MIS/ITRC

PROCESS

PRE-ENROLLMENT

1. Employee Synchronization

   1. HRO sends list of resigned/terminated employees to MIS

   2. MIS deactivates myUIC, Microsoft365, and Google Workspace accounts of the listed employees

2. Closing of Previous Semester

   1. Registrar closes grades entry

   2. MIS archives all Google Classrooms

3. Deans fill out the Course Offering sheet and inform the Registrar's Office

4. Registrar PICs encode all course offerings in myUIC

5. Finance Office Finalizes the Assessments. Deans should coordinate with Finance if there are other fees to be included.

6. Registrar's Office informs MIS the start date and end date of enrollment

7. MIS enables the enrollment portal https://enrollment.uic.edu.ph for new students and transferees, and myUIC for continuing students.

   1. Update the lw3_academic_year for the upcoming enrollment period before summer.

   2. Edit the lw3_school_info table and add the record for the upcoming semester (if not yet existing). Make sure to follow the academic_year_id and semester_id from the lw3_semester table. Set the online_enrollment column to 1

      1. To allow new college students to enroll, set the college_new_online_enrollment column to 1

      2. Do the same with other flag columns

      3. Please note that only the graduate school is allowed to accept new students in summer.

   3. FOR SUMMER:

      1. EDIT the pr_lw3_pre_evaluation_courses_failed_courses_check stored procedure and add the current semester in line 177 (IF(@current_semester_id NOT IN (480, 481, 482, 484, 485, 486, 488, 489, 490, 492, 493, 494, 496, 497,498, 500)) --Edited on 12/23/2020 by Isaiah --Edited by MASollano on 2024.05.28 18:07.)

8. MIS generate Google Classrooms from the Course Offering sheet

   1. gam csv newcourses.csv gam create course alias ~Alias name ~Name heading ~Heading description ~Description room ~Room teacher ~Teacher status ~Status[PROVISIONED|ACTIVE|ARCHIVED|DECLINED]

9. MIS synchronize all teachers to be members of classroom_teachers group

   1. gam update group classroom_teachers@uic.edu.ph sync member ou_and_children "Employee"

10. Scholarship Office Finalizes list of Scholars for bypass https://docs.google.com/spreadsheets/d/1oo5FCgjtMDpKWPrdCrrcWWjPW_qqojW7f9QYxpHddhI/edit#gid=1106915659

11. Coursera Request for Waiver of Fees 

    1. Finance Office will inform MIS (through email, chat, etc.)

    2. MIS will check if there are no other clearance issues. If only Finance clearance is left, the student can be added to the bypass list.

    3. MIS will add the student to bypass using the myUIC system and add the name in (https://docs.google.com/spreadsheets/d/16_nHKiH4VgKAJRvKZeetT3ec5PFzoi_xfP1xPfYyXZI/edit?gid=0#gid=0)

ENROLLMENT PROPER

1. Students enroll using the corresponding platform: https://enrollment.uic.edu.ph for new students and transferees; myUIC for continuing students

2. Admission, Evaluation: 

   1. Admission and Marketing Office approves/disapproves new student applicants based on Institutional Admission Policy and College Admission Policy: myUIC➜Enrollment➜Incoming Student Applications

   2. Deans/Academic Coordinators/Teachers evaluate 

      1. transferees : myUIC➜Enrollment➜Incoming Student Applications

      2. continuing students: myUIC➜Enrollment➜Online Enrolment Data (Continuing)

3. Payment: Students can pay through different channels

   1. Onsite - Cashier

   2. Online: (Metrobank, Cebuana Lhuillier, GCash, Maya)

      1. Student pays through channel

      2. Student uploads receipt to https://payment.uic.edu.ph

      3. Cashier's Office receives bulk reports from channels and encodes the payments to the system.

      4. Student waits for confirmation of payment (usually 3 days after uploading the receipt)

4. Loading of Courses

   1. Registrar PICs load courses (note: PICs cannot load the courses if the payments are not yet made or encoded by the Cashier's Office)

