A.C.C.E.S.S

Academic Community Computerized Enrolment System Solutions

ACCESS Philippines

A web-based enrollment and administrative system with features that can meet most of a schools system needs and requirements. This includes standardized modules for student registration, enrollment, grade management, reporting modules, online quiz systems and other modules that are deemed necessary to run and administer a school.

Modules

Click on the module to display the sections and their brief description. Click the Screenshots icon to see the screenshots.

  • [4enrollment.png] Registration & Enrolment
    • Register new StudentRegister 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. In here, you may also identify the sibling/s of the student currently registered. The sibling/s associated with a registered student must also be a registered student in the system. After filling up the required information you could already enlist subjects for the student. -Editing is easily done with the �Edit registration� feature.
    • Add or Drop SubjectAdd 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 her 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 enrolledEnlist subjects being enrolledScreenshots
      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.
    • To verify assessed and enlisteEnrolment Verification and Class card Issuance
      This module actually flags the status of the student as officially enrolled. However, before confirmation, the view allows the user to drop subjects if needed. Students can still be confirmed without making any payments. This is left to the discretion of the admin if the �no-downpayment� policy is to take effect for a student.
    • Enroll in excess of regular enEnroll in excess of regular load
      The admin has the capability to enroll students to a given schedule in excess to the usual number of student s being enrolled to it.
  • [4management.png] Information Management
    This is the preparation and management module which involves the creation, retrieval, update, and deletion of the basic information that acts as the foundation of the other procedures in the system.
    • Colleges or DepartmentsColleges or Departments
    • Course InformationCourse InformationScreenshots
    • Subject ManagemnetSubject Management
    • Room Information ManagementRoom Information Management
    • Schedule Management ModuleSchedule Management ModuleScreenshots
      Define and manage the allocation of time, room, day and subject to form a course or subject schedule.
    • Block ScheduleBlock ScheduleScreenshots
      Define the set of course schedules to a block or section which will help speed up the enlistment of subjects during enrollment
    • Curricula CenterCurricula CenterScreenshots
      Define the set of courses/subjects to a particular curriculum. This is useful during the generation of the Form IX and Student Evaluation
    • Teacher RegistrationTeacher Registration
      Feature which allows the registration of teachers and the association of available schedule loads for them. Basic Info about teachers are edited through the �Modify Teacher Information� feature. ON the other hand, teacher loads could also be edited with the �Add/ Edit Teacher�s Load� feature
    • Add/Edit Teacher's LoadAdd/Edit Teacher's Load
      Add or edit class schedules that assigned to individual teacher
    • View Student RegistrationView Student Registration
    • Edit Student RegistrationEdit Student Registration
    • Upload Student RecordsUpload Student Records
    • Email Students SchedulesEmail Students Schedules
      With a viable connection to a SMTP or Mail Relay System, commonly serviced by an Email Server, students can receive a copy of their official enrolment schedule, among other things, on their respectively identified email address.
    • Student Email RosterStudent Email Roster
      This provides a listing of the email addresses of students in a class. This is helpful in the generation of a class email group.
  • [4academics2.png] Academics Screenshots
    This is where grades and academic records are managed and reported.
    • ChecklistChecklistScreenshots
      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 ChecklistBuild 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. (e.g. grades from cross-enrolled subjects.)
    • Form IXForm IXScreenshots
      Lets the user view and print the generated Form IX document for a student that is a candidate for graduation. The user also has an option to delete an entry in the form.
    • Official Transcript of RecordsOfficial Transcript of Records
      Allows the creation of the OTR for a specific student. Fields that are required for the printed OTR is also set-up here including the signatories.
    • Student's Permanent RecordsStudent's Permanent RecordsScreenshots
      Student's Permanent Records
    • Student EvaluationStudent EvaluationScreenshots
      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.
    • Input Periodical GradesInput Periodical Grades
      This feature Allows the entry of all student grades for each subject. Here a list of subject schedules are listed for the current semester and the user can input all student grades for the prelims, midterms and finals. Once all the grades are entered, the system can automatically distinguish if the student for each row passed based on the given grade. The user can now print the report once all the grades are put in.
