Impact of Manual Enrollment of Long Queue by Admin Staff on Student

College on Computer Studies

Bachelor of Science in Information Technology

Afable, Anita

Balagbis, Roxanne

Cabasog, Mark Teddy

Casillano, Aprel Joy

Chenido, Kristine Jewel

Garbo, Sheila Mae

Geli, Jay Marlon

Japzon, Francis Rey

Leguin, Judiel

Morallos, Ken Paul

Plata, Joyce

Pomida, Rex

Quilona, Zandrick

September 29, 2025

Can-avid, Eastern Samar

Introduction

For every student, enrollment marks the start of a new academic journey. But instead of being an

exciting moment, it often turns into a stressful experience. At our university, enrollment is still

done manually by admin staff, which means students spend hours waiting in long lines just to

submit documents, verify requirements, pay fees, and confirm their slots. This long process not

only drains the time and energy of students but also causes frustration, stress, and even missed

opportunities, like being late for the first days of class. On the other side, admin staff also feel

overwhelmed as they try to handle hundreds of students in a short period, which sometimes leads

to errors and delays. Enrollment should be smooth and welcoming, but the reality is that the

manual system often creates tired faces, wasted hours, and unnecessary stress. This situation

shows the need for change—one that uses technology to make the process more efficient,

accurate, and student-friendly.

Problem Summary

The manual enrollment system handled by administrative staff has a direct negative impact on
students. Every enrollment period, students are forced to wait in long, crowded queues just to
complete simple requirements like submitting documents, verifying their information, or paying
fees. This not only wastes valuable time but also causes stress, discomfort, and frustration,
especially for those who come from far provinces or have limited financial resources to travel
back and forth. For some students, the process can take several hours or even days, as delays
pile up when staff need to manually check documents, encode information, and cross-verify
records. This outdated system also increases the chance of human error such as lost forms,
incorrect data entry, or misplaced records. As a result, students may face enrollment delays that
affect their class schedules and academic plans.

Can-avid, Eastern Samar

In today’s digital era, continuing with manual enrollment is no longer sustainable. The system

puts a burden not only on students but also on administrative staff, reducing efficiency and

making the entire process unnecessarily complicated. An automated solution is needed to ease

this problem, ensure faster processing, and provide a more student-friendly experience.

University Problem Currently, the university’s enrollment system is handled manually by

administrative staff. This requires students to line up for long hours to submit documents, wait for

verification, process payments, and confirm enrollment before being officially registered.

This results in:

 Long queues and wasted time

 Stress and exhaustion for students

 Overworked staff during enrollment season

 Errors in processing (e.g., missing subjects, incorrect schedules)

Data Needed

To analyze the problem effectively, the following data is required:

1. Student Experience Data

 Average waiting time per student.

 Number of students affected per enrollment season.

 Survey on satisfaction, stress, and convenience.

 Delays in class attendance due to late enrollment.

2. Administrative Data

Can-avid, Eastern Samar

  Staff-to-student ratio during enrollment.

 Number of students processed per staff daily.

 Cases of errors in manual data encoding or verification.

3. Operational Data

 Duration of enrollment period.

 Peak hours/days of student traffic.

 Cost and time comparison of manual vs. digital enrollment.

4. Human Impact Data

 Student testimonials of waiting the whole day.

 Emotional effects: stress, fatigue, anxiety.

 Financial costs (extra meals, transport, absences).

RECOMMEND INFORMATION SYSTEM

According to Ace Adrian (2011), Lack of enrollment system can lead to chaos and trouble.

Students will be confused on what they should do to be able to enroll that is why such system is

extremely useful in the way that it gives an ease on working on enrollment process. Enrollment is

very useful in retrieving vital information of the students. Without enrollment system it can lead

difficulty both for the administration of school and student in enrollment process. To address the

problems caused by the manual enrollment process, the university should implement a University

Online Enrollment

Information System. This system is designed to make enrollment easier, faster, and more

student-centered while also reducing the heavy workload of administrative staff.

Can-avid, Eastern Samar

The proposed enrollment system will include:

 Student Online Portal – Students can log in, choose subjects, check available slots, and

manage their schedules at home or on campus.

