This feature ensures that WFH applications are properly documented, supported with required output attachments, and processed efficiently through the existing leave application workflow in NUIS.

Objective of the WFH Application Module​

The WFH leave feature aims to:

• Provide employees with an organized way to apply for Work From Home arrangements through the OB & Leaves module

• Ensure required work output attachments are submitted for validation

• Streamline approval processes for supervisors and administrators

• Improve transparency in leave monitoring and status tracking

• Maintain centralized records for WFH leave applications

Who Can Access​

The module is accessible to:

• Employees applying for WFH leave

• Immediate supervisors or designated approvers

• HR personnel or administrators for monitoring and reporting

How to Use the Module​

This section provides step-by-step guidance on how to apply for WFH leave, submit required attachments, and track application status in the NUIS OB & Leaves Application module.

Employee Application Process​

Step-by-step process for employees to submit a Work From Home (WFH) leave application, complete required details, upload necessary attachments, and track approval status.

STEP 1. Log in to your NUIS account.

STEP 2. Navigate to the Official Business (OB) & Leave Application module

STEP 3. On the My Leave Applications page, locate and click the New application button.

STEP 4. Select WFH as the leave type in the Application Type required field.

STEP 5. Fill out all the required fields, such as Date Range and the Reason/Remarks.

STEP 6. In the Work from Home Tasks section, enter your wfh output and attach supporting documents each entry. To add WFH output, click the Add button.

STEP 7. Complete the required fields for each WFH task and upload the necessary attachments.

STEP 8. Click the Finalize & Submit button to submit your WFH leave application for approval by your immediate superior.

Save as Draft​

Allows users to save their WFH leave application as a draft before final submission, so they can review, edit, or complete it later

Follow the steps below to save your tasks before final submission.

STEP 1. On the Application Details section, Enable the Save as Draft feature by clicking the Save as Draft toggle.

STEP 2. Complete the required fields for each WFH task and upload the necessary attachments.

STEP 3. Click the Save Draft button to save your tasks as draft.

STEP 4. To continue your application later, go to the My Leave Applications page and clicking the Resume button.

STEP 5. Once all tasks have been completed, disable the Save as Draft toggle.

STEP 6. Click the Finalize & Submit button to submit your WFH leave application for approval by your immediate superior.

How to Approve WFH Applications​

Step-by-step guide for approvers to review, validate, and process submitted Work From Home (WFH) leave applications.

STEP 1. Go to Human Resource > Attendance & Leave Mgmt > Approval of OB & Leave Application

STEP 2. Locate the WFH leave application you want to review, then click the corresponding Validate button.

STEP 3. Review the application details, including submitted tasks and attachment. You may click the attachment links to view supporting documents. Enter your remarks and click the Approve button.

HR Monitoring​

Step-by-step guide for HR personnel to monitor, review, and manage submitted Work From Home (WFH) leave applications for tracking, compliance, and reporting purposes.

STEP 1. Go to Human Resource > Attendance & Leave Mgmt > Approval of OB & Leave Application

STEP 2. In the Approval: OB & Leave Applications page, enable the View All to display all leave applications.

STEP 3. For easier searching, use the filtering feature to quickly locate employees' WFH leave application. Click the corresponding Validate button to view application details, including the WFH Output attachments for verification.

STEP 4. Review all application details, including the WFH file attachments and supporting documents. After reviewing, click the Close button to exit the details view.

These updates focus on improving accessibility of enrollment documents, guiding users through the process more effectively, and simplifying payment instructions.

Overview of Changes​

The following improvements were implemented in NU Quest Enrollment:

1. Enhanced readiness for enrollment opening with more paperless transactions.
2. Updated NU Quest Enrollment Guide for clearer and more user-friendly instructions.
3. Assessment Form and Certificate of Registration (COR) are now downloadable directly in NU Quest Enrollment Forms.
4. Added step-by-step payment instructions on how to access and pay through NU Bills.

Paperless Enrollment Readiness​

NU Quest now supports a more digital-first enrollment process, reducing the need for physical documents.

Key Improvements​

• Minimized manual and paper-based steps during enrollment
• Faster access to required documents online
• Improved efficiency for both applicants and administrators

Benefits​

• Convenient access anytime, anywhere
• Reduced processing time
• Environment-friendly (less paper usage)

Updated NU Quest Enrollment Guide​

The NU Quest Enrollment Guide has been updated to include instruction on how to access the forms when student is already enrolled.

