See discussions, stats, and author profiles for this publication at: https://www.researchgate.

net/publication/322272382

Advancing Pre-Enrollment Procedure through Online Registration and Grade

Evaluation System

Article  in  International Journal of Signal Processing Systems · October 2016

DOI: 10.18178/ijsps.4.5.399-404

CITATIONS READS

5 9,786

2 authors:

Eunice B. Custodio Mayleen Dorcas Bondoc Castro

Bulacan State University Bulacan State University
5 PUBLICATIONS   20 CITATIONS    6 PUBLICATIONS   175 CITATIONS   

SEE PROFILE SEE PROFILE

All content following this page was uploaded by Mayleen Dorcas Bondoc Castro on 30 October 2019.

The user has requested enhancement of the downloaded file.

 International Journal of Signal Processing Systems Vol. 4, No. 5, October 2016

Advancing Pre-Enrollment Procedure through

Online Registration and Grade Evaluation System
Eunice B. Custodio and Mayleen Dorcas B. Castro
Bulacan State Univerity, City of Malolos Bulacan, Philippines, 3000
Email: [email protected], [email protected]

Abstract—Online processing is one of the many advantages student services on the web play a major part in this. The
of the use of internet technology. Enrollment procedures in internet and other related technologies have changed the
many universities not only in the Philippines usually done in way businesses operate and people work, and how
manual process even with the advent of internet and with information systems support businesses processes,
many sophisticated technologies. The purpose of this study
decision making competitive advantage. Like when the
is to design and develop an Online Registration and Grade
Evaluation System in advancing the Pre-Enrollment enrollment processing will be done online that even
Procedure. The system can help improve student’s international students can inquire and enroll through
registration, grade evaluation and record keeping system of internet without traveling [3], which makes the institution
Bulacan State University, one of the Universities in the competitive.
Philippines. The system can provide online registration of Through the inter-connectivity of computer across the
students, viewing of grades through their personal account, world, nearly anyone and anything is a just seconds away.
creation of subjects and curriculum, managing of different Everything is now cyber-connected like communication,
user accounts for faculty members and students, online
business, education, entertainment, health and other
evaluation of grades using the subject pre-requisite system
and printing of evaluation certificates and grade checklist of sectors of the society are being influenced by the use of
the students. The developed system can help the different the internet.
Colleges of the University in terms of their enrollment Higher Education Institutions envision itself not only
procedure which can minimize inaccuracies and errors.  on excellence in producing globally competitive
graduates [4], but also to ensure that they are ready to
Index Terms—online registration and grade evaluation respond to the changing needs of the society [5]. In
system, enrollment system, pre-enrollment, online grade Bulacan State University, the College of Information and
evaluation system Communications Technology (CICT) reached its status as
one of the largest colleges in the university resulting to
difficulty in its pre-enrollment process. Even if the
I. INTRODUCTION
College is using a LAN-based enrollment system, limited
Technology has put down the barrier and has bridged numbers of computers are being used to cater the
the gap that hinders the communication among people. enrollment of many students which slows the enrollment
Computers are now marked as one of the leading procedure from registration to grade evaluation.
innovations an educational institution should have. The proponents designed this Online Registration and
As technology developed through the years, computers Evaluation System for the different programs of the
are no longer use just for computing but also in University. Not all Colleges are using a LAN-based
communicating and disseminating important information. enrollment system and most of them perform the
People have never been satisfied with the way they are enrollment process manually. The proponents believed
living at present, which leads them to keep on searching that the Internet can provide an effective and efficient
for modern ways to make the work much easier and faster. way of enrollment system faster.
These technologies are more central for many colleges
and universities; the changing technology landscape II. GENERAL OBJECTIVE
together with data reporting demands has compelled
colleges and universities to evaluate their major software The main objective of the study is to develop an
systems [1]. It is believed that online system is a clear Online Registration and Grade Evaluation System: A
improvement over paper-based [2]. Web-based Pre-Enrollment Procedure” that will make the
With younger generation having grown up with pre-enrollment registration and grade evaluation
technology, students now expect to get information and procedure could be done online.
do business with colleges and universities on the web [1]. A. Specific Objectives
Ease and convenience on the part of the students is In order to develop the said system, specific objectives
essential for many universities and believing that the were considered:
 To develop a system that can perform
Manuscript received June 19, 2015; revised November 30, 2015. functionalities like:

©2016 Int. J. Sig. Process. Syst. 399

doi: 10.18178/ijsps.4.5.399-404
 International Journal of Signal Processing Systems Vol. 4, No. 5, October 2016

 Online registration for freshmen students; register into their online accounts. Lastly, students have
 Viewing of student grades through their personal limited capabilities like managing their personal accounts
account; and viewing of their grade records only.
 Manual encoding and batch uploading of student
list; IV. SIGNIFICANCE OF THE PROJECT
 Creation of subjects and curriculum different
courses; Technology has been making enormous progress. And
the Internet has given us the opportunity to connect to
 Online evaluation of grades using the subject
any place in the world, to share or get information in only
prerequisite system and
a few minutes [6] like school registration and enrollment.
 Printing of certificate of evaluation, subject
With the development of the Online Registration and
checklist, and temporary certificate of grades.
Grade Evaluation System for pre-enrollment procedure,
 To identify the information requirements in the
the University will further promote its vision, mission
existing system.
statement and goals of contributing to the development of
 To identify the problems encountered using the the society.
existing system. The College will have an accurate and systematic
 To determine the level of acceptability of the student records and grade evaluation procedure managed
system in terms of the following criterions: by the faculty members as the evaluators.
 Functionality; Faculty members may use the online evaluation system
 Reliability; in recording and monitoring of student grades that will be
 Usability; used in evaluation process which can be done online.
 Maintainability; The students will have an easy access in viewing their
 Portability; and academic records like their grade evaluation and will be
able to the subjects that they may or may not be taken for
 Training and documentation.
the next semester.
In this way, an easier and more convenient way of
III. SCOPE OF THE PROJECT accessing information and evaluation transactions could
The proponents developed an “Online Registration and be done without sacrificing much on the cost means, time
Grade Evaluation System in advancing the Pre- delay and security. The use of the Internet in the
Enrollment Registration Procedure”. In this study, the educational environment has enabled easy access to many
proponents asked the permission of the College of resources, and information sharing has, therefore,
Information and Communications Technology (CICT) at significantly increased [7].
Bulacan State University (BulSU) to develop the system And lastly for future researchers, this study can be
for their programs Bachelor of Science in Information used as reference related to their research topic.
Technology (BSIT) and Bachelor in Industrial
Technology major in Computer Technology for V. PROJECT METHODOLOGY
preliminary testing of the website. The Systems Development Life Cycle (SDLC) is a set
Pre-enrollment registration procedure for the incoming of activities developer use to build an information system,
freshmen and grade evaluation are the major function of is the overall process of developing, implementing, and
this project where the student can register and access their retiring information systems through a multistep process
account online using their desired username and from initiation, analysis, design, implementation, and
password. Once they are logged into their account, they maintenance to disposal [8]. SDLC is a model of a
can now view their grades within the current semester detailed plan on how to develop and implement the
through the online checklist in the system. software. It is said that SDLC is a complete plan
The system can evaluate the student and automatically outlining how the software will start and end from its
shows the subjects that they can enroll for the next function.
semester. The student can print the evaluation form and One of its development models is the Agile model.
have the faculty evaluators check the subjects printed on Agile SDLC model is a combination of iterative and
the evaluation form. Once all the information had been incremental process models with focus on process
checked, that’s the time the adviser (faculty evaluator) adaptability and customer satisfaction by rapid delivery
signs the evaluation form needed for the tuition fee of working software product [9].
assessment. If the student was not able to print the In using Agile model, it is believed that every project
evaluation form, the faculty evaluators will print the form needs to be handled differently and the existing methods
upon evaluation. need to be tailored to best suit the project requirements.
The developed system has three accounts, one for the In agile the tasks are divided to time boxes (small time
administrator, the faculty members (faculty evaluators), frames) to deliver specific features for a release. It has
and the student. The administrator will handle the five phases from planning, requirement analysis,
creation and updating of the curriculum, and the designing, building and testing. Iterative approach is
management of the accounts for the faculty and the taken and working software build is delivered after each
students. The faculty, on the other hand, is the one who iteration. Each build is incremental in terms of features;
will input the grades and the list of the students that can the final build holds all the features required by the client.

