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Thursday, July 8, 2010
In this assignment, we are tasked to evaluate and comment on the new enrollment system that was implemented on the university and suggest possible revisions to improve the system.
As the new semester approaches, enrollment day is the very hassle part. When I entered Obrero Campus (since I spend my first year and second year in Tagum Campus) I was really amazed of the ambiance and the people around. I experienced many different things on the new environment. Since it was enrollment day at that time I was amazed of the “tarpaulins” posted on different locations on the university. it is very eye-catching since it is very big that anyone could notice. In the tarps, it has different instructions pertaining to the new enrollment system procedures. Moreover, it is my first time to experience the new way of enrolling in the university.
Hence, the new system implemented is improved than the previous system. If we are going to compare the old and the new enrollment system, the new system brought many advantages to speed up the process. On the old system, enrolment and registration have always been annoying, especially for those new students. The old system has long queues and long waiting times in encoding the PRF and in different transactions. Based in my experience, the waiting time to pay is about an hour because of long queues and long process time.
Now the new system has implemented, I was very happy to adopt the system and it is also made by the faculty of the Institute of Computing namely Mr. Cagape and Dr. Mercado. On the new system, it is more organized than the old one. Proper dissemination of information was practiced by posting some print-outs and tarps within the vicinity.
Above are tarpaulins and print-outs that were posted within the university premise. In the picture we can see the step by step actions of the new enrollment process for the new students and transferees. There are also instructions pertaining to the old students and shifters. Here I have the list on the different procedures of the new enrollment system.
Enrollment Procedure for New students and Transferees
STEP 1 – Go To the University Guidance And Testing Office
o Encoding of Student Information.
o Identification No. Assignment.
STEP 2 – Office Of Student Services ( For Scholars Only)
o Scholarship Application.
o Releasing of Scholarship Card.
STEP 3 – ROTC/CWTS
o Registration and Sectioning of ROTC/CWTS.
o Releasing of ROTC/CWTS slip.
STEP 4 – College
o Present enrollment requirements.
o Advising / Pre-Registration.
o Payment of other fees (Local Council fee, Obrero Campus Student Council fee, collegiate headlight fee and Insurance).
o Encoding - Assessment of fees.
o Temporary Certificate of Registration Printing.
STEP 5 – Student Accounts (For Scholars Only)
o Submit Temporary Certificate of Registration.
o Posting of Accounts.
STEP 5 – Cashier (Paying Students
o Submit Temporary Certificate of Registration.
o Payment of Matriculation.
o Official Receipt Printing.
STEP 6 – Registrar
o Submit enrollment 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.
o Printing of Official Certificate of Registration.
Enrollment Procedure for Old Students
STEP 1 – Student Accounts
o Check students’ accounts.
o Check balance.
o Clearance signing.
STEP 2 – College
o Advising / Pre- Registration
o Payment of other fees (Local Council fees , Obrero Campus Student Council fees, Collegiate Headlight fee and Insurance).
o Encoding.
o Assessment of fees.
o Temporary Certificate of Registration Printing.
STEP 3 – Student Accounts (For Scholars Only)
o Submit Temporary Certificate of Registration.
o Posting of Accounts.
STEP 3 – Cashier (Paying Students)
o Submit Temporary Certificate of Registration.
o Payment of Matriculation.
o Official Receipt Printing.
STEP 4 – Registrar
o Present Clearance.
o Present Official Receipts (Tuition and other fees).
o Printing of Official Certificate of Registration.
Enrollment Procedure for Shiftees
STEP 1 – Student Accounts
o Check students’ accounts.
o Check balance.
o Clearance signing.
STEP 2 – Go to Former College
o Request to shift.
o Recommendation to shift.
STEP 3 – Proceed to New College
o Acceptance of Shiftee
o Advising / Pre- Registration.
