USEP Enrollment System Diagram

After the refreshing summer break, I forced myself to have me enrolled back to school. Kidding. Haha.. Honestly, (and I am not saying this because we are talking about the enrollment system tarpaulin) for the four years that I have been enrolled in the university, I still haven’t memorize the enrollment system in the university. If I were asked to do step by step guide on how to enroll I could do it if and when it is not the enrollment period, I have experienced it so I certainly can.

For New Students
1. Go to UGTO and fill up student records
2. Payment of fees (IC Local Council fee, Obrero Campus Student Council fee, collegiate headlight fee and Insurance).
3. (For scholars only) Apply for a scholarship at the Office Student Services.
4. Enroll in ROTC or CWTS.
5. Go to your college adviser, submit or present all necessary documents, and secure a Pre-Registration form.
6. Fill up the Pre-Registration form and have your ad
7. Submit the Pre-Registration form to the encoder and secure Certificate of Registration.
8. (For scholars) Verify student accounts at the bookkeeper. (For non-scholars) Pay tuition fee at the cashier.
9. Submit all necessary documents/requirements and complete enrollment by getting stamped “Officially Enrolled” at the Registrar.
10. Apply for a library card.

For Old Students:
1. Payment of fees (Local Council fee, Obrero Campus Student Council fee, collegiate headlight fee and Insurance).
2. (For scholars only) Validate scholarship at the Office of Student Services
<3. Go to your college adviser, submit or present all necessary documents, and secure a Pre-Registration form.
4. Fill up the Pre-Registration form and have your adviser to sign it.
5. Submit the Pre-Registration form to the encoder and secure Certificate of Registration.
6. (For scholars only) Verify student accounts at the bookkeeper. (For non-scholars) Pay tuition fee at the cashier.
7. Complete enrolment by getting stamped “Officially Enrolled” at the Registrar.
8. Validate library card.
PS: I don’t know about shiftees though. Fortunately, I never needed to shift or transfer or anything.

That sounds weird and stupid but its true that during the enrolment season I don’t know where to go and what to do and as a proof last enrollment I spent a whole hour lining up with the enrolling students for the Registrar to have my OJT clearance signed just to know that I just could go straight to the Registrar since it was a clearance for the summer classes. I don’t know why I tend to forget it, maybe its because of the heat, or because seeing how long the queues of students hat makes me stressed out even before lining up myself or maybe because my anticipation to the coming semester’s line up of classes and….professors. I usually just follow what my classmates do and where they go like a puppy. It’s okay since I am considering myself as a cute Maltese pup. Well, enough of my “funny” side comments.

Lot things have changed in the enrolment season this year. The Cashier and Registrar section are now more in order than ever and big tarpaulins that guides a student whether a new, old or a shiftee to how to enroll. What do I mean by the Cashier and Registrar being more in order? Well, in the past years I have been in the university during the enrollment season students’ crowd over that small place (small considering to the vast amount of students pouring in that area) that when one views the scene from the second floor it looks totally like fishes in a sardines can. Students sweating and elbowing each other, heat builds up due to the “no space to move even for air to pass” situation. I even remember that a line formed by ten students have branched out into two other queues creating two number eleven student thus creating confusion and tension. Another problem is that the Registrar and Cashier are just in the same area having the students lining up for the Registrar and Cashier standing back to back each other. When I was still considered as a scholar (since nowadays GSIS scholars are now told to pay their fees in the Cashier than just pass a green card to the bookkeeper), enrollment was such a breeze since I don’t have to wait long and have varicose veins protruding on my legs due to the amount of time I spend standing up and waiting for my turn at the Cashier. The Registrar isn’t really a problem to us, students from the Institute of Computing since we are only small in number or population that is why our queue time isn’t really that long if not none at all.

But then now, compared to the sardine can situation from before, only one line is being made for each Cashier and Registrar section. Regardless of the number of windows or service sections they have only one line is allowed making the flow of transaction more organized. Students don’t have to suffer smelling each others stench or even feel heat since space is bigger now. Guards are there give the students their numbers in the line and see if everyone is on their right line and that no one is making “singit” (pardon the term I used).


Photo Credits to: Harley Lovitos

In the Cashier area the seats are arranged in a certain fashion that makes the students take turns. If a window/service counter is vacant the student on the first chair would take that counter and so on and so forth. Also believed that due to the new Enrollment System (the computer sense of system) made by two professors from the Institute of Computing the service time was much faster than before, though I also think that the staff’s work ethics also helped in making the transactions move faster.

When I came inside the Engineering building I haven’t really noticed it since it was placed in a manner where the incoming person can’t notice it much but as I was going to the comfort room that was when I saw the Enrollment System Tarpaulin.


Photo Credits to: Kate Dizon

For me, I thought that this was better than what the university did last year to guide the enrolling students. It was much more arranged, detailed and the material used was much better since you can’t easily rip it. Being someone who forgets enrollment procedures it was nice to know that something like this was provided by the university and admittedly I didn’t really use it since just like the past years I just took the role of a puppy dog following where my friends would go and what they would do (this technique is faster and more convenient for me haha). But then I know people like me who have short term memory loss or to the shiftees and new student those tarpaulins would definitely come in handy.

Since the text in the picture above cant be read I just wrote down the contents of the tarpaulin below.

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.

[b]Enrollment Procedure for Old Students[/b]

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.



[b]Enrollment Procedure for Shiftees[/b]

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.