    • Input Class Final GradesInput Class Final GradesScreenshots
      Here, the instructor inputs all the final grades of students enrolled in his/her own class load(s). Administrative permissions allow the input of grades of any class.
    • Input Individual Student GradeInput Individual Student Grade
      This usually is permissible for the Registrar's Office on a per-user authorization. Any user can be granted permission for the input of the semestral grades of a student.
    • Certification of GradesCertification of Grades
      Upon request of the student, the Registrar Office can produce the report directly from the system as a PDF file ready for printing.
    • Academic AchieversView (Generate) Academic Achievers
      A feature which generates a list of academic achievers which can be can be categorized into their type of scholarship program. Only administrative rights can generate the report. Others have read-only.
    • View FailuresView Failures
      View Students with their corresponding failed subjects and units.
    • Modify Final Grade per classModify Final Grade per class
      Users with Administrative rights to this module are the only ones allowed to modify grades of students.
    • Teachers' Loads and SubmittedTeachers' Loads and Submitted GradesScreenshots
      A report that lists the instructors' respective classes and the status whether the grades of each class have been inputted to the system
    • View Periocal GradesView Periodical Grades
      Lists the Periodical (Prelim, Midterm, Finals or 1st-4th Grading) Grades with the capability to export the grading sheet into spreadsheet or PDF formats.
    • View Class Grades by classView Class Grades by class
    • View Class Program with GradesView Class Program with GradesScreenshots
    • View Individual Student GradeView Individual Student Grade
    • View/Edit Individual Student GradeView/Edit Individual Student Grade
  • [goldcoin.gif]Accounting & Finance Screenshots
    This surrounds the charges and collection of fees from Enrollees/Students
    • Assessment of FeesAssessment of Fees
      Compute and display the Tuition and Miscellaneous fees of the enrolled student. Certification of Fees Assessment and the Assessment sheet are available in PDF format.
    • Tuition Fee PaymentTuition Fee Payment and Cashiering Screenshots
      Processes the payments of tuition fees and other school related fees by students and enables the payment session to be entered into a ledger. Added features include the reports relative to the account of the student such as:
      • Export/Printing of the Assessment Sheet
      • Export/Printing of the Class Schedules
      • Export/Printing of the Statement of Accounts
      • Export/Printing of the Examination Permit and Clearance
      • Export/Printing of the Assessment Certification
    • Issue Student Account StatementIssue Student Account Statement
      This provides a PDF copy of the account statement
    • Issue Student PermitIssue Student Permit
      Permits or clearances which are distributed to students to serve as passes to take the term's examination is exported as PDF format and ready for printing.
    • Fees Information ManagementFees Information Management
    • Course/Term FeesCourse/Term Fees
      This is where the tuition and miscellaneous fees are setup for every course and yearlevel including those that are not dependent with the tuition-fee computation.
    • Schedule-Specific FeesSchedule-Specific Fees
      This provides the capability to charge specific fees exclusive or inclusive of the computation of the tuition fee. For example, non-IT courses can be charged with Computer Utilization fee if they are enrolled in Computer related courses requiring hands-on computer utilization.  
    • Daily Cash ReportDaily Cash Report Screenshots
      This displays the collections of the day summarized per department/college and the corresponding fees paid. This report also includes the running summary for the month.
    • Daily Transaction ReportsDaily Transaction Reports Screenshots Screenshots
      This report is available in different formats: spreadsheet or Excel, PDF or tab-delimited with a selection of the data to be exported.
    • Payment DetailsPayment Details
      This provides a detailed report of a payment transaction involving logs and audit trails.
    • Roster of Payor per FeeRoster of Payers per Fee
      This lists those who have paid a particular fee. This is useful when you want to know those who have paid a specific fee. For example: Graduation Fee for the graduating batch.
    • Dept A/R Detailed ReportDepartmental A/R Detailed Report
      An accounts receivable report summarized by department or college, course and year.
    • Dept A/R ReportDepartments A/R Report
      This is an abridged report of the detailed report summarized by department or college only
    • Dept A/R Summary ReportDepartment's A/R Summary Report
      This is a summarized A/R report of students in every department as an expanded type of report from the A/R summary report.
    • Student BalancesStudent Balances
