COR to the cashier and posting of accounts will be done. Else, if the student is not a scholar, he/she will go to the Cashier window, will give the temporary COR to the cashier, and will pay the matriculation. The last step will be in the registrar, where he/she will give the following papers:
• Form 138 (High School Card)
• Photocopy of NSO Birth Certificate
• USEPAT Entrance Exam Result
• Admission Slip
• Medical Certificate
• Certificate of Good Moral (Original)
• 2 pcs. 2X2 Recent ID Picture
• Prospectus of the Enrolled Course
• 1 pc. Long Brown Envelope
• Official Receipt of Tuition & Other Fees
The Printing of the Official COR also happens here.
Now, let us look at the enrollment procedure for the old students.
In this diagram, the first step for the old student to enroll is that he must secure a signed clearance. The next step would be the scholarship process. Then, the student will enroll in the CWTS/ROTC subject, if applicable. Then, he/she will pay first the necessary fees and present the enrollment requirements before he/she will be advised by his/her adviser. After the advising, encoding and printing of temporary COR will take place. Then, he/she will proceed to the Cashier. Again, if the student is a scholar, he/she will go to the Student Accounts window, will give the temporary COR to the cashier and posting of accounts will be done. Else, if the student is not a scholar, he/she will go to the Cashier window, will give the temporary COR to the cashier, and will pay the matriculation. After that, he/she will proceed to the Registrar and will present the clearance and official receipts. And the last will be the printing of official COR.
Let’s take a look at the enrollment procedure for the shiftees.
As you can see in the diagram, step 1 is just the same as the first step of the enrollment procedure for the old students. The next step would be different, because the student must have a Request to Shift and Recommendation to Shift letters from his/her former college. Then, he will go to his/her new college, and the acceptance of shiftee and the advising will take place. The profile of the student will be updated, and after that, the steps 4-7 of the enrollment procedure for the old students will be the next steps.
Looking at the procedures above, the steps were almost the same, it just differs on the type of student who will enroll.
There are some flaws that I have noticed in the enrollment system of the university.
My observations:
1. When students pay the necessary fees, they will have to go to the 3 different places, the headlight office, OCSC office, and the Local Council.
2. When advising, the students go to the place where the schedules are posted to write the schedules, then will go back to the office of the adviser for him/her to be signed.
3. The diagrams are somehow confusing especially about the phrases and statements that are in the steps.
These are some of my observations in the enrollment procedure that I found difficult in the part of the students and can cause delay in the enrollment.
My suggestions:
1. Why not make all the necessary payments take in just one place so the students will not have to go to different places in order to pay the necessary fees. There will be 1 representative per office (Headlight, OCSC and Local Council) in that place to take the payments.
2. Why not make a system that will handle the inputs for the subjects with the corresponding schedule of the students so that the students will not need to go to a place to write the schedule and then go back to the office to adviser. After the subjects and the schedules were entered, the information will pass to the encoder and the encoder will be the one to encode the subjects and print the temporary COR.
3. Make the diagrams more unambiguous and understandable.
These are my suggestions to my observations above. Maybe, the enrollment procedure will be more smooth if these suggestions will be implemented. :D
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