ENROLLMENT

PROCEDURE
(OLD STUDENTS)
 NEU-VEM
OPEN UNIVERSITY

ENROLLMENT PROCEDURE

CONTENTS

TABLE OF CONTENTS Page 2

Step 1 - LOGGING IN TO THE SCHOOL AUTOMATE Page 3

 How to know your username and password Page 3
 What if you forgot your username and/or password Page 3

Step 1.1 - SCHOOL AUTOMATE REGISTRATION Page 4

(FOR STUDENTS NOT YET REGISTERED IN THE SCHOOL AUTOMATE)
 What are the courses offered under NEU-VEM Open University Page 4
 Note for Graduate Students Page 4

Step 2 - CHOOSING OF SUBJECTS TO ENROLL Page 5

 What to see in the Advising Page Page 5
 What if there are no subjects showing in the Advising Page Page 5
 Schedule selection Page 6
 Addition/Change of Subject(s) prior to subject/schedule selection Page 6
 How many units can you take for each semester Page 6
 Why you are not allowed to take a particular subject Page 6
 Why the subject(s) you took before were not credited Page 7
 IMPORTANT NOTE regarding choosing of subjects to enroll Page 7

Step 3 - PAYMENT OF TUITION FEE Page 7

 How and where to pay Page 8

Step 4 - SENDING A COPY OF DEPOSIT SLIP/CHECK/RECEIPT/ Page 9

ONLINE FUND TRANSFER TRANSACTION
 Where to send the copy of deposit slip/check/receipt/online fund transfer transaction Page 9
 Confirmation/Acknowledgment Page 10
 Saving the copy of your receipts/deposit slips/transactions Page 10

Step 5 - LOGGING IN TO THE VIRTUAL CLASSROOM Page 10

 What to do after receipt of confirmation for payment of tuition fee Page 10

MISCELLANEOUS Page 11
 Can a student add/change their subjects after (initial) payment of tuition fee Page 11
 What is the procedure for addition/change of subjects after (initial) payment of tuition fee Page 11

IMPORTANT NOTICE Page 11

Enrollment Procedure | Page 2 of 11

 STEP 1: LOGGING IN TO SCHOOL AUTOMATE

 Visit our website at www.vem.edu.ph and click the AUTOMATE tab;

 Click the tab for PARENTS/STUDENTS;
 After which, click LOGIN located on the left side of the web page;
 On the box provided, enter your USERNAME and PASSWORD;

How to know your USERNAME and PASSWORD:

 USERNAME

Your username is your TEMPORARY ID when you registered to the School

Automate.

 PASSWORD

Your password is the ACCESS PASSWORD that you have created.

What if you forgot your USERNAME and/or PASSWORD:

If you forgot your username and/or password, you will need to process the resetting of
your username and password personally or via a representative.

Here's how:

1) Visit NEU-VEM Office at No. 9 Central Avenue, New Era, Quezon City (Room
239, Main Building);
2) Bring the following:
If the concerned enrollee will go personally
o Formal Letter of request addressed to the NEU-VEM Director with
the enrollee's signature and reason;
If the concerned enrollee will send a representative
o Formal Letter of request addressed to the NEU-VEM Director with
the enrollee's signature and reason;
o A Notarized Authorization Letter with the complete name of the
representative and the complete name of the enrollee with his/her
signature;
o Photocopy of the enrollee's valid ID
o Original and photocopy of the representative's valid ID
3) The rest of the instructions will be given upon arrival.

Enrollment Procedure | Page 3 of 11

 For students who have not yet registered in the School Automate, please check the procedure below:

STEP 1.1: SCHOOL AUTOMATE REGISTRATION

 Visit our website at www.vem.edu.ph and click the AUTOMATE tab;

 Click the tab for PARENTS/STUDENTS;
 After which, click ADMISSION located on the left side of the web page;
 On the drop down menu, click NEW REGISTRATION/LOGIN;
 On the Registration Box, click which category/status you belong to:

o Freshman (if you are a High School Graduate and enrolling as a First Year College);
o Transferee (if you have already earned Course Units from another school);
o Second Course (if you are a Bachelor's Degree holder and want to pursue a Master's Degree);
o Cross Enrollee (please disregard this option because this is not permitted under NEU-VEM Open University);

 Then, fill out the General Student Personal Information Sheet (GSPIS) by indicating first your PREVIOUS SCHOOL
using the drop down menu. If your previous school is not among the listed in the drop down menu, select OTHER (Not
on the List);
 (IMPORTANT) On the COURSE PROGRAM, please select OPEN/ONLINE UNIVERSITY (please be careful to choose
correctly as a mistake on this may affect your entire registration);
 On the COURSE part, select the course that you want to enroll under NEU-VEM:

