Enrollment system Essay

Table of Content

Background of the Study
Nowadays, technology plays a great role in our society. It greatly helps our day to day activities in our work or school. Technology serves us many ways to develop and improve our daily life. It also makes our tasks accomplish faster, efficient and less time consuming. For example in our country universities, they use the computerized or automated enrolment system. It is understood that it is way of adapting to our fast growing student enrolees. School enrolment system has always been a difficult task, but it is more so today than ever before, where administrators uses the traditional way of filing records on a cabinet. As the population of the students goes up, it is becoming more complex. Data should be stored in safer places, and can be retrieved easily and fast when someone needs it. Administrator’s task has becoming more complex, there have been efforts to improve the effectiveness of problem solving and central to this are quantitative techniques and electronic devices such as computers. This study aims to come up with an enrolment system for a high school which also includes student information data. This system is design for the use of the staff to enable them to produce information required by different people. The system will make the work of faculty faster, easier and more efficient.

The Enrolment System will also store the data of the students such as name, section, schedule and fees paid. The system will allow the printing of information from the database easily. The establishment of this school Puerto Princesa City National Science High School (PPCNSHS) can be traced back to its proponent, Dr. Belen H. Magsino, the superintendent of the Division of Palawan. Whose dream is to put a school comparable with some prestigious schools in Metro Manila. Truly her dream was realized with the able support of former Speaker Ramon V. Mitra, Jr. and then formerly City Mayor Hon. Feliberto Oliveros Sr. sometime in 1989. Due to her concern of bringing quality education and economic prosperity to Puerto Princesa City & Palawan, She thought of spearheading this public high school that will serve as Demonstration School both for teachers and students alike. In June 1990, twenty-eight selected, courageous, idealistic pioneering students started the quest through their lone teacher, Mrs. Cristina G. Buenafe, from borrowed dark and small room of Puerto Princesa Pilot Elementary School. Varied names have been utilized during its growing years Pilot High School (Sicsican Annex). When the pioneering batch was about to graduate in 1994 the class President Mr. Arni P. Alanis, Garobo and other officers together with Mrs. Cristina G. Buenafe strongly defended before the Sangguniang Panglungsod to have its own identity hence the name Puerto Princesa City High School marked on their diplomas during Commencement Exercises in March 1994 as proof of genuine support of the City government under the outstanding and responsive leadership of Hon. Edward S. Hagedorn City Mayor.

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Varied Challenges, threats have been posed to this institution but due to commitment and able leadership, they did not succeed. In its humble beginning it gained popularity and prestige when it became the champion in the 1st Quiz Bee sponsored by Government in 1992, same year when the government permits to operate 053 was given to the school. From then on, students have been bringing laurels to the school such as in academic, K.I.D., L.I.S.T.O., arts, leadership, and other co-curricular activities. Former Deputy Speaker Hon. Alfredo “Amor” Abueg of the House of Representatives made a remarkable twist in the history of this institution for he authored its conversion into public Science High School duly approved by the former President His Excellency Fidel V. Ramos dated march 4, 1997 by virtue of E.A. 8287 Remarkably, this institution has lived up to the challenges of its mentors; first it pioneered different programs like Conceptual Approach in teaching reading of Dr. Aurora H. Roldan, A renowned international reading specialist (1994); Environmental Science PTFPP and DepEd 1995) TSD-MCP Thinking Skills Development for Maximized Cognitive Performance (1998): Distance Learning (Open High School 2000), and (CBI) Content-Based Instruction (2002).