©2016 Int. J. Sig. Process. Syst. 400

 International Journal of Signal Processing Systems Vol. 4, No. 5, October 2016

VI. CONCEPTUAL FRAMEWORK content of the online registration and grade evaluation
system.
The conceptual framework is the set of coherent ideas
Initial Class diagram of the developed system with its
or concepts organized in a systematic manner in which
attributes is presented in Fig. 3.
this study was based on. It is an organized way of
thinking about how the proponents understand its
activities using the Input, Process and Output framework
as shown in Fig. 1.

Figure 1. Input process output model

The input frame contains all the necessary information

and resources needed in developing the system. Data was
gathered concerning the profile of the students, faculty
members and the College curriculums and programs.
Different criterions in determining the level of
acceptability were also included like: functionality;
reliability; usability; maintainability; portability; and
training and documentation.
The process frame is the activities in which the
proponents undergo in developing the system using an
Agile Model. And lastly, the output frame is the outcome
“Online Registration and Grade Evaluation System” in
advancing the Pre-Enrollment Registration Procedure at Figure 2. Use case diagram of the system
Bulacan State University which aims to contribute and
provide useful and efficient way of pre-enrollment system
for the College.

VII. SOFTWARE ARCHITECTURE

Fig. 2 presents the Use case diagram of the online
registration of grades.
Three actors play an important role in the system. The
first is the Student. Faculty adviser will give the default
Username and Password to the officially enrolled student
in order to Register into the system. In this account, the
student can customize the avatar by uploading new
picture and can edit the personal information.
Username and Password can also be changed by the
student. Faculty member will be the evaluator of grades
and will encode the grades into the system. After
encoding and updating the record of the student,
evaluation certificate, temporary transcript of record and
grade checklist can be printed and issued to the student.
The Admin on the other hand is the one who can create
an account for faculty member/s and can customize the Figure 3. Initial class diagram of the system

©2016 Int. J. Sig. Process. Syst. 401

 International Journal of Signal Processing Systems Vol. 4, No. 5, October 2016

Five different classes were presented. The first is the Fig. 5 shows the Search option for the Student Page.
Student which can enroll subject and search subjects from This is where you can view all the students registered
the class Subjects/Grade Checklist. in the system. Once the student number of the student is
The second is the Faculty Member/Evaluator which is clicked, the personal information of the student will then
responsible for encoding the grades of the students and be showed.
can print grade checklist and evaluation form. The Admin The admin can sort and filter the data according to
class is connected to the curriculum class. This is where name, by student ID, course, year, and section. This is
the Admin can create Curriculum course for different also where the admin can access the students’ curriculum
possible program of the College. records where grade encoding can be done.

