Chapter I THE PROBLEM AND ITS SCOPE Introduction The great emergence of computers gives way to easier access of information that leads to increase production, efficiency and reliability. The increasing urbanity of modern
information
system
allows
the
information
and
communication technologies to be utilized in different actions and the ever changing trend in technology which brought
the
necessity
of
automating
everything
from
paper-and-pen-based, to absolute computer control (Online Admission
System.
October
1999.
http://www.studymode.com). The foregoing reasons were merged as a motivation of NORSU
to
present
develop method
computer-based
of
administration
systems -
replacing
collecting
the
printed
documents for students’ permanent records. Negros Oriental State University is an institution that passionately delivers excellent instruction, fosters cutting-edge research, and encourages socially responsive community
services
through
relevant
and
innovative
technologies. Along with this eminence as a university,
1
NORSU has been dynamic in finding the best possible ways of carrying out its responsibilities efficiently (NORSU Student Handbook, p. 4). The
Negros
campuses
1
and
admission
Oriental 2
are
procedures
State
University
currently
practicing
of
enrolling
Bais
City
the
manual
students.
These
procedures are being handled by the enrolling staffs of the
said
enrollees
campuses. or
personally
During
applicants
and
meet
to
the
enrollment the
period,
university
enrolling
all
must
staffs
in
come their
designated rooms for further verification of instructions on
how
to
enroll
and
to
know
the
requirements
registration (NORSU Student Handbook, p. 11). The vast population of enrolees and students in the university require greater demand of manpower and cost. The filings of documents alone spend a lot of time, and sometimes
there
contributes
are
hassle
errors and
of
much
misplacement.
time
for
the
It
also
students,
parents or authorities in searching piled records, and the stored documents occupy a lot of space in the cabinet or
in
an
office.
These
are
the
major
troubles
of
2
practicing the manual student admission (Manual Admission Problems. http://www.epravesh.com). Because of the problems mentioned above, there is a need to create an online student admission system. By using
an
online
and
electronic
admission
system,
it
reduces time in enrollment activities, centralized data handling,
and
this
paperless
admission
will
reduce
manpower and cost. Henceforth, admission
with
procedures
the can
proposed be
system,
accomplished
the
NORSU
wherever
and
whenever via the internet thus, no more need to wait for a
jam-packed
of
students
lining
up
physically
in
the
university premises during enrollment period. Literature Background A universal definition says that a college admission or student admission refers to the process of applying for entrance to institutions or universities of higher education. includes
a
A
typical
dean
or
admission vice
staff
president
for
at
a
college
admission
or
enrollment management, middle-level managers or assistant directors, admission officers, and administrative support staff (College Admission. http://www.en.wikipedia.org).
3
In undergo
the
same
the
case,
all
applicants
college/department
to
screening
NORSU
must
procedure,
physical examination, and NORSU entrance examination and NORSU
English
qualifying
test.
Some
colleges
and
departments in the university may require applicants to undergo
a
rated
interview
and
other
additional
requirements. The NORSU admission tests shall serve as the primary basis for admission evaluation. The use of the
grades
in
the
student’s
High
School
report
card
depends upon the necessity perceived by the college or department (NORSU Student Handbook, p. 11). In other countries, some college institutions offer their admission with certain qualifications they need. Just like the Union County College in New Jersey, are geared for students who only live at home and commute to school. Some colleges focus on one particular area, such as the Juilliard School in New York City, which is highly selective,
and
specializes
in
preparing
students
for
careers in dance, music, theater, and the arts (NY SAS. http://www.nystate.edu). Unlike those places above, NORSU does not limit the opportunities
for
those
who
desire
to
enroll
in
the
4
university. denied
NORSU
admission
declares by
that
reason
of
no
student
race,
age,
shall
sex,
be
socio-
economic status, religious belief, political affiliation, and beliefs or ideology except those who do not meet the requirements
of
the
course
and
the
University
(NORSU
Student Handbook, p. 11). The admission process of NORSU is facilitated by the two offices: University Registrar and the CARE Center. University Registrar The Office of the Registrar envisions an equally efficient strategic
and arm
effective of
the
service
to
University
NORSU. in
As
the
information
dissemination, student documentation and policy-making, it will strive to achieve the following: 1. Student-prioritized implementation
of
assistance
in
the
the
University’s
Academic
information
interchange
between
Policies 2. Efficient offices, and
external
Colleges
and
campuses,
State
Universities
other
Higher
Educational
Institutions
5
3. Real-time response to requests of internal and external users. 4. Versatile representation of NORSU in national and international gatherings-building 5. Impartial judgment on all issues and predicaments relevant to student inquiry 6. Credible
management
and
control
of
student
records 7. Evolutionary system of enrollment that meets the demand of students in the new millennium. The heart and soul of the Office of the Registrar is service, which will be provided to the whole NORSU
community.
The
Office
of
the
Registrar
facilitates the issuance of the following: 1. Transcript of Records 2. Honorable Dismissal 3. Forms: Form 1 – Application for Documents Form 2 – University Clearance From 3 - Enrollment Form (First Year Students/Transferees) Form 4 – Enrollment Load Form
6
Form 5 – Adding and Dropping Form Form 6 – Change of Schedule Form Form 7 – Special Permit to Study Form 8 – Cross-enrollment Grade Form Form 9 – Shift Form Form 10 – Request for Correction of Grade Entry Form 11 – Completion Form Form
12
–
request
for
Form137/Transcript
of
Records Form 13 – Application for Graduation Form 14 – Evaluation Form 4. Diplomas 5. Certificates 6. Authentication
and
validation
of
School
Records (NORSU Student Handbook, p. 56-57). The Care Center The students’
University total
CARE
Center
development
as
assists
and
individuals
supports
physically,
emotionally, intellectually and spiritually. It attempts to provide the individuals’ growth and aid them in coping more
effectively
with
their
academic
excellence
and
technical competencies.