On The Other hand, while extending the delivery of quality education, it did not forget to boost the morale of its faculty. The leader teacher Mrs. Cristina G. Buenafe, was awarded as one of the outstanding public secondary high school teachers in 1999 and as one of the outstanding alumni of Holy Trinity College. It also yields further recognition when one of its teachers, Dr. Rolando A. Taha became an Education Supervisor in the Division of Puerto Princesa City in 2001. Today, this school which lies on 30,000 sq. meters lot courtesy of the City Government of Puerto Princesa during the administration of Hon. Edward S. Hagedorn and the City Council, situated in the heart of Puerto Princesa City back of National Irrigation Administration and New City Hall at Sta. Monica, with five buildings, fifteen highly competent teachers, 2 industrious non-teaching personnel, an improvised computer room- having 23 computers and access to internet, supportive parents, self-directed Students Supreme Council under the Dominican way of responsive leadership and independent students, the wisdom of Culture and Excellence lives on. Statement of the Problem

This study aimed to upgrade the Student Enrolment System of Puerto Princesa City National Science High School. These are the problem we have gathered and analysed; first, the manual system is slow, especially in doing the paper works to be accomplished by the enrolling officer and students. Second, the manual system has more chance of committing an error. Third, the absence of record back-up management, this necessary in keeping students profile. Fourth, the absence of security management necessary in handling student’s profile and grades. Lastly, manual system uses much time to the operator or the enrolling officer. It is understood that it is an important matter to finish all enrolment works before the due date. Objectives of the study

The researchers targeted to make an automated enrolment system for the Puerto Princesa City National Science High School (PPCNSHS). The researchers aim to solve and establish an efficient way of school enrolment by helping them to improve and hasten the enrolment process of their school through developing an automated records and enrolment system. To easily produce consistent and accurate student’s information and grades needed by the PPCNSHS. And to provide security management on data storage and log-in security for authorized persons to access the system.

Significance of the Study
To this School
The result of this study could help the school in making their enrolment process easier and faster, also to reduce the faculty’s processing time in the enrolment. And to provide security on student’s profile and school records to unauthorized persons. It will replace their existing system and easily record the student personal information. They are secured keeping important files from the unauthorized persons. To the Respondents

This study will improve the quality of methods and services they use in enrolment system in their school. To make their work fast and accurate in accommodating the fast growing school enrolees. To Future Researchers

This research will serve as a guide and source of knowledge for other researchers who would want to conduct similar studies. It is also the researcher’s way to help the future generation of researchers.

Scope and Delimitation of the Study
The system Puerto Princesa City National Science High School Students Records and Enrolment System (PPCNSHS-SRES) covers only Puerto Princesa City National High School and not any other high school. It only includes the data of students which generates a report card that is ready for printing after the input grades. The data input of different subjects does not include schedules. Also this system does not include computations and record keeping of local fees, miscellaneous and other payments done at the school accounting/cashier’s office. The system is capable of networking but the registration of students is not Web based. And the section of students is manually assigned by the enrolling officer depending to the grade he/she attain on the entrance examination. Definition of Terms

The following terms are important words used/encountered in the Puerto Princesa City National Science High School – Students Record and Enrolment System. Automation = Automatic, as opposed to human, operation or control of a process, equipment or a system; or the techniques and equipment used to achieve this. Oftenit is applied to computer control of a manufacturing process. Back-ups = to copy files to a second medium (a disk or tape) as a precaution in case the first medium fails. One of the cardinal rules in using computers is back up your files regularly. Database =One or more large structured sets of persistent data, usually associated with software to update and query the data. A simple database might be a single file containing many records, each of which contains the same set of fields where each field is a certain fixed width. Hardware=The physical, touchable, material parts of a computer or other system.

The term is used to distinguish these fixed parts of a system from the more changable software or data components which it executes, stores, or carries. Computer Hardware= typically consists chiefly of electronic devices (CPU, memory, display) with some electromechanical parts (keyboard, printer, disk drives, tape drives, loudspeakers) for input, output, and storage, though completely non-electronic (mechanical, electromechanical, hydraulic, biological) computers have also been conceived of and built. Manual System= A system involving data processing which does not make use of stored-program computing equipment; by this somewhat arbitrary definition, systems using other types of tabulating equipment, such as the card-programmed calculator, are considered to be manual. Software = The instructions executed by a computer, as opposed to the physical device on which they run (the “hardware”).The term was coined by the eminent statistician, John Tukey.Programs stored on non-volatile storage built from integrated circuits (e.g. ROM or PROM) are usually called firmware. Form 137 = Form 137 in Philippine schools is a Report Card from High School. Chapter II