   2. The system will automatically send an email to the student

5. Generation of student accounts: myUIC, Google Workspace, Microsoft 365

   1. MIS create accounts for the students and encodes in myUIC

   2. myUIC automatically sends the credentials to the students

6. For LW3, evaluators can refer to the following for the AY 2024-2025 enrollment: https://docs.google.com/spreadsheets/d/1Yrtzm2Yl5FRywPy6Lm-0YFoby-V7zFzs-g3ToYrFXf0/edit?gid=0#gid=0

POST ENROLLMENT

1. Students who wish to add or drop courses should fill up the Adding/Dropping Form of the Registrar's Office https://docs.google.com/forms/d/e/1FAIpQLScACCn3KJmZf69jmznm38nQrNJaD-F86ry0U4qTzgqRp-_esQ/viewform. The responses can be seen at https://docs.google.com/spreadsheets/d/1HH08_GxTQCAGBjCOqOQX0WZVSuqtA_5Z6JD2T8m_8ls/edit#gid=111852552.

GOOGLE CLASSROOM ENROLLMENT

1. MIS software engineer generates class list per course in CSV and upload in the PROJECTS AND TASKS folder

2. MIS assigned personnel uses the CSV file to bulk add students/teachers to classrooms that were generated during PRE-ENROLLMENT. This will be done every afternoon at 4:00 pm

3. gam csv addStudents.csv gam course ~alias add student ~student

4. gam csv addTeachers.csv gam course ~alias add teacher ~teacher

TROUBLESHOOTING

1. STUDENTS UNABLE TO PROCEED ENROLLMENT

   • Certain students have tried accessing the online enrollment before the date, so some students have their year levels incremented, must be cross checked in tables lw3_student and lw3_pre_evaluation_student_increment_year_level.

   • Delete/Change statuscode of wrong records in lw3_pre_evaluation_student_increment_year_level and correct lw3_student > year_level_id.

   • Some curriculums (ex. MATH-CE) do not have specified sections.

   • 1st year Pharmacy students can only see GE courses when applying due to different curriculum used. (using 2018-2019 instead of 2019-2020 --not yet migrated)

   • Change Current Sem to desired semester (ex. Summer 2020)

   • Run pr_lw3_student_academic_record_migration_permanent --must be executed periodically

   • Enable Online Enrolment Menu (lw3_menu  and lw3_menu_group)

   • Insert necessary degree programs with algo in table lw3_degree_program_enrollment_algo (enrollment_algo is either 1 (first come first serve), 2 (evaluator)  or 3 (same section as last semester))

   • Notify registrar to check Curriculum Modules > Update Curriculum Detail ‘Semester’ (either Undefined, First Sem, Second Sem, Summer) --Grad/Post Grade not yet updated

   • Once enrollees come in, insert into the spreadsheet list of students with their desired category for monitoring of cashier

2. IF COURSES ARE NOT SHOWN (FOR CONTINUING STUDENTS)

   • See https://docs.google.com/document/d/19kchHSGgZgJAFSGVM-48E69LfOceTEHL/edit

3. BYPASSING

   • lw3_online_enrollment_bypass - add entries to this table if a CONTINUING student is not able to access the online enrollment functionality of myUIC despite being cleared and having no back accounts.

   • Online Enrollment Bypass Spreadsheet - If the CONTINUING student is still not able to access the online enrollment despite the initial bypass 

     1. Add entries here to force those who need to be able to process their enrollment to be able to click the button.

     2. Get the record from lw3_student table (select * from lw3_student where lastname='<student last name here>' and firstname like '<student first name here>%')

     3. Copy the record to the last row of the spreadsheet. It will create a link at column CZ. 

     4. Copy the link and open it in a browser.  If the response is 1, you can test the account to check if the bypass was successful.

4. MORE INFORMATION

   • Please see https://docs.google.com/document/d/19HkczkmdPEwMr5Uz8reSf0LxueEtw1VY/edit