ACCESS : Computerized Enrollment System for Philippine Schools

ACCESS Philippines

A web-based enrollment and school management system with features that can meet a school system needs and requirements. This includes standardized modules for student registration (student information system), enrollment, automated fees computation, cashiering and accounting, grade management, reporting modules, online quiz systems and other modules that are deemed necessary to run and administer a school.

Integrate and centralize all student-related systems - ACCESS

ACCESS improves in quality, security, and scope. Currently being developed and tested are the following:

Parent/Guardian interface... parents needing real-time information about their children's progress
Student Body Election
Student Medical & Dental Records
Charge Centers - allows a centralized fees collection
Expanded Student Records Archiving - this allows storage of digital/image copies of all submitted/kept records
Alumni Correspondence & Tracking System
Other auxilliary systems include:
- Library Circulation - integration with OPAC (Open Public Access Catalogue)
- Student Affairs Records
- Guidance and Counselling Records
- Student Clinical Schedules Records for paramedical courses; a basic requirement for Board Exam application
- Computer Laboratory Reservation and Usage System - can be an alternative to tracking Internet usage

Modules

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

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. 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 ï¿½Edit registrationï¿½ 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 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 enrolled
  Enlistment of subjects for students are done on-the-fly by associating subjects to a student based on a set of predefined ï¿½blockï¿½ 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 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 ï¿½no-downpaymentï¿½ policy is to take effect for a student.
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 Departments
- Course Information
- Subject Management
- Schedule Management Module
  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 generation of the Form IX and Student Evaluation
- Teacher Information Management
  Feature which allows the registration of teachers and the association of available schedule loads for them. Basic Info about teachers are edited through the ï¿½Modify Teacher Informationï¿½ feature. ON the other hand, teacher loads could also be edited with the ï¿½Add/ Edit Teacherï¿½s Loadï¿½ feature
- View & Edit Student Registration
- Upload Student Records
- Email 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 Notices and Alerts
  This provides alerts and notices on student-related modules. This will make easy to hold and notify deliquent students.
- Student 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.
Academics
This is where grades and academic records are managed and reported.
- 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. (e.g. grades from cross-enrolled subjects.)
- Form IX
  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 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 Records
  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.
- Class Grades Excel Interface
  Download and upload class record to and from MS Excel®
- Certification 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.
- View (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 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
Accounting & Finance
This surrounds the charges and collection of fees from Enrollees/Students
- Assessment of Fees
  While fees assessment are automatically computed during enlistment, this module allows re-computation 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 Payment and Cashiering
  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 Statement
  This provides a PDF copy of the account statement
- Issue 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 Management
- Course/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 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 Report
  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 Reports
  This report is available in different formats: spreadsheet or Excel, PDF or tab-delimited with a selection of the data to be exported.
- Payment Details
  This provides a detailed report of a payment transaction involving logs and audit trails.
- Roster 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.
- Departmental A/R Detailed Report
  An accounts receivable report summarized by department or college, course and year.
- Departmental A/R Summary Report
  This is an abridged report of the detailed report summarized by department or college only
- Student 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 Balances
  View/Recheck Student Account Balances
- Student Assessment Summary
  display the General Student Assessment Summary
- Discount Information
  List and manage available/offered discounts
- Discounts Awarded Per Term
  This displays the recipients of Discounts for the term
- Revenue Report
  This reports the summary and financial status of the school in terms of collectibles, collected, discounts, and forwards.
- Scholarships Information
  scholarship management
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
- Enrolment List - Deregulated
  Roster of enrollees without the list of subjects enrolled for Deregulated institution
- Info Stat for First Year
  A special report that displays statistics about freshmen's basic registration information
- Room Utilization
  Displays the matrix of schedule in every room
- Schedule Slot-Enrollees
  Roster of Schedule, enrollees and available slots
- Supplemental Public Reports
  Set of auxiliary reports for the general public. Class schedule, class roster and others
NSTP Reports
National Service Training Program Reports
- NSTP Graduate Report
  Displays the list of NSTP graduates of the school year
- NSTP Semestral Enrollees
  Displays the list of enrollees for the semester
- NSTP Semestral Grade Report
  Displays the grades of enrollees for the semester
Quiz Management
- Online 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.
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
- Enrolment Schedule
  This sets the date of enrollment per course and year which helps determine for late enrollees
- Module Assignment Management
  Assign modules to users.
- Publish Announcement/Articles
  Articles published from this module end up on the home page of the system.
- Register New Teacher
  View and register the information of teachers
- Set Global Settings
  Identify the values of the variables with global scope
- Upload Student Pictures
  Relate students with the filename of their respective photos.
- User Activity Log
  View Users' Activity Log
- User Edit
  Modify User's Password
- User Register
  Register other user accounts.
- User Roster
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
- $Student Affair\'s Records$ Student 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 Subsystem
  Student's Reservation for usage of a computer for Internet and general use
- Facility Log System
  For walk-in users of the Internet/Computer resource center

A.C.C.E.S.S

Academic Community Computerized Enrolment Software System

ACCESS Philippines

Integrate and centralize all student-related systems - ACCESS

Modules

More Solutions