This chapter contains the review of related literature and studies, description of existing system, previous work, conceptual framework and definition of terms. Conceptual Framework

Fig. 1 PPCNSHS Existing Enrolment System
Figure 1 shows the existing process of enrolment system of Puerto Princesa City National Science High School. The Principal will create and designate subjects and sections, and then she will disseminate it to the enrolling officer. The enrolling officer will verify average grade of the student for section designation. The student must secure and comply an enrolment form. The enrolment form will be passed to the enrolling officer for verification; if the enrolment form is incomplete it will go back to the student for completion of the form.


Fig.2 PPCNSHS Proposed Enrolment System
Figure 2 show the input and output process of the Puerto Princesa City National Science High School. The Principal and Authorized Staff will be the one in charge of inputting data into the system to build information, grades, and remarks useful to the students of the school.

Review of the Related Literature
The discovery of the computer was the great function of modernity for different to make work easier, more capable, and more adaptable for the humanity. It has brought a new level of knowledge that became the new standard in the industry. It made the school more efficient for students and provided path to communicate to entire earth. Computer is made for different purposes. It is usually use in schools, offices and business, machine production and also for medical laboratory. One of its specific purposes is to store and manipulate data into useful information. And able to build a computerize system, just like an InformationSystem to improve the manual system. Computer has been recognized as a useful kind of machine. It helps people for efficiency and effectiveness in working with the quality through reducing human effort and errors in system. Life must be easier in having and using this machine. Also Educational Institutions nowadays are focusing their mission and vision in the quality of education. To do this, they are equipped with numbers of professionals who will be the best asset in the course of education, the Faculty. Facilities also play a big part in good education environment. Administration is last but not the least to complete the essential parts of an Educational Institution.

Administering the whole institution is a big responsibility. There should be a proper segregation of duties, from staff to department. It involves not just the filing but the whole organization itself. That is why computer generated system is introduced to lessen the burden of everyone and to get every job done in the most convenient and fastest way. One of the best methods of student administration is the Student Records System. Student records system is professional and academic discipline concerned with the strategic, managerial and operational activities involved in the gathering, processing, storing, distributing and use of information, and its associated technologies, in society and organizations. Specifically, this computer-based record system is complementary networks of hardware/software that people or organization use to collect, filters, and process, create and distribute data. Records systems are implemented within an organization for the purpose of improving the effectiveness and efficiency of that organization. Capabilities of the information system and characteristics of the organization, its work systems, its people, and its development and implementation methodologies together determine the extent to which that purpose is achieved.

Review of Related Studies
System SMNHS-SRES -The researchers in a mission to make an automated student enrolment and record system that will reduce the faculty’s processing time for enrolment and even have a complete computerized student profile for an easier access of student’s information. It can also benefit the students and faculty if their information profile is needed by the school transfer, they can ask permission from any faculty members who has access to the system database to obtain the necessary data they needed with ease. It specifically aims to design an automated enrolment system and to create a database for student profile. The researchers applied advanced methods and procedures of requirements and data analysis to easily determine the problems and design applicable to create solutions that would aid them in developing a more reliable an efficient system for San Miguel National High School (SMNHS). After finishing and developing the software and presenting it to San Miguel National High School, the researchers concluded that the developed computer-based enrolment system would serve and truly help the faculty members and the students of the school to have a systematic procedure of enrolment, fast and efficient retrieval of records in the coming school years once this system is adapted by SMNHS.’ Far Eastern University Enrolment System- with its 25,000 students, Far Eastern University (FEU) ranks among the biggest universities in the country in terms of population.