Downloadable Enrollment Forms​

Applicants can now download important enrollment documents directly from NU Quest > Enrollment Forms.

• Assessment Form

  • Available once the applicant has been assigned a Student ID and class schedules

• Certificate of Registration (COR)

  • Available after the applicant has successfully completed enrollment

Payment Instructions via NU Bills​

The Online Payment section has been updated in NU Quest to guide users on how to complete payments.

Once the Temporary Role expires, the additional access is automatically removed. The user’s main role remains applied at all times, and no manual update is required from the administrator.

Required Permission​

• Edit User - Allows the user to modify existing user account details, roles, access settings, and temporary access configurations.

How to Set Temporary Access​

Follow the steps below on how to set temporary access.

STEP 1. On the Manage User Accounts page, select the user you want to assign temporary access to.

STEP 2. Click the Temporary Access button. The system will redirect you to Assign Temporary Role page.

STEP 3. On the Assign Temporary Role page, under Temporary Role Assignment section, click the Assign Role button. The Assign Temporary Role prompt will appear.

STEP 4. Fill out all the required fields in prompt.

STEP 5. Click the Assign button to save.

Once assigned, the record will be displayed in the Temporary Role Assignment table.

How to Edit Temporary Role Access to User​

Follow the steps below to modify the user's temporary access details.

STEP 1 Go to User's Temporary Access record and click the button. The Edit Temporary Role prompt will appear.

STEP 2. Update the necessary details in the Edit Temporary Role prompt, then click the Update button

The system will save the updated information.

How to Delete User's Temporary Access Record​

Follow the steps below to delete a temporary access record.

STEP 1 Go to the user's Temporary Access record and click the button. The Delete Temporary Role prompt will appear.

STEP 2. Confirm the deletion in the Delete Temporary Role prompt by clicking the Delete button.

Overview of Changes​

The following enhancements were implemented:

1. QR Code added to Assessment Form and Certificate of Registration (COR).
2. Public Verification Portal for validating enrollment and assessment details.
3. Real-time comparison of document values with system records to detect outdated or altered documents.

Purpose and Benefits​

• Authenticity Verification – Confirms that documents are system-generated and valid.
• Real-Time Validation – Retrieves the latest assessment data from the system.
• Tampering Detection – Identifies altered or outdated printed documents.
• Operational Efficiency – Reduces manual verification requests by offices and external partners.

Enrollment Assessment Verification Portal​

When the QR Code is scanned, the user is redirected to the Enrollment Assessment Verification Portal. This page displays official system data for comparison with the printed document.

How to Verify a Document​

STEP 1. Scan the QR Code using a mobile device or QR scanner.
STEP 2. Check if Student ID, Name, and Term match the printed document.
STEP 3. Compare the TOTAL AMOUNT (OFFICIAL) with the printed amount.
STEP 4. If any detail does not match, the document is INVALID or OUTDATED.

Possible Errors When Scanning​

QR Code Scan Issues

• QR not detected: low resolution or blurred print. Reprint with higher quality.
• QR cropped: incorrect layout margins. Adjust PDF template.
• Camera cannot focus: glossy paper or low contrast. Use matte print and high-contrast QR.

Verification Portal Errors

• Token Not Found: token is invalid or expired. Regenerate document.
• Document Outdated: assessment updated after printing. Request reissued document.
• Amount Mismatch: document is possibly altered. Reject and notify Registrar Office.
• System Error: portal unavailable. Retry later or contact IT Support.

Overview of Changes​

The following improvements were implemented in the Medical Records module:

1. A new List View page that displays all medical records conducted per term.
2. Added filtering options by Patient Type (Employee, SHS, College) and Term.
3. Updated the Patient Medical Records view from a card-based layout to a table view for better readability and comparison.

Necessary Permissions​

To access and use the updated Medical Records features, the user must have the appropriate permissions:

• View Medical Form – Allows viewing of all medical records in list and patient views.
• Add Medical Form – Enables creation of new medical records.
• Edit Medical Form – Required for updating existing medical records.
• Delete Medical Form – Allows deletion of medical records, if applicable.

