Intelligent and customizable school management, student information and planning system for Universities, Colleges, Post Graduate and Technical Vocational
Intelligent and customizable school management, student information and planning system for Universities, Colleges, Post Graduate and Technical Vocational
Intelligent and customizable school management, student information and planning system for Universities, Colleges, Post Graduate and Technical Vocational
Intelligent and customizable school management, student information and planning system for Universities, Colleges, Post Graduate and Technical Vocational
Intelligent and customizable school management, student information and planning system for Universities, Colleges, Post Graduate and Technical Vocational
Intelligent and customizable school management, student information and planning system for Universities, Colleges, Post Graduate and Technical Vocational
CASE STUDY | CIIT COLLEGE OF ARTS AND TECHNOLOGY
A Registrar’s Best Friend:
How Edusuite Empowered CIIT to Do More with Less
A conversation with Ms. Wilhelmina Santos, Head Registrar at CIIT College of Arts and Technology, on how the implementation of a smart school management system has revolutionized the way the Registrar's team works – making their processes more efficient and effective.
About CIIT College of Arts and Technology.
CIIT College of Arts and Technology is a leader in technology and arts education. They blend creativity with technology to prepare students for the industry through innovation, hands-on learning, and bridging academia with real-world needs.
What sets CIIT apart is its industry-based approach, constantly updated curriculum, and state-of-the-art facilities. Students work on real projects, building strong portfolios with the help of industry partnerships that offer internships and job opportunities.
Our mission is to equip students with real-world skills by blending creativity with technology to make them industry-ready.
Wilhelmina Santos, Head Registrar of CIIT College of Arts and Technology
The Limitations of Outdated School Platforms
As more schools embrace technology to streamline operations, the demand for comprehensive management systems continues to grow. Recognizing that each institution has unique needs, schools now seek scalable, user-friendly solutions that enhance efficiency and can adapt to their evolving requirements.
For school management system providers, success lies in delivering solutions that genuinely support a school’s core operations. It’s easy to promise the sun and the moon—but when those promises fall flat, the consequences are real. Features that sound impressive on paper can end up hindering daily workflows, eroding trust, and straining long-term partnerships if they fail to deliver meaningful value.
"We aim to produce industry-ready graduates, same as a lot of schools, but we’d like to do that while making sure that the education is accessible. This is where we focus heavily our efforts on."
Sherwin O, President of CIIT College of Arts and Technology
The Challenge: Too Many Students, Not Enough Space – A Registrar’s Headache
CIIT has more than 2,000 students, and the goal is to optimize the use of its limited classrooms and faculty, ensuring that facilities and resources are allocated efficiently and tuition fees are kept affordable. Additionally, assigning subjects to classrooms and advising students on course selection have created significant bottlenecks. This challenge has been a persistent issue at CIIT and is a common experience by schools lacking an efficient system.
When the pandemic hit, another pressing issue emerged. The challenging circumstances forced many students to either drop subjects or completely halt their education. As a result, the number of irregular students surged—not just at CIIT, but across schools throughout the Philippines. For the Registrar’s Office, this meant even more time spent adjusting schedules, verifying prerequisites, and juggling unique advising needs for thousands of students each term.
“We needed to automate our enrollment and administrative tasks to make everything more efficient. We were really looking for a system that could streamline processes like class scheduling, faculty assignments, and enrollment itself. We also wanted accurate forecasting so we could predict class demand and avoid overcrowded or underutilized sections. Most importantly, we wanted to cut down on manual work and paperwork to reduce, if not completely eliminate, errors. That’s really what we were looking for in a system.”
Wilhelmina Santos, Head Registrar of CIIT College of Arts and Technology
The Edusuite Advantage: A Smart Class Forecasting Feature
Class Forecasting, unique to Edusuite, proved to be the catalyst for improvement for CIIT. With Edusuite, scheduling overlaps and unassigned subjects have been minimized or avoided, making the enrollment and scheduling process significantly smoother and more organized.
Accurate Subject and Section Forecasting
By leveraging Edusuite’s intelligent demand forecasting, CIIT was able to accurately determine which subjects and sections needed to be opened each term. This proactive planning prevented common issues like overcrowded classrooms and underutilized classes with only a handful of students.
Automated and Optimized Room Assignments
Manual room scheduling often led to double bookings and last-minute reshuffling of classes. With Edusuite, room assignments were fully automated and optimized, eliminating conflicts and overlaps in schedules. This not only maximized classroom utilization but also minimized downtime and idle spaces. Faculty and students benefited from having a stable, predictable schedule with the right rooms available when and where they needed them.
Streamlined Faculty Workload Distribution
Edusuite also made faculty workload planning more transparent and equitable. By automatically matching faculty availability and expertise with subject demand, the system ensured that teaching loads were fair and manageable. This reduced administrative burden for department heads and minimized scheduling disputes, while also helping faculty maintain a balanced workload, leading to higher morale and consistent class delivery.
"I think the best thing we did with Edusuite was managing Class Demand. With this, we were able to prevent overcrowding and underutilized classes. We also automated room assignments to avoid scheduling conflicts.”
Wilhelmina Santos, Head Registrar of CIIT College of Arts and Technology
The Results: A Smarter, Paperless Registrar’s Office
Edusuite has revolutionized operations in the Office of the Registrar, driving efficiency, eliminating tedious manual tasks and even introducing significant transformation to the department: going fully paperless. Students now upload all their credentials through Edusuite’s registration feature—no more physical submissions, no more processing delays.
Automation has also streamlined communication. Edusuite’s built-in notifications replace manual emails, ensuring students stay informed. Reporting to CHED is now as simple as downloading and submitting—what used to be tedious is now hassle free. Even document requests, like transcripts of records, are processed and released within one to two days.
“With Edusuite, we were able to eliminate paper-based processes and achieve a fully paperless system.”
The impact extends beyond the registrar’s office—the entire academic department runs smoother than ever. With Edusuite, we’ve unlocked a new level of speed, organization, and efficiency, making every process seamless.
Operational Efficiency is Thinking Beyond Enrollment
By fully embracing Edusuite and automation, the school has created a more flexible, student-friendly experience. Its forecasting tool made it easy to shift from a trimester to a quarter-trimester system and back, while seamless integration with other systems has automated processes beyond core functions. Whether connecting to databases, other software, or the LMS, this flexibility has streamlined operations across the board. With the student portal, students can now manage schedules, check grades, and complete tasks independently.
At CIIT, operational efficiency goes far beyond enrollment—it’s woven into every aspect of campus life.
“Innovation is doing things the better way. Now is the perfect time for schools to embrace digital operations and tools for education. As I mentioned, digital transformation is more than just a change in technology—it's a mindset and a driving force that motivates us to work more efficiently.”
Wilhelmina Santos, Head Registrar of CIIT College of Arts and Technology
