Alvis for University

Alvis for University runs a college or university's student lifecycle in one system, from the online application to enrollment, assessment, grading and grade corrections. The registrar, instructors, accounting and students each work from the same records, so data is entered once and never re-encoded across spreadsheets.

It is built for Philippine higher education institutions: colleges and universities offering undergraduate and graduate (masteral) programs, with semester and summer terms, unit-based tuition, SHS strand tracking and INC and removal grades.

Dashboard at a glance

Filter by academic term to see:

• Enrollment stats: total enrolled, new students, pending enrollments and applications
• Student demographics: program type, gender, old, new and transferee students, enrollment status, most enrolled courses, year level, and students per college
• Enrollments per academic period
• Grading progress: students with complete, partial or no grades, and grading status per course and college

1. Online admission and enrollment, shared by QR code

Applicants apply from their phones, with no account or login, through a public admission link the school can share as a QR code. The form collects:

• Personal and contact details
• Course and academic term
• LRN, last school attended and SHS strand (STEM, ABM, HUMSS, GAS, TVL and others)
• Parent or guardian details
• Applicant type: new or transferee
• A checklist of submitted requirements: Form 138, Form 137, PSA Birth Certificate, Good Moral Certificate and 2x2 photo

Each application arrives in the Admissions queue with a reference number. The registrar processes it into a student record and an enrollment for the term. The enrollment records student type, course type (undergraduate or masteral), enrollment type, year level, section and college, then moves from Pending to Enrolled.

2. Registrar maintenance

The whole academic structure is maintained in one place:

• Colleges and courses: programs grouped by college, each tagged as undergraduate or graduate
• Curriculum: subjects per course, year level and term, with units and prerequisites
• Subjects, rooms and instructors
• Academic terms: 1st semester, 2nd semester and summer, each with switches to open or close enrollment and grading
• Sections and classes: each class links a subject, section, room, instructor and schedule
• Students: a complete student profile with student number, year level, college and course, status, and a grading summary

3. Grading, INC removal and grade reconciliation

Instructors encode grades for their own classes. INC grades can be completed with a removal grade, and the final grade is computed automatically. Each student's grades are grouped by academic term on their enrollment.

Grade corrections go through Grade Reconciliations. The requested grade, previous grade and reason are recorded, and the request is approved or rejected, so every change to a released grade has a documented trail.

Credit evaluations handle transferees: the registrar records the student's previous school and lists the subjects being credited.

GWA, honors and graduation

• Term GWA weighted by units (INC left out) and the Dean's List: 1.75 or better, no grade below 2.50
• Cumulative GWA, units earned (including credited subjects) and Latin honors on every student
• Graduation & Special Orders: each candidate is checked for units still lacking and open INCs, then marked graduated with the CHED Special Order number
• Transcript of Records with every term's grades, units, GWA, date of graduation and SO number, and a Certificate of Grades per term

4. Accounting and cashiering

• Fees: tuition, miscellaneous, laboratory and other fees, set per year level and course
• Discounts and scholarships: fixed-amount or percentage
• Assessment: each enrollment is assessed automatically. Tuition per unit is multiplied by total units, the miscellaneous and laboratory fees are added, and any discount or scholarship is deducted. The result is the total assessment, amount paid and balance.
• Payments: recorded with official receipt numbers and payment methods

5. Reports and printable documents

Run the built-in CHED reports (enrollment list, enrollment summary by course, year level and sex, report of grades, graduates for Special Order, faculty teaching load, Dean's List, students with INC, collections and balances) or design your own in the report builder. You pick columns across related records (student, course, class, subject, term and more), filter, group, and export to PDF or CSV. This lets each school build the enrollment lists, grade sheets and summaries that CHED and its own offices ask for.

The document designer creates printable single-record documents, such as the Certificate of Registration (COR), Certificate of Grades and Transcript of Records, with the school's letterhead and signatories. Each document gets a Print button on the record's page.

6. Role-based access management

The app comes with roles for how a college runs:

• Super Admin
• Registrar: manages enrollment for their college
• Instructor: encodes grades for their own classes
• Accounting: fees, assessments and payments
• Student: sees only their own records
• Applicant: the public admission kiosk

Read, create, update and delete permissions are set per role and per record type. Each permission can be scoped to all records, the user's own records, or the user's group, and individual fields can be hidden from a role. Staff and students are invited by email and assigned a role.

7. More built in

• Automations: workflows trigger when records are created or updated, when a form is submitted, or on a schedule. They can send in-app, email or SMS notifications, update or create records, or call a webhook.
• Audit trail: every change records who made it, what changed and when.
• Downloadable forms: the school can share blank forms with students and applicants.
• Bulk editing: lists support grid editing, filters, PDF export and pagination.
• Branding: the school's logo, colors, peso currency and letterhead.
• Deployment: the app can run in the cloud, self-hosted on the school's own server, or as an Android or iOS app.

Getting started

1. Add your colleges, courses, curriculum and subjects, then your rooms, instructors and academic terms.
2. Set up fees and discounts per course and year level.
3. Invite your registrars, instructors and accounting staff, and assign each a role.
4. Share the admission QR code, open enrollment for the term, and let instructors encode grades once grading opens.