Online Admission System - Capstone Project

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


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


Cell #

: 09351643800

Email

: [email protected]

EDUCATIONAL ATTAINMENT COLLEGE


SECONDARY : Tanjay National High School Opao Campus ELEMENTARY: Jose Rotea Memorial School

Skills/Interest Microsoft Office Application Graphic Design Using Adobe Photoshop

74


: Mark Joseph Y. Tingson

AGE

: 20

BIRTHDATE : March 09, 1993 ADDRESS

: Zamora Street, Bais

City, Negros Oriental GENDER

: Male


: Bachelor of Science in Information Technology

Cell #

: 09357997137

Email

: [email protected]



SECONDARY : Bais City High School ELEMENTARY: Pilot, Elementary School, Bais City


75


: Jean Robert A. Llanera

AGE

: 20

BIRTHDATE : December 18, 1993 ADDRESS

: Sitio San Jose, Bais


: Male



Cell #

: 09166754387

Email

: [email protected]



SECONDARY : Bais City High Scool ELEMENTARY: Pilot, Elementary School, Bais City

Skills/Interest Web Designing Graphic Design Using Adobe Photoshop

76


: Ken Wahl S. Guevara

AGE

: 20

BIRTHDATE : February 01, 1993 ADDRESS

: Obrero Street, Bais


: Male



Cell #

: 09353424997

Email

: [email protected]



SECONDARY : Bais City High Scool ELEMENTARY: Pilot, Elementary School, Bais City


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


Cell #

: 09062465125

Email

: [email protected]



SECONDARY:

Manjuyod, National High Scool

ELEMENTARY: Manjuyod Central School


78

PERSONAL INFORMATION NAME: Ma. Antoniette T. Usaraga AGE: 21 BIRTHDATE: April 20, 1992 ADDRESS: Bindoy, Negros Oriental GENDER: Female CIVIL STATUS: Single Course


Cell #

: 09351323116

Email

: [email protected]



SECONDARY:

Demetrio L. Alviola, National High Scool

ELEMENTARY: Canluto, Elementary School


79

PERSONAL INFORMATION NAME: Ronilo U. Baldoza AGE: 25 BIRTHDATE: June 29, 1988 ADDRESS: Canluto Bindoy, Negros Oriental GENDER: Male CIVIL STATUS: Single Course


Cell #

: 09261068436

Email

: [email protected]



SECONDARY:

Demetrio L. Alviola, National High School

ELEMENTARY: Canluto, Elementary School


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


Cell #

: 09066750916

Email

: [email protected]



SECONDARY:

Mabato, National High Scool, Bindoy

ELEMENTARY: Mantahaw, Elementary School, Bindoy


81

Online Admission System - Capstone Project

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