Medical Records List View (Per Term)​

The new List View page provides a centralized view of all medical records conducted within a selected term.

Purpose​

• Monitor medical activities per term
• Easily review and audit records across different patient types
• Reduce the need to open individual patient profiles for summary checks

How to Access​

STEP 1. Log in to the system using an account with Medical Records permissions.

STEP 2. Navigate to the Health Care module group.

STEP 3. Click Medical Records. You will be redirected to the Medical Records List View page.

Using Filters​

The List View page includes filtering tools to quickly narrow down records.

Available Filters​

• Patient Type – Filter records by:
  • Employee
  • Senior High School (SHS)
  • College
• Term – Select the academic term to display medical records conducted within that period.

How to Filter Records​

STEP 1. Select the desired Term from the Term dropdown.

STEP 2. Choose a Patient Type (Employee, SHS, or College).

STEP 3. Click Go button.

STEP 4. The list automatically updates to display only matching records.

How to Manage Patient's Records​

The process of managing a patient's medical records remains the same as before. No major workflow changes were introduced; only user interface improvements were applied.

With the addition of the Medical Records List View page, managing patient records can now be accessed directly from this page.

How to Manage Records​

STEP 1. Go to the Medical Records List View page.

STEP 2. Click the Manage Patient button located at the top of the table.

STEP 3. Look for the patient record you want to manage. If the patient cannot be found in the search function, manually specify the patient's ID.

STEP 4. You will be redirected to the patient's medical records page. Proceed with the same process as before for adding, editing, or reviewing medical records.

Updated Patient Medical Records View​

The Patient Medical Records section has been updated from a card-style layout to a table view.

What Changed​

• Removed card-based display of individual medical entries
• Introduced a table layout showing all records in a structured format

Benefits of Table View​

• View all medical records at once without excessive scrolling
• Easier comparison of dates, diagnoses, and procedures
• Improved readability for users handling large volumes of records

Table Information Typically Includes​

• Form ID
• Complaints
• Findings / Diagnosis
• Treatments / Remarks
• Physician
• Date of Consultation

Necessary Permissions​

To upload or manage a manual or document in NUIS, the user must have the following permissions, depending on document category:

• View <Document Category> – Allows viewing of all existing manuals or documents per category.
• Add <Document Category> – Enables uploading and assigning new manuals or documents to categories.
• Edit <Document Category> – Required only if creating or modifying document entries.
• Delete <Document Category> – Allow deletion of document entries.

How to Upload a New Manual or Document​

STEP 1. Log in to the system using an account with the required permissions.

STEP 2. Go to Documents & Manuals module group.

STEP 3. Select the Category where the document will be uploaded (e.g., Academic Calendar, Student Handbook, etc.).

STEP 4. Click the Upload Document button. You will be redirected to Upload New Manual page.

STEP 5. Fill in the form fields:

• Category – Choose the appropriate category for the document.
• Title – Enter a descriptive title of the manual or document.
• Files – Click the + icon to upload the file (PDF, DOCX, XLSX).
• Notes & Description – Provide a summary or details about the document.
• Expiration Date – Optional. Set if the document is only valid until a certain date.
• Require User Agreement – Select Yes if users must agree to this document upon login.
• User to Agree – Specify the user group required to agree (e.g., All Users, Students, Employees).
• Can be viewed by – Choose who can view the document. This is only applicable if the document is intended for students' view.

STEP 6. Click Save to upload the document.

STEP 7. Verify that the new document appears in the selected category list.

Effect on Document Access​

When a manual or document is uploaded:

• It appears immediately in the selected category under the Document Management module.
• Users with View Document Management permissions can download and read the file.
• If Require User Agreement = Yes, users must confirm their agreement upon login before proceeding.
• Updated versions replace old files, ensuring only the latest copy is available.

STEP 1. On the Schools list view page, click the corresponding button of the school record you want to update. This will redirect you to the Edit School page.

STEP 2. On the Edit School page, click the Tag as Duplicate button located at the bottom of the page. Once clicked, the Mark as Duplicate prompt will appear for confirmation.

STEP 3. On the prompt, select the Original School in the dropdown and click the Save button.

It outlines the initial criteria and the relevant supporting documents to be prepared before the audit. This list is not exhaustive — additional requirements may be added depending on the system’s scope, applicable regulations, and institutional policies.

