System User Guide

Key features

• Select enrollment period, program, academic year, semester, and student level from dropdown menus at the top.
• Resizable column grid — drag column borders to widen or narrow any column to fit your screen or data.
• Full keyboard navigation: use Arrow keys to move between cells, Tab/Enter to advance to the next editable field.
• SHS programs show LRN and JHS School columns automatically; College programs show student ID and email.
• Transferee and Returnee students reveal an additional Previous School column based on their student type.
• Real-time cell validation highlights invalid entries (empty required fields, bad email format) immediately as you type.
• Export to Excel downloads the current student list as a spreadsheet for backup or offline editing.
• Auto Assign Sections lets the system place students into available sections; Manual Assign lets you pick sections per student.
• Review & Submit shows a final summary before confirming the batch enrollment.

Key features

• See all pending requests with key student details in an organized table.
• Look up specific requests by searching student name, email, or ID number.
• Filter the request list by status, program, or academic year to find what you need.
• Click any request to view complete enrollment details in an expanded view.
• Approve requests to activate students in the current term, or reject them with a reason.

Key features

• See status cards showing how many students are enrolled in active SHS and College terms.
• Look up student enrollments by scrolling through the table or using search and filter controls.
• Click any enrollment row to open the full Enrollment Detail drawer for that student.
• Enrollment Detail shows the complete pre-enrollment record, payment timeline, and current curriculum.
• Use Manage Curriculum inside the detail drawer to open or reassign the student's running curriculum.
• Term Payment Status section lets you mark individual terms as paid or unpaid, or click Mark All Paid to settle all at once.
• If the student has multiple enrollment records, a timeline switcher lets you navigate between them.
• Student Running Curriculum link inside the drawer opens the student's current subject assignment view.

Key features

• Set up document requirement templates that applicants and students must provide during enrollment.
• View the complete academic calendar tree showing all terms, semesters, and key dates.
• Review enrollment period dates and deadlines for different student types (SHS, College).
• Manage grading period dates and schedules tied to the academic calendar.

Key features

• See real-time enrollment counts for the selected academic year and semester.
• Dashboard statistics refresh automatically so you always see the latest numbers.
• Switch between different academic years using the year dropdown to compare enrollment trends.
• View enrollment metrics broken down by program, level, and status.

Key features

• Regular students see Section Containers — pre-configured groups of subjects bundled into one section. Choosing a container assigns all subjects at once without picking them individually.
• Irregular students see individual subject rows where they can pick a specific section for each subject from available options.
• A credit and subject load meter at the top shows current load vs. the configured maximum limit, and blocks enrollment if the limit would be exceeded.
• Review your selected subjects and sections before clicking Confirm Enrollment to finalize.
• After confirming, the enrollment record is submitted for registrar review or immediately activated depending on settings.

Key features

• Stats cards at the top show Total Subjects, Completed, Credited (Transfer), In Progress, Not Yet Taken, and Needs Retake counts at a glance.
• Overall Curriculum Progress bar shows the percentage of subjects completed or credited out of the total curriculum.
• Subjects are grouped by Year Level and then by semester (1st, 2nd, Summer for College; Q1–Q4 for SHS).
• Each semester card has its own mini progress bar and completion badge (Complete, partial %, or Not Started).
• The subject table shows Code, Subject Title, Units, Prerequisite, Grade, and Status for each subject in that semester.
• Row colors distinguish status at a glance: green for passed, amber for in-progress, red for failed, orange for finalized without grade.
• Elective subjects are labeled separately from required subjects.
• A warning banner appears if any subjects were finalized by the registrar but still have no encoded grade — the student is advised to visit the Registrar's Office.
• A legend at the bottom explains each status icon and color.
• Back to Enrollment link navigates back to the My Enrollment self-service page.

Key features

• Shows the active enrollment record for the current academic term with overall enrollment status (Pending, Approved, For Payment, Paid, Active, or Dropped).
• Each subject row shows subject code, name, type badge (Lecture, Laboratory, PE, NSTP), section, schedule, room, and instructor.
• Payment status badge (Unpaid, Partial, Paid) is shown for each term's enrollment.
• Subjects are grouped by the semester they belong to.
• A warning banner is shown if the enrollment is still awaiting registrar approval.
• Back to Enrollment link navigates back to the My Enrollment self-service page.

Key features

• On desktop, the page shows application information on the left and the form on the right. On mobile, you see the form full-screen.
• Step 1: Create an account with email and password.
• Step 2: Check your email for a verification code and enter it to confirm your email address.
• Step 3: Fill in your personal information like name, contact details, and address.
• Step 4: Enter your academic background and previous school information.
• Step 5: Review all your entered information and submit the completed application.

