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WEB-BASED STUDENT CLEARANCE SYSTEM
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WEB-BASED STUDENT CLEARANCE SYSTEM
INTRODUCTION
CHAPTER
I
Nowadays, technology is a very useful tool that will help people to make the work faster and easier. Every year, everything is changing and upgrading therefore, it will make something better than before. In Clearance, technology will help the signatories to process the clearance quickly which is computerized system, using this system will help you to manage everything together in one place. Using computerized system, you don’t have to find out the record of every student in so many papers if he/she has liabilities because in computerized system you can view all the records of student through, to search his/her ID number and name. Clearance is a permission of every student to proceed to another semester, the College level has two semesters, and the student must comply first the requirement which is to go with the different respective faculty and staff to make them cleared. This proposed system is provided with a paperless transaction that the student will process their clearance without any paper to bring and the respective signatories all they have to do is to click the cleared button.
Background of the study
Background of the study
Dr. P. Ocampo College Inc. was established in the year of 1987 and has 50 plus teachers, 42 rooms, and six courses / department. The institution is still using manual system from past to present so, the researchers wants to make the traditional signing of clearance into a new one which is computerized system. If compared manual system into computerized system, in manual system it is time consuming and the students are waiting for their clearance to be signed by the faculty staff and sometimes the student cannot be completely signed in by the faculty staff in one day because of the slow transaction. Therefore, the student will go again in to another day while the computerized system, it will provide a better and faster processing of every transaction.
DR.P. OCAMPO COLLEGE INC.
SEAL
Statement of the problem
Statement of the problem
GENERAL PROBLEM
GENERAL
PROBLEM
The general problem of this project is how to design and develop Web-based Student Clearance System that will manage information of the student, faculty and staff. Furthermore, to provide transaction to the signatories according to their bases in signing of clearance and how to achieve the faster and easier processing of student clearance.
SPECIFIC PROBLEM
SPECIFIC
PROBLEM
• Is how to design and develop a module that will monitor the list of a student in every course and department?
• Is how to design and develop a module that can monitor the list of a Student who borrowed books and equipments?
• Is how to design and develop a module that can secure the information of the student, faculty and staff with a better security?
• Is how to design and develop a module that will check the liabilities of student by the signatories?
• Is how to design and develop a module that will monitor the pending status and penalties of every Student?
• Is how to design and develop a module that will search student ID number, first name and last name?
Objectives of the study
Objectives of the study
General objectives
General objectives
The general objectives of this project is to develop an automated system in signing of clearance, to change the existing system which is manual system in to a better system and also to prevent time consuming in signing of clearance.
Specific objectives
• The aim of this project is to design and develop a module that will monitor the list of a student in every course and department.
• The aim of this project is to design and develop a module that can monitor the list of a Student who borrowed books and equipments.
• The aim of this project is to design and develop a module that can secure the information of the student, faculty and staff with a better security.
• The aim of this project is to design and develop a module that will check the liabilities of student by the signatories.
• The aim of this project is to design and develop a module that will monitor the pending status and penalties of every Student.
• The aim of this project is to design and develop a module that will search Student ID number, first name and last name.
Significance of the study
Significance of the study
The researcher wants to develop Web-Based Student Clearance System because it will help the student to make the transaction of clearance faster and easier than the manual system.
The beneficiaries of the system are the following:
• Administrator – the one who manage the system and can be able to access the database of
student master list. Has a right to update the student information and the
account of admin cannot be accessed by others.
• Cashier – easily monitor the liabilities of every student and it is the last step in clearance.
• Department head – when the subject teachers are already signed to the student’s
clearance, and if the student already cleared by Medical Services his/her
clearance will be cleared by the Department head.
• Guidance Office –will not sign the student’s clearance if the student has a hair color, no
proper hair cut, and no proper uniform.
• Librarian – easily monitor the list of students who borrowed books. If the student has a
record that he/she borrowed books, he/she must return it before the library
cleared the clearance.
• Laboratory – will not sign the student’s clearance if the student has a record that he/she
breaks some equipment.
• Medical Services–will sign the student’s clearance if the student already has a
laboratory test such as: X-ray, Urine, Pregnancy Test and etc.
• Registrar – checking the requirements of student like (NSO, Good Moral, Form 137,
Form 138 and etc.).
• Students – they don’t have to bring any paper to sign.
• Student services –is an organization of students.
• Researchers – are the people who gathered informations regarding to their system.
Through research it will help them to develop their skills and to be eager to learn.