What are the courses offered under NEU-VEM

Open University:
NOTE:
 UNDERGRADUATE COURSES (Four-Year
Degree)  What will the student select in the
COURSE part if he/she is enrolling CPT or
o AB Communication (Formerly: he/she wants to take up MAEd Major in
Mass Communication) Educational Management but he/she is
o BSBA Financial Management not an Education Major graduate:
o BSBA Human Resource
Development Management o Select Pre MAEd OU : Master
o BSBA Marketing Management of Arts in Education;

 GRADUATE COURSES  What if the student wants to enroll MBA

but he/she is not a Business Major
o Pre-Master of Arts in Education – graduate:
18 Units | Certificate for
Professional Teaching (CPT) o Select Pre MBA OU : Master in
o MASTER OF ARTS IN EDUCATION Business Administration;
– Major in Educational
Management (MAEd)
o MASTER IN BUSINESS
ADMINISTRATION (MBA)

Enrollment Procedure | Page 4 of 11

 After choosing your COURSE, indicate your YEAR LEVEL, the TERM and the SCHOOL YEAR you are enrolling for;
 After which, fill out all the necessary data in the boxes below. Make sure to provide accurate and complete data to
avoid complications with your registration and school records;
 After completion, click the PROCEED tab located on the right bottom part of the web page to save all the information
you have provided;
 After that, you will be given a TEMPORARY STUDENT ID (Temp. Student ID).
 Create your PASSWORD by typing it using the blank box provided. Then click the PROCEED tab to save.
 Go back to STEP 1 after registration in the School Automate

STEP 2: CHOOSING OF SUBJECTS TO ENROLL

 Upon logging in, click ONLINE ADVISING ACCESS tab located on the left side of the webpage;
 On the drop down menu, click ADVISING AND SCHEDULING;

What to see in the ADVISING PAGE:

 Enrollee's Temporary Student ID and Name;

 Enrollee's Status and Year Level;
 The School Year and Term the student is enrolling to;
 The Curriculum School Year and the student's full curriculum;
 List of subjects the enrollee may take for the semester, subject code and title, total
units, section, and schedule.
 Maximum units the enrollee can take and his/her current student load.

 On the LIST OF SUBJECTS THE STUDENT MAY TAKE, click SCHEDULE in the ASSIGN SECTION column. After
that, a SUBJECT SCHEDULE PAGE box will pop up;
 On the pop up box, choose a subject schedule by clicking the button located below the SELECT column,
then click the PROCEED tab to save;
 Do these steps for each and every subject that you wish to enroll;

What if there are no subjects showing in the ADVISING PAGE:

The reasons why no subjects are showing in the ADVISING PAGE are the following:

 You are not yet cleared or you still have other accountabilities (financially or
academically);
 Advising or assessment with your subjects is still ongoing or has not started yet;

Please e-mail your inquries at enroll@vem.edu.ph and cc: vem.enrollment@gmail.com.

Enrollment Procedure | Page 5 of 11

 Schedule Selection:

The schedule selection is system generated. It does not mean that when you choose the said schedule,
it will be the day and time in which you have to attend your class.

Please note that there is NO particular schedule of classes for Online students. Details regarding this
will be sent to you once you're finally enrolled.

In the meantime, disregard the schedule indicated in the SUBJECT SCHEDULE PAGE.

Addition/ Change of Subject(s) prior to subject/schedule selection:

The subject(s) listed on the LIST OF SUBJECTS THE STUDENT MAY TAKE are based on the following:
o Assessment of the credentials (TOR/Certificate of Grades/Form 138) that you have
submitted;
o Subject offering for the semester based on the curriculum;
o Student's year-level;

If you want to add the amount of units/subjects or change the subjects on the said list, you can inform
our staff-evaluator through our e-mail registration@vem.edu.ph and cc:
vem.register@gmail.com. Our staff will check and re-evaluate your request and see if the said
subjects/units may be added to the LIST OF SUBJECTS THE STUDENT MAY TAKE.

How many units can you take for each semester:

The number of units that you can take depends upon the course you are taking and your year-level.

For Graduate Courses, you can only take a minimum of 3 units and a maximum of 9 units per
semester.

For Undergraduate Courses, you can take a minimum of 3 units. For the maximum units allowed,
please refer to the full curriculum and check your year-level.

Overloading of subjects/units is NOT ALLOWED.