The ultimate goal is to establish a repeatable and consistent process that ensures audit preparation is carried out efficiently and effectively across all audit cycles.

Audit Preparation Criteria​

To ensure a smooth and successful internal audit, certain IT and operational controls must be in place and well-documented. The following criteria outline the key areas that should be reviewed and maintained to demonstrate compliance, readiness, and best practices in IT governance.

1. Access Controls Are in Place
   Access to systems and data should be restricted based on user roles and responsibilities. Accounts must be regularly reviewed for accuracy, unnecessary accounts removed, and multi-factor authentication (MFA) enabled where applicable.

2. IT Asset Inventory Is Maintained and Updated
   A complete record of all IT assets, including hardware, software, and licenses, must be maintained and updated whenever changes occur. Each asset should have an identified owner or custodian to ensure accountability.

3. Network Infrastructure Is Documented and Maintained
   Updated diagrams and documentation for LAN, WLAN, and server setups should be available. Network configurations must be backed up securely, and any changes should follow an established change management process.

4. Data Backup and Recovery Mechanisms Exist
   Regular data backups must be performed according to policy, with periodic restoration tests to verify usability. Offsite or cloud-based storage should be used to support disaster recovery and business continuity.

5. ITSO Concerns Are Resolved Within Established Timeframes
   All IT Systems Office (ITSO) tickets should be addressed promptly in line with Service Level Agreements (SLAs). Unresolved or high-priority issues must be escalated to prevent operational delays.

Access Controls Are in Place​

Access controls ensure that only authorized individuals can access systems, data, and facilities. Proper documentation and enforcement of these controls help safeguard institutional information and support audit compliance. The following items should be prepared:

1. Access Control Policy (university-wide or department-specific) TSO
   A formal document defining the rules and guidelines for granting, managing, and revoking access to systems and facilities. It should be approved by management and regularly reviewed.

2. IT Security Policy (aligned with DICT or ISO/IEC 27001 guidelines) TSO
   A comprehensive policy outlining security measures, acceptable use, and responsibilities. It should align with recognized standards such as DICT policies or ISO/IEC 27001.

3. User Account Request and Authorization Forms HRD
   Signed forms from department heads or supervisors approving the creation, modification, or removal of user accounts. These serve as proof that access rights are granted with proper authority.

4. Role-Based Access Control (RBAC) Matrix ITSO

A mapping of job roles to the systems and permissions they require. This ensures users only have access to the resources necessary for their role.

To export RBAC Matrix from NUIS

STEP 1. Log in to NUIS using a System Administrator account.

STEP 2. Go to Administrator > User Roles.

STEP 3. In the Actions dropdown button above the table, click View Matrix.

STEP 4. You will be redirected to the User Roles Matrix page.

STEP 5. Click the Export button to download the RBAC matrix file.

5. User Account and Role Assignments ITSO

A current list of all system users along with their assigned roles and access privileges. This should match the RBAC matrix and be regularly updated.

This section describes how to retrieve the list of users and their assigned roles directly from the system’s user management interface.

STEP 1. Log in to NUIS using a System Administrator account.

STEP 2. Go to Administrator > Manage Users.

STEP 3. In the Actions dropdown button, click Export Data.

STEP 4. An Excel file containing the list of user accounts and their assigned roles will be downloaded.

6. Multi-Factor Authentication (MFA) Setup Documentation ITSO
   Evidence showing that MFA is enabled and configured for applicable systems to enhance security against unauthorized access.

7. Login Logs / Audit Trails TSO
   Records from servers, firewalls, Student Information Systems (SIS), Learning Management Systems (LMS), ERP platforms, and other applications showing successful and failed login attempts.

8. VPN Access Logs (if applicable) TSO
   Logs showing remote access activity via Virtual Private Network (VPN), including user, date, time, and originating IP address.

9. Inactive/Terminated Account Deactivation Logs ITSO
   Documentation proving that accounts belonging to inactive or separated personnel are promptly disabled or removed.

10. Biometric/Card Access System Reports ITSO
    System-generated logs showing entries and exits from secure areas based on biometric scans or access card usage.

11. Visitor Logbooks (Physical Access) ITSO
    Records of visitors entering secure facilities, including date, time, name, purpose of visit, and authorizing personnel.