 . Digital Document Upload – Instead of carrying piles of papers, students can upload

requirements online, and staff can review them digitally.

 Integrated Payment Options – Payments can be made through banks, e-wallets, or online

gateways, preventing long lines at the cashier.

 Automated Verification – The system checks prerequisites, available slots, and payment

status automatically, reducing staff errors.

 Real-Time Notifications – Students receive updates through SMS or email about their

enrollment progress, avoiding the need for repeated office visits.

 Queue Appointment System – For steps that require in-person attendance, students can

schedule a time slot, avoiding overcrowded lines.

 Admin Dashboard – Staff can monitor enrollment flow, generate reports, and focus more

on helping students rather than repetitive tasks.

Proposal System

The Proposed University Online Enrollment System aims to:

 Eliminate Long Queues: By allowing online registration, only a few students will need to

visit offices physically

 Save Time and Money: Students will no longer spend hours in line or spend extra for food

and transportation just to finish enrollment.

 Improve Accuracy: Automated subject encoding and digital verification lessen errors like

wrong schedules or missing subjects.

Can-avid, Eastern Samar

  Support Staff Efficiency: With fewer manual tasks, admin staff can give better assistance to

students who need help.

 Enhance Student Experience: Enrollment becomes less stressful and more convenient,

allowing students to feel welcomed instead of drained.

 Boost University Image: A modern, efficient system shows that the university values

innovation and the well-being of its students.

For Admin Staff and student Impact

For Students: No more waking up at dawn and waiting the whole day just to get enrolled. They

feel less anxious, save time, and can start their academic journey with excitement instead of

exhaustion.

For Admin Staff: They no longer face extreme pressure from long lines. With the system handling

repetitive tasks, they can focus on guiding students better.

For the University: A reliable and efficient system strengthens its reputation, ensuring smoother

operations and happier students.

HOW TO IMPROVE

According to Pascual and Riceo, (2008), Based on the researcher, a Web-Base Enrollment

System for Ven'tas Parochial School (VPS) in Manila was developed to help its students enroll in

a more efficient way without the hassels of waiting long hours in filling out forms, which sometings

become redundant, or to stand in line and pay at the cashier. It is with the Web-Based Enrollment

system for VPS that this new style of the enrollment may be achieved. This new type of system

offers its

Can-avid, Eastern Samar

students new options for enrolling at VPS. By logging on to VPS website, one can register and

enroll subjects for a school year. With these, all the students are required to fill out certain forms

that do not take more than a few minutes to accomplish. The system stores its records in the

school database for future references. University Problem, The current system of enrollment is

done manually by administrative staff, requiring students to line up for hours to submit forms,

verify documents, pay fees, and confirm enrollment. This creates long queues, delays, and stress

for both students and staff.

1. Adopt an Online Enrollment System

Students can register subjects, upload requirements, and check schedules using a secure online

[Link] reduces the need to physically line up at the school just to process papers. Example:

Instead of arriving at 6 AM, students can finish enrollment in minutes at home.

2. Digital Payment and Verification

Partner with banks and e-wallet services so students can pay tuition and fees online. Receipts

are automatically validated in the system, avoiding long lines at cashier windows.

3. Appointment and Queue Management

For steps that still require in-person visits (like ID release or final signature), students can book an

appointment slot. This prevents crowding and gives students a clear idea of when they’ll be

served.

4. Automated Notifications and Updates

Can-avid, Eastern Samar

Students receive SMS/email updates about their enrollment status, payments, or missing

requirements. This saves them from making repeated visits just to “check progress.”

5. Training and Support for Admin Staff

Staff should be trained to handle the new digital system efficiently. With fewer manual tasks, staff

can focus more on assisting students who need special help.

Can-avid, Eastern Samar

References
Ace, A. (2011) Lack of enrollment system in school can leadto chaos and
trouble. [Link]

[Link]

[Link]

Ace Adrian (www. [Link]) 2011 stated Lack of enrollment system in school can lead to

chaos and trouble

Can-avid, Eastern Samar

Can-avid, Eastern Samar
[System Capacity & Features] Dashboard (Capacity: Multiple users at once) Students log in and
see their dashboard.

Can-avid, Eastern Samar

Can-avid, Eastern Samar