NSIMS User Guide & Documentation
Task-oriented walkthroughs, step-by-step procedures, business rules, and troubleshooting across all NSIMS applications.
Browse By Role / Portal
Student & Applicant
Online admissions, self-enrollment, fee assessment, grades, and curriculum tracking.
Faculty & Instructors
Assigned teaching loads, live student rosters, grading sheets, and grade change requests.
Core Academic & Registrar
Curriculum wizard, class scheduling, subject encoding, section capacities, and official TOR.
Accounting & Finance
Daily collections dashboard, cashier POS register, balance forwarding, and general ledger.
Task Catalog (75)
New Student: How to Register & Apply for Online Admission
Complete 4-step walkthrough for incoming freshmen and transferees completing initial applicant registration, biographical data, program selection, and email OTP verification.
How to Access Your Student Portal & Reset Password
Step-by-step walkthrough for signing into your student portal account, authenticating via institutional email or Student ID, setting up self-service password recovery, and navigating the authenticated student dashboard.
How to Self-Enroll & Select Subject Schedules
Step-by-step walkthrough for continuing and irregular students to select academic periods, encode course sections, resolve schedule conflicts, inspect tuition fee assessments, and submit official self-enrollment.
How to View Enrolled Subjects & Download Certificate of Enrollment (COE)
Step-by-step walkthrough for students to inspect their officially enrolled subject schedules per academic period, review classroom assignments and instructors, and generate/download their official Certificate of Enrollment (COE).
How to View Tuition Assessment & Statement of Account (SOA)
Step-by-step walkthrough for students to inspect their itemized tuition fee breakdown, monitor periodic installment payment due dates, and audit real-time payment ledger transactions.
How to Check Released Term Grades & Academic Standing
Step-by-step walkthrough for students to inspect periodic term grades (Prelims, Midterms, Semi-Finals, Finals), review official numeric/equivalent ratings, monitor General Weighted Average (GWA), and export grade evaluation sheets.
How to Track Curriculum Progress & Graduation Evaluation
Step-by-step walkthrough for continuing students and graduating candidates to track degree progress, monitor completed vs. unfinished curriculum subjects, inspect prerequisite requirements, and audit cumulative General Weighted Average (GWA).
How to View Assigned Teaching Loads & Class Rosters
Step-by-step walkthrough for faculty members and department chairs to access assigned course sections, view real-time enrolled student masterlists, verify merged class sections, and export printable attendance sheets.
How to Encode and Submit Grades in the Grading Sheet
Complete procedure for encoding raw quiz/exam scores, calculating transmuted ratings, validating passing marks, and locking grading sheets.
How to Submit a Change of Grade Request
Step-by-step workflow for requesting formal grade modifications after a grading sheet has already been locked and submitted.
Campus Setup & Physical Locations Guide
Manage main and satellite campus records, codes, physical addresses, and contact persons across the institution.
Departments & Colleges Configuration Guide
Manage academic colleges, department heads, and administrative units linked to campuses.
Document Types & Admission Checklist Setup Guide
Configure institutional admission document requirements (Form 138, PSA, Good Moral, Transcript Copies) with required flags and file size limits.
Rooms & Facility Seat Capacities Guide
Maintain classroom, computer lab, and auditorium facility records with maximum seat capacities for the class scheduler.
Feeder High Schools & Transferee Colleges Directory Guide
Maintain master records of secondary schools, colleges, and DepEd/CHED school codes for applicant intake and transfer evaluation.
Student & Employee ID Numbering Format Guide
Define automatic ID generation templates with academic year prefixes, campus codes, and zero-padded incrementing sequence numbers.
Academic Periods & Term Windows Guide
Configure school years and active semester terms (e.g. 1st Sem 2026-2027) governing all enrollment, billing, and grading.
Adding & Dropping Date Windows Guide
Set official start and end deadlines for student subject adjustments, section switching, and drop requests.
Class Scheduling & Room Allocation Windows Guide
Set administrative windows for department chairs to schedule class offerings, faculty loads, and room assignments prior to student enrollment.
Grade Terms & Grading Components Configuration Guide
Configure grading periods (Prelim, Midterm, Semi-Final, Final) and their respective percentage weight contributions toward the final grade.