7
The CARE Center offers a four-pronged thrust in its services offered to students, faculty and staff of NORSU. Dubbed
as
Guidance
Assistance,
Resources
services/programs individuals
in
C.A.R.E. and
are
their
Program
Enrichment),
basically search
for
(Counseling,
these
designed truth
organized to
and
assist
knowledge,
acquisition of skills, and the other human professionals. Furthermore,
these
services
intend
to
complement
and
supplement their academic instruction and other learning and
preparation
they
may
have
acquired
outside
the
classrooms (NORSU Student Handbook, p. 61-63). Although manual admission has the same approach as an online admission, the latter is elaborated to notice a clear distinction. There are several explanations of how an online admission looks like and how it works. The will
be
Online
University
developed
admission
system
admission
process.
in
order
starting It
Admission to from
will
Management
automate the
include
the
System
complete
notification the
to
statistical
reports on daily activities in the admission process, selling and purchasing of forms and manuals, marks and verifications of filled forms for eligibility , sending
8
call
up
letters
to
eligible
candidates
for
entrance
exams, online marks, checking and merit list, sending offer letters to shortlisted candidates, online payment, admission, hostel allocation to registration process of a new student in the college, it maintains all the details regarding the affairs and well-being of the students once they have acquired admission into the university. The
project
retrieval
of
deals
with
information
inputting,
through
the
accessing internet.
and Once
admission is secured, it gathers related information from all
the
departments admitted
of
the
university
to,
maintains
student
is
student
progresses,
which
are
then
reports
in
forms
to
measure
various
to
these used
which
files to
each
as
the
generate
individual
and
overall performance of the students. The system enables online admissions saving the time of the geographically scattered
students
(Online
School
Admission.
http://www.studymode.com). Online
College
Admissions
System
(OCAS)
is
built
to
provision ease, convenient, efficient and reliable access to students for admissions in the government colleges for higher level of education. The solution is based upon a
9
collaborative
relationship
between
Higher
Education
Department, Eight Boards of Intermediate and Secondary Education (BISE) of Punjab, Bank of Punjab and Punjab Information Technology Board (PITB). BISE matriculation data of students gets loaded into the
system.
system
by
This
enables
entering
the
only
candidate
minimum
set
to
access
of
the
information
(Matric Roll Number, BISE, Year and Session) into the system.
Candidates
can
apply
to
a
particular
college/program through a simple online form. They can then
download
and
print
their
Application
Fee
Slip
through the system. Applications get validated in the system, only if Application Processing Fee is paid at any branch of Bank. Also, services will be delivered are as follows:
24/7
Access.
Apply
from
any
place
with
a
network
of
Internet
access – no more queues!
Pay
Application
Fee
via
the
bank
branches across.
Track
admissions
application
status
via
college
website.
10
Integration with BISE results, minimizing data entry and reducing errors.
Dedicated
helpline,
online
help
guides,
and
complaint system to facilitate students.
Based
upon
reliable,
scalable,
secure,
and
internationally proven technology platform (Online College Admissions System http://www.pitb.gov.pk). Practicing
the
traditional
university
admission
procedures would bring to several challenges: •
Managing
the
large
crowd
that
arrangements
for
assembles
for
admission •
Making
space
the
assembled
parents • Employing staff to coordinate the crowd •
Employing
staff
at
multiple
counters
to
issue
admission forms • Employing staff to sort out the collected fees • Employing staff to collect the admission forms •
Employing
staff
to
sort
out
the
collected
admission forms • Intimating the eligible candidates for a face to face interview.
11
The traditional university admission procedures also have
various
disadvantages
and
shortcomings
-
Space
constraint; Manual intervention at every step increasing error possibilities – Fees collected, form issued, form mix up and so on; Employee time & effort being utilized in
activities
institution
which
and
does
results
not in
add
any
additional
value
to
the
cost
to
the
institution; Need to employ staff to generate reports, identify the number of admission forms submitted to each division and so on; Interview scheduling & intimation a manual
process
resulting
in
additional
cost
to
the
institution. Parent physical availability is a must – forced to take
permission
admission admission
/
leave
forms, forms,
no
from
clarity
queue
to
work, on
submit
queue
to
issuance filled
in
purchase dates
of
admission
form, no proper communication regarding interview date and time, crowded and tedious process resulting in a bad taste
(Enrollment
Problems
Encountered.
http://www.w3.org). For
all
traditional
the
shortcomings
admissions
procedures,
of
practicing
adapting
the
the
online
12
student admission system is the remedy. It contributes the following merits:
Convenience:
Help
save
time
and
money,
fewer
physical visits to colleges.
Accuracy:
Push data-entry out to the user. Save on
data-entry costs and errors.
Standardization:
Standardized
forms
and
workflow
across institutions.
Easy
adoption:
Colleges
print
applications
and
execute their traditional processes.
Transparency:
Online
access
to
submitted
evaluation:
Real-time
applications and merit lists.
Better
monitoring
and
progress reports across all colleges and programs. (Online
College
Admissions
System
http://www.pitb.gov.pk) Applying online will also:
Speed up the application process
Enable you to search for schools
Enable online validation of data, thereby minimizing the likelihood of data input errors
Reduce paperwork
13
Reduce postage costs and
Enable
you
to
find
out
the
outcome
of
their
application by logging on to the secure website in the evening of the offer-date, rather than waiting for the letter to be delivered the following day. (The
Benefits
of
Online
Admission.
www.richmond.gov.uk).