12. Evidence of Periodic Access Reviews N/A
    Reports or sign-off documents showing that system and facility access rights are reviewed quarterly or annually, with necessary updates made.

IT Asset Inventory Is Maintained and Updated​

Maintaining an accurate and up-to-date inventory of IT assets ensures accountability, proper resource allocation, and compliance with audit and regulatory requirements. Documentation must be current and reconciled with physical checks and accounting records. The following supporting documents should be prepared:

1. IT Asset Inventory Database/List ITSO
   A master list of all IT equipment (e.g., computers, projectors, routers, printers) with details such as asset ID, location, assigned custodian, model, and acquisition date.

2. Annual Physical Inventory Reports ITSO
   Reports signed by responsible personnel after conducting a physical asset count, reconciled with accounting records to verify accuracy.

3. Property Acknowledgment Receipts (PAR) or Inventory Custodian Slips (ICS) ITSO
   Official forms acknowledging the assignment of an asset to a specific custodian, signed and dated for accountability.

4. Tagging/Labeling Records ITSO
   Documentation of serial numbers, asset tags, and photos showing proper labeling of each item for identification purposes.

5. Purchase and Disposal Records ITSO Delivery receipts, COA Form 101, retirement forms, and other documentation showing proof of acquisition or disposal of IT assets.

6. Inventory Audit Reports ITSO
   Reports generated from internal or external inventory audits, highlighting compliance status, discrepancies, and corrective actions taken.

7. Software License Records or Tracking Sheets ITSO
   Documentation of all licensed software, including proof of purchase, license keys, expiry dates, and declarations for any open-source software used.

8. Updated Configuration Management Database (CMDB) (if maintained) ITSO
   A central database tracking configuration items, their relationships, and changes. This should reflect the most recent updates for hardware and software assets.

Network Infrastructure Is Documented and Maintained (LAN, WLAN, Servers)​

A well-documented and actively maintained network infrastructure ensures reliability, security, and efficient troubleshooting. Proper records and backups help verify compliance and support operational continuity. The following supporting documents should be prepared:

1. Updated Network Topology Diagrams (Physical and Logical) ITSO
   Visual diagrams showing the structure and connections of network devices, both in physical layout and logical design.

2. IP Address Allocation Records (Static/Dynamic) ITSO
   Documentation of IP assignments, including static and dynamic allocations, to track usage and avoid conflicts.

3. Device Configuration Backups (Routers, Switches, Firewalls) ITSO
   Securely stored backup files of network device configurations to allow quick restoration in case of failure or misconfiguration.

4. Server Inventory and Specifications TSO
   A complete list of all servers, including their roles, operating systems, hardware specifications, and assigned locations.

5. Network Maintenance Logs ITSO
   Records of scheduled maintenance, upgrades, patches, and any downtime, noting the reason and resolution.

6. Change Management Records for Infrastructure Updates N/A
   Documentation of approved and implemented network infrastructure changes, ensuring proper authorization and traceability.

7. Firewall and IDS/IPS Logs TSO
   Logs from firewalls, Intrusion Detection Systems (IDS), and Intrusion Prevention Systems (IPS) showing security events and actions taken.

8. Server and Network Monitoring Reports (Uptime/Downtime) TSO
   Automated or manual reports tracking network and server availability, with timestamps for outages and recovery.

9. Internet Service Provider (ISP) SLA or Contract
   The formal agreement with the ISP detailing service levels, uptime guarantees, and escalation procedures.

10. Equipment Manuals/Specifications
    Manufacturer manuals, datasheets, or technical specifications for network devices and servers for reference and maintenance.

11. Incident Reports on Connectivity or Security Incidents
    Detailed reports on past network outages or security incidents, including root cause analysis and corrective measures taken.

Data Backup and Recovery Mechanisms Exist​

Having robust data backup and recovery processes ensures business continuity and minimizes the impact of data loss. Proper policies, schedules, and test records demonstrate compliance and readiness for emergencies. The following supporting documents should be prepared:

1. Data Backup Policy TSO
   A formal document detailing the backup process, including frequency, scope, retention schedules, and responsibilities.

2. Backup Schedules and Logs (Automated or Manual) TSO
   Records showing when backups are performed, whether automated or manual, with details of completion status and any errors encountered.