Grade Conversions & Grading Policies Guide
Configure grade terms (Prelim, Midterm, Finals), submission deadlines, and percentage-to-letter grade conversion scales.
Schedule Conflict & Overlap Detection Rules Guide
Configure collision detection settings preventing faculty double-booking, room overlapping, and student time conflicts during scheduling.
Courses & Degree Programs Catalog Guide
Manage academic degree programs (e.g. BS Information Technology, BS Accountancy) and program majors.
Subjects Master Catalog & Unit Credits Guide
Create master subject records with course descriptions, unit credits (lecture/lab), and tuition hours.
Credit & Equivalent Subjects Setup Guide
Establish subject equivalence and crediting rules for transferees, cross-enrollees, curriculum version changes, and course code renames.
Curriculum Wizard & 4-Year Matrix Guide
Build complete 4-year batch curriculum matrices with prerequisite trees, corequisites, and copy curriculum features.
Curriculum Evaluation & Graduation Audit Guide
Perform comprehensive graduation audits, verify completed prerequisite chains, check earned units, and calculate General Weighted Average (GWA).
Section Offering & Class Scheduler Guide
Create section blocks, allocate room and time slots, assign faculty loads, and process schedule approvals.
Merge & Unmerge Class Sections Guide
Combine low-occupancy sections under a single instructor and schedule, or separate merged classes.
Subject Encode & Section Capacity Management Guide
Encode subjects for regular and irregular students, manage section capacities, and handle subject replacements.
Add, Drop, and Change Subject Processing Guide
Process student subject adjustments, section transfers, and schedule modifications during the active adding/dropping period.
Change & Update Enrollment Data Guide
Modify a student's enrollment record including degree course, curriculum batch, year level, section block, and registration status.
Student Degree Shifting & Campus Transfer Guide
Execute program shift requests and inter-campus transfers, migrating completed subject units and recalculating required curriculum checklist.
Enrollment Batch Priority Schedules Guide
Configure enrollment priority windows by year level, college department, honors status, or student classification.
Drop Requests & Withdrawal Processing Guide
Process student subject withdrawals and full enrollment drops, marking DRP and releasing section slots.
Administrative Grading Sheets & Grade Override Guide
Administrative grade entry, sheet unlocking, and score authorization for Registrar staff.
Authorize Late Grade Input & Sheet Unlock Guide
Grant temporary access permissions and unlock locked grading sheets for faculty members submitting overdue or revised grades.
Transcript of Records (TOR) Generation Guide
Generate, certify, and snapshot official academic transcripts with verified grades and graduation honors.
Admissions & Applicant Review Guide
Intake student applications, verify submitted Form 138/PSA documents, and issue official Student IDs.
Administrative Personnel & Staff Accounts Guide
Create, manage, and assign institutional roles to registrar staff, finance officers, department heads, and system administrators.
Faculty Accounts & Instructor Profiles Guide
Register faculty accounts, associate instructor profiles with departments, and configure teaching credentials and permissions.
Student User Accounts & Credential Reset Guide
Manage student portal login accounts, trigger temporary password resets, unlock suspended accounts, and monitor student user status.
Role-Based Access Control (RBAC) & Audit Logs Guide
Configure granular permissions across modules, preview role privileges, and inspect forensic system audit logs of all user actions.
Class Rosters, Room Schedules & Instructor Load Reports Guide
Generate and export official section class lists, room occupancy matrices, instructor teaching load summaries, and merged class reports.
Enrollment Lists, Summary & CHED Reports Guide
Export comprehensive term enrollment statistics, student demographics, registered subject counts, and CHED compliance masterlists.
Certificate of Grades (COG) & Term Grade Reports Guide
Print official Certificate of Grades (COG), semester grade summary sheets, and General Weighted Average (GWA) rankings.
Discontinued Students & Unsubmitted Documents Reports Guide
Audit student attrition, track unsubmitted admission credentials, and generate follow-up rosters for document compliance.
Financial Management Dashboard & KPI Guide
Monitor daily revenue collections, date-range revenue trends, outstanding student receivables, and action queues.
Fee Setup & Chart of Accounts Mapping Guide
Create tuition, laboratory, miscellaneous, and departmental fee items, and map them to general ledger revenue and receivable accounts.
