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Hybrid Enrollment System Manual

Comprehensive User Manual

SRMS Hybrid Enrollment System

SRMS Portal + SRMS Desktop

A complete guide covering registrar configuration (prerequisites and class schedules) and student self-enrollment for both new and existing students.

4 Parts 26 Guided Steps 2 Connected Platforms Start Reading →

Manual Contents

This manual is organized into four parts. Registrar setup (Parts 1–2) is done once per term; student self-enrollment (Parts 3–4) is done per student.

1

Part 1 · Setting Up Prerequisite Subjects

Registrar

3 steps
2

Part 2 · Setting Up Class Schedules

Registrar

5 steps
3

Part 3 · Self-Enrollment of New Students

Student + Registrar

11 steps
4

Part 4 · Self-Enrollment of Existing Students

Student + Registrar

7 steps
Part 1 · Setting Up Prerequisite Subjects

Overview

Registrar

This part explains how the registrar sets up prerequisite subjects in the SRMS Registrar Module. Prerequisites define which subjects a student must complete before being allowed to enlist in a more advanced subject, and they are configured per Course and Major. Setting up prerequisites correctly lets the system validate each student's subject enlistment during enrollment.

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Part 1 · Step 1 Registrar

Open Prerequisite Subjects and Click Add Prerequisite

In the Registrar Module, open the Configurations menu and select Prerequisite Subjects. On the Subject Prerequisites page, click the ADD PREREQUISITE button at the top right.

Figure 1.1. Configurations → Prerequisite Subjects — click "Add Prerequisite." Click to expand
Figure 1.1. Configurations → Prerequisite Subjects — click "Add Prerequisite."
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Part 1 · Step 2 Registrar

Select the Subject and Its Prerequisites, then Save

In the Add Prerequisite window, fill in the fields in order: select the Course, then the Major, then the Subject you are configuring. In the Prerequisites field, select all prerequisite subjects that apply (one or more). When everything is set, click SAVE PREREQUISITES.

Figure 1.2. Add Prerequisite window — choose the course, major, subject, and prerequisite subjects, then save. Click to expand
Figure 1.2. Add Prerequisite window — choose the course, major, subject, and prerequisite subjects, then save.
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Part 1 · Step 3 Registrar

Review Your Encoded Prerequisites

Your newly encoded prerequisites now appear in the list below, grouped by Course/Major and Year Level. Click a group, or use EXPAND ALL, to view the subjects and their assigned prerequisites; use COLLAPSE ALL to hide them again.

Figure 1.3. The encoded prerequisites — click a group (or "Expand All") to view the details. Click to expand
Figure 1.3. The encoded prerequisites — click a group (or "Expand All") to view the details.

Tip: Repeat the steps above for each subject that requires prerequisites.

Part 2 · Setting Up Class Schedules

Overview

Registrar

This part explains how to set up class schedules in the SRMS Registrar Module. Schedules are managed per Program for the active School Year and Semester. There are two ways to encode schedules — one by one, or by mass encoding all subjects of a program at once. This part also covers how to create a section when none exists yet.

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Part 2 · Step 1 Registrar

Getting Started: Open Class Schedules

In the Registrar Module, open the Configurations menu and select Class Schedules. The Schedule Directory appears, showing the Program List for the active term. Find the program you want to manage and click View Schedules on its row.

Figure 2.1. Configurations → Class Schedules — select a program from the Program List. Click to expand
Figure 2.1. Configurations → Class Schedules — select a program from the Program List.

The program's Class Program page opens. From here you can encode schedules one by one using Add Subject, or in bulk using Add New. Both buttons are at the top right.

