IMMACULATE HEART OF MARY COLLEGE – PARAÑAQUE

Dominic Savio Street Better Living Subdivision

Development of a Student Information System for the College

A Capstone Project
Presented to the Faculty of the
College of Information Technology Department
Immaculate Heart of Mary College - Parañaque

In Partial Fulfillment
Of the Requirements for the Capstone 1 (Caps1) Course

By
Ali Sakaluran
Angelo Welsh
Mia C. Hubilla
Alyson Jindani

November 2019

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Chapter I

Introduction

In today's generation most people use modern technologies to be able

to serve their clients fast and efficient, this make their job easier. Modern

technologies are not only use by employees and professionals but also by

different kind of people especially student for their studies and research.

The Student Information System is a fully computerized system that is

designed to store, monitor, retrieve and analyze student related data. The

data stored in the system’s database can be accessed by multiple users at

the same time provided that they have the login information. This will ensure

the safety of the stored information. Background information, personal details,

requirements and all the information regarding the student can be managed

easily which makes the whole process of student enrollment quick, error free,

systematic and undemanding. This system also assists the educational

institutions in managing every detail about the students in an organized and

cost-efficient way.

Without a student information system, the management and

maintenance of the information of each student would be tiresome and time-

consuming. This fully automated system has also helped in aiding the faculty

members in their performance enhancement and their focus on the students.

Because of its uses and benefits, the student information system has gained

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huge popularity in various educational institutions which has helped them

immensely. From maintaining and updating student data with efficiency to

analyzing and creating student information reports, the student information

system has helped essentially.

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BACKGROUND OF THE STUDY

Immaculate Heart of Mary College-Paranaque (formerly the

Immaculate Heart of Mary School) founded in June 1979, is a private, non-

stock, Catholic school, owned and managed by the Franciscan Sisters of

Sacred Hearts, whose apostolate is “the sanctification and formation of infant

and youth” and “the pedagogical formative activity in education institute”

At IHMC-P, the registrar’s office is where students go to get information

about their enrollment, their academic and financial records, and their schedules.

Registrars therefore help to manage a huge amount of information and often

staff.

There is two office staff to assist in the registration and academic records

management at the college registrar of IHMC-P. The policies execute relative to

student admission, registration, credit validation and evaluation, grading system,

residency and retention, graduation requirements and other related matters are

based from the Student Handbook approved by the Board of Trustees of the

Immaculate Herat of Mary College-Paranaque as well as those issued by the

Commission on Higher Education.

Organization and Responsibilities

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The College Registrar’s Office is an academic support unit of the school

which administers operations in the areas of course registration, student

academic records, graduation and other related services. It serves as the main

front line service unit of the school on curricular and academic matters.

(sisingit ko dito ung chart , di ko napicturan ng buo)

Figure1. Organizational structure of the college registration of IHMC-

Admission to Immaculate Heart of Mary College-Paranaque

1. Fill out application Form and Secure Examination Permit from the office

of the Registrar.

2. Proceed to the testing Center for the examination schedule.

*Examination should bring the Examination Permit and a pencil on the day of

exam.

3. Submit at the Office of the Registrar the requirements for admission

together with the result of examination.

Admission Requirements

New Student

1. Original copy of F-137 and F-138

2. Original copy of Certificate of Good Moral Character

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3. Photocopy of NSO Birth Certificate

4. 2pcs. Of 2*2 pictures with white background (recently taken)

*Cut-Out or Cropped picture from your digital camera are not accepted

5. Original copy of National Achievement Test (NAT)

6. Long Brown Envelop

7. Long Folder

Transferee

1. Original copy of Transcript of Record or Copy of Grades

2. Certification of Transfer Credentials or Honorable Dismissal

3. Photocopy of NSO Birth Certificate

4. 2pcs. Of 2*2 pictures with white background (recently taken)

*Cut-Out or Cropped picture from your digital camera are not accepted

5. Long Brown Envelop

6. Long Folder

After both students submitted those requirements, Next step for

enrollment processing is;

1. IHMC-P College coordinator will evaluate the both new and transferee

students with the “Enrollment Trial Sheet”.

