Friday, July 3, 2009

USEP : New Enrollment System

First Day of Enrollment

W hen I entered the school on the first day of enrollment this semester (SY 2009-2010), I noticed so mething, a thing that every student would notice, “ a very huge tarpaulin” displayed on every college building, and printed on that tarpaulin is the enrollment flow or the enrollment procedure for th e new students and transferees, old students, and for the shiftees. Well, to be honest, I did not pay so much attention to that tarpaulin, since as an old student; I already know what would be the process for enrollment. But on first glance of that tarpaulin, I could say that the layout and the way the pictures are drawn are quite ambiguous. Tsk tsk tsk…

The Effort (Highly Commendable!)

We know already (at least IC students) the reason behind this development of new enrollment system and it is indeed praiseworthy that the administration think of this huge tarpaulin as a medium for illustrating how the new enrollment system flow. Before, they only use bond papers to illustrate the enrollment system, it’s great to know that the university spent some money and exert some effort for this. The tarpaulin displayed on every college is indeed very helpful, especially to those new students and transferees.

The diagram

I just don’t know, based on my learnings about making diagrams, I could not classify what kind of diagram does this tarpaulin depicts.

Data Flow diagram? Hmmm… maybe not!

An activity Diagram? I don’t think so!

A use case diagram? Definitely not

Well, there are lots of other diagrams and sad to say I am not yet acquainted to those other diagrams…


The New Enrollment System

For New Students and Transferees


The Flow

Step 1 (UGTO)

1. Encoding of student information

2. ID Number Assignment

Step 2 (For Scholars Only)

1. Scholarship Application

2. Releasing of scholarship Cards

Step 3 (ROTC/CWTS)

1. Registration and Sectioning Of CWTS/ ROTC

2. Releasing of ROTC/CWTS Slip

Step 4(College)

1. Present enrollment Requirements

2. Advising/ Pre-registration

3. Payment of other fees (Local Council, OCSC, Headlight, and Insurance)

4. Encoding

5. Assessment of Fees

6. Temporary COR Printing

Step 5(Stud Accts for Scholars Only)

1. Submit Temp COR

2. Posting of accounts

Step 5 (Paying Students to cashier)

1. Submit Temp COR

2. Payment of Matriculation

3. Official Receipt Printing

Step 6 (Registrar)

1. Submit enrolment Requirements

· 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 envelop.
Official receipt of tuition and other fees.

2. Printing of Official COR

Step 7: Officially Enrolled

For Old students


The Flow

STEP 1 (STUD ACCTS)

1. Check students’ accounts.

2. Check balance.

3. Clearance signing.

STEP 2 (COLLEGE)

1. Advising / Pre- Registration

2. Payment of other fees (Local Council fee , Obrero Campus Student Council fee, Collegiate headlight fee and Insurance).

3. Encoding.

4. Assessment of fees.

5. Temporary Certificate of Registration Printing.

STEP 3 (STUD ACCTS for Scholars Only)

1. Submit Temporary Certificate of Registration.

2. Posting of Accounts.

STEP 3 (CASHIER for Paying Students)

1. Submit Temporary Certificate of Registration.

2. Payment of Matriculation.

3. Official Receipt Printing.

STEP 4 (REGISTRAR)

1. Present Clearance.

2. Present Official Receipts (Tuition and other fees).

3. Printing of Official Certificate of Registration.

Step 5: Officially Enrolled

For Shiftees


The Flow

STEP 1 (STUD ACCTS)

1. Check students’ accounts.

2. Check balance.

3. Clearance signing.

STEP 2 ( FORMER COLLEGE)

1. Request to shift.

2. Recommendation to shift.

STEP 3 ( NEW COLLEGE)

1. Acceptance of Shiftee

2. Advising / Pre- Registration.

STEP 4 ( UGTO /OSS)

1. Student Profile Updating

STEP 5 (NEW COLLEGE)

1. Payment of other fees (Local Council fee , Obrero Campus Student Council fee, Collegiate headlight fee and Insurance).

2. Encoding.

3. Assessment of fees.

4. Temporary Certificate of Registration Printing.

STEP 6 (STUD ACCTS for Scholars Only)

1. Submit Temporary Certificate of Registration.

2. Posting of Accounts.

STEP 6 (CASHIER for Paying Students)

1. Submit Temporary Certificate of Registration.

2. Payment of Matriculation.

3. Official Receipt Printing.

STEP 7 (REGISTRAR)

1. Present Clearance.

2. Present Official Receipts (Tuition and other fees).

3. Printing of Official Certificate of Registration.

Step 8: Officially Enrolled

Observation and Suggestion

First, I would like to comment on the Diagram content…

Arrows


It is very noticeable that the sizes of the arrows differ so much. There are arrows that are really big which is I think not so very necessary that it should have to look that way. And also I have notice why there is still an arrow from stud accts which are applicable for scholars only pointing to cashier when in fact as far as I know, after the scholars submitted their temporary COR to the bookkeeper and have been checked they will go directly to the registrar.



Also, I think as a viewer on this kind of arrows shown on the figures above, I would definitely say that the diagram was not carefully thought before being published or displayed. On the first figure there are these small and big arrows pointing on the same direction. I think it would be better if they have drawn one kind of arrow with a definite size.

On the second diagram, uhmm… there would really be chaos if we will really follow the arrows shown on the picture. Imagine an arrow going down, without anywhere to go… and two small arrows were shown, where did these arrows came from? Where, as you can see it is not attach to any arrow or something… I think it would be better if they will do it this way….


People Involve or the Actors




I noticed that, an actor with a cap is obviously a highly designated individual in the enrollment flow… but why is it that the Registrar doesn’t have any cap? Hehehehe… I don’t know… do I make any sense?
Honestly, I really don’t like this part of the diagram, depicting the students having with them lots of forms… the picture looks like students throwing garbages…

The Newly Implemented System

It is really unavoidable that the system will experience flaws, since the time frame given to the developers of the system is very limited. During the enrollment process, I myself had experience the said flaws… it is not quite big, but the issue is that, I could not ask for an evaluation report of my grade since the IC secretary said, she cannot access to the “database or something” of the grades. She suggested that I could buy to the registrar, and then I ask “How much would it cost maam?” she said

“ Maybe P60 per page I think”. Wheew! I was bewildered! I could not afford to buy that one… well, it all ended up, that I did not get a new copy of my grades.. Sad to say…

As to the enrollment procedure, I really did not experience so much difference compared to the old enrollment system, except after paying the matriculation… before after paying to the cashier, they will give me two copies of the COR, one for the registrar and one for me.. but now after paying, I will only receive a receipt of what I had paid and then I will line up to that very long queue of students for the registration. I think the process is quite faster now, the computer system and the flow of data had speed up. I don’t know if it is still part of the new enrollment system that they provided only one lane for exit and entrance for students, but that idea is quite a big help.

The only problem that I could really see is the long before huge crowd of students during enrollment time. My suggestion would be, they allot more personnel or open cubicle for the cashier and registrar during enrollment period and for the personnel, they should have to be much more disciplined. They should have to come on time, 8:00 am is 8:00 am not 9 0r 10.
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