Figure 2.2. The Class Program page for the selected program. Click to expand
Figure 2.2. The Class Program page for the selected program.
Figure 2.3. Use "Add Subject" to encode one by one, or "Add New" for mass encoding. Click to expand
Figure 2.3. Use "Add Subject" to encode one by one, or "Add New" for mass encoding.
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Part 2 · Step 2 Registrar

Method 1 — Encode Subjects One by One

  1. 1 Click the Add Subject button.
  2. 2 In the Add Subject to Class Program window, select the Year Level and Section, search and select the Subject, choose the Instructor and Room, then input the Days, Start, and End times.
  3. 3 Click Save.
Figure 2.4. Add Subject to Class Program — fill in the year level, section, subject, instructor, room, days, and time. Click to expand
Figure 2.4. Add Subject to Class Program — fill in the year level, section, subject, instructor, room, days, and time.

Note: No section yet? If the Section dropdown shows "No results found," a section has not been created for that year level. Create one first using the next step, then return to this window.

Figure 2.5. Section dropdown showing "No results found" — a section must be created first. Click to expand
Figure 2.5. Section dropdown showing "No results found" — a section must be created first.
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Part 2 · Step 3 Registrar

Creating a Section (When No Section Exists)

  1. 1 In the Configurations menu, go to Courses.
  2. 2 Find the Program in the list, and under the Action column click the Sections button. The Section Management page opens.
  3. 3 Click the Add Section button.
  4. 4 Fill up the Section Name and Population (the maximum number of students allowed in that section), then select the Year Level and Semester.
  5. 5 Click Save Section.
Figure 2.6. Configurations → Courses — under the Action column, click the Sections button for the program. Click to expand
Figure 2.6. Configurations → Courses — under the Action column, click the Sections button for the program.
Figure 2.7. Section Management — click "Add Section." Click to expand
Figure 2.7. Section Management — click "Add Section."
Figure 2.8. Add New Section — enter the section name, population limit, year level, and semester, then save. Click to expand
Figure 2.8. Add New Section — enter the section name, population limit, year level, and semester, then save.
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Part 2 · Step 4 Registrar

Continue — Finish Encoding One by One

Go back to the Add Subject to Class Program window. The section you just created now appears in the Section dropdown.

Figure 2.9. The newly created section now appears in the Section dropdown. Click to expand
Figure 2.9. The newly created section now appears in the Section dropdown.

Select the section along with the subject, instructor, room, days, and time, then click Save to finish adding the subject.

Figure 2.10. The completed Add Subject form — click Save to finish. Click to expand
Figure 2.10. The completed Add Subject form — click Save to finish.
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Part 2 · Step 5 Registrar

Method 2 — Mass Encoding

Mass encoding lets you schedule all subjects of a program in a single screen instead of adding them one at a time.

  1. 1 Go to Configurations → Class Schedules and open a program from the Program List (as in the Getting Started step).
  2. 2 Click the Add New button.
  3. 3 Select the Course, Major, Year Level, and Section.
  4. 4 All subjects under the program load automatically. For each row/subject, set the Instructor, Room, Days, Start, and End.
  5. 5 Click Save All.
Figure 2.11. Class Program – Add (Mass Encoding) — set the filters, fill the schedule details for each subject, then click "Save All." Click to expand
Figure 2.11. Class Program – Add (Mass Encoding) — set the filters, fill the schedule details for each subject, then click "Save All."

Tip: The class schedules are now configured for the selected program and term. Repeat either method for each program, year level, and section you need to schedule.

Part 3 · Self-Enrollment of New Students

Overview

Student + Registrar

This part is intended for newly enrolling (first-time) students and walks both the student and the registrar through the complete hybrid self-enrollment process. Enrollment is completed across two connected platforms: the SRMS Portal (where students sign up, log in, and enroll themselves) and the SRMS Desktop application (where the registrar profiles, enrolls, and officially records each student). Follow the steps in order, as each stage depends on the one before it.

Process at a Glance

  • Student Steps 1–4: Sign up on the SRMS Portal and secure your account credentials.
  • Registrar Step 5: Profile the student from online in the SRMS Desktop application.
  • Student Steps 6–8: Log in, enroll, and enlist subjects through the portal.
  • Registrar Steps 9–10: Enroll the student and enlist their subjects in the Desktop application.
  • Registrar Step 11: Print the Certificate of Enrollment.
1
Part 3 · Step 1 Student

Open the SRMS Portal and Create an Account

Open a web browser and go to the SRMS Portal login page. On the right-hand panel, click CREATE AN ACCOUNT to begin the sign-up process.