Key features

• See all your assigned classes for the current grading period displayed as section groups.
• Select a class and subject to enter grades for all students in that section.
• Type grades directly into cells for each student, or import grades from a file.
• Your grade entries are automatically saved as drafts so you won't lose work if you refresh the page.
• View the grading scale legend to understand point ranges and special grade codes (INC, W, NG, etc.).
• Submit completed grades to the system when ready.
• For already-submitted grades, use the edit icon on each student row to open the Grade Change Request drawer and apply an approved correction directly to the database without a second submit step.
• The grade entry panel respects grading window settings — upload and change request controls are blocked outside the configured open window or when the period is finalized.

Key features

• Select an academic term from the dropdown to view and manage its grading windows.
• Each row in the table represents one grading period (Prelim, Midterm, Pre-Final, Final for College; Q1–Q4 for SHS).
• Set an Upload Window start and end date to define when instructors can submit grades for that period.
• Set an Edit Request Window to separately control when instructors can send grade change requests.
• Hard Lock immediately blocks both grade upload and grade change requests for a period even if the individual windows are open — useful for emergency lockdowns.
• Without any configured windows, faculty actions are closed by default for that term.
• Add Grading Window opens a dialog where you select the grading term and configure all date ranges at once.
• The Refresh button reloads windows without navigating away.

Key features

• Select an academic term to see all its grading periods that have at least one grade submission.
• Each grading period card shows a submission progress bar: how many sections have submitted grades out of the total.
• A period is Ready to Finalize when at least one section has submitted and it is not yet locked.
• Click Finalize on a card to hard-lock that period — instructors can no longer upload or edit grades for it.
• A confirmation dialog lists which periods will be locked and reminds you that INC grades remain manageable by the registrar.
• Finalize All Eligible locks every ready period in one action; Finalize Selected locks only the checked periods.
• Click Unlock on a finalized period to remove the hard lock and allow grade submissions again.
• Unlock All Finalized removes the lock from all locked periods at once.
• College and SHS grading periods are shown in separate sections on the same page.
• Stats cards at the top show total periods with data, how many are finalized, and how many are ready to finalize.
• Finalization locks the grading window but does not close the semester — use Academic Terms to close the semester.

Key features

• The INC Grade Queue lists all students who currently have an INC grade across any term and section.
• Each row shows student number, student name, subject code, subject name, section, instructor name, and the term the INC was recorded.
• Client-side search filters by student number, name, subject code, subject name, section name, or instructor name without a server round-trip.
• Badge in the header shows the total number of active INC records.
• Click the Review button on any row to open the INC Grade Review dialog for that student.
• The Review dialog lets the registrar enter the resolved grade after confirming the student has completed the requirements.
• A caution banner reminds you to validate student compliance before updating an INC.
• Refresh reloads the queue from the server to pick up any recently submitted INC records.
• INC grades remain manageable even after a grading period has been finalized.

Key features

• See status summary cards showing how many applicants are total, pending, verified, converted, and rejected.
• Browse applicants in a table with key information like name, program, and current status.
• Search for specific applicants by name, email, or student ID number.
• Filter the table by application status to focus on applicants needing action.
• Click an applicant to view their full profile including academic history and required documents.
• Verify documents, convert applicants to enrolled students, or reject applications with a reason individually or for multiple applicants at once.

Key features

• See all academic terms displayed in a list showing term name, year, and status.
• Create new academic terms by clicking the add button and filling in the term details.
• Each term contains semesters with their own start and end dates.
• Set up grading periods within each semester to define when grades are collected and submitted.
• Activate a term to make it the current enrollment and grading period for that academic year.
• View calendar information and manage deadlines for enrollment and other key dates.
• Set the current grading term (Prelim, Midterm, Pre-Final, Final for College; Q1–Q4 for SHS) that faculty use for grade uploads.

Key features

• See all departments listed with their names and descriptions.
• Add new departments to organize your school's academic divisions.
• Each department can contain multiple academic programs.
• Edit department information like name, code, and description.
• View which programs belong to each department.
• Delete departments that are no longer needed (if no programs are assigned).

Key features

• View all programs with their department, program code, and description.
• Create new programs and assign them to a specific department.
• Each program has year levels (College: Year 1-4, SHS: Grade 11-12) that students progress through.
• Set program details like name, code, type (SHS or College), and description.
• Assign curriculums to programs so students take the correct courses for their program and year.
• View the full curriculum structure tied to each program.

