Assignment 1 (SAD2)

Above is the diagram of the enrollment system in University of Southeastern Philippines. Based on my experienced I can say that the new enrollment system in the university is much better than the old enrollment system, because the old enrollment system consumed how many days for you to be officially enrolled in your department. I observed that this kind of delays happened because of the process and system used in the enrollment are not enough to enroll a student in the university. This must have some improvements to do in order to address the said delays. That’s why the university has a new enrollment system which they think it will address the problem in the old enrollment system. Based on my experienced again, the new enrollment system in the university takes a few days in order for the student to be officially enrolled. The process of this new enrollment system lessens the delays in the past old system in enrollment. Let’s discuss the process of this new enrollment system and provide suggestions for some improvements so that the few days of enrolling in a university will make an hour for you to be officially enrolled.


Below are the enrollment processes for the old and new students in the university:


1. (FOR NEW STUDENTS) Go to UGTO and fill up student records
2. Payment of fees (Local Council fee, OCSC fee, Headlight fee).
3. (FOR SCHOLARS) Apply/Validate scholarship at the Office of Student Services.
4. (FOR NEW STUDENTS) Enroll in ROTC or CWTS.
5. Submit or present all required documents to the adviser, and get a Pre-Registration Form.
6. Fill up the Pre-Registration form and go back to the adviser to sign it.
7. Submit the Pre-Registration form to the encoder and get the Certificate of Registration.
8. (FOR SCHOLARS) Verify student accounts at the bookkeeper. (For non-scholars) Pay tuition fee at the cashier.
9. Complete enrollment by getting stamped “Officially Enrolled” at the Registrar.
10. Apply/Validate library card.


I will discuss each of the process in enrollment and possibly put some suggestions or remedy for some improvements in the enrollment process.


1. (FOR NEW STUDENTS) Go to UGTO and fill up student records

This is the first process or first step for the new students in enrolling in the university. I think it is good and I cannot provide suggestion to it because this process is not too hassling for the new students, they must fill it up correctly because the information they input is important for the records in the UGTO.

2. Payment of fees (Local Council fee, OCSC fee, Headlight fee).

This process is the first step for the old students and the second step for the new students and this kind of hassle for the students. Based on my experienced as an old student in the university during enrollment when I reached this step I was confused because we must pay the local council fee in the other building which is where your department located and the OCSC and Headlight fee in the other building too. This kind of hassle because like me I’m a BSIT student and our building is far from the OCSC offices. What if these 3 fees will be merged in the encoding process of enrollment and the fees will reflect in the C.O.R. Even though this step is needed first in order to pass the other steps in the adviser because in the adviser’s process they collect the receipts of all the fees for you to have a PRF. By this, it will lessen the work of the adviser and the payment of these 3 fees will be made at the cashier’s office.

3. (FOR SCHOLARS) Apply/Validate scholarship at the Office of Student Services.

This step is okay with me even though it takes time because we all know the fact that almost of the students in the university are scholars. But I have some suggestion, what if the university provides more authorized people at the OSS to validate the scholarship of the students.

4. (FOR NEW STUDENTS) Enroll in ROTC or CWTS.

5. Submit or present all required documents to the adviser, and get a Pre-Registration Form.

From my suggestions in the step number 2 this step will be easy now.

6. Fill up the Pre-Registration form and go back to the adviser to sign it.

7. Submit the Pre-Registration form to the encoder and get the Certificate of Registration.

Based on my experienced when I reached this step it takes time for you to get the C.O.R because the departments is lack of resources and people (encoder), what if the respective departments at the university add encoders, I will cite an example in our department only one encoder are working to encodes all the PRF of hundreds of students. This suggestion will help to make the flow of encoding process faster.

8. (FOR SCHOLARS) Verify student accounts at the bookkeeper’s window.
(FOR NON-SCHOLARS) Pay tuition fee at the cashier’s window.

9. Complete enrollment by getting stamped “Officially Enrolled” at the Registrar.

As I observed it is good that the university provides more registrar’s window because it will cater or entertain more students during the enrollment process.

10. Apply/Validate library card.

I hope that the university will study more the situation happening during the enrollment process in using the new enrollment system which they provide. By that they will see the differences and some problems in that precious day of the students which is the enrollment day. For me, the university will also get some ideas or suggestions from the students because the students are the one who are experiencing the situation in the enrollment.