No physical space required for admission
Additional revenue on account of increased prospects submitting form
24/7
system
availability
resulting
in
application
submission anytime in the day
Automated system – Zero room for manual error, helps easy tallying between admission fees collected and form submitted.
Paperless Student application processing
Employees can be effectively used in school core activities
Easy report generation that enables management to view and take decisions
14
Automated interview scheduling taken care of by the system
(The
Benefits
of
Online
Admission.
http://www.w3.org). Theoretical Framework The theoretical background of this study is anchored on the waterfall model of software development process as shown in Figure 1. Waterfall model
development
involving
a
phased
is
a
software
progression
of
development activities,
marked by feedback loops, leading to the release of a software product.
Installation Maintenance
Figure 1. Schematic Diagram of the Theoretical Framework based on the Waterfall Model
15
Essentially, development
in
this
which
is
a
framework
development
for
proceeds
software
sequentially
through a series of phases. The following are the six ordered phases of this model: 1. Requirements: about
what
This
the
involves
customer
gathering
needs
and
information
defining
the
problems that the product are expected to solve. The results of the analysis are the inputs to the next step. 2. Design:
This
involves
defining
the
software
architecture,
specifying
security
parameters,
designing
containers
and
constraints,
programming
language.
This
is
hardware
and
performance
and
data
storage
and
choosing
also
the
the
stage
at
which user interface design is addressed, including issues relating to navigation and accessibility. 3. Implementation:
This
constructing
the
development
team
interface
step
product
designers
consists and
consisting and
other
is
of
actually
performed of
by
a
programmers,
specialists,
using
16
tools such as compilers, debuggers, interpreters and media editors. 4. Verification:
In
this
stage,
both
individual
components and the integrated whole are methodically verified
to
ensure
that
they
are
error-free
and
fully meet the requirements outlined. 5. Installation: This step occurs once the product has been
tested
involves
and
certified
preparing
the
as
fit
system
for
or
use,
and
product
for
installation and use at the customer site. Delivery may take place via the Internet or physical media, and
the
deliverable
is
typically
tagged
with
a
formal revision number to facilitate updates at a later date. 6. Maintenance:
This
step
occurs
after
installation,
and involves making modifications to the system or an
individual
improve either
component
performance. due
to
change
to
These
alter
attributes
modifications
requests
initiated
or
arise by
the
customer, or defects uncovered during live use of the
system.
Typically,
every
change
made
to
the
product during the maintenance cycle is recorded and
17
a
new
product
release
(called
a
"maintenance
release" and exhibiting an updated revision number) is
performed
to
enable
the
customer
to
gain
the
benefit of the update. The researchers used this model because it offers the
suitable
provides
steps
background
in that
developing enables
their the
system.
It
researchers
to
decide where to start, what to gather, and how to make the
system
towards
completion.
Also,
it
helps
each
researcher to function as useful as everyone else in the group by dividing the tasks (Waterfall Model of Software Development. http://www.techrepublic.com). Conceptual Framework Figure 2 shows the conceptual framework flowchart of the system. (Refer to pages 19-22).
or
the
18
19
20
21
22
23
THE PROBLEM Statement of the Problem This study aimed to design and develop an online student
admission
system
for
Negros
Oriental
State
University (NORSU), Bais City Campuses that enables the admission
procedure
to
be
done
online.
The
college/department screening procedures and registration requirements
can
be
accomplished
via
any
computer
connected to the internet. This
research
study
also
sought
to
answer
the
following queries: 1. Is there a need to create an online admission system for NORSU Bais City campuses? 2. What
are
the
problems
being
encountered
by
the
students in the current admission system of the said university campuses? 3. What are the system requirements and specifications needed for the construction of the proposed system? 4. What
are
system
in
the
technical
terms
of
features
security,
of
the
proposed
accessibility
and
content?
24
Scope and Limitations This system aimed to transform the present manual method of accepting new applicants who wish to enroll at Negros Oriental State University Bais City Campuses. The areas to be covered by this Online Admission System are the following: 1. Account registration is necessary for applicants before they can proceed to the next step of admission, which is the submission of required information. 2. review
After the
submission
information
of they
admission have
form
submitted
they
can
and
can
request to the administrator if problem existed regarding their submitted information. 3. Applicants are free to choose their schedule of examination
within
the
set
schedules
for
entrance
examination. 4. During examination, applicants will only have to approach their
the
assigned
submitted
personnel
applications
to
from
search
the
and
verify
database
before
they can take the examination.
25
Like any other research study, this system has its limitations.
The
system
is
limited
only
for
the
new
upcoming freshmen students. Else, continuing students do not require using this system. Also, the system does not have the capability to identify if the provided information of the applicants are true as far as the interview will be conducted and through validation of submitted requirements. Importance of the Study This
online
student
admission
system
would
be
a
catalyst for those universities or schools that are still conducting their admissions manually to make them online. Registering,
saving
and
retrieving
students’
data
manually would take a lot of time to finish. Also, in terms of security it is much reliable storing data in a password
protected
database
than
storing
in
physical
cabinets. This
would
also
give
benefits
not
only
for
the
university alone but also to their respective staffs, students’ and parents. Staff: The system will give them a hassle free work. Retrieving students’ files quickly and efficiently and
26
only little instructions are needed to educate them with the system. Students: bundles
of
They
will
documents
in
not
anymore
papers
and
carry
with
envelopes
them
to
be
submitted in the respective university offices. They can check interview and qualifying exam schedules, or any lacking documents they failed to submit by just visiting the system via any computer connected to the internet. Parents: They will have the chance of checking their sons’ or daughters’ performance status by just simply looking the system anywhere via the internet. Future Researchers: The set of information from this study
will
serve
as
a
basis
for
future
studies
or
development.