VIII. THE DEVELOPED SYSTEM IX. SYSTEM EVALUATION

This section shows the different forms, controls and The data analysis was generally descriptive and
pages for the different user-levels of the developed quantitative. For the results presentation, analysis and
system. Fig. 4 shows the Log-in/Main Page of the System. interpretation of data, the following statistical tools were
This is the main page when you access the site, where utilized: (1) frequency and percentage distribution in
the user can enter their username and password for their identifying the classification of the respondents; and (2)
account. weighted mean in determining the level of the system’s
acceptability concerning the different system criteria.
To facilitate the interpretation of the weight mean
score of the responses, the upper and the lower limit of
scale was adopted using the 5-point Likert Scale as
shown below:
Numerical Rating Descriptive Interpretation
4.60 5.00 Excellent
3.60 – 4.59 Very Good
2.60 – 3.59 Good
1.60 – 2.59 Fair
1.0 – 1.59 Poor

Five (5) IT professionals, six (6) faculty members and

seventy (70) students were asked to evaluate the
developed system. Total number of respondents and
Figure 4. Log-In/Main page
evaluators are presented in Table I.
This is also where the registration page for the TABLE I. RESPONDENTS AND EVALUATORS OF THE STUDY
students, Help, About Us, and Contact Us pages can be
accessed. After the student logged into the system, they Evaluators Frequency (N) Percentage (%)
will be directed to the Registration Page where they can Students 70 85%
edit their account once the admin has added them into the Faculty Members 6 8%
student back-end of the system as a validation of their IT Professionals 5 7%
legitimacy of being an officially enrolled student of the Total 81 100%
College. This is where the students will enter their
account and personal information and even choose their A. Implementation Assessment
desired profile picture. The student will also be required For the implementation assessment, different criterions
to enter the captcha code for verification and security for software evaluation were used as follows:
purposes. functionality; reliability; usability; maintainability;
portability; and training/documentation.
Table II presents the summary of the computed mean
of the said software criterions. The table also shows the
level of acceptability of the developed system.
Functionality registered a computed mean of 3.87 with
a descriptive interpretation as “Very Good”. Reliability
on the other hand acquired 3.64 which is also interpreted
as “Very Good” as its level of acceptability.
Maintainability acquired 3.89 which garnered the highest
mean among the other criteria. A total mean of 3.71 was
computed for the website Usability, whereas portability
got 3.79.
Lastly, Training and Documentation registered 4.89
total mean. Therefore, the system’s level of acceptability
Figure 5. Search student page for admin account was interpreted “Very Good” by the students, faculty