3. Backup Storage Inventory TSO
   A list of backup storage locations and devices, including cloud subscriptions, external drives, and offsite storage, with corresponding access records.

4. Disaster Recovery Plan (DRP) or Business Continuity Plan (BCP) TSO
   Documents outlining procedures for restoring systems and data in case of outages, disasters, or security breaches.

5. Backup Restoration Test Reports TSO
   Evidence of regular restoration tests conducted to verify that backup data can be successfully recovered and used.

6. Data Retention and Disposal Policy ITSO
   Guidelines on how long data should be retained, how it should be archived, and the procedures for secure disposal.

7. Contracts or Subscriptions with Third-Party Backup Providers (if applicable) ITSO
   Agreements or invoices from external backup providers, detailing the scope of services, storage capacity, and service levels.

ITSO Concerns Are Resolved Within the Established Timeframe​

Timely resolution of IT Systems Office (ITSO) concerns ensures minimal disruption to operations and maintains user satisfaction. Documentation should show that issues are tracked, resolved, and escalated in accordance with defined service levels. The following supporting documents should be prepared:

1. Helpdesk or Ticketing System Logs ITSO
   Records from manual or digital systems (e.g., OTRS, Freshdesk, GLPI) showing logged issues and their resolution status.

2. Incident Resolution SLAs ITSO
   Standard turnaround times for resolving different categories of incidents, formally documented and approved.

3. Monthly or Quarterly ITSO Performance Reports ITSO
   Summaries of ITSO activities, ticket resolution rates, and adherence to SLAs.

4. Ticket Logs (With Timestamps and Resolution Times) ITSO
   Detailed logs of issues, including when they were reported, assigned, and resolved.

5. Complaint Logbook or Email Trail (With Timestamps) N/A
   Physical or digital records of user complaints, including time of submission and the resolution provided.

6. Escalation Matrix and Procedure TSO
   A defined process for escalating unresolved or critical issues, including contact points and response timelines.

7. Root Cause Analysis (RCA) Reports for Major Incidents TSO
   Detailed reports identifying the underlying cause of major issues and the corrective measures taken.

8. Feedback or Satisfaction Survey Results from End Users ITSO
   User feedback collected after issue resolution to measure service quality and identify areas for improvement.

9. Audit Logs of System Changes Following Issues ITSO
   Records of configuration or system changes made to address reported incidents, providing traceability and accountability.

STEP 1. Log in to NUIS using a System Administrator account.

STEP 2. Go to Administrator > System Updates.

STEP 3. Click Get Update Logs to retrieve the latest updates.

STEP 4. In the filters, select the Application and set the Date From field.

STEP 5. Click the Go button to generate the logs for the specified application and starting date.

STEP 6. Click the Export button to download the list based on the filtered data.

Necessary Permissions​

To split a faculty assignment for a class, the user must have the following permissions:

• View Faculty Load [Director] – Allows Deans, Program Chairs, and other department schedulers to view the assigned faculty.
• View Faculty Load – Allows the Registrar to oversee all class schedules and faculty assignments.
• Add Faculty Load – Enables assigning faculty to class schedules.

These permissions are typically granted to department schedulers, academic affairs staff, and campus administrators.

How to Split Faculty Assignment​

STEP 1. Log in to the system using an account with the required permissions.

STEP 2. Go to Director > College Class Schedules module.

STEP 3. Search for the class you want to update using the course code, or section name.

STEP 4. Click the More Actions dropdown and click Faculty.

STEP 5. In the Assign Faculty page, click the Split Classes button above the table of class schedules.

STEP 6. Under the Assigned Faculty column, find and specify the faculty to be assigned per class schedule.

STEP 7. Click Save Changes button once ready to save.

Effect on Faculty Load Assignment​

When a faculty assignment is split:

• The teaching hours for the schedules assigned to the other faculty are added to their Teaching Load Hours in the Faculty Load Report (FLR) in Faculty Load Assignment module.
• The teaching hours for those same schedules are deducted from the main faculty's Teaching Load Hours.
• This ensures that total teaching hours are accurately reflected for both faculty members, which is important for workload compliance, compensation calculations, and reporting.

Example:

Faculty Load Change:

• Main Faculty: from 8 hrs → 3 hrs
• Other Faculty: from 0 hrs → 5 hrs

Additional Reminders​

Before performing a faculty split, take note of the following rules to avoid errors:

1. Class must have more than one schedule

   • If the class has only one schedule, splitting is not allowed.
     Error: "This class has insufficient schedules for splitting."