And with a large population come multiple problems disenrollment, student records and related data. Wanting a lasting solution to the problem, FEU asked consultants for recommendations. The result was a decision to automate FEU’s enrolment system. FEU decided to automate the enrolment system in two phases: (1), the development of a system for enrolment and student records for Phase I, and (2) the integration of the student’s financial records for. They worked closely with SQL*Wizard to pilot E*Wizard, an integrated system for student enrolment that contains modules with extensive inquiry and reporting capabilities. They also tapped FEU’s Computer Services Department to iron out kinks. They reviewed organizational structures, assigned people to support groups and asked faculty advisers and staff to train. She also met with the representatives of individual institutes and with the support of the academic managers and SQL*Wizard’s technical group, plotted the move to launch an integrated system during the second semester. The preparation involved cleaning the database, standardizing labels for subject and preparing the subject requirements. The only similarities that the proponents have encountered here is that the university formulated a powerful database that will hold large number of data and can keep track student transactions. This is one of the goals of the proposed system that the proponents will be developing.

Chapter III
Methods of Research and Procedures

Research Designs
Quantitative research looks at the general case and moves toward the specific. This deductive approach to research considers a potential cause of something and hopes to verify its effect. Since the phrase cause and effect is part of nearly every child’s history of parental lectures, we are all familiar with the concept. In research, cause and effect is all about the strength of the relationship. If a very strong relationship exists between two variables, the cause and effect relationship may be said to be highly probable or highly likely.

There is still room to say that the effect does not occur as a result of the cause, but this is considered not very probable. Quantitative Research is defined as the systematic empirical investigation of social phenomena via statistical, mathematical or computational techniques, to develop and employ mathematical models, theories and/or hypotheses pertaining to phenomena. It is conducted using scientific methods such as: the generation of models, theories and hypothesis; the development of instruments and methods for measurement; experimental control and manipulation of variables; collection of empirical data; and modelling and analysis of data.

The respondents of the study include the students and faculty wherein the proponents prepare a set of carefully prepared and logically ordered questions. This respondent focuses on the school students and faculty for they are very important in a sense that this study is all about them. The questionnaires are being answered accordingly to the priority of concern by using predetermined sets of questions with predefined ranges of answers so
as to avoid any conflicting series of response. Data gathering procedures

This is a data collection instrument mostly used in normative surveys. This is a systematically prepared from or document with a set of questions deliberately designed to elicit responses from respondents of research informants for the purpose of collecting data or information. It is a form of inquiry document, which contains a systematically complied and well organized series of questions intended to elicit the information which will provide insight into the nature of the problem user study. It is a form that contains a set of questions on a topic or group of topics designed to be answered by the respondent. The respondents are the population samples of the study. The answers provided by the respondents constitute the data for the research. a. Unstructured questionnaire

This type which is also termed as an open-ended or unrestricted type of questionnaire calls for a free response in the respondents own words. The respondent frames and supplies the answer to the question raised in the questionnaire. It also constitutes questions which give the respondent an opportunity to express his or her opinions from a set of options. Spaces often provided for respondents to make their inputs. Interviews

Interviews become necessary when researchers feel the need to meet face to face with individuals to interact and generate ideas in a discourse that borders on mutual interest. It is an interaction in which oral questions are posed by the interviewer to elicit oral response from the interviewee. Specifically with research interviews, the researcher has to identity a potential source of information, and structure the interaction in a manner that will bring out relevant information from his respondent. The creation of a cordial atmosphere is therefore vital to the success of such an interaction. Apart from face to face interviews, they can also be conducted over the phone of the computer terminal via video conferencing technology. a. Unstructured Interview

It is the less formal type in which although sets of questions may be used,
the interviewer freely modifies the sequence of questions, changes the wording and sometimes explains them or adds to them during the interaction. Hence the researcher has to be careful in order not to deviate from his focus. The atmosphere is often casual. This is conducted in what is characterized as an opened situation because there is more flexibility and freedom in the interaction. Research

Research is simply, the systematic search for pertinent information on a specific topic or problem. It is systematic study or investigation or something for the purpose of answering questions posed by the researcher. It includes reviewing journals, periodicals, and books to obtain background information, technical material, and news about industry trends and developments.