Open the Sign-Up Form

https://knp-srms.com/Registration

Figure 3.1. SRMS Portal login page — click "Create an Account." Click to expand
Figure 3.1. SRMS Portal login page — click "Create an Account."
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Part 3 · Step 2 Student

Complete the Sign-Up Form

Fill out the registration form completely and accurately. Provide your Personal Information, 12-digit Learner Reference Number (LRN), and complete Address details. Fields marked with an asterisk (*) are required.

Tip: You may click PRINT FORM to keep a copy of your registration before submitting. Review all entries carefully, then submit the form.

Figure 3.2. The student sign-up form. Click to expand
Figure 3.2. The student sign-up form.
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Part 3 · Step 3 Student

Record and Download Your Credentials

Once registration succeeds, a confirmation window displays your account credentials — your Username, registered Email, and Password. Carefully take note of these details, as you will need them to log in. Click DOWNLOAD CREDENTIALS to save a copy to your device, then choose a location and click Save. You may also use COPY PASSWORD for convenience.

Figure 3.3. Registration success window showing the account credentials. Click to expand
Figure 3.3. Registration success window showing the account credentials.
Figure 3.4. Saving the downloaded credentials file to your device. Click to expand
Figure 3.4. Saving the downloaded credentials file to your device.
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Part 3 · Step 4 Student

Receive Your Credentials by Email

For your security and reference, the same credentials are automatically sent to your registered email address. Open the message titled "SRMS Account Created" to confirm your Username and Password. Keep this email — it is your backup copy.

Figure 3.5. Confirmation email containing the student's login credentials. Click to expand
Figure 3.5. Confirmation email containing the student's login credentials.
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Part 3 · Step 5 Registrar

Profile the Student from Online (Desktop App)

In the SRMS Desktop application, open the Registrar Module and go to STUDENTS' PROFILE. On the student profile form, click ADD FROM ONLINE.

Figure 3.6. Registrar Module — Students' Profile form. Click "Add from Online." Click to expand
Figure 3.6. Registrar Module — Students' Profile form. Click "Add from Online."

In the Search Online window, enter the Student Number shown in the credentials presented by the student, then click ADD STUDENT.

Figure 3.7. Searching for the student using the Student Number. Click to expand
Figure 3.7. Searching for the student using the Student Number.

A success message confirms that the student's profile has been added.

Figure 3.8. Success prompt confirming the student profile was added. Click to expand
Figure 3.8. Success prompt confirming the student profile was added.

Important: After profiling — or at the end of a batch of student transactions — make sure to upload the database online so the records sync and enrollment can proceed.

6
Part 3 · Step 6 Student

Log In to the Student Portal

After the registrar has profiled the student, the student logs in to the SRMS Portal using the username and password from their credentials.

The Student Dashboard then appears. At this stage the enrollment status shows Not Enrolled — this is expected, as the student has not yet enrolled.

Figure 3.9. Student Dashboard showing "Not Enrolled" status. Click to expand
Figure 3.9. Student Dashboard showing "Not Enrolled" status.
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Part 3 · Step 7 Student

Enroll Yourself (Online Enrollment)

From the left-hand menu, go to Enrollment → Enrollment. Under Academic Details, select your preferred Course and Major (if applicable), then choose your Year Level and Section. Click ENROLL to submit.

Figure 3.10. Online enrollment — selecting course, major, year level, and section. Click to expand
Figure 3.10. Online enrollment — selecting course, major, year level, and section.
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Part 3 · Step 8 Student

Enlist Your Subjects (Subject Enlistment)

Still under the Enrollment menu, go to Subject Enlistment. Review the list of available subjects and enlist them one by one by clicking the ENLIST button on each row.

