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Cagayan de Oro City
Name
Course
: EMMANUEL ALEX A. BERCERO
: Doctor of Philosophy (PhD-Ed.Mgt.)
Date : May 4, 2015
Professor: Dr. Maridee B. Adiong
CASE STUDY
Introduction
It is the objective of every academic institutions of higher learning to provide effective and efficient academic and support services to students through the use of information and communication technology.
The introduction of information technology has brought several changes in the manner school and academic activities are undertaken in colleges and universities.
Academic excellence then, is measured not only based on the number of how many
PhD’s the school or college has employed but also through the use of state-of-the-art school facilities especially the information and community technology.
It should be underscored that colleges and universities that invested so much in information and community technology have the leveraging advantage over other competing colleges and universities in the area. In addition, the use of technology is to provide the most effective and efficient academic and support services to students especially in higher education institutions (HEIs).

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As observed, technology facilitate classroom instructions and expedite transactions especially during enrolment or registration, payment of tuition fees before major examinations, and production of student’s records and other pertinent school documents.
It was observed in the past before the advent of technology that students, during enrolment and registration period, before the start of the regular classes of the semester have to take a long queue to process their enrolment at the college or university registrar, at their respective colleges, at the cashier’s counter for the payment of their tuition and matriculation fees, and again back to the college or university registrar for final enrolment processing.
However, through the advent of information technology enrolment processing becomes easier and quicker. Five (5) days enrolment processing as experienced by the author when he was pursuing his first bachelor’s degree in business at the state
University becomes two (2) days at least because enrolment processing system that was employed by the state University.
Discussion of College’s ICT Practices that needs
ICT Intervention & Innovation
It was understood that the use or installation of ICT programs that help facilitate classroom instruction and expedite student’s support services is very expensive on the part of the academic institution.
The Tagoloan Community College; though is still young as it is only nine (9) years of the making, tries to facilitate transactions through the use of information and communication technology.

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However, the college still used the manual enrolment procedures where students have to spend so much time taking their queue and wait to be served at the college’s registrar’s office for the first step of the registration process.
In addition, students are required to do a lot of writing and re-writing of their enrolment documents such as filling up the personal data sheets, copying subjects posted in printed papers on the board to the certificate of registration form, writing names to the control list, and the approval of the college dean.
T aking a long queue for the cashier’s window in which the cashier issue a receipt of payment manually. Then, students will take their long queue again for the college registrar’s final processing of the enrolment which is also done manually.
In addition, requests for official transcript of scholastic records (TOR) and transfer credentials are also done manually where the registrar in-charge has to dig student’s records from the steel cabinet. Further, student’s grades are extracted from teacher’s grade sheets individually and manually recorded to student’s individual checklist by year level and by degree program.
The process of producing and preparing student’s Transcript of Records and transfer credentials as well as recording student’s academic grades to student’s individual checklists (hard copies) are time consuming. The thought of exploiting the technology resources for the purpose of expediting and facilitating transactions especially in student’s enrolment and registration is yet to be proposed by the school middle management to be thoroughly studied and considered, the cost of the management information system and its maintenance, by the school board and the local government of Tagoloan, Misamis Oriental for budgetary considerations.

The Tagoloan C ommunity College’s Enrolment Flowchart
(From the SY 2002 up to 2012)
College
Registrar submit HS credentials
College
Subject
Loading
Dean’s copy of student’s
Approval of the
Enrolling
Officer enrolment form
College
President for signature
NSTP
Coordinator
Window for payment
Dean of
Cashier’s
Student
Affairs
Figure 1. Shows the Enrolment Flowchart of Tagoloan Community College
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Practical Observation of the Enrolment Process:
The author has identified the following concerns from the enrolment practice of the College for the past nine (9) years to wit:
1.] The process does not save time. The students have to take the long queue before they will be served by the office concerned.
2.] There are functions of the different offices such as the NSTP coordinator, the enrolling officer or the Dean of College that should be fused or omitted from the enrolment procedure to save time. The
Dean’s signature is no longer needed if the enrolling officer has to approve the subject load of the student.
3.] Subject loading which was usually done by the Dean of College can be done by the enrolling officer.
4.] The signature of the Dean of Student Affairs (DSA) is no longer necessary during the enrolment because documents needed for enrolment are already submitted to the Office of the College Registrar and the Orientation for first year students, transferees and returnees shall be scheduled during the regular class days.
5.] The signature of the President of the College is no longer necessary except, of course in student’s general clearance.
6.] The students should not go back to the Office of the Dean of College to submit the Dean’s copy of the enrolment form because the same can be submitted to the Office of the College Registrar and the College Registrar will be the one to provide copies of student’s Enrolment or Certificate of Registration to the respective deans of the college.

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Recommendations to improve the system:
To increase effectiveness and efficiency in serving the students to encourage them to stay and entice others to enroll, the following improvements in the process should be undertaken by the school administration, to wit:
1.] Adapt an enrolment procedure that expedites the process where students will no longer be required to go to different offices and take a long queue before they will be served.
2.] A functional and effective enrolment system (computer program) should be designed by the school-based computer programmers (TCC has experts in programming languages) in fact, the IT department has been tapped by the local government of Tagoloan and neighboring municipalities for programming-related activities.
3.] Some steps in the enrolment procedures should be deleted as identified and mentioned in the previous page. This is to eliminate lengthy enrolment procedures.
ICT INTERVENTION
To help improve the enrolment procedure of Tagoloan Community College of
Tagoloan, Misamis Oriental the following ICT intervention is highly suggested:
1.] Designed an enrolment system based on the enrolment flow presented in figure 2;
2.] Run the system, evaluate, and improve the enrolment system if necessary to address the needs of the College.

Suggested Enrolment Flowchart
(Bases for Enrolment System Design and Development)
College Registrar all
College Dean for Subject
Loading
Submit necessary documents
Figure 2. Improve enrolment flowchart
Cashier for payment
Enrolment ends
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How the enrolment works based on the Flowchart?
1.] The students will proceed to the College Registrar to submit all the enrolment documents.
2.] Student enrollees will be advised to see the College Dean of the College that offers the course they intend to take or pursue. They will be given the subject and the college enrolling officer has to encode the subject code to the computer and print the certificate of registration.
3.] The students will be directed to proceed to the cashier’s window for payment.
The cashier’s system connects to all other system in school. Thus, the cashier will just key in the student number and the amount paid then generate the receipts. Then stamped ENROLLED the student’s Certificate of Registration. Enrolment ends.