Research instruments
The researchers conducted a separate survey using questionnaires and distributed it among the faculty members and students. After giving the questionnaire to the principal, she herself will randomly select members of the faculty for evaluation of questionnaire. The researchers also scheduled an interview for the principal of the school using a ready questionnaire or interviewer guide for a more efficient and accurate way of throwing questions to the respondent. On the actual interview the researchers used the following instruments for a more precise and accurate gathering of data. Audio Recorder is used to record the conversation of the interviewer and the interviewee for a precise documentation, but before the researchers record the conversation we asked for the permission of the interviewee and use the recorded conversation with utmost confidentiality for documentation purposes only. The researchers also take note of what the interviewee will say for a possible follow up questions.

For the student’s questionnaire, the researchers conducted a separate survey questions that is given for each sections per year level. Five (5) students were randomly selected in every section per year level.

Validation of the instruments

Data processing methods

The researcher used the cross tabulation method for interpreting and analyzing data gathered in using the research instruments. Another term for this method is simple nested cross Tabulations. They implement the use of bar graph and chart in determining the number of faculty and students answered in a specific question to know the adequate solutions in the current school enrolment system.

Chapter IV

Data Presentation

Fig 1 Satisfaction on existing by faculty member

Fig 2 To upgrade the files and information of the students by putting into the database/computer

Fig 3 Difficulties in handling the existing enrolment system.

Fig 4 Negative comments regarding the manual enrolment system.

Fig 5 Computer literate

Fig 6 Buy equipment necessary for the proposed enrolment system.

Fig 7Filling up forms as a part of a manual enrolment system for the students

Fig 8 the school experience brownout.

Fig 9 Experience delay on releasing the report cards of the students.

Fig 10 The idea of updating the students profile.

Fig11 An Access on every students profile.

Fig12 The Students to preview their students profile and grades.

Fig 13 to learn how to use the proposed enrolment system.

Fig 14 aware of the software and tools available.

Fig 15 Hardware and software is generally fast enough to get my work done efficiently.

Fig 16 comfortable using the tools I have.

Fig 17 The training received on the computer and software meets my needs.

Fig 18 allow students to use the computers in the office.

Fig 19 the computer in my office are password protected.

Data Analysis and Interpretation
Fig 1 – It represent the number of faculty member satisfaction on the existing enrolment system. According to the bar graph the highest answered Agree, this is composed of 5 persons. Next to the highest is the neither agree or nor disagree option that is answered by 3 persons. The number 2,1,0 options got the same number of correspondents while the number 5 option no one answered. Fig 2 it represents the desire to upgrade files and information of the students into database according to the bar graph of 10 respondents 8 answered option 5, 2 answered no one answered 3,2,1,0 option the researcher tends to make a database into the system. Fig 3 it represents the relationship of faculty numbers with regards to their difficulty on handling the existing enrolment system. According to the bar graph, most of the faculty respondents answered Agree option shows that they encountered difficulties in the existing enrolment system thus the researchers tends to make automated enrolment system to give them a better enrolment management
process. Fig 4 it represents the feedback or respondents about the negative comments regarding the manual enrolment system. According to the bar graph option 3,2 got the same number of 3 respondents, 4 respondents for both 1,5 also 2 respondents for option 4 and none is option 0. Fig 5 it represents the knowledge of faculty members is a computer literate, according to the bar graph, most faculty respondents is computer literate only 2 answered option 5 and 2and no one answered option 1 and 0. Fig 6 it represents the willingness to buy necessary equipment for the proposed enrolment system. According to the bar graph out of 10 respondents 4 answered option 4, 2 answered option 2 and option 1 also option 3 and 0 got one 2 answer and no one answered option 5. Fig 7 it represent the items used specially filling up forms as a part of the manual enrolment system for the students. According to the bar graph, there is 4 respondents answered option 4 and 3, 2 answered option 5 and no one answered option 2, 1, 0. Fig 8 it represents the answered if the school experience brownouts. According to the bar graph it showed out of 10 respondents that means the school is vulnerable to brownouts. Fig 9 it represents the experience delay on releasing the report cards of the students. According to the bar graph most respondents answered option 1 which means that the school do not experience delay of releasing the report cards. No one answered option 5 and 4. Fig 10 it represents the open concept of updating the student’s profile. According to the bar graph all in all the faculty respondents want this idea because it scored 8 out of 10 respondents, also 2 answered option 4 and no one answered option 2, 1, 0.