27
METHODOLOGY Research methods can be categorized in many ways. The
usual
making
method
a
that
distinction
researchers between
are
the
practicing
qualitative
is and
quantitative research methods (Writing a Good Research Methodology. http://uk.ask.com). By simpler terms, the integration of gathered facts then studying the relationship between each set of data with
another
are
usually
done
by
quantitative
researchers, while qualitative researchers centered their study in understanding the individuals’ or a populations’ perception
of
their
environment
(Research
Methodology.
http://www.mbaofficial.com). With
the
above
situation,
quantitative
research
methods were used in this study. Research Environment The study was conducted at Negros Oriental State University Bais City Campuses 1 and 2 located in Bais City, Negros Oriental. Bais City is a third class city in the province of Negros Oriental, Philippines. According to the 2010 census, it has a population of 74,722 people. Located
45
kilometers
from
the
provincial
capital
28
Dumaguete City, it has a land area of 31,964 hectares. Figure 3 shows the location of Bais City relative to other towns and cities in Negros Oriental while, figure 4 shows the exact location of NORSU Bais Campuses 1 and 2.
Figure 3. MAP OF NEGROS ORIENTAL
Figure 4. MAP OF BAIS CITY
29
Research Respondents The respondents were students of NORSU Bais
City
Campuses 1 and 2 belonging to the different colleges – College
of
Arts
and
Sciences,
Technology,
College
of
College
of
Business
Business
Administration.
College
Criminal
Justice
Administration These
of
target
and
Industrial Education, College
population
of were
those currently enrolled in NORSU Bais City Campuses. Research Instrument The
researchers
made
a
checklist
type
of
questionnaire as their tool or instrument of assessment. The checklist type question was used wherein respondents selected from the provided choices and as well as put other
reasons
not
provided
by
the
researchers.
The
questionnaires were proofread by the research adviser to check if they are feasible. Data Gathering Procedure First, the researchers of the study asked permission from the Campuses Administrator, Dr. Recto Reyes for the approval of the distribution of the questionnaires among the respondents. Then, the researchers distributed the questionnaires to a number of students in NORSU Bais City
30
campuses Next,
belonging
the
from
researchers
questionnaires.
different
let
Lastly,
the
the
college
respondents
filled
departments. filled
the
questionnaires
and
data gathered were collected by the researchers. Treatment of Data The researchers used a corresponding computation in order
to
determine
the
percentage
of
the
college
students’ responses to the research problems stated in this chapter. As a point of reference, the formula used was the simple statistical percentage method, meaning, the number of responses divided by the total number of respondents who responded, multiplied by 100 (Statistical Treatment.
http://www.mysmartschools.ph).
Below
is
the
formula with the symbols and corresponding labels: ∑
– Percentage ∑
– Total number of responses
N – Total number of respondents
31
DEFINITION OF TERMS To have a better understanding of the study, the following terms were operationally defined: Admission System – the method of collecting documents from the applicants of Negros Oriental State University for enrollment. Database
–
a
information
room
during
of
storage
enrollment
for
a
period.
set
of
gathered
These
set
of
information are inputted and stored in electronic devices such as computers. Online – the way of viewing or accessing the admission system by any computer via the internet connection. 24/7 availability – the online admission system can be accessed any time and of any day. Enrollees
–
these
are
the
applicants
or
the
people
enrolling in Negros Oriental State University Bais City Campuses.
32
Chapter II PRESENTATION, ANALYSIS AND INTERPRETATION OF DATA This
chapter
presents
the
analysis
and
interpretation of the organized data as it responds to the research problems stated in the previous chapter. The Need to Create an Online Admission System. Table 1 shows the percentage of those students who are in favor of creating an online admission for the university and in comparison to those who disagree. Table 1 Percentage of Creating an Online Admission Choices
Frequency
Percentage
YES
79
79
NO
21
21
Total:
100
100
This shows that 79 percent of the 100 respondents are in favor to have an online admission system and 21 percent said no.
33
Problems Encountered Table
2
shows
the
different
assumptions
of
the
problems possibly encountered by the students and their corresponding
responses
in
regards
with
the
present
admission system of the university. Table 2 Percentage of the Manual Admission Problems Problems
Frequency
Percentage
Struggle of falling in line when submitting requirements at the C.A.R.E. office. Time and effort availability in going to school personally. It takes much time in filling up the admission forms manually. Hassle in carrying bundles of documents and envelopes. Delay issuance of entrance examination results. The time allocated for submission is not enough to accomplish all requirements. Total:
75
26.6
47
16.67
50
17.73
48
17.02
36
12.76
26
9.22
282
100
The
table
respondents
shows
struggle
that
26.6
mostly
on
percent falling
of in
the line
100 when
submitting requirements to the C.A.R.E. office having the biggest percentage among all the problems. Second, 17.73
34
percent chose that taking much time in filling up the admission forms manually is a problem. Third, hassle in carrying bundles of documents and envelopes with 17.02 percent. Fourth, time and effort availability in going to school
personally
issuance
of
with
entrance
16.6
percent.
examination
Fifth,
results
delay
with
12.76
percent. And sixth, the time allocated for submission is not
enough
to
accomplish
all
requirements
with
9.22
percent. The aforementioned problems are the effects of using the manual admission process. With the data gathered, the students agreed that they are experiencing such problems during admission. By the aid of this online admission system, these problems can be avoided. This system will automate the current admission procedures by providing admission forms accessible via any computer connected to the internet. No more need to carry with you bundles of documents
while
falling
in
line
physically
in
the
campuses. System Requirements and Specifications Table 3 shows the requirement specifications for the system. One is the operating system that will help the
35
computer operate. The following are recommended for the operating system: Windows XP, Windows Vista, Windows 7, and Windows 8. Table 3 System Requirements REQUIREMENT Windows Operating System Web Browser Requirement Internet connection
RECOMMENDATION Windows XP, Windows Vista, Windows 7, Windows 8 Google Chrome Mozilla Firefox Internet Explorer 1-2 mbps
This can stand ready in all the windows operating system. Another requirement is the web browser. The web browser
can
be
a
Google
Chrome,
Mozilla
Firefox
or
Internet Explorer. And internet connection is also a must since the system is open online. Technical Features This section talks about the design specifications for the proposed system. The design specification to be created
should
be
based
on
the
users’
choice
of
preference. The survey would help the researchers a lot on what data to put and how the system would look like.