©2016 Int. J. Sig. Process. Syst. 402

 International Journal of Signal Processing Systems Vol. 4, No. 5, October 2016

members and IT professionals during the system In the light of the findings of the study, the following
evaluation. recommendations were drawn:
 It is recommended that the developed Online
TABLE II. IMPLEMENTATION ASSESSMENT OF THE ONLINE Registration and Grade Evaluation System should
REGISTRATION AND GRADE EVALUATION SYSTEM AND ITS LEVEL OF
ACCEPTABILITY be implemented and utilized in the University in
advancing its pre-enrollment procedure.
Descriptive
Criterions Mean
interpretation  Maintenance of the developed website is
1. Functionality. Suitability, 3.45 Good recommended. The administrator should maintain
accurateness, interoperability, and update the student and curriculum information.
compliance and security.  A password recovery for the account users should
2. Reliability. Maturity, fault 3.02 Good
tolerance, recoverability and
be provided in case they have forgotten their
correctness. account passwords.
3. Usability. Understandability, 3.59 Very Good
learnability, operability, and ACKNOWLEDGMENT
provision for comfort/convenience.
4. Maintainability. Analyzability, 3.00 Good We would like to express our gratitude and thanks to
changeability and stability. Bulacan State University Research and Development
5. Portability. Adaptability, 3.23 Good
installability, software
Center for the kind support and help.
compatibility and build Our thanks and appreciations also go to Dr. Emerlita S.
environment portability. Naguiat, Director of BulSU RDC.
6. Training and Documentation. 3.55 Very Good
Availability of guides, technical or
user’s manual, provision for
REFERENCES
trainings/tutorials and provision [1] B. A. Kumar, “Thin client web-based campus information systems
for help component. for Fiji National University,” International Journal of Software
Overall Mean 3.76 Very Good Engineering & Applications, vol. 2, no. 1, January 2011.
[2] M. K. Thompson and B. Ahn, “The development of an online
X. CONCLUSIONS grading system for distributed grading in a large first year project-
based design course,” in Proc. 119th ASEE Annual Conference &
In the light of the findings of the study, the following Exposition, 2012.
[3] P. H. H. Then, “Online student enrollment system,” in Proc.
conclusions were drawn: SIGUCCS Conference on User Services, 2006, pp. 393-396.
 This study developed an “Online Registration and [4] Philippine education: On producing globally competitive
Grade Evaluation System: A Web-based Pre- workforce. [Online]. Available:
Enrollment Registration Procedure” which can http://ourhappyschool.com/philippine-studies/philippine-
education-producing-globally-competitive-workforce
perform several functionalities in order to [5] D. D. Kuupole. (2015). Universities must respond to changing
accommodate the pre-enrollment registration needs of society. Modern Ghana, The Nigerian Voice, Nigeria
process of different Colleges of BulSU. Films. [Online]. Available: https://www.modernghana.com
 Several system functionalities were incorporated /news/610604/1/universities-must-respond-to-changing-needs-of-
soc.html
into the developed system like: (a) Online [6] The advantages and disadvantages of using the Internet, [Online].
registration for students and recording and Available: http://gimnazija-mmesic-sb.skole.hr/upload/gimnazija-
viewing of student grades; (b) encoding of mmesic-
officially enrolled student list; (c) creation of sb/newsattach/68/essay_The_Advantages_and_Disadvantages_of_
Using_the_Internet.pdf
subjects and curriculum for different courses; (d) [7] Y. G. Sahin, et al., “The use of internet resources by university
confirmation through email after registration; (e) students during their course projects elicitation: A case study,”
online evaluation of grades using the subject The Turkish Online Journal of Educational Technology, vol. 9, no.
prerequisite system and; (f) printable certification 2, April 2010.
[8] S. Radack. The System Development Life Cycle (SDLC). [Online].
of evaluation and grade checklist. Available: http://csrc.nist.gov/publications/nistbul/april2009
 The developed system can be accessed by _system-development-life-cycle.pdf
different users from its Main page. The Admin [9] (October 10, 2014). Effective practices for modeling and
documentation, Agile Modeling (AM). [Online]. Available:
user interface on the other hand, could be accessed www.agilemodeling.com
by the administrator only. In this count, the admin
can easily edit or modify the content of the system.
The admin can also delete information, print
Mayleen Dorcas B. Castro was born in
reports and maintain the website. Part of Project Malolos City, Bulacan, Philippines on May 2,
Evaluation is to conduct post-implementation 1979. She received her BS and MS degree at
reviews at the end of the project to validate the Bulacan State University (BulSU). Her thesis
completion of the developed system for focuses on the design and development of an
online reservation and information system for
improvement. BulSU Hostel. She is also a Ph.D. student
major in Educational Management and
XI. RECOMMENDATIONS completed 54 units already. But because she
wanted to be academically aligned in her
Recommendations could help broaden the scope of the profession, she enrolled in a Doctor of Information Technology (DIT)
study and perhaps give better clarity in particular areas. program at Angeles University Foundation (AUF), Philippines.

©2016 Int. J. Sig. Process. Syst. 403

 International Journal of Signal Processing Systems Vol. 4, No. 5, October 2016

Eunice B. Custodio was born in Mindoro

Oriental, Philippines on April 8, 1976. She
received her B.S and Master’s degree from
Bulacan State University (BulSU). She is
already on the process of finishing her
Dissertation in a Ph.D. program. Her research
focuses on the skills mismatch needed by the
industries which address the gap of the
academe and industry. She is also enrolled in a
Doctor of Information Technology (DIT)
program at Angeles University Foundation (AUF).

©2016 Int. J. Sig. Process. Syst. 404

View publication stats