Fig 11 the figure represents the numbers of faculty that wants to access every student profile. According to the bar graph, 10 answered option 5 while the other 5 answered option 4, thus generally all faculty members are in favour of accessing every student profile. Fig 12 The figure represents the members of faculty that allows students to preview their student profile and grades based on the bar graph, 5 member answered option 5, 9 others answered option 4 while the other one answered option 3. Thus the researchers are going to include the students on the enrolment system. Fig 13 the figure represents the willingness of faculty members do learn the proposed system, according to the bar graph majority of faculty members answered option 5 and 4. Thus the researchers will show tutorials and teach
the faculty members how to use the proposed system after the implementation. Fig 14 the figure shows the awareness the availability of the software and tools. Based on the bar graph, 5 answered option4 while the 8 others answered option 3 and 2 answered option 2. This means that the faculty members are not very familiar on the software and tools they are using. Fig 15 the figure corresponds to the satisfaction of faculty on efficiency of work by the use of fast hardware and software. According to the bar graph 3 answered option3 while the option 4 and 2 have the same number of 2 answers also in the case of option 5, 1 and 0. Thus the researchers will recommended improves or hope so upgrading their existing computer facilities. Fig 16 the figure signifies to the comfort ability of faculty users on the software and tools they are using most of the respondents answered option 4 with a number of 7 persons. While 1 person answered option 5 and 2 persons answered option 3. This shows that majority of faculty is comfort ability using their current available software and tools. Fig 17 the figure represent the rating of the training they receive on the computer and software if they meets their needs. According to the bar graph the common answer is option 3 with a number of 5 persons. This means that the faculty is not sure if they have adequate and fit training to computer and software. Thus the researchers will provide knowledge in these matters to be able coping up in our common technology practices. Fig 18 the figure corresponds to the teachers if they allow their students to use the computers in the office. The bar graph it shows 4 answered option 4, 3 for option 3, in the options 2, 1, 0, and none for option 5. Thus the researcher recommendsto fully establishing this in the school. Fig 19 the figure signifies if the computers in the school are password protected. According to the bar graph most of the faculty answered option 4 which means commonly all of their computers is currently password protected. Thus the researchers, they will improve it to a username and password enrolment system.

Chapter V
This chapter presents the summary, conclusion and recommendation of the study.

The researchers studied the existing manual system of Puerto Princesa City National Science High School to solve the problems encountered by its faculty and staff by retrieving of records, posting of grades and validation of requirements that may result to loss of record and inaccurate grades. This special project aims to provide a computer based system that would aid the enrolling officer, faculty and students in retrieving, editing and searching of records. It could also hasten up the enrolment procedures. The proposed system is capable of searching, adding, editing, deleting and printing of records of the students such as Report Card. It also provides security of the records by requiring and providing username and password. This was based on the client requirements and their need for student record and enrolment system.

The researchers applied advanced methods and procedures of acquiring data and data analysis to easily determine the problems and create a design that is applicable to solve the manual problems that would aid them to develop a more reliable and efficient system for Puerto Princesa City National Science High School(PPCNSHS).

The researchers recommend that in further developing a computer based enrolment system, future developers consider the abilities and the knowledge of the end user while still and designing solutions for the identified problems. A simple yet understandable and reliable system would do. Moreover, developers could improve this system into client-server architecture designed software that uses client-server method to centralized records of the enrolment system. They can also include the schedule of the student and develop it into a web based system.

[1] Bonbon, et Al. “Palawan State University College Based Student” Information and Enrollment System. Undergraduate Thesis, Palawan State University, Puerto Princesa City, March 2006.

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