Key features

• See the Curriculums list with Curriculum Code, Curriculum Name, Program, School Year, Level, and Subject count.
• Click a curriculum code from the list to open its Curriculum Subjects for that selected program curriculum.
• Use New Curriculum to add a curriculum header with Level, Program, Effective School Year, Curriculum Code, and Curriculum Name.
• Open 01 Curriculum Subjects to map subjects by year and term for the selected curriculum.
• Open 03 Subject Offerings to publish mapped curriculum subjects for a specific academic term.
• Subject offerings created here are the subjects used in the enrollment flow when assigning students to offered sections.
• Update curriculum details at any time using the Edit action on any curriculum row.

Key features

• This page is part of the Curriculums workflow and is opened from a selected curriculum.
• Choose the curriculum first, then build subject mappings for Year/Grade level and semester or quarter sequence.
• Use New Curriculum Subject to start mapping subjects from the subject catalog into the chosen curriculum.
• Review mapped subjects in the table with Subject, Category, Year, Semester, Quarter, and Sort order.
• Use Review before final save to confirm all mapped curriculum subjects.
• After mapping is complete, use Subject Offerings to publish these subjects for a specific academic term.

Key features

• This page is part of the Curriculums workflow and is opened after curriculum subject mapping.
• See offering rows by Subject, Program, Curriculum, Academic Term, Year, and Open status.
• Use New Offering to create term-based offerings from curriculum subjects.
• Select Academic Term, Program, and Year Level, then choose one or more Curriculum Subjects.
• Enable Open for enrollment so the offering can be used during student enrollment processing.
• Open Enrollment Subjects to continue mapping enrollment records to active offerings.
• These offerings are the enrollment-ready subjects used when students are assigned to subject sections.

Key features

• See all subjects displayed in a searchable table with subject code, name, units/credits, and description.
• Create new subjects and assign them a unique code (like BSIT101 for a Computer Science class).
• Specify the number of units or credits for each subject to track academic load.
• Add a description for each subject explaining the course content and learning objectives.
• Mark a subject as active or inactive to control whether it appears in curriculum assignments.
• Search or filter subjects by code, name, or other attributes to quickly find courses.
• Edit or delete subjects that are no longer offered.

Key features

• View all class sections for the current academic term showing section number, program, subject, and assigned faculty.
• Create new sections for subjects within the active academic term.
• Assign a faculty member as the instructor for each section.
• Set the maximum capacity for a section to control enrollment size.
• Specify the schedule and room information for face-to-face or online classes.
• Mark sections as active or inactive without deleting them.
• View enrollments for each section to see how many students are assigned.

Key features

• College policies are measured in units/credits; SHS policies are measured in number of subjects.
• Use the preset buttons to quickly apply a standard College load (21 units) or SHS load (8 subjects) as a starting configuration.
• Scope each policy by education level (College or SHS), student standing (Regular, Irregular, or All), and student type (New, Transferee, Returnee, or All).
• Optionally bind a policy to a specific academic term or leave it as Any Term to apply it globally.
• Priority field (lower number = higher priority) controls which policy wins when multiple rules match the same student.
• Active toggle lets you disable a policy temporarily without deleting it.
• All configured policies are listed at the bottom with Edit and Delete actions.
• These policies are enforced by the My Enrollment page when students pick sections, and by the irregulars subject planner.

Key features

• Stats cards at the top show Total Users, Staff count, Students count, and Active Accounts at a glance.
• Category tabs let you switch between All, Students, Faculty, Admin Staff, and Finance to focus on a specific role group.
• The Users table is searchable and sortable, showing user name, email, role, and account status.
• Create User opens a drawer where you fill in account details and assign a role — the system sends a password setup email.
• Edit User opens a drawer to update name, email, role, or account status for an existing user.
• View User opens a read-only profile drawer showing full account details and activity.
• Delete User permanently removes an account after confirmation.

Key features

• Every mutation in the portal (create, update, delete, approve, reject, etc.) is recorded as an audit log entry.
• Search by user name, email, IP address, or any keyword in the action or resource fields.
• Filter by Action (create, update, delete, login, etc.) and Resource (enrollment, grade, user, section, etc.) using the dropdown filters.
• The paginated DataTable shows timestamp, user, action, resource, and resource ID for each entry.
• Click any row to open the detail Sheet panel showing the full log record.
• The detail panel displays the old value (before) and new value (after) as formatted JSON so you can see exactly what changed.
• User agent and IP address are captured in each log entry for security traceability.
• Refresh button reloads the log list from the server to pick up the latest entries.