ONLINE-BASED SCHOOL ENROLLMENT SYSTEM FOR TIERRA SANTA

MONTESSORI SCHOOL, INC.

Introduction

Technology, as we know, is applying scientific knowledge that can be put

into practical use to solve problems, particularly in industry. Technology

nowadays becomes a part of our life, and it makes our daily living easier and

faster. It is widely used around the world. The innovation of technology has a big

impact on our society, business, and industrial workplace. One of the best-known

technologies we have is modern computer technology. The computerization of

the information system is concerned with the interconnection of various yet

interdependent transactions. This can lead to a system of well-integrated

processes that can operate much more quickly and accurately than a manual

system.

The best application for this is the school system. Previously, when

technology is not yet introduced, traditional enrollment was done manually. The

manual system had been in place since the beginning of the school’s operation.

During the enrollment period, students will go to the admission office and meet

the requirements for enrollment. The manual procedure slows down the

admission process as the enrollment offices take time and effort to search and

locate student’s records in the filing cabinet. Delays in student evaluations due to

the enrolling officer’s need to check previous grades, and some of the student’s
records are misplaced. Tallying subjects also takes time because of unorganized

student files.

As a result of these factors, the researchers decided to design and build

an online enrollment system that is fast, accurate, dependable, and simple to

use. Enrollment System is an excellent example of a computer-generated

process. This can lessen the workload and provides accurate information needed

for the school. The proposed enrollment method is a positive move in the right

direction for the school. Providing quick and easy access to information could

help those who are juggling many tasks during the enrollment period. The system

could help those who handle many tasks during the enrollment period by

providing quick and easy access to student information. The importance of

making this system is for the administration, registrar, and enrollees to have an

advanced way of enrollment system by making the enrollment procedure

organized. Therefore, not only students will benefit from it but also their parents

and the whole administration.

Hence, all of the above changes brought by technology and the study of

some researchers improve the old school system by adopting the new system,

the Online Enrollment System. The enrollment system introduced a new pathway

for a more accessible way of recording and retrieving student’s information. With

this modern computer technology changes, human errors were reduced in

processing time, increased efficiency, and higher product quality was observed.

In addition, online enrollment is a friendlier tool that makes our tasks easier in

promoting advanced skills and development.

Background of the Study

This study is to eliminate the school’s existing manual enrollment process.

A manual enrollment process takes more time and effort, and it may also lead to

the loss of records. This study aims to digitize and bring the enrollment process

online for faster and convenient enrollment. This study also aims to help Tierra

Santa Montessori School improve its enrollment system compared to what they

currently use. The system can search the information of the student and track its

balance. In terms of queuing, the enrollees don’t need to go to the physical

school to fill up the registration form and wait for assistance. It takes a lot of time,

but with this online enrollment system, that won’t be a problem anymore because

the enrollees can fill up the registration form online, and it is hassle-free.

Statement of the problem

The purpose of this study is to online-based school enrolment system for

Tierra Santa Montessori School, INC.

Specifically, the study will seek to answer the following questions:

1. How does an online-based enrollment system help to make the enrollment

process easy and accessible?

2. What are the difficulties encountered in doing online enrollment?

3. What are the advantages and disadvantages of online enrollment during

this pandemic?
Significance of the Study.

Since the students will learn how to facilitate the system here, it is

important to follow the thesis. Any method created to gather data on students

prior to their enrollment in a facility or school is included in online enrollment. The

record of my enrollment of a student in a specific program and selected courses

for a specific Academic Term is known as a program enrollment. An online

enrollment system can gather all the data into a single location, making it simple

to access and modify registration data is instantly added to the database without

the need to manually enter the data into a registry, ensuring that students are

associated with a specific program in the system.

Objectives of the Study

The main objective of this study is to develop a proposed system that is

widely available, easy to use, and make the enrollment procedure faster and

more organized. Specifically, this study targets to achieve the following

objectives:

 The online enrollment system will be able to cut more process time

compared to the manual enrollment process.

 Queuing at the physical school will be eliminated or significantly

reduced. Instead, the enrollees can fill up the registration form online.

 The system will be able to manage grade information, section

information, and student information.

  The system will be able to search and track the student balance,

student data, grade data, and section data with ease.

 The system will be more focused on a user-friendly interface.

Scope and Limitations of the Study

Scopes

Front-end – Website

Home page

The home page module is the default page where it showcases the school

itself to the visitors.

Program page

This page shows the list of the packages that the school offers. It also

includes a button (Enroll Now) where they can fill up the registration form. This

page provides a form in a web browser to guide enrollees in the enrollment

process. The form includes a built-in file uploader for uploading essential

documents, like Form-137, Form-138, and birth certificates. In addition, the user

can select if the enrollee is either a new student or an old student.

Contact Information (Contact Us) page

This page shows the school’s contact information. It usually contains

phone numbers, branch addresses, and a contact form that uses the user’s e-
mail to create an inquiry. It also has a follow up requirements button where the

registered student can follow up their requirements.

About page

This page shows the complete information and description of the school

including its history, objectives, mission and vision.

Back-end – Administration

Login Form

The login form consists of one field box that is a password field. This login

form allows accessing the database of the school.