STEP 4 – Go to University Guidance And Testing Office / Office Of Student Services
o Student Profile Updating
STEP 5 – Go back To New College
o Payment of other fees (Local Council fee , Obrero Campus Student Council fee, Collegiate headlight fee and Insurance).
o Encoding.
o Assessment of fees.
o Temporary Certificate of Registration Printing.
• STEP 6 – Student Accounts (For Scholars Only)
o Submit Temporary Certificate of Registration.
o Posting of Accounts.
• STEP 6 – Cashier (Paying Students)
o Submit Temporary Certificate of Registration.
o Payment of Matriculation.
o Official Receipt Printing.
• STEP 7 – Registrar
o Present Clearance.
o Present Official Receipts (Tuition and other fees).
o Printing of Official Certificate of Registration.
:!: Things that need to be improved
As I have evaluated the new system I have noticed different flaws that need improvements.
First, is the charts being posted in the university is ambiguous and very improper. In doing different diagrams there are different standard or corresponding symbol to be used (in different processes, flow, database and etc.).
Second, the student find the process very difficult when they fall in line in the cashier and registrar. There is a long queue and more time is wasted during the process. Sometimes the students are being cut-off especially when it reaches 5pm or 12nn that the cashier or registrar needs to close.
Third, the waiting area is not comfortable and very hot. Since the chairs and benches are only limited.
Fourth, the students are migrating to another window after the cashier or after any transaction. Why not make it only one in validating the COR and the Library.
Fifth, the windows are only limited which causes overflow of students that the line are extended up to the outside of the building.
:!: My perception to improve the system…
• Proper markings must be used so that the students will not be confused on the different steps in the tarpaulin and in the print-outs. Correct and standard markings must be observed.
• More windows must be open to cater the students. Since there are only a limit of days allocated for each year level.
• Provide more chairs and benches so that the students can sit and allows cozy waiting position. There must be an additional unit of electric fans to provide proper ventilation and comfort.
• Some transactions must be merged so that the time consumed in the process is trimmed down. Such as, the paying of different organizational fees must be merged to the cashier so that there would be one collection officer to handle such student’s accounts. Advising and encoding, and library card verification and registrar’s verification must be also encapsulated.
As the new semester approaches, enrollment day is the very hassle part. When I entered Obrero Campus (since I spend my first year and second year in Tagum Campus) I was really amazed of the ambiance and the people around. I experienced many different things on the new environment. Since it was enrollment day at that time I was amazed of the “tarpaulins” posted on different locations on the university. it is very eye-catching since it is very big that anyone could notice. In the tarps, it has different instructions pertaining to the new enrollment system procedures. Moreover, it is my first time to experience the new way of enrolling in the university.
Hence, the new system implemented is improved than the previous system. If we are going to compare the old and the new enrollment system, the new system brought many advantages to speed up the process. On the old system, enrolment and registration have always been annoying, especially for those new students. The old system has long queues and long waiting times in encoding the PRF and in different transactions. Based in my experience, the waiting time to pay is about an hour because of long queues and long process time.
Now the new system has implemented, I was very happy to adopt the system and it is also made by the faculty of the Institute of Computing namely Mr. Cagape and Dr. Mercado. On the new system, it is more organized than the old one. Proper dissemination of information was practiced by posting some print-outs and tarps within the vicinity.
Above are tarpaulins and print-outs that were posted within the university premise. In the picture we can see the step by step actions of the new enrollment process for the new students and transferees. There are also instructions pertaining to the old students and shifters. Here I have the list on the different procedures of the new enrollment system.
Enrollment Procedure for New students and Transferees
STEP 1 – Go To the University Guidance And Testing Office
o Encoding of Student Information.
o Identification No. Assignment.
STEP 2 – Office Of Student Services ( For Scholars Only)
o Scholarship Application.
o Releasing of Scholarship Card.
STEP 3 – ROTC/CWTS
o Registration and Sectioning of ROTC/CWTS.
o Releasing of ROTC/CWTS slip.
