Web-Based Class Records Management System

SOFTWARE OPERATIONS MANUAL

Academic Planning Services / Quality Management Office

UNIVERSITY OF MINDANAO | MATINA CAMPUS, DAVAO CITY, PHILIPPINES
 WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

Table of Contents
I. Introduction .................................................................................................................................... 3
II. Accessing the CRMS ........................................................................................................................ 3
a. Faculty Registration .................................................................................................................... 3
b. User Login ................................................................................................................................... 5
c. Password Reset ........................................................................................................................... 5
III. CRMS Dashboard ........................................................................................................................ 6
IV. Downloading Official Class Record Templates ............................................................................ 6
V. My Class .......................................................................................................................................... 7
a. Selecting a Class List .................................................................................................................... 7
b. Fetching Class Record and Uploading the Grades ...................................................................... 8
VI. Class Record and Grades Approval ............................................................................................. 9
a. Approval by Program Head ......................................................................................................... 9
b. Approval by the Dean of College .............................................................................................. 10
VII. User Account Setup................................................................................................................... 10
a. Changing the User Password .................................................................................................... 10
b. Updating Contact Details .......................................................................................................... 10
VIII. Others ....................................................................................................................................... 11
a. Sending a Feedback .................................................................................................................. 11

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 WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

Table of Figures
Figure 1: Accessing the CRMS application .............................................................................................. 3
Figure 2: Login Screen ............................................................................................................................. 4
Figure 3: Faculty Registration ................................................................................................................. 4
Figure 4: Password Reset ........................................................................................................................ 5
Figure 5: Main Menu/ Dashboard........................................................................................................... 6
Figure 6: CRMS Menu ............................................................................................................................. 6
Figure 7: Official Class Record Templates ............................................................................................... 7
Figure 8: Accessing the Class List ............................................................................................................ 7
Figure 9: Selecting a Subject Load .......................................................................................................... 7
Figure 10: Class List ................................................................................................................................. 8
Figure 11: Fetching the grades from the class record ............................................................................ 8
Figure 12: Automatic grades fetching ..................................................................................................... 8
Figure 13: Accessing the Class Record Approval..................................................................................... 9
Figure 14: Class Record Approval Process .............................................................................................. 9
Figure 15: Accessing the Change Password Menu................................................................................ 10
Figure 16: Change Password Menu ...................................................................................................... 10
Figure 17: Accessing the Update Contact Menu................................................................................... 11
Figure 18: Update Contact Menu.......................................................................................................... 11

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WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

I. Introduction
The Class Records Management System or CRMS is a grades submission system that is
composed of multiple components that is designed to work interconnected with each
other. The ultimate goal of the CRMS is to ensure the following:

1. That all faculties are using the official and latest “Class Record” template.
2. Eliminate factors such as human error in the computation and submission of final
grades.
3. Improve the efficiency in grades submission by eliminating duplication of tasks and
other data redundancy encountered during the manual submission of grades.

II. Accessing the CRMS

The CRMS can be accessed by opening a web browser (Google Chrome, Firefox, Internet
Explorer, Safari, Etc.) and typing the following web address: http://10.1.30.251/crms

http://10.1.30.251/crms

Figure 1: Accessing the CRMS application

Users will be redirected to the login menu where users must enter their username and
password in order to proceed.

a. Faculty Registration
The CRMS has already pre-enrolled all university employees to eliminate the registration
process. However, newly hired faculties needs to register first before they can use the
system.

The registration process is straightforward; users can access the faculty registration page
by clicking the “Faculty Registration” link located above the login page.

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WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

Faculty Registration

Enter your username and password

Figure 2: Login Screen

After clicking the “Faculty Registration” link, user will be redirected to the faculty
registration page. Completely fill-up the entire form and press the “Save” button after.

Please wait for at least 1-3 days to process your registration since each request is subject to
verification from the HRMD and Admissions Departments respectively.

Do NOT forget to
include your active
mobile number to
receive SMS
notifications
regarding updates.

Figure 3: Faculty Registration

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WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

Once a user has been successfully verified, he/she will receive an SMS confirmation and may
immediately begin to access the CRMS by logging-in on the log-in page.

b. User Login
Before you can access the system, users are required to login using their username and
password. By default, the pre-enrolled first-time faculty users of the system may login using
the following default credentials:

Default username: [your employee id]

Default password: [your employee id]

For newly hired faculty members whose registration request has been approved, you may
login using the password that you provided during the registration process.

c. Password Reset
In the event that users forget his/her password, click the “Reset Password” link located at
the top of the login page to initiate the reset password process.

To ensure that only the registered users can reset their password, the CRMS utilizes a “Two-
Factor” authentication process.

Begin by typing your “Employee ID” the press the “Send Verification Code”. This will send a
6-digit verification code to the registered mobile number of the faculty. Employees are only
given 5 minutes to enter the verification code before it expires.

After keying the Verification Code, type your new password and press the “Reset Password”
button. Forgot Password

Use the verification code

immediately within 5 minutes after
receiving it via SMS.

Figure 4: Password Reset

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WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

III. CRMS Dashboard

Once you have entered your correct username and password, the main menu will open. From
here you may access the different important functions of the CRMS such as printing class lists,
encoding grades, changing username and password.