Dashboard

The dashboard provides full control of the data stored in the database. It is

accessible by typing the right password in the login form.

Grade Level Page

This page consists of three buttons which are add, delete and edit. This

page allows the admin to modify the grade level.

Section Page

The sections page allows the user to manage class sections. The window

consists of a table containing a list of class sections and a form that lets the user

add, update, and delete class sections.

Subject Page

The subject page allows the user to manage subjects. The window

consists of a table containing a list of subjects and a form that lets the user add,

update, and delete subjects.

Room Page

The room page allows the user to manage the room facilities. The window

consists of a table containing a list of the room number and room type and a form

that lets the user add, edit, and delete room details.

Room Schedule Page

The user/admin can manage student schedules in this page.

Student Page

The student page allows the admin to manage student data. The window

consists of edit and delete button.

Teacher Page

The teacher page allows the admin to manage teacher data. The window

consists of add, edit and delete button.

Teacher Schedule Page

The user/admin can manage teacher’s schedules in this page.

Change Password Dialog

 The user can change the default password with the “Change Password”.

The operation requires entering the old password in place to change the

password successfully.

Payment Page

In this page, the user sees the payment details and can control the

payment functionality. It includes a discount function where the program can

apply discounts on the system manually, as well as providing payment records or

a ledger.

Teacher Archive

In this page, the deleted data of a teacher will be stored.

Student Archive

In this page, the deleted data of a student will be stored.

Inquiries page

The room page displays all of the student queries, and the user may

respond to them as well as remove them.

Users Page
 This page allows you to add user accounts such as administrator,

registrar, teacher, and cashier. They can also change or remove the account

information.

Content Management System Page

This page allows the user to make changes to the information they provide

in the frontend.

Limitations

Every other software has its limitations, and the proposed school

enrollment system is no exception.

● The system cannot do weekly backups automatically.

● The system cannot do a restore operation from the back-end user

interface.

● Online Payment via electronic banks like G-Cash and PayMaya is

limited to manual encoding or typing in the system (not automated and

need proof of payment to confirm)

● The system won’t be able to automatically email a student to tell

whether he/she is enrolled or not, but the system provided an option to

send an email.

● The reply and send e-mail function requires an external email client

(Gmail, Yahoo, Mozilla Thunderbird, Outlook, etc.)

 ● The notification feature is not consistent. The sound only rings if the

admin interacts with the backend system (clicking an element or

pressing a button) due to a Chromium browser limitation.

Assumptions

The assumption of the enrollment system is to keep all records the school

of Tierra Santa Montessori and information of all students who are either enrolled

or on the waiting list it all keeps track of all instructor information and their

teaching schedule each quarter the Tierra Santa Montessori school open some

elective section with deferent schedule therefore the instructor can add all waiting

student to the class as quarter begins section at the same schedule should be

opened provided that another accommodations are available if a teacher a room

with appropriate capacity is available then a new section will be created. Student

want to browse through the school website they need system checks student

academic record from registrant’s office system and verifies whether has met the

subject requirements. All the data may be gathered into one central location

through an online enrollment system, making it simple to access and edit. A

student who hasn't met the subject requirements can with a permission

generated by the Terra Santa Montessori School finally the end of each quarter

the instructor will submit grades to the registrant’s office. Registration information

is instantly added to the database without the need to manually enter the

information.
Conceptual Framework

(Mina et al., 2020) The COVID-19 pandemic crisis significantly altered and

posed a challenge to all of humanity worldwide. Indeed, the sudden emergence

of a new disease shows that new health threats may evolve into emergencies at

any time and that no country, rich or poor, is exempted from them (Wright,

2020). Due to novelty, the case of COVID–19 cascades different problems

and multi–issues that manifest concrete evidence of poor health facilities and

lack of human preparedness. As a matter of fact, according to Baticulon (2020),

the Philippine health care system was never ready for a pandemic due to a lack

of health facilities.

INPUT PROCESS

 Login Forms  Payment

 Username  Cash
 Password  Online
OUTPUT
 Documents
 Dashboard  Receipts
ONLINE
 Students
ENROLLMENT
 Hardware Documents
SYSTEM
 Software  Monitoring
Definition of Terms

Technology - Technology, or as it is sometimes referred to, the modification and

manipulation of the human environment, is the application of scientific knowledge

to the practical goals of human life.

Application - The process of applying common sense to a problem for a specific

use or goal. The unique use or purpose to which something is put, as in a

technology with many applications the creators never imagined.

Enrollment - The act of putting yourself or someone else onto the official list of

members of a course, college or university, or group

Homepage - A home page or homepage is the main web page of a website. The

term may also refer to the start page shown in a web browser when the

application first opens. Usually, the home page is located at the root of the

website's domain or subdomain.

Website - A website is a group of related web pages and the resources they are

linked to that have a common domain name. The majority of the time, each web

page on a given website has explicit links that the user can click to navigate from

one page of the website to another.

Payments - Payments can be made with checks, cash, deposits, and credit on

accounts with financial institutions or other institutions that operate similarly and

accept payment instruments.

Pandemic - A disease outbreak that spreads across several nations and has a

significant human impact is referred to as a pandemic. Viruses, which are easily

transmitted from person to person, are the most common cause of pandemics.