Enrollment Validation

SIAS Enrollment Validator - User Manual

This tool automatically validates student enrollment for your sections directly from your SIAS account. It logs in on your behalf, checks each student's curriculum and enrollment against the college's business rules, and can optionally validate or invalidate enrollments in SIAS. Results are shown live on a dashboard and can be exported to a CSV file.

Requirements

1. A modern web browser (Google Chrome recommended)
2. Valid SIAS administrator credentials
3. The sections you want to check must already exist in SIAS for the selected period
4. Stable internet connection

Step-by-Step Guide

Step 1 - Enter Your SIAS Credentials

Type your SIAS Username and Password in the fields provided. Use the eye icon (👁) beside the password field to show or hide your password. The tool will log in to SIAS on your behalf to retrieve enrollment data.

Step 2 - Select the Academic Period

The Academic Period field now shows the current academic period only, selected automatically (for example, First Semester, 2026 - 2027). There's nothing to choose — just confirm it's correct before proceeding.

Step 3 - Select the Validation Type

Choose what the tool should do from the Validation Type dropdown:

1. Evaluate Only (default) — Runs all evaluation checks and reports each student as Common or Special. Nothing is written back to SIAS. Use this to preview results safely.
2. Evaluate & Validate — Runs all checks, and for every student who passes all of them (Common), automatically marks their enrollment as validated in SIAS.
3. Validate All — Marks every student in all listed sections as validated, regardless of the evaluation checks. A confirmation prompt will appear before proceeding.
4. Invalidate All — Marks every student in all listed sections as invalidated, regardless of the evaluation checks. A confirmation prompt will appear before proceeding.

⚠️ Important: "Validate All" and "Invalidate All" affect all students and ignore all eligibility checks. Always confirm the section list before continuing.

Step 4 - Select the College / Department

Choose your college or campus from the College / Department dropdown. Available options:

1. Buhi Campus (BUHI)
2. College of Art and Sciences (CAS)
3. College of Computer Studies (CCS)
4. College of Engineering and Architecture (CEA)
5. College of Health Sciences (CHS)
6. College of Technological and Development Education (CTDE)
7. College of Tourism Hospitality and Business Management (CTHBM)

Step 5 — Enter the Sections to Validate

In the Sections to Validate box, type one section per line using the format PROGRAM YEAR+LETTER, for example:

BSIT 1A

BSIT 1B

BSIT 2A

BSCS 1A

Step 6 — Generate & Validate

Click the Generate & Validate button. The tool will:

1. Log in to SIAS with your credentials
2. Fetch the enrollment list for each section in the selected period
3. Evaluate each student (or validate/invalidate, depending on the type chosen)
4. Display results live on the dashboard as each section is processed
5. A status bar at the top of the sidebar shows progress, and a ticker shows the section and student currently being processed.

Understanding the Dashboard

1. Session Info — Confirms the College, Period, Semester, and Validation Type for this run.
2. Progress — Shows how many sections have been processed out of the total, plus a live status message.
3. Sections list — Each section shows a badge as it is processed:
4. … — currently processing
5. ✓ — done
6. No Students — the section was found but had no students enrolled
7. Error — the section's data could not be retrieved from SIAS
8. Stat cards — Running totals for Total Students, Common, Special, and Invalidated.
9. Results table — One row per student, with Student ID, Name, Sex, Year, Program, Section, Status, and Remarks. Use the search box to filter by student ID, name, section, or program.

Understanding the Results

Each student is given a Status and, where relevant, a Remark explaining it:

1. Common — Passed all checks (eligible).

Under "Evaluate & Validate," a validated student shows Validated, or Already validated if it was validated before (no repeat request is sent).

1. Special — Did not pass one or more checks. Common remarks include:
2. With Failing/No Grade for the Past 2 Sems
3. With Grade/s in the Current or Future Sem/s
4. Missing: <subject codes> — curriculum subjects the student isn't enrolled in
5. Not in curriculum: <subject codes> — enrolled subjects that aren't in the curriculum
6. Wrong Section in the Enrollment List — the student's section doesn't match where they were the previous semester
7. Invalidated — The student's enrollment was invalidated (Invalidate All), or Already invalidated if it was already in that state (no repeat request is sent).
8. Error — A request failed for that student — for example, a validate/invalidate call that didn't go through. The remark shows the reason; these students may need to be re-run.

Exporting Results

Once processing finishes, click Export CSV to download all results as a spreadsheet-friendly file. The filename includes the academic period and a timestamp. The export contains every student row regardless of any search filter currently applied.

Troubleshooting

1. Login failed — Double-check your username and password by logging into the SIAS portal directly first.
2. Section shows "No Students" — There were no students enrolled in that section for the selected period. Verify the section name and academic period.
3. Section shows "Error" — The enrollment list for that section could not be retrieved. This is usually a temporary SIAS issue; try again, or verify the section exists for the selected period.
4. A student shows "Error" — A validate/invalidate request didn't complete. Re-run the section, or try again later.
5. Remark shows "Missing" or "Not in curriculum" — The student's enrolled subjects don't match their curriculum for this period; the listed codes show the specific differences.
6. No results at all — Grades or enrollment may not yet be encoded in SIAS for the selected period, or none of the entered sections exist.
7. Unexpected error — This is usually a temporary issue. Wait a few minutes and try again, or contact your system administrator.