Online Admission System - Capstone Project

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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 develop computer-based systems replacing the

present method of administration - collecting 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,

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NORSU has been dynamic in finding the best possible ways

of carrying out its responsibilities efficiently (NORSU

Student Handbook, p. 4).

The Negros Oriental State University Bais City

campuses 1 and 2 are currently practicing the manual

admission procedures of enrolling students. These

procedures are being handled by the enrolling staffs of

the said campuses. During enrollment period, all

enrollees or applicants to the university must come

personally and meet the enrolling staffs in 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 are errors of misplacement. It also

contributes hassle and much time for the 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

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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, with the proposed system, the NORSU

admission procedures can be accomplished 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. A typical admission staff at a college

includes a dean or vice president for admission or

enrollment management, middle-level managers or assistant

directors, admission officers, and administrative support

staff (College Admission. http://www.en.wikipedia.org).

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In the same case, all applicants to NORSU must

undergo the college/department screening 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

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university. NORSU declares that no student shall be

denied admission by reason of race, age, sex, 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 and effective service to NORSU. As the

strategic arm of the University in information

dissemination, student documentation and policy-making,

it will strive to achieve the following:

1. Student-prioritized assistance in the

implementation of the University’s Academic

Policies

2. Efficient information interchange between

offices, external campuses, State Universities

and Colleges and other Higher Educational

Institutions

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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

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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 University CARE Center assists and supports

students’ total development as individuals 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.

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The CARE Center offers a four-pronged thrust in its

services offered to students, faculty and staff of NORSU.

Dubbed as Guidance C.A.R.E. Program (Counseling,

Assistance, Resources and Enrichment), these organized

services/programs are basically designed to assist

individuals in their search for truth and 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 Online University Admission Management System

will be developed in order to automate the complete

admission system starting from the notification to

admission process. It will include the 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

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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 deals with inputting, accessing and

retrieval of information through the internet. Once

admission is secured, it gathers related information from

all the departments of the university to which each

student is admitted to, maintains these files as the

student progresses, which are then used to generate

reports in various forms to measure 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

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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. This enables the candidate to access the

system by entering only minimum set of 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 Internet

access – no more queues!

Pay Application Fee via a network of the bank

branches across.

Track admissions application status via college

website.

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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 assembles for

admission

• Making space arrangements for 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.

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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 which does not add any value to the

institution and results in additional 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 / leave from work, queue to purchase

admission forms, no clarity on issuance dates of

admission forms, queue to submit filled in 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 the shortcomings of practicing the

traditional admissions procedures, adapting the online

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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

applications and merit lists.

Better monitoring and evaluation: Real-time

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

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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

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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 development is a software development

model involving a phased progression of activities,

marked by feedback loops, leading to the release of a

software product.

Figure 1. Schematic Diagram of the Theoretical Framework

based on the Waterfall Model

Installation

Maintenance

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Essentially, this is a framework for software

development in which development proceeds sequentially

through a series of phases.

The following are the six ordered phases of this

model:

1. Requirements: This involves gathering information

about what the customer needs and 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 hardware and

software architecture, specifying performance and

security parameters, designing data storage

containers and constraints, and choosing the

programming language. This is also the stage at

which user interface design is addressed, including

issues relating to navigation and accessibility.

3. Implementation: This step consists of actually

constructing the product and is performed by a

development team consisting of programmers,

interface designers and other specialists, using

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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 and certified as fit for use, and

involves preparing the system or 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 component to alter attributes or

improve performance. These modifications arise

either due to change requests initiated 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

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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 steps in developing their system. It

provides background that enables the 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 or the

flowchart of the system. (Refer to pages 19-22).

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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 the technical features of the proposed

system in terms of security, accessibility and

content?

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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. After submission of admission form they can

review the information they have submitted 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 the assigned personnel to search and verify

their submitted applications from the database before

they can take the examination.

https://www.facebook.com/okingers

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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

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only little instructions are needed to educate them with

the system.