Why you are not allowed to take a particular subject:

There are only three (3) reasons why a certain subject(s) is not reflected on the LIST OF SUBJECTS THE
STUDENT MAY TAKE. They are the following:

1. The subject(s) has a pre-requisite;

2. The subject(s) is offered during the second semester;
3. The subject(s) is not applicable to your year-level.

Enrollment Procedure | Page 6 of 11

 Why the subject(s) you took before were not credited:

There can only be three (3) reasons why it's not credited:

1. You submitted a TOR/Certificate of Grades that is not updated.

2. The course description/descriptive title of your previous subject(s) is not the same as in the
NEU curriculum.
3. The number of units of your previous subject(s) is not the same as in the NEU curriculum.

If you feel like there is an error with the crediting of your subjects, you may contact our staff-evaluator
at registration@vem.edu.ph and cc: vem.register@gmail.com. After which, we will check your
request and update your records, if necessary.

 When you're done selecting your subjects, click the PROCEED tab to view the full list of your subjects to
enroll;
 Review everything first and make sure you make the right selection then click SAVE;
 After which, the ASSESSMENT INFORMATION containing the amount of your tuition fee and
miscellaneous fee will appear;
 Print or screen shot or save the ASSESSMENT INFORMATION/STUDENT ENROLLMENT LOAD page. You
may also click VIEW ADVISED SUBJECT & ASSESSMENT tab located on the left side of the page to print;
 After saving a copy, you may now proceed with the payment of your tuition fee.

IMPORTANT:
 You can still edit (add/change) the subjects on your Assessment Information/Student Enrollment
Load even after saving as long as you still have not yet proceeded with your payment;
 The Assessment Information/Student Enrollment Load expires after two (2) weeks;
 Payment of your tuition fee must therefore be made within two weeks, during the enrollment
period.

STEP 3: PAYMENT OF TUITION FEE

 After successfully saving or printing your ASSESSMENT INFORMATION/STUDENT ENROLLMENT LOAD, you
can now proceed with the payment of your Tuition and Miscellaneous Fees.

 Payment can be done through the following:

Enrollment Procedure | Page 7 of 11

 BDO BANK (OVER THE COUNTER) CHECK
FOR PHILIPPINE-BASED STUDENTS You can also pay by sending us a CHECK* (any bank).

Philippine Peso Account *We do NOT accept STALE CHECKS and POST-DATED CHECKS.
Account name: New Era University
Account number: 645-0075928 Pay to the order of: NEW ERA UNIVERSITY
Branch: Tagumpay
Through mail/courier address to:
FOR FOREIGN-BASED STUDENTS
New Era University
US Dollar Account Vantage Education Office, Room 239, Main Bldg., No. 9
Account name: New Era University Central Ave., New Era, Quezon City, 1107 Philippines
Account number: 645-0018037
Branch: Tagumpay

NOTE: Do NOT forget to indicate your name (Enrollee's NOTE: Do NOT forget to keep a (scanned) copy of your
name) on the Deposit Slip and keep a copy of your Check.
Receipt.

DIRECTLY AT NEU MAIN CAMPUS FUND TRANSFER THROUGH BDO ONLINE

If you live nearby or if it is easier for you to go directly to
the NEU Main Campus, you may also do so. Below are the
instructions:
1. Bring a printed copy of your ASSESSMENT
INFORMATION/STUDENT ENROLLMENT LOAD;
2. Proceed to NEU-VEM Office, Room 239, Main Building
and ask our staff for a payment slip for Tuition Fee and
Miscellaneous Fees;
3. Go to the NEU Cashier located at the 2nd floor Main
Building and present your payment slip.
If you have a BDO Account, you can make online payment
for your school fees:
1. Login to your BDO Online Banking Account;
2. Follow BDO instructions regarding fund transfer;
3. Make sure to put the NEU BDO Bank Account Number
to the 'Transfer Details';
4. Include in the 'Remarks' the name of the student and
the purpose (for tuition fee, etc.);
5. After the Transfer has been made successful, print to
PDF or screenshot or save the Current Day Transaction.
which shows the fund transfer you made to the NEU
BDO Account.

NOTE: Do NOT forget to keep a (photocopy/scanned) NOTE: Do NOT forget to keep a copy of your Fund
copy of your Receipt. Transfer Transaction.

Enrollment Procedure | Page 8 of 11

 STEP 4: SENDING A COPY OF DEPOSIT SLIP/CHECK/RECEIPT/
ONLINE FUND TRANSFER TRANSACTION

 To be considered as enrolled, you will need to send us a copy of your deposit slip/check/receipt/online
fund transfer transaction.