Assessment Setup & Fee Computation Schemes Guide
Configure automated fee assessment rules using Fixed Amount, Per Unit, or Package TF schemes filtered by program, campus, and year level.
Payment Schemes & Installment Schedules Guide
Define tuition installment plans (Full Cash, 2-Payment, 4-Installment) with installment percentage splits and deadline rules.
Refund Schedules & Receipt Series Setup Guide
Configure enrollment withdrawal refund schedules and manage active receipt book/adjustment series for cashiers.
Billing Periods & Back Balance Tolerance Guide
Manage billing cycle dates, payment term cutoffs, and configure maximum allowable prior balance thresholds for enrollment clearance.
Student Assessment & Manual Fee Auditing Guide
Review student fee calculations, manually add or remove laboratory/miscellaneous charges, and audit tuition unit totals.
Group Re-assessment Batch Processing Guide
Trigger asynchronous batch re-assessments when fee tables change or curriculum adjustments affect an entire student cohort.
Individual & Group Account Adjustments Guide
Post debit or credit adjustments to student accounts for billing corrections, approved waivers, or unexpected laboratory charges.
Discounts, Scholarships & Grantee Setup Guide
Configure institutional scholarships, academic honor discounts, government vouchers (ESC/TSS), and apply grants to student assessments.
Examination Permit Generation & Clearance Guide
Verify student payment thresholds and generate official examination permits for Prelim, Midterm, Semi-Final, and Final exams.
Cashier Point-of-Sale Register & Payment Receipting Guide
Open cashier shift sessions, accept tuition and miscellaneous payments, post ledger entries, and issue Official Receipts.
Cashier Daily Collections & Shift Balancing Guide
Reconcile daily cash collections, record denomination counts, generate shift summary reports, and submit drawer balancing to supervisors.
Bank Deposits & Online Payment Verification Guide
Verify bank deposit slips, online bank transfers, GCash/Maya receipts, and credit verified payments directly to student ledgers.
Official Receipt Cancellation & Voiding Guide
Process receipt void requests, provide cancellation justification, obtain supervisor sign-off, and reverse accounting entries.
Non-Student Collections & Over-the-Counter Sales Guide
Collect and receipt entrance exam fees, transcript fees, certification fees, uniform purchases, and other non-student transactions.
Enrollment Validation & Downpayment Clearance Guide
Validate required minimum downpayments, issue enrollment validation clearance, and confirm students as officially registered.
Enrollment Cancellation & Assessment Reversal Guide
Cancel unvalidated or abandoned enrollments, zero out pending fee assessments, and release reserved section seats.
Drop Request Financial Clearance & Refund Calculation Guide
Calculate applicable refund or tuition retention percentages for registrar-approved course drops according to school policy.
Balance Forwarding for Returning Students Guide
Carry forward unpaid student balances from prior semesters into the active term or reverse erroneous forwards.
Promissory Notes & Payment Deferral Guide
Process and approve student promissory notes for deferred tuition payments, granting temporary examination clearance.
Student Awards & Institutional Incentives Guide
Credit institutional prizes, athletic competition awards, and special achievement grants directly into student ledger accounts.
Chart of Accounts & Fund Management Guide
Configure institutional general ledger accounts (Assets, Liabilities, Equity, Revenue, Expense) and manage fund accounts.
Journal Entries & General Ledger Adjustments Guide
Encode manual journal vouchers, adjust balances between ledger accounts, and audit double-entry debit/credit postings.
Student Ledger & Statement of Account Audit Guide
Inspect complete student financial histories, view chronological debit/credit journal lines, and export certified Statements of Account (SOA).
Assessment Details, Summaries & Fee Schedules Reports Guide
Generate itemized assessment breakdowns, period assessment summaries, schedule of fees, and subject charge audits.
Accounts Receivable & Aging of Receivables Reports Guide
Generate periodic accounts receivable summaries, masterlists of receivables, and 0-30, 31-60, 61-90, 90+ days aging reports.
Official Receipts Listing, Summary & Grantees Reports Guide
Export daily and monthly official receipts listings, OR summaries, cancelled receipts logs, and scholarship grantee reports.