Online Admission System - Capstone Project
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1
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
15
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
16
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
17
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
18
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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20
21
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?
25
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.
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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
27
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.
28
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
29
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
30
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
32
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.
33
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.
34
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
35
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
36
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.
37
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
38
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
39
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.
40
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.
42
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.
43
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
44
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
45
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
PERSONAL INFORMATION
NAME: Leo Simon C. Anfone
AGE: 23
BIRTHDATE: January 21, 1991
ADDRESS: Burgos Street, Tupas
Manjuyod, Negros Oriental
GENDER: Male
CIVIL STATUS: Single
Course : Bachelor of Science in Computer Science
Cell # : 09056088361
Email : freelanceanfoneleo.gmail.com
EDUCATIONAL ATTAINMENT
COLLEGE: Negros Oriental State University
SECONDARY: Manjuyod Central School
ELEMENTARY: Manjuyod National High School
Skills/Interest
Web Design / Web Development
Graphic Design / Illustration
74
PERSONAL INFORMATION
NAME : Joan P. Quibal
AGE : 27
BIRTHDATE : July 30, 1986
ADDRESS : Tanjay City, Negros
Oriental
GENDER : Female
CIVIL STATUS: Married
Course : Bachelor of Science in Computer Science
Cell # : 09351643800
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE : Negros Oriental State University
SECONDARY : Tanjay National High School Opao Campus
ELEMENTARY: Jose Rotea Memorial School
Skills/Interest
Microsoft Office Application
Graphic Design Using Adobe Photoshop
75
PERSONAL INFORMATION
NAME : Mark Joseph Y. Tingson
AGE : 20
BIRTHDATE : March 09, 1993
ADDRESS : Zamora Street, Bais
City, Negros Oriental
GENDER : Male
CIVIL STATUS: Single
Course : Bachelor of Science in Information Technology
Cell # : 09357997137
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE : Negros Oriental State University
SECONDARY : Bais City High School
ELEMENTARY: Pilot, Elementary School, Bais City
Skills/Interest
Microsoft Office Application
Graphic Design Using Adobe Photoshop
76
PERSONAL INFORMATION
NAME : Jean Robert A. Llanera
AGE : 20
BIRTHDATE : December 18, 1993
ADDRESS : Sitio San Jose, Bais
City, Negros Oriental
GENDER : Male
CIVIL STATUS: Single
Course : Bachelor of Science in Information Technology
Cell # : 09166754387
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE : Negros Oriental State University
SECONDARY : Bais City High Scool
ELEMENTARY: Pilot, Elementary School, Bais City
Skills/Interest
Web Designing
Graphic Design Using Adobe Photoshop
77
PERSONAL INFORMATION
NAME : Ken Wahl S. Guevara
AGE : 20
BIRTHDATE : February 01, 1993
ADDRESS : Obrero Street, Bais
City, Negros Oriental
GENDER : Male
CIVIL STATUS: Single
Course : Bachelor of Science in Information Technology
Cell # : 09353424997
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE : Negros Oriental State University
SECONDARY : Bais City High Scool
ELEMENTARY: Pilot, Elementary School, Bais City
Skills/Interest
Microsoft Office Application
Graphic Design Using Adobe Photoshop
78
PERSONAL INFORMATION
NAME: Mark John K. Acibo
AGE: 20
BIRTHDATE: May 30, 1993
ADDRESS: Poblacion Manjuyod, Negros
Oriental
GENDER: Male
CIVIL STATUS: Single
Course : Bachelor of Science in Information Technology
Cell # : 09062465125
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE: Negros Oriental State University
SECONDARY: Manjuyod, National High Scool
ELEMENTARY: Manjuyod Central School
Skills/Interest
Microsoft Office Application
Graphic Design Using Adobe Photoshop
79
PERSONAL INFORMATION
NAME: Ma. Antoniette T. Usaraga
AGE: 21
BIRTHDATE: April 20, 1992
ADDRESS: Bindoy, Negros Oriental
GENDER: Female
CIVIL STATUS: Single
Course : Bachelor of Science in Information Technology
Cell # : 09351323116
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE: Negros Oriental State University
SECONDARY: Demetrio L. Alviola, National High Scool
ELEMENTARY: Canluto, Elementary School
Skills/Interest
Microsoft Office Application
Graphic Design Using Adobe Photoshop
80
PERSONAL INFORMATION
NAME: Ronilo U. Baldoza
AGE: 25
BIRTHDATE: June 29, 1988
ADDRESS: Canluto Bindoy, Negros
Oriental
GENDER: Male
CIVIL STATUS: Single
Course : Bachelor of Science in Information Technology
Cell # : 09261068436
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE: Negros Oriental State University
SECONDARY: Demetrio L. Alviola, National High School
ELEMENTARY: Canluto, Elementary School
Skills/Interest
Microsoft Office Application
Graphic Design Using Adobe Photoshop
81
PERSONAL INFORMATION
NAME: Fulnert A. Babor
AGE: 25
BIRTHDATE: August 07, 1989
ADDRESS: Abaca Nalundan, Bindoy,
Negros Oriental
GENDER: Male
CIVIL STATUS: Single
Course : Bachelor of Science in Information Technology
Cell # : 09066750916
Email : [email protected]
EDUCATIONAL ATTAINMENT
COLLEGE: Negros Oriental State University
SECONDARY: Mabato, National High Scool, Bindoy
ELEMENTARY: Mantahaw, Elementary School, Bindoy
Skills/Interest
Microsoft Office Application
Graphic Design Using Adobe Photoshop