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Registrar System
Note: This description will give a broad idea of a registrar system. You are expected to come up with description and requirements in your own scale.

UCIS, University College Information System, automates the Registrar and Record offices of a University or college. Accounting for all faculties, departments, streams, majors and minors, courses and course breakdown of each program, accurate and up-to-date student records will be kept starting from registration to graduation. A student’s academic status will be accurately determined each semester of the academic year.

UCIS automates the procedures of registration, course add and drop, loading control, student withdrawals, dropouts, student readmissions, transfers, calculation of semester GPA and cumulative GPA (CGPA), and generation of grade reports. Processing graduation, generating Transcripts, and generating graduate class report (GCR) are all made far more efficient and easier by UCIS.

All-important functionalities are protected by built-in strict security features. Any user can be given the necessary security clearance to only access a particular functionality. Auditing functionality is also provided for sensitive operations such as changing grades so that the person who effected a particular change can be tracked.

REGISTERING FOR A COURSE

UCIS automatically checks for pre-requisites and co-requisites of each course to make sure that a student registering for a given set of courses takes all of the required courses in the appropriate combination and/or order. In addition, the system employs loading control to make sure that the number of credit hours allocated to a student within an academic period is no less than the required minimum, and no more than the allowable maximum.

STUDENT STATUS INFORMATION

Another useful feature of UCIS is that it validates the academic status of each student by the validation rules specified by the educational institution. Student status information such as withdrawal, dropping out, readmission, and transfer are all constantly updated in order to keep accurate track of a student’s academic status.

GRADE REPORT GENERATION

For each student taking a specific set of courses under an academic program, a Grade Report is generated at the end of each academic period. UCIS makes use of the regularly updated information in its databases to calculate the accurate Grade Point Averages (GPAs) for use in the Grade Reports it produces.

Extension and summer programs do not usually take equal length of time as their equivalent regular programs. This results in their course break-down being extended so that two or more extension or summer periods may be required to cover courses of a single regular semester. In such cases academic status can not be determined until the final semester in which courses are covered, and the grade reports prepared will only contain the courses taken on that particular period and on the GPA for that period. UCIS handles such irregularities by means of what it defines as Virtual Semesters.

STUDENT TRANSCRIPTS

The University & Colleges Information System can answer transcript requests at any semester during the period of the program. The transcript produced shows the complete record of the student in each academic year. All the prominent details such as fails and repeats are especially marked to make them visible.

PROCESSING GRADUATION

At the end of the academic program, each student is reviewed for graduation. Each candidate for graduation will be checked if he or she satisfies the requirements of the program such as majors’ total, minors’ total, service total, common courses, all courses of the program, etc. Appropriate remarks will be prepared for students who fail to qualify for graduation as to where they failed. For those who get approval for graduation, a Graduating Class Report (GCR) is generated based on records of all students during their stay at the educational institution.

STATISTICAL REPORTS

An additional feature built into UCIS allows the generation of statistical reports on enrollment rate, dismissal rate, drop-out rate and number of graduates. Such statistical data can go a long way in formulating policy and arriving at important decisions.