STEP 4 – College
o Present enrollment requirements.
o Advising / Pre-Registration.
o Payment of other fees (Local Council fee, Obrero Campus Student Council fee, collegiate headlight fee and Insurance).
o Encoding - Assessment of fees.
o Temporary Certificate of Registration Printing.
STEP 5 – Student Accounts (For Scholars Only)
o Submit Temporary Certificate of Registration.
o Posting of Accounts.
STEP 5 – Cashier (Paying Students
o Submit Temporary Certificate of Registration.
o Payment of Matriculation.
o Official Receipt Printing.
STEP 6 – Registrar
o Submit enrollment 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.
o Printing of Official Certificate of Registration.
Enrollment Procedure for Old Students
STEP 1 – Student Accounts
o Check students’ accounts.
o Check balance.
o Clearance signing.
STEP 2 – College
o Advising / Pre- Registration
o Payment of other fees (Local Council fees , Obrero Campus Student Council fees, Collegiate Headlight fee and Insurance).
o Encoding.
o Assessment of fees.
o Temporary Certificate of Registration Printing.
STEP 3 – Student Accounts (For Scholars Only)
o Submit Temporary Certificate of Registration.
o Posting of Accounts.
STEP 3 – Cashier (Paying Students)
o Submit Temporary Certificate of Registration.
o Payment of Matriculation.
o Official Receipt Printing.
STEP 4 – Registrar
o Present Clearance.
o Present Official Receipts (Tuition and other fees).
o Printing of Official Certificate of Registration.
Enrollment Procedure for Shiftees
STEP 1 – Student Accounts
o Check students’ accounts.
o Check balance.
o Clearance signing.
STEP 2 – Go to Former College
o Request to shift.
o Recommendation to shift.
STEP 3 – Proceed to New College
o Acceptance of Shiftee
o Advising / Pre- Registration.
STEP 4 – Go to University Guidance And Testing Office / Office Of Student Services
o Student Profile Updating
STEP 5 – Go back To New College
o Payment of other fees (Local Council fee , Obrero Campus Student Council fee, Collegiate headlight fee and Insurance).
o Encoding.
o Assessment of fees.
o Temporary Certificate of Registration Printing.
• STEP 6 – Student Accounts (For Scholars Only)
o Submit Temporary Certificate of Registration.
o Posting of Accounts.
• STEP 6 – Cashier (Paying Students)
o Submit Temporary Certificate of Registration.
o Payment of Matriculation.
o Official Receipt Printing.
• STEP 7 – Registrar
o Present Clearance.
o Present Official Receipts (Tuition and other fees).
o Printing of Official Certificate of Registration.
:!: Things that need to be improved
As I have evaluated the new system I have noticed different flaws that need improvements.
First, is the charts being posted in the university is ambiguous and very improper. In doing different diagrams there are different standard or corresponding symbol to be used (in different processes, flow, database and etc.).
Second, the student find the process very difficult when they fall in line in the cashier and registrar. There is a long queue and more time is wasted during the process. Sometimes the students are being cut-off especially when it reaches 5pm or 12nn that the cashier or registrar needs to close.
Third, the waiting area is not comfortable and very hot. Since the chairs and benches are only limited.
Fourth, the students are migrating to another window after the cashier or after any transaction. Why not make it only one in validating the COR and the Library.
Fifth, the windows are only limited which causes overflow of students that the line are extended up to the outside of the building.
:!: My perception to improve the system…
• Proper markings must be used so that the students will not be confused on the different steps in the tarpaulin and in the print-outs. Correct and standard markings must be observed.
• More windows must be open to cater the students. Since there are only a limit of days allocated for each year level.
• Provide more chairs and benches so that the students can sit and allows cozy waiting position. There must be an additional unit of electric fans to provide proper ventilation and comfort.
• Some transactions must be merged so that the time consumed in the process is trimmed down. Such as, the paying of different organizational fees must be merged to the cashier so that there would be one collection officer to handle such student’s accounts. Advising and encoding, and library card verification and registrar’s verification must be also encapsulated.