• Future Researchers –the future researchers can benefit the research of others. They can
use the previous published researched made by the past researchers. By reading and observing the researched of others they can get a lot of information for their own research. The past research serves as the reference of the new researchers.
Scope and Limitation
Scope and Limitation
Scope of the Study
The system will provide faster processing in every transaction. It can easily access or view the student informations, liabilities of the Student and the list of student who borrowed books and equipment through ID number, first name and Last name. It can also be accessed by all of the respective signatories and it will help them to easily manage the number of student in every department and courses.
Limitation of the Study
The system is Web-based Student Clearance System only and it is intended for the students, faculty, and staff of Dr. P. Ocampo College Inc. The system is not always available unless the administrator orders.
Operational Definition of Terms
Operational Definition of Terms
Clearance – is the authorization of every student to proceed to another semester.
Evaluation – is a systematic of determining if the student has a problem for their grades,
liabilities and subjects.
Clear – if the student doesn’t have liabilities, the signatory is going to cleared the student’s
clearance.
Liabilities – deficiencies of the student.
Online – is the condition of being connected to a network of the computers or other devices.
Without network there’s no connection.
System – is a computer software designed to provide a platform to other software. Examples
of the software includes operating systems, computational science software, gaming
engines, industrial automation and software as service applications.
Web-based – is a program that is accessed over a network connection using localhost.
CHAPTER
II
Review of Related Literature
Local Literature
According to A.R. Ramon Chua (5 February 2015) Online Clearance System in relation with this study is the pressing problem after semestral break and summer vacation ends. It is the signing of clearance. Students need to comply with their requirements as a prerequisite of the signing of clearance. If they are not able to take their clearance in completion, they are not able to enroll for the next school year. But the problem is they need to fall in a long line to have a sign to different people who are in the position and take a long period of time waiting to complete it. Why don’t the process of clearance be easier and not a troublesome? Technology can make it convenient to the student. These are the reasons why the researchers come up with this study. The researchers propose a well-designed computerized program or information system to online clearance signing system since technology in general and computers in particular have become the most used tool in all fields. Students have become familiar with the use and idea of using computers. Using computers is one of the most efficient ways to make the clearance easier and faster.
https://prezi.com/mhqpbxinrh23/online-clearance-signing-system/?webgl=0#
A.R. Ramon Chua
ODO JUDE CHIBUZOR
According to ODO JUDE CHIBUZOR (EBSU/2007/42250) Online clearance system for graduating student is a system that will serve as a more reliable and effective means of undertaking students’ clearance during graduation. It is discovered that students faced various problems such as queuing up during clearance, delay in processing of clearance form, unavailability of some key staffs while processing clearance form thereby leading to students’ consistent visit in a particular office, loss of vital documents etc. This has led students to the issue of delayed youth’s service as a result of their inability to complete the tedious manual process of clearance. It is based on this problem that the project is focused on the development of students’ online clearance system to solve and eliminate the shortcomings of the manual system. Thiscomputer based system will be carried out and implemented using PHP, HTML and MYSQL for database.
https://www.academia.edu/16774551/ONLINE_CLEARANCE_SYSTEM_FOR_GRADUATING_STUDENTS.
Computer Science Department, Federal University of Technology, MINNA
According to Computer Science Department, Federal University of Technology, MINNA. Clearance for graduating students is necessary continual process in every University. Federal University of Technology Minna, student clearance has always been a manual process over the past years. This project aims at replacing the existing manual process with an automated or computerized system. Some programming language such as HTML, PHP and MYSQL are used for the implementation of the proposed system. The system will reduce significantly clearance registration processing time; provide more efficiency and reliable clearance registration method. The system will also eliminate completely stress associated with the current clearance method.
https://www.uniprojectmaterials.com/computer-science/project-topics/online-clearance-system-for-graduating-students-a-case-study-of-computer-science-department-federal-university-of-technology-minna
Foreign Literature
Foreign Literature
Department of Electrical/Electronic Engineering, Imo State Polytechnics, Umuagwo Ohaji, Imo State, Nigeria
According to Department of Electrical/Electronic Engineering, Imo State Polytechnics, Umuagwo Ohaji, Imo State, Nigeria, Online clearance system is a research work that will help build an effective information management for schools. It is aimed at developing a system for making clearance after graduation. The designed software will serve as a more reliable and effective means of undertaking students clearance, remove all forms of delay and stress as well as enable you understand the procedures involved as well as how to do your clearance online. This project work made use of data collected from the University, materials and journals from various authors and software was developed to effectively achieve the aims of this project.