36
Security.
Table
4
shows
the
percentage
of
the
students’ preference on what kind of security the system should have. Table 4 Respondents’ Choice in Terms of Security Features
Frequency
Percentage
93
93
7
7
100
100
Create personal username and password when accessing the forms. Direct access without username and password. Total:
The
table
shows
that
out
of
100
respondents,
93
percent chose to create personal username and password before filling up admission forms. While 7 percent chose direct access without username and password. Figure 5 shows the sign-in form as preferred by the respondents. It has textboxes for the e-mail address and password of registered users. The “Remember Me” command button if clicked will save the inputted e-mail address and password so that every time a user will visit the system, the e-mail address and password is automatically inputted in the textboxes. The “Forgot Password” command
37
text will send the created password to the e-mail address of
a
registered
user
if
ever
the
user
forgot
the
password. By clicking the “Sign In” command button, a user
will
now
access
the
admission
forms.
While,
the
“Register” command button if clicked will show figure 2 or the registration form. The “BRING ME HOME” command button
in
left
topmost
part
will
bring
user
to
the
homepage of the system.
Figure 5 SIGN-IN FORM Figure 6 shows the registration form of the system. Before accessing the system, an applicant or user must create a unique username and password. E-mail address must
be
provided
for
notification
of
validation.
It
38
provides textboxes for the username, e-mail address and password. After inputting the data into the textboxes, by clicking the “Registration” command button an applicant automatically agrees with the terms and conditions. A notification shall then be sent to the provided e-mail address
for
validation.
Else,
if
a
user
is
already
registered or has an account, the “Sign In” button must be clicked to go back to the log in form.
Figure 6 REGISTRATION FORM Accessibility percentage
of
and
Content.
respondents’
Table
choice
5
shows
the
in
terms
of
accessibility and content.
39
Table 5 Respondents’ Choice in Terms of Accessibility and Content Features Direct access without user account. Require user account creation and email validation before accessing the form. Step by step with review summary feature which automatically review your information. Total: . It chose
shows the
that
second
out
of
feature
100
Frequency Percentage 40 40 54 54
6
6
100
100
respondents
that
require
54
percent
user
account
creation and email validation before accessing the form while, 40 percent chose the direct access without user account. And 6 percent chose the step by step with review summary
feature
which
automatically
review
your
information. Figure 7 shows the homepage of the online admission system. This form will show after an applicant has signed in. The name of the applicant or user is shown on the upper right of the page. On the left table pane are the clickable
text
buttons
that
are
linked
to
the
other
40
forms. On this screenshot, the interview information form is selected which provides information about an interview schedule of a user.
Figure 7 ADMISSION SYSTEM HOMEPAGE Figure 8 shows a section of the admission form. On this screenshot, the family details section is selected. By clicking each section, a user can navigate to this admission form or by clicking the “Next” command button located
bottom
right
command
button
located
section
has
textboxes
of
the
bottom and
page left
and of
drop-down/up
the the
“Previous” page.
menus
for
Each the
information required in registration. It is easy to fill up the form since each field has its own label on what to put in.
41
Figure 8 ADMISSION FORM SECTIONS Figure 9 shows the last section of the admission form, After
the
information
filling
up
about
all
the
the
examination
sections,
the
schedule. “Submit
Application” command button located on the bottom center of the page must be clicked to save and submit all the information inputted by the applicant for registration.
42
Figure 9 SUBMIT APPLICATION Figure 10 shows the “Log-out” command button from the drop down arrow. The button is located top right of the page. By clicking this button the user will go back the
homepage
activity
was
of
the
left,
it
system. can
be
In
case
continued
any
unfinished
by
logging-in
again and navigate to the page where a user want to.
Figure 10 LOG-OUT COMMAND
43
Figure
11
shows
the
“Log-in”
page
for
the
administrator. The very first administrator must have an account already provided by the system developer. This means that the first administrator can directly enter this section with without registration. The figure shows textboxes for the username and password. After filling the textboxes the “Log-in” command button must be clicked before entering. If the credentials are wrong or do not exist, the “Access Denied” will show.
Figure 11 ADMIN LOG-IN PAGE Figure 12 shows a section for the administrator’s page. This will show after an admin has logged in. In this page the admin admin has the freedom to edit all
44
information and also can add more administrators. The sections along the tabs are drop down menus that contain sub sections. The one shown is the drop down menu of the examination section. The fields shown are the registered applicants
with
the
information
schedule
on
the
interview. The red squares are command buttons for an action
of
either
to
delete
or
edit
an
applicant’s
submitted information.
Figure 12 Admin Page: Examination Section Figure applicants
13
shows
section.
This
another shows
a
admin
page
for
the
drop
down
menu
that
contains the records of the registered applicants. By clicking the text command “Manage Applicants” the fields on
the
figure
will
show.
It
contains
an
applicant’s
45
submitted
information
about
the
examination.