Where to send the copy deposit slip/check/receipt/online fund transfer transaction:

Scan your deposit slip/check/receipt/online fund transfer transaction and send it together
with the soft/scanned copy of your ASSESSMENT INFORMATION/STUDENT ENROLLMENT
LOAD at:

payments@vem.edu.ph and cc: vem.payments@gmail.com

(Important - FOR NEW STUDENTS ONLY: ALSO send your INITIAL PAYMENT deposit
slip/check/receipt at classroom@vem.edu.ph and vem.classroom@gmail.com.)

using the following format:

Subject:

TUITION FEE PAYMENT - (Full Name) (e.g. TUITION FEE PAYMENT - JUAN DELA CRUZ)

File Name:

For Full Payment

Full Name - 100% Full Payment - Semester - Academic Year
(e.g. Juan Dela Cruz - 100% Full Payment - 1st semester - A.Y. 2014-2015)

For Installment
Full Name - 40% Down Payment - Semester - Academic Year
(e.g. Juan Dela Cruz - 40% Down Payment - 1st semester - A.Y. 2014-2015)

Body/Text:

Put the following information on the body/text of your e-mail:

Full Name
Course
Semester
Academic Year
Amount Paid
Date (date indicated on the deposit slip/check/receipt)

Note: The same format will be used for your MIDTERMS and FINALS payments
e.g. Juan Dela Cruz - 30% Midterms - 1st semester - A.Y. 2014-2015
Juan Dela Cruz - 30% Finals - 1st semester - A.Y. 2014-2015
Scan your deposit slip/check/receipt/online fund transfer transaction and send it at:
payments@vem.edu.ph and cc: vem.payments@gmail.com

Enrollment Procedure | Page 9 of 11

 Confirmation/Acknowledgment:

After sending a copy of your deposit slip/check/receipt/online fund transfer transaction, they will be verified by
our staff and you will receive an e-mail after 3-5 working days.

Example:

Dear Juan,

Thank you. We have received your payment for enrollment. You are now enrolled! Please proceed as usual as
soon as the classes start.

or

Dear Juan,

Thank you. We have received your payment for the midterms/finals.

Saving the copy of your receipts/deposit slips/transactions:

All students are instructed to keep a copy of all the receipts/deposit slips/transactions of their payment and be
ready to present the same upon request.

STEP 5: LOGGING IN TO THE VIRTUAL CLASSROOM

What to do after receipt of confirmation for payment of tuition fee:

After receiving confirmation/acknowledgment receipt of your tuition fee payment, please wait at least 3-5
working days for the subject(s) you have enrolled to be tagged on your account in the Virtual Classroom (check
the User Groups).

You may also start reading the announcements in the Virtual Classroom and the updated Online Classroom
Policies Orientation for the new rules and regulations.

Enrollment Procedure | Page 10 of 11

 MISCELLANEOUS

Can a student add/change their subjects after (initial) payment of tuition fee:

Yes, provided the following conditions are present:

1) The subject(s) has NO pre-requisite;

2) The subject(s) is currently offered;
3) The subject(s) is applicable to your year-level;
4) You will not incur an OVERLOAD of subject/units

What is the procedure for addition/change of subjects after (initial) payment of tuition fee:

Students who wish to add/change their subjects enrolled must do the following:

1) E-mail a letter of request to enroll@vem.edu.ph and cc: vem.enrollment@gmail.com;

2) Wait at least 2-3 working days for re-evaluation;
3) Once the request has been approved, login to your SCHOOL AUTOMATE account;
4) Repeat the STEP 2 (Page 5) of the ENROLLMENT PROCEDURE;
5) After saving your subjects, pay the necessary request fee (Php 50.00) using the PAYMENT PROCEDURE
in STEP 3 (page 7-8) of the ENROLLMENT PROCEDURE;
6) E-mail your RECEIPT with the APPROVED LETTER OF REQUEST and edited ASSESSMENT
INFORMATION/STUDENT ENROLLMENT LOAD page to classroom@vem.edu.ph and cc:
vem.classroom@gmail.com and payments@vem.edu.ph and cc: vem.payments@gmail.com.
7) Wait for the confirmation of the addition/change of subjects through e-mail or via the Virtual Classroom
by checking your Profile - Users Groups.

VERY IMPORTANT:

The aforementioned ENROLLMENT PROCEDURE must be strictly followed by the Enrollee. Failure to comply with
said Guidelines shall be deemed to constitute a revocation of his/her Enrollment.

Enrollment Procedure | Page 11 of 11