http://www.idosi.org/ejas/7(1)15/6.pdf
Awuzie (2013)
According to Awuzie (2013) Clearance is the process of determining and negotiating any permission that are needed to include the use of someone else’s intellectual property in creative project. Clearance systems for graduating students are vital incessant procedures and process in every University or high institution that is inevitable. The clearance must be carried out so as to check if the student is eligible to go for NYSC service and not owning the school anything. It is the University practice to carry out these processes at the completion of the last exam in school, where the student did not have any carryover left.A clearance by itself is normally not sufficient to gain access; the organization must determine that the cleared individual has a “need to know” the information. No one is supposed to be granted access to classified information solely because of rank or position, but once a clearance is obtained, access to certain information or gain of freedom will be granted.As many universities have choosing to pursue the dynamic educational options available online. The advantages of e-learning are many. As people of all ages and backgrounds become increasingly reliant on the internet for information, online learning becomes more convenient and efficient here the need for an online clearance system. The skills needed to access and comprehend information online are becoming commonplace, and the flexibility of wireless computing means that any coffee shop, airport or bedroom can become a classroom. Online courses, registrations, clearance have few, if any scheduling restrictions, well-integrated learning resources and competitive degree options, with an online clearance system.
https://www.freeprojecttopics.com/3973/student-clearance-system/
Tai Solarin
According to Tai Solarin University of Education, Ogun State, Nigeria Online clearance system is an internet base research work that will help ease the queuing system in the university's clearance process. Online clearance system will build an effective information management that is very convenient to use for schools since it is internet based and can be accessed from anywhere. It is aimed at developing a computer software system that replaces the manual method of clearance for graduating students and that also help students to carry out their clearance without coming to the various offices for clearance. The designed software will serve as a more reliable and effective means of undertaking students clearance, remove all forms of delay and stress as well as enable you to understand the procedure involved, as well as how to do your clearance online. This project work makes use of data collection from the university, materials and journals from various authors and the software was developed to effectively achieve the aim of the project. In this project, the implementation of the computer based system was carried out using PHP language, Html, CSS and the database for the software is MySQL.
https://www.researchgate.net/publication/303543627_Design_and_Development_of_Online_Clearance_System_for_Tertiary_Institutions_A_Case_Study_of_Tai_Solarin_University_of_Education_Ogun_State_Nigeria
Review of Related Studies
Review of Related Studies
Santa Maria Police Station (December 16, 2012)
According to Santa Maria Police Station (December 16, 2012) Clearance Police Non-Commissioned Officer (PNCO) uses the manual procedure in giving a record clearance, which unfortunately leads to many occurring errors. This is also one of the main problems of Clearance PNCO besides the time and effort allotted on encoding such files and documents with the use of Microsoft Word. With this, the researchers came up with an idea to have an organized, manageable and easier way of giving a record clearance. The researchers propose a Police Clearance System; a system that may be used to produce a police clearance. The system will help the police department have a centralized database system thereby making application speedy, data accessible, secure and reliable.
http://www.studymode.com/essays/Police-Clearance-System-1317296.html
According to Kevingr (March 14, 2017) Online Faculty Clearance System the main purpose of this study is to build a system that will provide a fast and reliable solution for the processing of the faculty clearance. Hence, eliminating the traditional or manual processing of Faculty clearance. This system will automate the clearance of every Faculty members and the signing will simply follow. Faculty will be able to view the clearance status and upload documents while the designee will approve the completed documents or requirements that the faculty submitted. One important feature of having an automated clearance is to avoid submitting the same information every year.
https://www.sourcecodester.com/php/11258/online-faculty-clearance-system.html
Kevingr (March 14, 2017)
Methodology
CHAPTER III
Locale of the study
The study is conducted in Dr. P. Ocampo College Inc., School in Cotabato City, Philippines located at De Mazenod Avenue Extension, Cotabato City. The Ocampo has six (6) programs such as: Bachelor of Science in Medical Technology, Bachelor of Science in Radiologic Technology, Bachelor of Science in Secondary Education/ Bachelor of Science in Elementary Education, Bachelor of Science in Criminology, 2 years Midwifery and Bachelor of Science in Midwifery.
Respondent of the study
The President of school in Dr. P. Ocampo College Inc. Mr. Pedro S. Ocampo Jr. was not only a school president but also a chairman. Mr. Ocampo graduated in high school at Xavier University – Ateneo de Cagayan in the year of 1962 and he graduated in college at Southwestern University Cebu City Philippines in the year of 1973. He lives in Davao City and also lives in London, United Kingdom.