Students: They will not anymore carry with them

bundles of documents in papers and envelopes 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.

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METHODOLOGY

Research methods can be categorized in many ways.

The usual method that researchers are practicing is

making a distinction between the qualitative 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

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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

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Research Respondents

The respondents were students of NORSU Bais City

Campuses 1 and 2 belonging to the different colleges –

College of Arts and Sciences, College of Industrial

Technology, College of Criminal Justice Education,

College of Business Administration and College of

Business Administration. These target population 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

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campuses belonging from different college departments.

Next, the researchers let the respondents filled the

questionnaires. Lastly, the filled 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

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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 room of storage for a set of gathered

information during enrollment period. 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.

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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.

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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.

75 26.6

Time and effort availability in going to

school personally.

47 16.67

It takes much time in filling up the

admission forms manually.

50 17.73

Hassle in carrying bundles of documents

and envelopes.

48 17.02

Delay issuance of entrance examination

results.

36 12.76

The time allocated for submission is not

enough to accomplish all requirements.

26 9.22

Total: 282 100

The table shows that 26.6 percent of the 100

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

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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.

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

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computer operate. The following are recommended for the

operating system: Windows XP, Windows Vista, Windows 7,

and Windows 8.

Table 3

System Requirements

REQUIREMENT RECOMMENDATION

Windows Operating System Windows XP, Windows Vista,

Windows 7, Windows 8

Web Browser Requirement Google Chrome

Mozilla Firefox

Internet Explorer

Internet connection 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.

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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

Create personal username and

password when accessing the

forms.

93 93

Direct access without username

and password.

7 7

Total: 100 100

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

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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

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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 and Content. Table 5 shows the

percentage of respondents’ choice in terms of

accessibility and content.

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Table 5

Respondents’ Choice in Terms of Accessibility and

Content

.

It shows that out of 100 respondents 54 percent

chose the second feature that require 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

Features Frequency Percentage

Direct access without user account. 40 40

Require user account creation and

email validation before accessing

the form.

54 54

Step by step with review summary

feature which automatically review

your information.

6 6

Total: 100 100

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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 of the page and the “Previous”

command button located bottom left of the page. Each

section has textboxes and drop-down/up menus for 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.

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Figure 8

ADMISSION FORM SECTIONS

Figure 9 shows the last section of the admission

form, the information about the examination schedule.

After filling up all the sections, the “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.

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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 of the system. In case any unfinished

activity was left, it can be continued by logging-in

again and navigate to the page where a user want to.

Figure 10

LOG-OUT COMMAND

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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

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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 13 shows another admin page for the

applicants section. This shows a 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

46

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.

Figure 13

Admin Page: Applicants Section

Figure 14 shows the section of the registered

applicants. This section contains the list of all

applicants with the personal information that were

inputted in the admission form page.

7

47

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

48

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

49

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 the technical features of the proposed

system in terms of security, accessibility and

content?

50

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.

51

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 admission system, all applicants will no

longer: struggle on falling in line when submitting

requirements to the C.A.R.E.; take much time in filling

up the admission forms manually; have hassle in carrying

52

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.

53

That each user shall have personal account with

username and password that also requires 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.

54

R E F E R E N C E S

55

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). Enrollment Problems Encountered.

Retrieved from 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-For-

Student-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

56

Online School Admission. Retrieved from

http://www.studymode.com/Paperless-University-

Admission-System-1335645.html

Research Methodology. Retrieved from

http://www.mbaofficial.com/mba/mba-courses/research-

methodology/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-model-

of-software-development/#

Writing a Good Research Methodology.

http://uk.ask.com/question/how-to-write-a-good-

research-methodology

57

A P P E N D I C E S

58

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)

__________________________________________

______________

59

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.

60

SECURITY

6. Which do you want:

Creating personal username and password before

filling up admission forms for work safe-saving

purposes.

Direct access without username and password but

will lose any unsaved progress if power is lost

while still filling up.

ACCESSIBILITY

7. Please check at least one (1). How do you want the

system/website should look like:

Easy registration form and direct access to

the website without user account requirements

and activation.