As you can see the description I have given before and what the university wrote in the tarpaulin are just the same only it’s more detailed in the tarpaulin. It’s easy to understand which I think was a major consideration in making the tarpaulin. At first glance and in the eyes of a new student the tarpaulin made must be okay or perfect. It has served its purpose of guiding the students in the enrollment period but if you dissect every detail in the picture you can find inconsistencies or imperfections.

For some one who knows how to create use case diagrams it might occur to you to that it has faults but mostly are just minor faults. As for me, I am not really good in creating a use case diagram but I want to suggest things that would make the diagram on the tarpaulin a little bit better. For one the sizes of arrows should be uniform in size and length. Another would be that the actors in the diagram should also be in uniform form: height and width. Doesn’t it look funny when the other actor which represents the student should be long and thin in one part and stout and chubby in another? Another would be that if one can notice that below an actor a box is there wherein inside it figures such as 1/2, 1/1, and 2/2 are placed. Now, up to this day I don’t know what that means and even if I ask other people they neither not know what it means nor not notice it. If I were to make a guess a meaning out of those figures I would say that it would probably mean that in that service station it accommodates two out of one server, one out of one and two out of two servers respectively. But even that don’t make sense. I have enrolled a couple of times and I was or even observed such instances. Overall, if those figures are not needed then it should just be taken away but if it has significance in the system it should be explain in a legend so as to avoid confusion.



Just like Kate, I find that long arrow the biggest mistake in the diagram. For a newbie it certainly looks like its pointing to nothing. Even to a person who is experienced in making diagrams it still looks like it points to nothing. It gives a feel that a box/comment or maybe an actor is supposed to be there but was just forgotten. Why not connect it to the other arrow and just make one curved arrow? I can’t really see the purpose of making that arrow instead of curved one. Even if its not a use case diagram or lets say it’s a entity relationship diagram it still won’t be acceptable since you must connect it to another object or if you want to say that it will go to the diagram below it needs an object that will say that from that point onwards it is cut from the diagram above. It adds confusion both for those who knows how to create diagrams and for those who don’t.




Now on this picture above, as Kate said only scholars are required to verify their student accounts – so why is it that in the diagram the scholars are told to go to the Cashier? What makes the matters worst, this is the case in all three diagrams therefore every scholar would proceed to the Cashier. Even those who have been student scholars in the university for many years now could be a victim of this since it might occur to them that the university might have changed the enrollment system that now says that they have to go to the Cashier for their student accounts. The scholars then will find it hard to doubt that wrong information since the mistake was inconsistent in all three columns and in every diagram placed in the university. Now if that were the case some scholars (the population who adhere to the enrollment system on the diagram) have lined up in the Cashier wasting their time and efforts just to be told that they weren’t supposed to be there. So I think that next time before finalizing any diagrams or enrollment system it should be double checked so as to become a good reference to the students and not as a liability that spreads confusion.

Though I think that there are still other things other than the Enrollment system diagram needs improvement for the next enrollment like providing more electric fans to the area since heat and long lines still tend to tire out the students making them look sweaty and messy. More chairs should also be placed in the area and that the numbers given by the guards should have more meaning and more use than just that of handing it to the Registrar just to prove that you were in the line. What’s the point of it having a number or text on the paper if that number or text doesn’t mean a thing? True that t has served its purpose, acting like a license for students to prove that they didn’t just pop out of thin air and that fairness would prevail but what I want to say is that since the object is already there why can’t we just use it properly. The guards should give and hand out numbers or papers of which the numbers on the paper are in ascending order or not in random. Like in my experience the guard gave me a paper number 36 while the one ahead of me has a number 6. Since the enrollment system was new to me that to me that time it caused me to be confused. I thought that the Registrar will just call the next number on the list so that made me wonder why my number was so far away to the one before me. The things we need are already here so why not use it properly, right?

Another thought would be that all payment to all fees should be paid only at the Cashier or bookkeeper (if you are a scholar). During enrollment periods, students have to line up and wait at three areas to pay certain fees. These three areas are rather distant from one another: one in the Collegiate Headlight Office near the Social Hall, then to the local council office a student’s college building and lastly to the Cashier located at the College of Arts and Sciences. And one can imagine the toll that this creates to the students because in all three stations they have to line up. In the Collegiate Headlight Office, wherein all students in the university has to pay there are only three to four available service stations and from this information alone one can see how ling the queues might be and how long a person’s queue time is. Even service time in this station is also a bit longer because there is no existing system which means things are done manually. If a certain employee takes a day off it only leaves three or less stations to serve the students. And to the local council office, only one or two people are there to serve all the students in that particular college and this task is also done manually. Now, I don’t know why all fees has to be paid separately from the Cashier. Why issue a Pre-Registration form first then encode it to the Certificate of Registration wherein in this COR all fees are now to be paid in the Cashier. If that would be the case, the students only have to line up in just one area. I think it would make things a lot more convenient for everyone and make the transactions finished faster. Though the heat and queuing up would still be there at least it is now minimize or lessen into one.

I think the things I suggested above can be done in the next semester since it doesn’t really need that much of preparation but the thing that I would like to suggest the most is why not do the enrollment online? If the university has enough resources and money creating and deploying an enrollment system online would be nice. It is convenient, fast and lessen hassle to the students and university employees. Admittedly, this thought needs a lot of analyzing to be done and hammered into a more detailed idea. I am not suggesting to eradicate the personal contact of students and of the university but I want to lessen it while not compromising but improving the enrollment system of the university. But as I said, its still needs time, resources and proper study before implementation.