Respondent of the study
System Development Methodology
System Development Methodology
Requirement Analysis
Requirement Analysis
In the first phase the researchers gathered some informations about the student, population of the students which is 400 plus students, and all of the courses. The researchers gathered informations about the traditional transaction of their signing of clearance and the researchers also knew what are the bases of the signatories in signing of clearance.
System and Design
System and Design
In the second phase, the system has a high programming language which is Microsoft Visual Studio 2010 Asp.Net using C# and Database which is SQL Server Management Studio. In design, HTML is one of the codes that is use in developing a system and it will provide a better design to the system. All of these softwares will help the system to prevent errors and debug that users will encounter. The system will provide a faster processing of every transaction and it has a higher quality of design and is very responsive. A side from these, the programmer makes a design that is understandable by the user, easy to use, has a step by step procedure and has no bright color that can cause discomfort to the eyes and all of these are based on what the researchers gathered in the first phase.
Implementation
Implementation
?
Testing
Testing
After putting codes by each button and form of the system, the programmer is going to
execute the system to know how the system works and to see the output or result of the system. The programmer need to test the system to determine if the system has an error and to study about the interface of each form if it is properly arranged or not.
Deployment of system
Deployment of system
?
Maintenance
Maintenance
The last phase is the maintenance in this phase, the programmers need to maintain the system if it is functional or not or sometimes the system is going too slow, therefore, the programmer needs to maintain the system to avoid a problem or issue. Furthermore, today’s generation, the technology is one of the very useful tools and every year there are changes, which is something that can be upgraded to have more faster, better and reliable programs.
Diagrams
Programming Consideration Tool
4.5 System Requirement Specification
Human Resource Requirement
Implementation Setup
CHAPTER IV
Presentation Analysis and Discussion of the System
Description of the Existing system
The Dr. P. Ocampo College Inc. is still using manual system in signing of clearance they are not using computerized system in all the transactions. Even the library and Cashier does not have existing system and the process of signing clearance is by the department.
Methods, Procedures and Operation
The Dr. P. Ocampo College Inc. is still using manual system of signing clearance and their procedure for signing the clearance is the student must go first to the respective subject teacher to have it signed and if all the subject teachers has already signed the student clearance, it’s the only time that the student will proceed to the respective staff which are the signatories such as the: Librarian, Department head, Student services, Laboratory, Medical Services, Guidance Office, Registrar, Admin and, Cashier.
Resource Management
Internet is one of the sources that researcher will use to know and get informations. Like Google, it will help the researcher to find out the meaning of every word that the researcher wants to know. Through internet the researcher can research something that he/she doesn’t know or understand and internet will provide wide informations. Also it will give an example to understand what it is.
Resource Management
Description of the Proposed System
The proposed system Web-based Student Clearance system will help the faculty, staff and the student to make the process of clearance system faster than manual system and it lessen the time and paper to process the clearance. The proposed system will provide an effective and efficient transaction and it will help the student to achieve the needs to quickly done the transaction with convenience.
Diagrams
DIAGRAMS
Programming Consideration Tool
The web-based student clearance system is made by Visual Studio 2010 using the language of ASP.net C# for coding and programming and also the system has an SQL Server for storing data to the database.
Programming Consideration Tool
System Requirement Specification
Software Requirements
• Microsoft word 2007
• Microsoft word Visual Studio 2010
• Microsoft SQL Server
• Photoshop CS3
Hardware Requirements
• Flash Drive
• Printer
• Computer (Laptop or Desktop)
• Router or Broadband Stick
Human Resource Requirement
Administrator - a person who is responsible to maintain the database of student master list and
operating the computer system.
Staff – a person who evaluates the student if he/she has a problem or not.
Programmer -Designing and building a system, developer, coder and the one who has an ability
to programming.
Implementation Setup
Testing Activities
The system has to be fully tested before introducing it to the client/user, proven that the transaction is functional and that every activity is reliable and efficient.
Installation Process
User Interface Manual
Source Code
CHAPTER V
Summary, Conclusion, Recommendation
Summary
Web-based student clearance system provides a faster and reliable of evaluating the student and will help the respective signatories to lessen the time due to lacking time efficiency. And all they need to do is to click the cleared button if the student has no problem. The student must go to the respective signatories to evaluate if cleared or not and if the student is cleared he/she can proceed to another transaction.
Conclusion
The effectiveness and efficiency of Web-Based Student Clearance System still exist for as long as there’s an education and it is continuously used by the private and public school. Hopefully this system will help do the work easy and better and this system will not disappear.