61

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.

62

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 very much for your kind attention to this

request.

Salazar, Eddie Rey

Group Leader

Noted By:

RECTO REYES, DPA

Campuses Administrator

63

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.

64

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.

65

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.

66

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. Input fields for administrator’s username and

password.

3

1

2

67

2. Click sign in button after filling the input

fields.

3. Administrator credential is not correct or not

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.

1

1

1

4

2 5

8

6

7

3

9

11

68

10. Delete applicant.

11. It allows going to previous and next page of

the table.

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.

1

2

3

5

6

4

7

8

69

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.

1

2

3

4

2

3

1

70

1. Inputs fields to add new schedule of examination.

2. Save examination schedule.

3. Back to entrance examination schedule page.

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.

3

2

1

5

4

6

71

Note:

The maximum amount of accounts to be displayed

per table are 16 accounts.

1. Input fields for the credential of the

administrator.

2. Submit account.

3. Back to the administrator accounts page.

2

3

1

72

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

73


NAME: Leo Simon C. Anfone

AGE: 23

BIRTHDATE: January 21, 1991

ADDRESS: Burgos Street, Tupas

Manjuyod, Negros Oriental

GENDER: Male



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

74


NAME : Joan P. Quibal

AGE : 27

BIRTHDATE : July 30, 1986

ADDRESS : Tanjay City, Negros

Oriental

GENDER : Female

CIVIL STATUS: Married


Cell # : 09351643800




SECONDARY : Tanjay National High School Opao Campus

ELEMENTARY: Jose Rotea Memorial School

Skills/Interest



75


NAME : Mark Joseph Y. Tingson

AGE : 20

BIRTHDATE : March 09, 1993

ADDRESS : Zamora Street, Bais

City, Negros Oriental

GENDER : Male


Course : Bachelor of Science in Information Technology

Cell # : 09357997137




SECONDARY : Bais City High School

ELEMENTARY: Pilot, Elementary School, Bais City

Skills/Interest



76


NAME : Jean Robert A. Llanera

AGE : 20

BIRTHDATE : December 18, 1993

ADDRESS : Sitio San Jose, Bais


GENDER : Male



Cell # : 09166754387




SECONDARY : Bais City High Scool


Skills/Interest

Web Designing


77


NAME : Ken Wahl S. Guevara

AGE : 20

BIRTHDATE : February 01, 1993

ADDRESS : Obrero Street, Bais


GENDER : Male



Cell # : 09353424997




SECONDARY : Bais City High Scool


Skills/Interest



78


NAME: Mark John K. Acibo

AGE: 20

BIRTHDATE: May 30, 1993

ADDRESS: Poblacion Manjuyod, Negros

Oriental

GENDER: Male



Cell # : 09062465125




SECONDARY: Manjuyod, National High Scool

ELEMENTARY: Manjuyod Central School

Skills/Interest



79


NAME: Ma. Antoniette T. Usaraga

AGE: 21

BIRTHDATE: April 20, 1992

ADDRESS: Bindoy, Negros Oriental

GENDER: Female



Cell # : 09351323116




SECONDARY: Demetrio L. Alviola, National High Scool

ELEMENTARY: Canluto, Elementary School

Skills/Interest



80


NAME: Ronilo U. Baldoza

AGE: 25

BIRTHDATE: June 29, 1988

ADDRESS: Canluto Bindoy, Negros

Oriental

GENDER: Male



Cell # : 09261068436




SECONDARY: Demetrio L. Alviola, National High School

ELEMENTARY: Canluto, Elementary School

Skills/Interest



81


NAME: Fulnert A. Babor

AGE: 25

BIRTHDATE: August 07, 1989

ADDRESS: Abaca Nalundan, Bindoy,

Negros Oriental

GENDER: Male



Cell # : 09066750916




SECONDARY: Mabato, National High Scool, Bindoy

ELEMENTARY: Mantahaw, Elementary School, Bindoy

Skills/Interest



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