And
the
“View All Applicants” will show the registered applicants for admission. Also, in this figure the “Add Schedule” command button if clicked will allow the admin to put schedules of when an applicant will be interviewed or taking an exam.
7
Figure 13 Admin Page: Applicants Section Figure applicants. applicants
14
shows
This with
the
section the
section contains
personal
of the
the
registered
list
information
of
that
all were
inputted in the admission form page.
46
Figure 14 Admin Page: List of Applicants Figure 15 shows the admin section where an admin can make
examination
schedules
to
be
posted
for
the
applicants to choose. Basically, this section provides the needed information on where and when the examination will be and what requirements are needed.
Figure 15 Admin Page: Adding Examination Schedule
47
Figure 16 shows the section of administrators. There are
already
three
kinds
of
registered
admin
in
this
section. The “Add Admin” command button will add more administrators.
\ Figure 16 Admin Page: Administrators Figure
17
shows
the
section
of
adding
administrators. The textboxes require information needed for the creation of additional administrators.
Figure 17 Admin Page: Adding Administrators
48
Chapter 3 SUMMARY, FINDINGS, CONCLUSIONS AND RECOMMENDATIONS This study aimed to design and develop an online student
admission
system
for
Negros
Oriental
State
University (NORSU), Bais City Campuses that enables the admission
procedure
to
be
done
online.
The
college/department screening procedures and registration requirements
can
be
accomplished
via
any
computer
connected to the internet. This
research
study
also
sought
to
answer
the
following queries: 1. Is there a need to create an online admission system for NORSU Bais City campuses? 2. What
are
the
problems
being
encountered
by
the
students in the current admission system of the said university campuses? 3. What are the system requirements and specifications needed for the construction of the proposed system? 4. What
are
system
in
the
technical
terms
of
features
security,
of
the
proposed
accessibility
and
content?
49
Findings Based
on
the
data
gathered
from
the
survey,
the
following are the findings of this study: 1. Seventy-nine percent of the respondents agreed to create an online admission system. 2. These are the problems encountered by the students using
the
current
admission
system
with
the
respective ranks based the findings: 26.6 percent of the respondents struggle mostly on falling in line when submitting requirements to the C.A.R.E. office having
the
biggest
percentage
among
all
the
problems. Second, 17.73 percent chose that taking much time in filling up the admission forms manually is a problem. Third, hassle in carrying bundles of documents and envelopes with 17.02 percent. Fourth, time
and
effort
availability
in
going
to
school
personally with 16.6 percent. Fifth, delay issuance of entrance examination results with 12.76 percent. And sixth, the time allocated for submission is not enough
to
accomplish
all
requirements
with
9.22
percent.
50
3. The system needs an operating system that will help the computer operate. The following are recommended for
operating
system:
Windows
XP,
Windows
Vista,
Windows 7, and Windows 8. The system can stand ready in
the
all
windows
operating
systems.
Another
requirement is the web browser. The web browser can be
a
Google
Chrome,
Mozilla
Firefox
or
Internet
Explorer. And internet connection is also a must since the system is open online. 4. Ninety-three
percent
of
the
respondents
chose
to
create personal username and password before filling up admission forms. 5. Fifty-four percent of the respondents chose that the system
should
require
account
creation
and
email
validation before accessing the form. Conclusions Based on the findings, majority of the respondents agreed to create an online admission system. By using this
online
longer:
admission
struggle
on
system, falling
all in
applicants
line
when
will
no
submitting
requirements to the C.A.R.E.; take much time in filling up the admission forms manually; have hassle in carrying
51
bundles of documents and envelopes; spend time and effort in going to school personally; experience delay issuance of entrance examination; and be late in accomplishing the admission process. The system shall stand ready to any computer with operating
systems
such
as
Windows
XP,
Windows
Vista,
Windows 7, and Windows 8. Another requirement is the web browser which can be a Google Chrome, Mozilla Firefox or Internet Explorer and internet connection to access the system online. By
accessing
the
online
admission
system,
it
is
preferred that each user shall create an account with username
and
password
that
also
requires
e-mail
validation after registering. Recommendations Based on the findings and conclusions, an online admission system should be implemented in NORSU Bais City campuses to avoid the problems aforementioned of having the manual admission procedures. That the system must be operated to any computer with windows operating system and a web browser supported by an internet connection.
52
That username
each
user
shall
and
password
have
that
personal also
account
requires
with
e-mail
validation after registering, that enables retrieval for any information inputted if some editing are necessary and for other security purposes. The following are some more recommendations strongly offered
in
order
to
have
a
proficient
and
effective
system: 1. There must be personnel assigned who will maintain and keep the systems functioning. 2. The system should be handled by users with assigned roles and permission to prevent them from editing contents which they are not authorized to change. 3. The entrance examination and interview should also be online.
53
R E F E R E N C E S
54
REFERENCES College
Admissions
in
United
States.
Retrieved
from
http://en.wikipedia.org/wiki/College_admissions_in_t he_United_States
Kay, et.al., (2005). Manual Admission Problems. Retrieved from http://www.epravesh.com/manual-admission-probz/
King,
R.M.
(2008).
Retrieved
from
Enrollment
Problems
Encountered.
http://www.w3.org59348868/Online-
Admission-System-Project-Report
Negros Oriental State University Handbook (2011)
Online Admission System. Retrieved on October 2012 from http://www.studymode.com/Sample-Documentation-ForStudent-Information-System-1919980.html
Online
College
Admissions
System.
Retrieved
from
http://pitb.gov.pk/sites/pitb.gov.pk/themes/ftdrupal 001/build/yahoo-dom-event/yahoo-dom-event
55
Online
School
Admission.