2. Main faculty must already be assigned

   • You must assign the main faculty first before performing the split.
     Error: "Assign the main faculty first before splitting classes."

3. Do not assign the main faculty to its own schedules in the split form

   • Leave the faculty field blank for schedules handled by the main faculty.
     Error: "No need to assign the main faculty to its schedules. Just leave it blank."

4. Main faculty must retain at least one schedule

   • You cannot assign all schedules to the other faculty.
     Error: "Main faculty should have at least a schedule."

How to Access TMS​

STEP 1. Open your web browser and go to: https://tms.national-u.edu.ph

STEP 2. You will be redirected to the TMS login page.

STEP 3. Log in using your email address and password, or sign in using the Microsoft login option.

STEP 4. If using Microsoft login, enter your Microsoft credentials and complete the login process by verifying through Multi-Factor Authentication (MFA).

How to Add SM Company​

STEP 1. Login in your TMS portal.

STEP 2. In your TMS portal, Go to Public menu and select SM Affilliates module.

STEP 3. In the SM Affiliates list view page, click on the Add New button.

STEP 4. . Enter the affiliate's name in the Affiliates field that appears, then select the appropriate group from the Groups dropdown list.

STEP 5. Click the Create button to save the affiliate.

How to Cascade the list of SM Companies to campus?​

After adding or modifying entries in the SM Affiliates list, it is recommended to cascade the updates to ensure the latest data is sent into campus's NUIS.

STEP 1. To cascade the information, click the Cascade to Campus button corresponding to the record that has been modified.

STEP 2. In the prompt that appears, select the target campus or campuses by checking the appropriate boxes, then click the Cascade button to proceed.

How to Edit Affilliates​

STEP 1. In the SM Affiliates module, click on the corresponding button of the record that needs to be modified.

STEP 2. Modify the record in the Affiliates prompt.

STEP 3. Click on the Create button to save changes.

Import File​

Users may also import a file through this module for faster encoding of multiple SM Affiliates. To do this, download the import template by clicking the Download Template button found in the Import File prompt.

Follow the instruction below on how to use this module feature.

STEP 1. In SM Affiliates module, click on the Import button.

STEP 2. Browse the file to be imported and click the Import button.

Necessary Permission​

To evaluate a full-time faculty member using the part-time matrix, the user must have the following permission:

Admin: View All Evaluation Forms - This access allows the user to view and manage evaluation forms across different faculty types. This permission is typically granted only to Faculty Services Office (FSO) personnel, as they are responsible for overseeing faculty evaluations across the campus or institution.

How to Change Faculty's Performance Matrix​

STEP 1. Log in to the system using an account with the required admin permission.

STEP 2. Go to the Faculty Services > Faculty SPES > Evaluation Forms module.

STEP 3. Click the Other Actions dropdown and click Change Faculty's Form.

STEP 4. Specify the following required information:

• Faculty
• Program Chair/Strand Coordinator
• Dean/Principal
• SPES Template to use

STEP 5. Click Update button to save.

Specifying Sports Event During Scholarship Application​

For student athletes applying for a scholarship, the Athletics Office allows them to be able to select their sport event from a list of available options. This will allow the said office to avoid separately and manually encoding their sports event, expediting the management of student athletes.

1. The athlete can select their sport from a dropdown list of available sports.

2. The athlete coordinator can view and modify the specified sport event during the validation of scholarship application.

3. Once application is approved, the athlete’s selected sport event is saved and associated with their scholarship application.

Improvement of Sports Module​

This module displays the list of sport events of the University. With this update, the following improvements have been made:

1. The athlete coordinator can sort the displayed fields in the module’s list view, alphabetically, either in ascending or descending order.

2. The athlete coordinator can set a specific record as disabled or archived.

3. The athlete coordinator can toggle a feature to show or hide the disabled records in the module’s list view.

Improvement of Student Athletes Module​

This module allows users to manage the student athlete records for a specific term.

1. The system allows the user to select a specific sports event from a dropdown list or search for an event by name.

2. Upon selecting a sports event, the system displays the list of all student athletes participating in that event.

3. The user can generate a printable or exportable report of the list of student athletes for a specific sports event, including all relevant details.