Figure 5: Main Menu/ Dashboard

Figure 6: CRMS Menu

1. My Class – Access the main class records functions.

2. Class records – Download official class record templates
3. Approval– Approval of class records by the program heads and deans of college
4. Download Manual – Download the latest user manual
5. My Account – Update your email, contact number, change password, and log out.

IV. Downloading Official Class Record Templates

To ensure that you are using the latest version of the MS Excel-based class record templates,
press the “Class Records” button located on top of the CRMS dashboard (see figure 6).

Class record templates are sorted by college. You may browse through the different class
records by clicking the links provided on top of the menu.

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WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

Figure 7: Official Class Record Templates

Users may download as many copies of class records as they want. Carefully browse through the
different class record templates, select a class record, and click the “Download” button to finish
the process.

V. My Class
Teachers can view all the list of subjects together with the corresponding number of students
enrolled per subject assigned to them by click the “My Class” button located on the upper-left
corner of the Dashboard (Main Menu).
Click to view the lists of subject
loads assigned to you.

Figure 8: Accessing the Class List

a. Selecting a Class List

Begin by selecting a subject from the drop-down button on the upper left corner. Once a
subject is selected, the system will automatically generate the corresponding subject details
and shall display the list of enrolled students on the right side.

Figure 9: Selecting a Subject Load

1. Select a class list by browsing through the
7 different subject codes assigned to you.
WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

2. Students enrolled to the

selected course will be
displayed here.

Figure 10: Class List

b. Fetching Class Record and Uploading the Grades

To save time and effort, the system automatically fetches the data from the existing Class
Records. Begin by selecting a Program Head and Dean of College, the press the “Choose File”
button to select a class record to fetch data from.

Figure 11: Fetching the grades from the class record

Once the data has been successfully verified, the CRMS will transfer the students’ grades
from the class record to the system.

Figure 12: Automatic grades fetching

Once you use the “Data Fetching” feature of the CRMS, the Actual MS Excel Class Record file
will also be automatically uploaded as a file attachment (eliminating the need to manually
attach a class record).

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VI. Class Record and Grades Approval

All submitted class records can still be re-submitted provided that the class record is still
pending for approval of the Program Head.

Once a class record has already been approved by the Program Head, faculty may request
the same program head to disapprove the grades in order for the teacher to re-submit a
correct version of the class record.

If the class record has already been approved by the Program Head and by the Dean of
College, this will be automatically posted to the records and Admission Center (RAC). Thus,
changing of grades through the CRMS is no longer an option. Teachers will have to request
directly from the RAC for the correction of grades.

a. Approval by Program Head

For Program Heads, all class records submitted must be initially approved by the Program
head before the final approval of the dean of College. The criteria for the approval of grades
submitted depends per college. But in general, program head must make sure that a copy of
the Table of Specifications (ToS), copy of the Multiple Choice Questions (MCQ) used during
exams, and student monitoring form has been submitted by the faculty before approving
the grades.

Program heads must also check the submitted class records for deficiencies such as
improper/incorrect/none entries of the class record details, and double checking of
students’ grades.

For disapproved class records, the faculty concerned will be automatically notified through
SMS that the class record has been disapproved. The details of the disapproved class record
will be seen once the faculty concerned has reviewed the grades within the CRMS.

1. To approve requests, click the “Approval” button

from the Dashboard and either select “PH”
(Program head) or “Dean”.

Figure 13: Accessing the Class Record Approval

1. Download
Class record
attachment

2. Approve or
Disapprove
submitted class
record

Figure 14: Class Record Approval Process

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WEB-BASED CLASS RECORDS MANAGEMENT SYSTEM 09/03/2018

b. Approval by the Dean of College

(Same process as above using the “Dean of College” selection.

VII. User Account Setup

a. Changing the User Password
To prevent unauthorized users from accessing your account, it is recommended that users
change their password once every term or as often as necessary.

To change the password, access the “My Account” from the dashboard then select the “Change
Password” option.

1. From the Dashboard, select the “My Account”

then click the “Change Password” option.

Figure 15: Accessing the Change Password Menu

2. Enter your current password.

3. Type your new desired password
4. Retype your new password

5. Click the “Save”

button
Figure 16: Change Password Menu

b. Updating Contact Details

SMS notification is an important feature of the CRMS to keep the faculties updated with regards
to the status of their submitted class records. Whenever users change their contact number, it is
also important to update the user’s contact information to ensure that important status updates
and announcements will still be received.

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To update the contact number and email, access the “My Account” from the dashboard then
select the “Update Contact” option.

1. From the Dashboard, select the “My Account”

then click the “Change Password” option.

Figure 17: Accessing the Update Contact Menu

2. key in your mobile phone number

(without the leading zero)

3. enter your e-mail address

4. Press the “Save”

button
Figure 18: Update Contact Menu

VIII. Others
a. Sending a Feedback
We see suggestions as an opportunity to improve our services. Your suggestions are valuable to us
and will be considered as part of our ongoing activities to improve our services.

For comments and suggestions, users can submit a feedback (anonymously) by accessing the “Send
Feedback” option from the login screen.

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