Retrieved
from
http://www.studymode.com/Paperless-UniversityAdmission-System-1335645.html
Research
Methodology.
Retrieved
from
http://www.mbaofficial.com/mba/mba-courses/researchmethodology/feed/
Statistical
Treatment.
Retrieved
from
http://www.mysmartschools.ph/web/StudentPerformance/ stattreat.html
The
Benefits
of
Online
Admission.
Retrieved
from
www.richmond.gov.uk/ag/agedcm4h/academic/
Waterfall Model of Software Development. Retrieved from http://www.techrepublic.com/article/waterfall-modelof-software-development/#
Writing
a
Good
Research
Methodology.
http://uk.ask.com/question/how-to-write-a-goodresearch-methodology
56
A P P E N D I C E S
57
APPENDIX A Questionnaire An online student admission system is presently being developed for our university where the upcoming freshmen students can apply for entrance examination through online. This is the reason why we are asking for your kind cooperation by answering the questions below sincerely. Name (Optional): _________________________________ Course : _________________________________ Year : _________________________________ College : _________________________________
1. What are the problems you have encountered during admission period and entrance examination? Please check at least three (3) which you have encountered the most. Struggle of falling in line when submitting requirements at the C.A.R.E. office. Time and effort availbility in going to school personally. It takes much time in filling up the admission forms manually. Hassle in carrying bundles of documents and envelopes. Delayed issuance of entrance examination results. The time allocated for submission is not enough to accomplish all requirements. Others (Please specify) __________________________________________ ______________
58
CONTENT 2. Are you in favor of having an online interview for the assessment of applicants who wish to enroll here at our university? Yes No Suggestions:
3. Which do you prefer to do: Submitting required documents via online in picture format. Submitting required documents personally in the university office. 4. Which do you prefer: Filling up admission forms online using computers (PC). Filling up admission forms manually in school using pen and paper. 5. After taking the admission examination, where do you want to look for the result? Send it to my personal e-mail address. Post it in this admission website.
59
SECURITY 6. Which do you want: Creating personal username and filling up admission forms for purposes. Direct access without username will lose any unsaved progress while still filling up.
password before work safe-saving and password but if power is lost
ACCESSIBILITY 7. Please check at least one (1). How do you want system/website should look like:
the
Easy registration form and direct access to the website without user account requirements and activation.
60
Dynamic website which validates the information which require user account creation and email validation before accessing to the form.
Step by step form with review summary feature which automatically review your information.
61
APPENDIX B Letter to the Campuses Administrator Negros Oriental State University Bais Campus 1 Bais City, Negros Oriental, 6206 December 2013 RECTO REYES, DPA Campuses Administrator Sir: We, the fourth year Bachelor of Science in Computer Science and Bachelor of Science in Information Technology students from NORSU Bais City, Campus 1, College of Arts and Sciences will be conducting a research study entitled, ”NORSU Online Admission System”. This study aims to gather data needed to design the system. In view of this, our target respondents of this research study are the college students and teachers in the institution from different colleges-College of Arts and Sciences, College of Industrial Technology, College of Criminal Justice Education, College of Education and College of Business Administration. We would like to ask permission to conduct this study in the said departments. Data gathering will be kept confidential and will be used for this research study purposes only. Thank you request.
very
much
for
your
kind
attention
to
this
Salazar, Eddie Rey Group Leader Noted By: RECTO REYES, DPA Campuses Administrator
62
APPENDIX C USER MANUAL For Applicants:
1. Input fields for username and password. 2. By clicking Remember Me button the system will be able to remember applicant’s email address. 3. Click to sign in to the system. 4. If not yet registered, click the register button to redirect to the registration page for temporary account. 5. Click to go to forgot password page and retrieve password using the email. 6. Back to admission system home page.
63
1. Input fields for user name and password 2. Password confirmation to verify if the filled passwords are matched. When password doesn’t match the registration would be declined. 3. Must click the agree button to agree with the terms and conditions of the admission. 4. Click to register and redirect to the login page.
64
1. Step
by
step
menu
where
the
blue
colored
menu
indicates the active step of the form. By clicking the yellow menus it redirects to the next step or to the previous step of the form respectively. 2. Input fields that need to be filled. 3. Back to the previous step of the form. 4. Redirect to the next step. Note: Applicants
may
use
either
the
menu
buttons
or
previous and next button to redirect to the other steps of the form.
1. Temporary display name of the registered applicant.
65
2. Table of schedule for interview. 3. Current Date. 4. Menus for viewable pages for applicants. The blue colored menu indicates the active page.
1. Click to log out. For Administrators:
1 3 2
1.
Input
fields
for
administrator’s
username
and
password.
66
2.
Click
sign
in
button
after
filling
the
input
fields. 3. Administrator credential is not correct or not 6
4
7
5
3
2
1
8
1 9
11
1
1. Administrator’s name. 2. Current Date. 3. Log-out. 4. Add interview schedule. 5. View schedules for interview. 6. Add entrance examination schedule. 7. View schedules for entrance examination. 8. View entrance examination scores of applicants. 9. List of applicants.
67
10.
Delete applicant.
11.
It allows going to previous and next page of
the table. 4 5 6
1
7
8
2 3
1. Search Schedule by campus, room, date, and by time. 2. Edit examination schedule. 3. Delete examination schedule. 4. Go to the administrator account page. 5. Go to manage applicants page. 6. View all applicants and their submitted information. 7. Entrance examination schedule table.
68
3 4
1
2
1. List of applicants. 2. Scroll to the right to view the next columns of the table. 3. Sort table per page. 4. Search any information of the applicants from the record.
3
1
2
69
1. Inputs fields to add new schedule of examination. 2. Save examination schedule. 3. Back to entrance examination schedule page.