4. The system ensures that only authorized personnel with the necessary permissions can access and view the list of student athletes for a specific sports event.

View Student Personal Profile of Athletes​

1. Through the Student Athletes module, the user granted with access can now view the personal profile of the athlete, including:

• Contact Information (name, email address, phone number, address)

• Other relevant personal data (family background, education background)

2. The system only displays the athlete’s personal profile to authorized users such as athlete coordinators, coaches, and trainers.

3. The system ensures the confidentiality and security of the athlete’s personal data, in accordance with relevant laws and regulations.

View Academic Performance of Student Athletes​

1. Through the Student Athletes module, the user can view the athlete’s academic performance (Grades per Term, Year Level, GPA).

2. The system allows authorized users only to easily access and view the athlete’s grades.

Monitor Athletes with Failing Grades​

This feature is available in Registrar Reports > Grade Reports > Summary of Failing Grades module.

The AADO wants to generate a report of student athletes with failing grades for a specific term to properly monitor and early identify those athletes with academic challenges, providing timely support and resources to ensure their academic success and eligibility to participate in sports.

This module includes the following features:

1. The report can be generated for a specific term.

2. The report includes the following information for each student athlete:

• Name
• Sport
• Term
• Program
• Subjects with Failing Grade
• Grade

2. The report can be exported to a CSV or Excel file for further analysis and tracking.

3. The report is accessible only to authorized personnel to ensure confidentiality and compliance with data privacy regulations.

How to Use the NCR CHED Template​

Follow the instructions below how to use this template:

STEP 1. Go to Registrar > Reports > Enrollment Summary > Summary per Year Level module.

STEP 2. Generate the Summary Report.

STEP 3. Generate the List Report by clicking any data in the Summary Report.

STEP 4. Click the Download button and select the NCR CHED Template.
Wait for the generated report to be finished.

Affected Modules​

Due to this improvement, the Registrar will be required to complete the Course module specifying the program name and specification.

Update the Course Information by following the guide below:

STEP 1. Go to Registrar > Records Management > Courses module.

STEP 2. If the existing program has a Major or Specialization, click the Edit button.

STEP 3. Specify the Short Course Name and Specialization in the provided fields.

STEP 4. Click Save button to save changes.

• Inclusion of the Grading System in every page of Form IX.
• Tagging of Students Enrollment List Number.
• Displaying "In-Progress" Grade for the classes enrolled in student's last term.
• Other additional information

How to Use Form IX Region 3 Template​

Follow the instructions below how to use this template:

STEP 1. Go to Registrar > Forms > Form IX.

STEP 2. Issue or modify a Form IX Document.

STEP 3. Under Document Information section, specify the Region III - Central Luzon template.

STEP 4. Click Save.

Inclusion of the grading system in every page​

The grading system matrix is displayed in first page after the student's details.

For the next pages, it is displayed at the bottom of every page.

Tagging of Student's Enrollment List Number​

Since this is necessary to be included in the Form IX, the issuer needs to encode the Student's EL Number once they issue or modify the document.

STEP 1. In the Term Arrangement section of Form IX, specify the EL No. of the student for each corresponding term.

STEP 2. The data is auto-saved once changed. No need to click any button.

Displaying "In-Progress" Grade for the classes enrolled in student's last term.​

Although it is currently implemented in the existing Form IX module, we modified that instead of Enrolled, the grade to be reflected is In-Progress.

Make sure that the Last Term indicated upon issuance is the student's last term in the campus.

This grade will only be reflected if the student has NO encoded grade for his/her subjects.

Other additional information​

Other modifications that has been added are:

• Document's header. If the campus is to use the Region III Template, make sure to submit first to the TSO the header with campus' logo and address.

• Date of the document is set to the date of issuance. Not the date printed.

Simply add Markdown files (or folders) to the blog directory.

Regular blog authors can be added to authors.yml.

The blog post date can be extracted from filenames, such as:

• 2019-05-30-welcome.md
• 2019-05-30-welcome/index.md

A blog post folder can be convenient to co-locate blog post images:

The blog supports tags as well!

And if you don't want a blog: just delete this directory, and use blog: false in your Docusaurus config.

Use a <!-- truncate --> comment to limit blog post size in the list view.

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