* Trial sheet include the Name of the student, Course, Semester, School

year and proposed subject with Code, day, time and total of unit per subject and

signed by the Coordinator.

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2. Students will submit the trial sheet at the Registrar Office and registrar

staff will give the “Registration From” to the student to fill up the form.

REGISTRATION FORM is back to back paper to fill up and divided into four

Copies;

1. Deans Copy

2. Registrar’s Copy

3. Cashier’s Copy

4. Student’s Copy

Deans, Registrar’s, Accounting and student’s Copy front page have the same

content like;

a. Course of the student

b. Check box if student are old or new.

c. Surname, First name and middle name of the student.

d. Semester, Academic year and year level followed by the Student

Number.

e. Subject Code, Descriptive tittle of the subject, day and time schedule by

subject, room and number of units.

f. Student’s signature and dean/representative signature

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Deans, Registrar’s, and Accounting copy of registration form have also the same

content at the back page of the form and it contains about the personal

information about the student. While the student’s copy back page contains:

a. Enrollment procedures

b. Particular amount of Tuition fee, Miscellaneous, laboratory and other

fees

c. Reminders

d. Name and signature of Student.

3. Student will fill up the Registration form, then after

4. Student will submit the four copies of the Registration Form at the dean office

to sign by the dean/representative

5. Next, Student will have payment to the cashier office together with the

Registration Form.

6. After payment, Cashier will stamp all the copies of registration form as

enrolled.

*Stamp contains the word IHMC-P’QUE ENROLLED DATE___

7. Cashier office will get their copy and return the three remaining copies to the

student.

8. Student will distribute the copies for registrar’s and dean’s copy

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Conceptual Framework (IPO)

The researchers use the Input -- Process -- Output (IPO) as their

conceptual framework which guides them while undergoing the study to

develop a Student Information System for Immaculate Heart of Mary College-

Paranaque.

INPUT PROCESS OUTPUT

Knowledge
requirements Planning
a. Policy of School Preliminary
b. Process of the investigation of
College Registrar the study
upon enrollment
System Analysis
Software Find possible and
Requirements appropriate
a. Microsoft solutions Student
Visual Studio Information
2008 Development Technology for
b. Microsoft Coding/Programm Immaculate Heart
Access 2010 ing of Mary College-
Hardware Testing Paranaque
Requirements Testing the
Processor: Intel process on live
Pentium (Initial and final
Ram: 1 GB or testing)
more
Hard disk: 40 GB Implementation
hard disk Implementation
recommended for Deployment of the
the primary project
partition

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OBJECTIVES OF THE STUDY

General Objective

The general objective of the proposed study is to develop and maintain

a Student Information System for Immaculate Heart of Mary College to be

more functional, reliable, usable, efficient, and maintainable and more

secured Student information system. The system would be able to help the

acting Registrar reduce his/her tasks especially on the delivery of enrollment

procedures and the keeping of student records. Thus, eliminate the problems

of the current manual system.

Specific Objectives

Specifically, this project aims to:

1. Design and develop SIS which will be capable of

a. Providing self-service for students to perform basic

administrative functions and tasks in a “one-stop” service and

access environment.

b. Allowing registrar office to encode and view the information of

each student, and teachers to encode the grades of college

students.

c. Providing a computerized form system of registration form of

every IHMC-P’s student colleges during the enrollment process.

The program takes into consideration several factors such as

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having trial sheet, evaluation done by department coordinator and

availability when filling out the form. This process will be

instantaneous.

2. Implementation and deployment of SIS.

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SCOPE AND LIMITATION

Scope

The system will be specifically designed and developed for both the

students and the Registrar Office, namely the Registrar officers who handle

the records of the college students of Immaculate Heart of Mary College -

Paranaque.

The system will manage all the data and information of IHMC-P college

students. This process will be completed through a computer application

which will be connected to a database that contains all courses, students, and

their requirements need to submit in order for the process to work.

