Web-based Enrollment and Student Information Management System

Problem Description Quezon City Polytechnic University (QCPU) implemented different enrollment procedures each semester. For years, the students suffered from long queues during enrollment. Enrollment process took up the whole day of the student and worse, weeks. Students were stuck up in assessment because of the long recurring checking of their grade slips. Official records from the registrar were not available during enrollment to verify the presented grade slips. In some cases that the students lost their evaluation forms and grade slips, the students should secure a copy of their grades from the registrar that may take number of days. Different curriculum each year added up the confusion on the assessors on advising what subjects a student can take. There is another long line in the accounting office, wherein the students fall in line just to have a number for the next day schedule for payment. On their scheduled date, the students again suffered waiting long hours before being able to pay. Students also complained different assessment of matriculation fees, though they are in the same course, year, and section and have the same subjects to enroll. Another lengthy process was the plotting of schedule. The database was not updated for the available slots. Posted schedules were not also updated, students chose a schedule then the encoder would instruct them to find another schedule because the schedule they chose was already closed. The team proposes the Web-based Enrollment and Student Information Management System (WESIMS). WESIMS reduces the time consumed by the process and makes enrollment accessible to the students through internet. The system is connected to a database wherein the student information can be retrieved in making assessments during registration. This makes tracing students standing easier and faster. The system advises the student on what subjects he can take and ensures that the pre-requisites are followed. Schedules can be chosen by the student from the available slots in the database. The system guarantees there are no conflicting schedules.

Business Benefits General Benefits Reduce the time needed in enrollment Make enrollment accessible to the students through internet. Eliminate handwriting and data entry errors Decrease costs by eliminating paper and reducing redundant tasks Registration & Enrollment This involves the transactions in registering new student, adding or dropping of subject, enlistment of subjects being enrolled, enrolment verification and class card issuance. Information Management This involves the creation, retrieval, update, and deletion of the basic information of the students that acts as the foundation of the other procedures in the system. Academics This is where grades and academic records are managed and reported. Reports This prepares and displays the class rosters, grades, enrollment statistics and other details about the enrollment.

System Capabilities Registration & Enrolment Register new Student Input of profile information for students being enrolled which includes basic profile information, contacts and address information, academic background, work experience and Languages/ Dialects Spoken. After filling up the required information the user could already enlist subjects. Editing is easily done with the Edit registration feature. Add or Drop Subject The enlisted association of enlisted subjects to a student can be modified here. Subject currently enlisted to a student can be dropped here or subjects that are not currently enlisted to a student can also be added here. A corresponding history/log of adding and dropping of subjects is also updated in real-time in this feature. The same log occurs with the enlistment feature. Enlist subjects being enrolled Enlistment of subjects for students are done on-the-fly by associating subjects to a student based on a set of predefined block schedules. If block schedules are not appropriate for a certain student then enlistment could be done by individual subject codes (implies schedule associated with the subject) or by subject description. Enrolment Verification and Class card Issuance This actually flags the status of the student as officially enrolled. However, before confirmation, the view allows the user to drop subjects if needed. Information Management Schedule Management Define and manage the allocation of time, room, day and subject to form a course or subject schedule. Block Schedule or Sectioning Define the set of course schedules to a block or section which will help speed up the enlistment of subjects during enrollment Curricula Center Define the set of courses/subjects to a particular curriculum. This is useful during the Student Evaluation View & Edit Student Registration Academics Checklist Displays information about the enrolled subjects of a student. Information about the grade and the units earned by the student for each subject for each semester can be viewed here. Build Student's Checklist A feature which allows generation for checklists while it also enables the administrator to input additional subjects being adopted into the student's load. Student's Permanent Records Student Course Curriculum Evaluation Allows for an evaluation of the curriculum. The view allows discrediting of subjects taken for the curriculum. Moreover, the view also identifies subjects that are taken but is not a part of the curriculum and allows the administrator to credit these subjects based on a subject in the curriculum that could best substitute it. Certification of Grades Upon request of the student, the Registrar Office can produce the report directly from the system ready for printing. View Failures View Students with their corresponding failed subjects and units. Teachers' Loads and Submitted Grades Report A report that lists the instructors' respective classes and the status whether the grades of each class have been inputted to the system View Class Grades by class View Class Program with Grades Reports Academic Achievers Displays the academic scholars and dean's list All Class Rosters Report This prepares and displays the class rosters for printing Available Schedules This is useful for students who are needing to add or change enrolled subjects/course Class Program Report This displays and exports the grading sheet for individual student for the semester

Class Roster Displays the list of students enrolled in a particular class Closed Subjects Lists all subjects whose maximum load has been reached or exceeded Department Units Distribution Displays the total number of units enrolled by students belonging to the department/college Enrolment List Displays roster of students enrolled in every course Enrolment List w/ Grades Roster of Students and the grades achieved in every subject Enrolment Statistics Displays variant matrices of enrolment statistics Schedule Slot-Enrollees Roster of Schedule, enrollees and available slots Systems Administration Center Balance Schedule-Slots To check and balance the number of enrollees and the number of available slots Close All Slots Close enrollment and nullify the available slots of schedules Enrollment Schedule This sets the date of enrollment per course and year which helps determine for late enrollees Register New Teacher View and register the information of teachers User Edit Modify User's Password User Register Register other user accounts. User Roster