      View/Recheck Student Account Balances
    • Student Assessment SummaryStudent Assessment Summary
      display the General Student Assessment Summary
    • Discount InformationDiscount Information
      list the discounts
    • Discounts Awarded Per TermDiscounts Awarded Per Term
      This displays the recipients of Discounts for the term 
    • Revenue ReportRevenue Report
      This reports the summary and financial status of the school in terms of collectibles, collected, discounts, and forwards.
    • Scholarships InformationScholarships Information
      input scholarship information
  • [4reports.png] Reports
    • Academic AchieversAcademic Achievers
      Displays the academic scholars and dean's list
    • All Class Rosters ReportAll Class Rosters Report
      This prepares and displays the class rosters for printing
    • Available SchedulesAvailable Schedules
      This is useful for students who are needing to add or change enrolled subjects/course
    • Class Program ReportClass Program Report
      This displays and exports the grading sheet for individual student for the semester
    • Class RosterClass Roster
      Displays the list of students enrolled in a particular class
    • Closed SubjectsClosed Subjects
      Lists all subjects whose maximum load has been reached or exceeded
    • Department Units DistributionDepartment Units Distribution
      Displays the total number of units enrolled by students belonging to the department/college
    • Enrollment ListEnrolment List
      Displays roster of students enrolled in every course
    • Enrollment List w/ GradesEnrolment List w/ Grades
      Roster of Students and the grades achieved in every subject
    • Enrollment StatisticsEnrolment Statistics
      Displays variant matrices of enrolment statistics
    • Enrolment List - DeregulatedEnrolment List - Deregulated
      Roster of enrollees without the list of subjects enrolled for Deregulated institution
    • Info Stat for First YearInfo Stat for First Year
      A special report that displays statistics about freshmen's basic registration information
    • Room UtilizationRoom Utilization
      Displays the matrix of schedule in every room
    • Schedule Slot-EnrolleesSchedule Slot-Enrollees
      Roster of Schedule, enrollees and available slots
    • Supplemental Public ReportsSupplemental Public Reports
      Set of auxiliary reports for the general public. Class schedule, class roster and others
  • [users.png] NSTP Reports
    National Service Training Program Reports
    • NSTP Graduate ReportNSTP Graduate Report
      Displays the list of NSTP graduates of the school year
    • NSTP Semestral EnrolleesNSTP Semestral Enrollees
      Displays the list of enrollees for the semester
    • NSTP Semestral Grade ReportNSTP Semestral Grade Report
      Displays the grades of enrollees for the semester
  • [4quiz.png] Quiz Management
    • Quiz SubsystemOnline Quiz
      An online web-based testing module. Questions and its answer choices are displayed in random. Students can be given the option to review their set of questions with the correct and wrong answers.
  • [4admin.png] Systems Administration Center
    • Balance Schedule-SlotsBalance Schedule-Slots
      To check and balance the number of enrollees and the number of available slots
    • Close All SlotsClose All Slots
      Close enrollment and nullify the available slots of schedules
    • Enrollment ScheduleEnrolment Schedule
      This sets the date of enrollment per course and year which helps determine for late enrollees
    • Module Assignment ManagementModule Assignment Management
      Assign modules to users.
    • Publish Announcement/ArticlesPublish Announcement/Articles
      Articles published from this module end up on the home page of the system.
    • Register New TeacherRegister New Teacher
      View and register the information of teachers
    • Set Global SettingsSet Global Settings
      Identify the values of the variables with global scope
    • Upload Student PicturesUpload Student Pictures
      Relate students with the filename of their respective photos.
    • User Activity LogUser Activity Log
      View Users' Activity Log
    • User EditUser Edit
      Modify User's Password
    • User RegisterUser Register
      Register other user accounts.
    • User RosterUser Roster
  • [messaging.png] Auxilliary Systems
    • Career Guidance Evaluation and Registration
      A form of entrance examination record keeping and pre-registration.
    • Library Circulation and OPAC
      Along with the Open Public Access Catalogue System, the Circulation (lending, returning) is tied with the students enrolment for the term
    • Student Affair\'s RecordsStudent Affair's Records
      Intended for the Student Affairs Office for attendance and disciplinary records of students
    • Intra Messaging
      Allows sending and receiving messages as email for users of the system. This will soon include messaging between students and users altogether.
    • Internet Reservation SubsystemInternet Reservation Subsystem
      Student's Reservation for usage of a computer for Internet and general use
    • LORC Log SubsystemFacility Log System
      For walk-in users of the Internet/Computer resource center