Figure 3.11. Subject Enlistment — enlisting subjects individually. Click to expand
Figure 3.11. Subject Enlistment — enlisting subjects individually.
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Part 3 · Step 9 Registrar

Enroll the Student (Desktop App)

In the Registrar Module, go to ENROLLMENT to open the Enrollment Form. Click the SELECT button beside Student No., then choose SELECT FROM ONLINE.

Figure 3.12. Enrollment Form — click "Select" to find the student. Click to expand
Figure 3.12. Enrollment Form — click "Select" to find the student.
Figure 3.13. Choose "Select from Online." Click to expand
Figure 3.13. Choose "Select from Online."

In the Search Online Enrollment window, search for the student, then double-click the correct record to select it.

Figure 3.14. Search the student in the online enrollment list. Click to expand
Figure 3.14. Search the student in the online enrollment list.
Figure 3.15. Double-click the student record to select it. Click to expand
Figure 3.15. Double-click the student record to select it.

The student's data loads into the enrollment form. Complete any remaining fields (such as student status, account status, and section/block), then click SAVE.

Figure 3.16. Student data loaded into the enrollment form, ready to save. Click to expand
Figure 3.16. Student data loaded into the enrollment form, ready to save.
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Part 3 · Step 10 Registrar

Enlist the Student's Subjects (Desktop App)

Based on the student's online self-enlistment, the registrar mirrors the subjects in the Desktop application. In the Registrar Module, go to SUBJECT ENLISTMENT to open the Subjects Enrollment Form, then click ADD STUDENT (ONLINE).

Figure 3.17. Subjects Enrollment Form — click "Add Student (Online)." Click to expand
Figure 3.17. Subjects Enrollment Form — click "Add Student (Online)."

Search for the student in the pop-up window, then select the correct student record.

Figure 3.18. Searching for the student to add from online. Click to expand
Figure 3.18. Searching for the student to add from online.
Figure 3.19. Selecting the student record. Click to expand
Figure 3.19. Selecting the student record.

The student's enlisted subjects load automatically, along with the total units. Click SAVE. A success prompt confirms the registration has been processed.

Figure 3.20. The student's subjects loaded into the form. Click to expand
Figure 3.20. The student's subjects loaded into the form.
Figure 3.21. Success prompt — "Registration has been processed successfully!" Click to expand
Figure 3.21. Success prompt — "Registration has been processed successfully!"
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Part 3 · Step 11 Registrar

Print the Certificate of Enrollment

The student is now officially enrolled. The registrar can generate and print the Certificate of Enrollment, which lists the student's program, year level, semester, and enrolled subjects with their corresponding units.

Figure 3.22. The official Certificate of Enrollment. Click to expand
Figure 3.22. The official Certificate of Enrollment.
Part 4 · Self-Enrollment of Existing Students

Overview

Student + Registrar

This part is intended for existing (continuing) students who are re-enrolling for a new term. Because they already have an SRMS account and an existing student profile, they no longer need to sign up or be profiled by the registrar — they begin directly by logging in and enrolling for the current School Year and Semester.

Process at a Glance

  • Student Steps 1–4: Log in, set the current School Year and Semester, enroll, and enlist subjects.
  • Registrar Steps 5–6: Enroll the student and enlist the subjects in the SRMS Desktop application.
  • Registrar Step 7: Print the Certificate of Enrollment.
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Part 4 · Step 1 Student

Log In to the Student Portal

Open a web browser and go to the SRMS Portal login page. Enter the Username and Password from your existing account, then sign in.

Note: If you have forgotten your credentials, contact the registrar's office before proceeding.

Figure 4.1. SRMS Portal login page — sign in with your existing account. Click to expand
Figure 4.1. SRMS Portal login page — sign in with your existing account.
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Part 4 · Step 2 Student

Set the Current School Year & Semester

After logging in, the Student Dashboard appears. Check the term shown at the top. If it is not yet the term you are enrolling for, click SWITCH SEMESTER & SY and select the current School Year and Semester. Your status will show Not Enrolled for the selected term — this is expected.