6
5
3 1
2
4
1. Add another account for administrators. 2. Registered administrator accounts. 3. Delete administrator account. 4. Go to the next table. 5. Search account. 6. Sort table page.
70
Note: The maximum amount of accounts to be displayed per table are 16 accounts.
3 1 2
1. Input
fields
for
the
credential
of
the
administrator. 2. Submit account. 3. Back to the administrator accounts page.
71
CURRICULUM VITAE PERSONAL INFORMATION NAME
: Eddie Rey C. Salazar
AGE
: 20
BIRTHDATE : October 13, 1993 ADDRESS
: Tamisu, Bais City, Negros
Oriental GENDER
: Male
CIVIL STATUS: Single Course
: Bachelor of Science in Computer Science
Cell #
: 09069547519
Email
:
[email protected]
EDUCATIONALATTAINMENT COLLEGE
: Negros Oriental State University
SECONDARY : Bais City National Science High School ELEMENTARY: Sagrada Elementary School, Manjuyod
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop Visual Basic Programming
72
PERSONAL INFORMATION NAME: Leo Simon C. Anfone AGE: 23 BIRTHDATE: January 21, 1991 ADDRESS: Burgos Street, Tupas Manjuyod, Negros Oriental GENDER: Male CIVIL STATUS: Single Course
: Bachelor of Science in Computer Science
Cell #
: 09056088361
Email
: freelanceanfoneleo.gmail.com
EDUCATIONAL ATTAINMENT COLLEGE:
Negros Oriental State University
SECONDARY:
Manjuyod Central School
ELEMENTARY: Manjuyod National High School
Skills/Interest Web Design / Web Development Graphic Design / Illustration
73
PERSONAL INFORMATION NAME
: Joan P. Quibal
AGE
: 27
BIRTHDATE : July 30, 1986 ADDRESS
: Tanjay City, Negros
Oriental GENDER
: Female
CIVIL STATUS: Married Course
: Bachelor of Science in Computer Science
Cell #
: 09351643800
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE
: Negros Oriental State University
SECONDARY : Tanjay National High School Opao Campus ELEMENTARY: Jose Rotea Memorial School
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop
74
PERSONAL INFORMATION NAME
: Mark Joseph Y. Tingson
AGE
: 20
BIRTHDATE : March 09, 1993 ADDRESS
: Zamora Street, Bais
City, Negros Oriental GENDER
: Male
CIVIL STATUS: Single Course
: Bachelor of Science in Information Technology
Cell #
: 09357997137
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE
: Negros Oriental State University
SECONDARY : Bais City High School ELEMENTARY: Pilot, Elementary School, Bais City
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop
75
PERSONAL INFORMATION NAME
: Jean Robert A. Llanera
AGE
: 20
BIRTHDATE : December 18, 1993 ADDRESS
: Sitio San Jose, Bais
City, Negros Oriental GENDER
: Male
CIVIL STATUS: Single Course
: Bachelor of Science in Information Technology
Cell #
: 09166754387
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE
: Negros Oriental State University
SECONDARY : Bais City High Scool ELEMENTARY: Pilot, Elementary School, Bais City
Skills/Interest Web Designing Graphic Design Using Adobe Photoshop
76
PERSONAL INFORMATION NAME
: Ken Wahl S. Guevara
AGE
: 20
BIRTHDATE : February 01, 1993 ADDRESS
: Obrero Street, Bais
City, Negros Oriental GENDER
: Male
CIVIL STATUS: Single Course
: Bachelor of Science in Information Technology
Cell #
: 09353424997
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE
: Negros Oriental State University
SECONDARY : Bais City High Scool ELEMENTARY: Pilot, Elementary School, Bais City
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop
77
PERSONAL INFORMATION NAME: Mark John K. Acibo AGE: 20 BIRTHDATE: May 30, 1993 ADDRESS: Poblacion Manjuyod, Negros Oriental GENDER: Male CIVIL STATUS: Single Course
: Bachelor of Science in Information Technology
Cell #
: 09062465125
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE:
Negros Oriental State University
SECONDARY:
Manjuyod, National High Scool
ELEMENTARY: Manjuyod Central School
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop
78
PERSONAL INFORMATION NAME: Ma. Antoniette T. Usaraga AGE: 21 BIRTHDATE: April 20, 1992 ADDRESS: Bindoy, Negros Oriental GENDER: Female CIVIL STATUS: Single Course
: Bachelor of Science in Information Technology
Cell #
: 09351323116
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE:
Negros Oriental State University
SECONDARY:
Demetrio L. Alviola, National High Scool
ELEMENTARY: Canluto, Elementary School
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop
79
PERSONAL INFORMATION NAME: Ronilo U. Baldoza AGE: 25 BIRTHDATE: June 29, 1988 ADDRESS: Canluto Bindoy, Negros Oriental GENDER: Male CIVIL STATUS: Single Course
: Bachelor of Science in Information Technology
Cell #
: 09261068436
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE:
Negros Oriental State University
SECONDARY:
Demetrio L. Alviola, National High School
ELEMENTARY: Canluto, Elementary School
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop
80
PERSONAL INFORMATION NAME: Fulnert A. Babor AGE: 25 BIRTHDATE: August 07, 1989 ADDRESS: Abaca Nalundan, Bindoy, Negros Oriental GENDER: Male CIVIL STATUS: Single Course
: Bachelor of Science in Information Technology
Cell #
: 09066750916
Email
:
[email protected]
EDUCATIONAL ATTAINMENT COLLEGE:
Negros Oriental State University
SECONDARY:
Mabato, National High Scool, Bindoy
ELEMENTARY: Mantahaw, Elementary School, Bindoy
Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop
81