All the requirements such as PSO/NSO, 2*2 pictures, Good Moral,

baptismal, barangay clearance, Form 137 and other requirements can be

recorded by the system using a photo or a scanned copy of the files. The

system can provide the list of available subjects on that term when a student

chooses his/her course enabling him/her to input the subjects (after student

evaluation) The system will be able to add, update, edit, view and delete

student information

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Limitations

This study will not cover complex recording tasks because that is a job

for the schools staffs. Other topic that this system will not cover is the student

and teachers daily attendance because that’s a different system because we

won’t use any SIS hardware.

This system will be made originally using Visual Basic which is a multi-

paradigm, object-oriented programming language, implemented on the .NET

Framework. Microsoft launched VB.NET in 2002 as the successor to its

original Visual Basic language which can only be used offline.

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SIGNIFICANCE OF THE STUDY

Using SIS, school staff can store students’ academic records, create

classroom schedules, keep a check on students’ attendance and take better care

of various student-specific data. The size as well as capability of SIS varies. A

small-scale SIS may be only capable of storing students’ academic performance.

On the other hand, a large-scale system can be used for taking care of various

aspects of school management. Besides, schools can increase the capability of

their SIS by adding various modules to the already-existing system.

When it comes protecting confidential school-related data, SIS is indeed

helpful. The highly secured database of the system can only be accessed by

authorized people. So, SIS ensures stringent data security. On the other hand,

user-friendliness and interactive user interface are two important features of SIS.

With these, both school staff and students–irrespective of their levels of computer

proficiency–can perform their tasks on SIS.

This system will be most significant to the following:

Office of the Registrar – The work done in the registrar’s office would be

significantly easier and less time consuming.

Students – This Capstone project will lessen the worries of students

regarding lost or incomplete requirements.

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Proponents – This Capstone project would be significant to the proponents

for having to develop a full working computerized system for the school

registrar.

Researchers – This will serve as a reference for researchers and developers.

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DEFINITION OF TERMS

The following terms are operationally and technically defined in the

study.

Technical Terms

System – Refers to an application on a computer that runs specific tasks

Database – A structured set of data held in computer, especially one that is

accessible in various ways.

Visual basic - is a programming language and development environment

created by Microsoft.

Operational Terms

Design – refers to making the physical design or look of the system.

Development – refers to the process of programming the system.

Proponents – these are people who advocate a theory, proposal, or project

Registrar - an official responsible for keeping a register or official records.

Academic Records - Refer to the transcript of records, copy of grades,

registration forms, completion forms, Form 137A, evaluation record,

permanent record, permits, etc.

Admission - The power of permission to enter. Admission of students is

governed by the policies on admissions of the institution.

Certificate of Transfer Credential - A document permitting a student to transfer

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Evaluation - Process of determining student’s scholastic standing, curricular

New Student - Refers to those who are enrolled in the program for the first

time. They are the brand new freshmen.

Registration Form- Documents showing that a student is officially 9

enrolled. List of subjects, number of units, time schedule, room assignment

and instructor’s name taken are indicated in the form.

Transcript of Records - An official document containing the list of all subjects

credits earned.

Transferees - Transfer students are those who have done college work

elsewhere and are seeking admission to the Quirino State University for the

first time. This category also covers applicants who started college work at

the university, transferred to other schools and are now seeking re-admission.

Validation - Process of giving legal form to subjects and units earned by

transfer students in their previous school by undergoing the validation

examination.

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References

MasterSoft. (n.d.). Student Information System. Retrieved from

https://www.iitms.co.in/products/student-information-system-sis

Sarah, Bancud, Registrar’s office Operations and Procedures Manual

Retrieved from

https://qsu.edu.ph/images/PBB%20PDF/QSUManual.pdf

College student handbook revised 2015.Living the Franciscan Spirit,

Witnessing the Immaculatinian Education

Gagliordi, Natalie (August 21, 2014). "US universities at greater risk for

security

breaches than retail and healthcare: BitSight | ZDNet". ZDNet.

Retrieved from

https://en.wikipedia.org/wiki/Student_information_system

Rochelle, Dacuycuy. Online Student Information System of Benguet State

University

(OSIS-BSU), Philippines. Retrieved from

https://studylib.net/doc/8686449/online-student-information-system-of-

benguet-state-univer...

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