Figure 4.2. Student Dashboard — use "Switch Semester & SY" to set the current term. Click to expand
Figure 4.2. Student Dashboard — use "Switch Semester & SY" to set the current term.
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Part 4 · Step 3 Student

Enroll to the Current Semester

From the left-hand menu, go to Enrollment → Enrollment. Confirm your Course and Major, then select your Year Level and Section for the current term. Click ENROLL to submit your enrollment for the active School Year and Semester.

Figure 4.3. Online enrollment — selecting year level and section for the current term. Click to expand
Figure 4.3. Online enrollment — selecting year level and section for the current term.
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Part 4 · Step 4 Student

Enlist Your Subjects

Still under the Enrollment menu, go to Subject Enlistment. Review the available subjects for the current term and enlist them one by one by clicking the ENLIST button on each row.

Figure 4.4. Subject Enlistment — enlisting subjects individually. Click to expand
Figure 4.4. Subject Enlistment — enlisting subjects individually.
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Part 4 · Step 5 Registrar

Enroll the Student (Desktop App)

In the SRMS Desktop application, open the Registrar Module and go to ENROLLMENT. Click the SELECT button beside Student No., then choose SELECT FROM ONLINE.

Figure 4.5. Enrollment Form — click "Select" to find the student. Click to expand
Figure 4.5. Enrollment Form — click "Select" to find the student.
Figure 4.6. Choose "Select from Online." Click to expand
Figure 4.6. Choose "Select from Online."

In the Search Online Enrollment window, search for the student, then double-click the correct record to load it.

Figure 4.7. Search the student in the online enrollment list. Click to expand
Figure 4.7. Search the student in the online enrollment list.
Figure 4.8. Double-click the student record to select it. Click to expand
Figure 4.8. Double-click the student record to select it.

The student's data loads into the enrollment form. Verify the details, complete any remaining fields, then click SAVE.

Figure 4.9. Student data loaded into the enrollment form, ready to save. Click to expand
Figure 4.9. Student data loaded into the enrollment form, ready to save.
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Part 4 · Step 6 Registrar

Enlist the Student's Subjects (Desktop App)

Based on the student's online self-enlistment, the registrar mirrors the subjects in the Desktop application. In the Registrar Module, go to SUBJECT ENLISTMENT to open the Subjects Enrollment Form, then click ADD STUDENT (ONLINE). Search for the student and select the correct record.

Figure 4.10. Subjects Enrollment Form — click "Add Student (Online)." Click to expand
Figure 4.10. Subjects Enrollment Form — click "Add Student (Online)."
Figure 4.11. Searching for the student to add from online. Click to expand
Figure 4.11. Searching for the student to add from online.
Figure 4.12. Selecting the student record. Click to expand
Figure 4.12. Selecting the student record.

The student's enlisted subjects load automatically, along with the total units. Click SAVE — a success prompt confirms the registration has been processed.

Figure 4.13. The student's subjects loaded into the form. Click to expand
Figure 4.13. The student's subjects loaded into the form.
Figure 4.14. Success prompt — "Registration has been processed successfully!" Click to expand
Figure 4.14. Success prompt — "Registration has been processed successfully!"
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Part 4 · Step 7 Registrar

Print the Certificate of Enrollment

The student is now officially enrolled for the current term. The registrar can generate and print the Certificate of Enrollment, which lists the student's program, year level, School Year and Semester, and enrolled subjects with their corresponding units.

Figure 4.15. The official Certificate of Enrollment. Click to expand
Figure 4.15. The official Certificate of Enrollment.

Enrollment Complete

With prerequisites and class schedules configured, students can self-enroll end to end. Each student's record then exists both on the SRMS Portal and in the SRMS Desktop application, and the Certificate of Enrollment serves as official proof of enrollment.

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