Alvis for Academy

Alvis for Academy runs a Philippine private school from Kinder to Grade 10, covering elementary and Junior High School. Admissions, enrollment, DepEd-style grading, report cards, attendance, health and nutrition, the library and the cashier all work from one set of learner records. Registrars, teachers, accounting staff and the principal each see exactly what their role allows.

Dashboard at a glance

Pick a school year and see enrolled learners, pending enrollments, new admissions and grades awaiting finalization, plus enrollment and admission trends across school years.

See learners by grade level, learner type and sex at a glance.

Spot learners at risk (any quarter below 75) and the learning areas where grades are slipping, and track promotion status and baseline nutritional status.

1. Online admission, ready for QR

The admission form follows the DepEd learner profile: LRN (checked for exactly 12 digits), sex, birthday, mother tongue, IP community, 4Ps, parents and guardian, and last school attended. A requirements checklist (PSA birth certificate, SF9, SF10, good moral, 2x2) is enforced. Transferees and Balik-Aral learners must submit their last report card, and duplicate learners or LRNs are blocked. Share the form as a no-login external link under the limited Applicant role, and print it as a QR code for posters and the front desk.

Applications land in one queue as Pending, Processed, Returned or Discarded. Processing an application creates the learner record and a draft enrollment automatically.

2. Learners and enrollment

Every learner has one permanent record with their current grade level, learner type and enrollment status.

Enrollments are filed by school year. Each one has a live checklist (section assigned, the section's classes loaded, down payment received), and an enrollment can't be confirmed until all three are done. Confirming sets up the learner's grade records and core-values sheet. Transfers out and dropouts are recorded with one click.

3. DepEd grading and report cards

Junior High quarterly grades are calculated from Written Works, Performance Tasks and Quarterly Assessment using each learning area's weights, then transmuted with DepEd's transmutation table (DepEd Order 8, s. 2015). Each learning area's weights must add up to 100%. Elementary teachers enter the quarterly grade directly. Grades can only be entered for quarters the school year has reached. Each grade moves from Open to Submitted to Finalized, and changes after finalizing go through grade change requests.

Each enrollment brings together the learner's grades, core-values ratings (Maka-Diyos, Makatao, Maka-kalikasan, Makabansa), monthly attendance, payments and health records.

Print the Report Card (SF9) in one click, with quarterly grades, final rating, attendance by month and observed values. The Permanent Record (SF10), Certificate of Enrollment and Daily Attendance Report (SF2) are built in too.

4. School forms and reports

The reports come ready to run: the class record summary, SF1 School Register, SF3 books issued and returned, SF4 learner movement and attendance, SF5 promotion and learning progress, SF6 summary of promotion and level of proficiency, SF7 school personnel assignment, SF8 health and nutrition, and collections and balances. Every report exports to CSV or PDF.

Also built in:

• Honors list (DO 36, s. 2016): With Honors, With High Honors and With Highest Honors from the general average, also printed on the SF9
• Grade 10 completers: Junior High completers for the Certificate of Completion
• Remedial classes: a failed learning area's remedial mark is approved as a grade change, the final grade is recomputed, and the learner is promoted or retained
• School ID on every form: SF2, SF9 and SF10 carry the school's ID, division and region

5. Attendance, health and library

Advisers keep a monthly attendance sheet per section, marking each school day present, absent or tardy. Totals and attendance rates are calculated for you.

Record baseline and endline weight and height. The app calculates BMI, and you record nutritional status and height-for-age for SF8.

Track textbooks issued, returned or lost per learner for SF3.

6. Accounting and cashiering

Each enrollment's assessment fills in from the grade level's tuition, miscellaneous and other fees, less any discount or scholarship (sibling, employee dependent, early payment, academic scholarship, or need-based grant). The balance updates with every payment.

Payments get an automatic OR number and can be taken by cash, GCash, Maya, bank transfer, check or card. A payment can't exceed the outstanding balance, and voided receipts keep a reason.

Print an official receipt for any payment, and follow up on balances with the Collections and balances report.

7. Role-based access

Seven roles come ready: Super Admin, Principal (finalizes grades and approves grade changes), Registrar (admissions, learner records, enrollment), Teacher (limited to their own classes and advisory section), Accounting (fees, discounts and payments), Parent (sees only their own child's records) and Applicant (the public admission form). Permissions are set per module, and you can hide individual fields from a role.

More built in

• Automations: admissions become learners, confirmed enrollments set up grade records and core values, approved grade changes are applied, and staff get notified about new admissions, payments and finalized grades.
• Audit trail: every change is logged with who made it and when, field by field.
• Downloadable forms for parents, grid edit and filters on every list.
• Your branding: school logo, accent colour, ₱ currency and the school name on every printout.
• Your own subdomain, API keys and full version history with rollback, and an Android or iOS project to download.

Getting started

1. Install the app. You get the full structure, never anyone else's records.
2. In Settings, set your school name, logo and accent colour.
3. Set up the school year, grade levels and fees, learning areas and their Basic Academic Program weights, teachers, rooms, sections, classes and discounts.
4. Create an external admission link with the Applicant role and share its QR code. Then invite your registrar, teachers and accounting staff with their roles.