DESIGN AND IMPLEMENTATION OF STUDENTS ONLINE CLEARANCE

SYSTEM

BY

MUHAMMAD MUNIR MUHAMMAD

FCP/CSC/18/1049

A PROJECT, SUBMITTED TO THE DEPARTMENT OF COMPUTER SCIENCE,

FACULTY OF COMPUTING, FEDERAL UNIVERSITY, DUTSE JIGAWA STATE,
IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE AWARD OF
BARCHELOR OF SCIENCE (BSc) IN COMPUTER SCIENCE.

JANUARY, 2024

i
CERTIFICATION

This project entitled “DESIGN AND IMPLEMENTATION OF STUDENTS ONLINE

CLEARANCE SYSTEM” by Muhammad Munir Muhammad, meets the requirements

governing the award of the degree of Bachelor of Science in computer science and is approved

for its contribution to knowledge and literary representation.

___________________________ ________________________

Mal. Hassan Muhammad Jalo Date

Project Supervisor

__________________________ ________________________

Dr. Jamilu Auwalu Date

Head of Department

______________________________ _________________________

External Examiner Date

ii
 DEDICATION

This project is dedicated to God almighty for his care and protection throughout my stay in

Federal University, Dutse. I also dedicate this work to my loving parents Alh. Munir

Muhammad Sagagi and Haj. Fatima Mohammed Kollere for making me a graduate

through the mercy of God. May God give them long life and prosperity and also those who

contributed to my little success in life especially my guardian in person of Dr. Muhammad

Sagagi.

iii
 ACKNOWLEGEMENT

My profound gratitude goes to God almighty for his grace, favor and mercies upon my life and

the great success achieved within this little time in the school could have not been visible

without the contribution of my loved ones. I must acknowledge the effort of my beloved

parents Alh. Munir Muhammad Sagagi and Haj. Fatima Mohammed Kollere who are

propelling force behind my success. God will crown your tireless effort with much expected

success.

I would be very ungrateful if I fail to acknowledge my caring parent and my guardians for

their financial and moral support all through my stay in school. I appreciated the effort of my

brothers and sisters for their love, care, understanding and prayers over me.

I am equally happy to my supervisor Mal. Hassan Muhammad Jalo for sparing time to go

through my work. Also I am immensely grateful to Dean of the faculty, Head of Department

and my wonderful lecturers.

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TABLE OF CONTENTS

CERTIFICATION ...................................................................................................................... ii
DEDICATION .............................................................................................................................. iii
ACKNOWLEGEMENT .................................................................................................................iv
LIST OF FIGURES ................................................................................................................. viii
LIST OF TABLES .....................................................................................................................ix
ABSTRACT .................................................................................................................................... x
CHAPTER ONE .............................................................................................................................. 1
INTRODUCTION ........................................................................................................................... 1
1.1 BACKGROUND OF THE STUDY ...................................................................................... 2
1.2 STATEMENT OF THE PROBLEM ..................................................................................... 2
1.3 AIM AND OBJECTIVES OF THE STUDY ........................................................................ 3
1.3.1 Aim ..................................................................................................................................... 3
1.3.2 Objectives ........................................................................................................................... 3
1.4 SIGNIFICANT OF THE STUDY ......................................................................................... 4
1.5 SCOPE OF THE STUDY ..................................................................................................... 4
1.6 LIMITATIONS ..................................................................................................................... 4
1.7 DEFINITION OF TERMS .................................................................................................... 5
CHAPTER TWO ......................................................................................................................... 7
LITERATURE REVIEW ............................................................................................................ 7
2.1 INTRODUCTION ................................................................................................................. 7
2.2 HISTORICAL OVERVIEW ................................................................................................. 7
2.3 PROBLEM OF THE CURRENT SYSTEM ....................................................................... 10
2.4 JUSTIFICATION FOR THE NEW SYSTEM .................................................................... 10
2.5 Summary of related work .................................................................................................... 11
CHAPTER THREE ................................................................................................................... 12
3.2 METHOD OF DATA COLLECTION ................................................................................ 12
3.2.1 PRIMARY METHOD OF DATA COLLECTION ......................................................... 13
3.2.1.1 PERSONAL INTERVIEW ........................................................................................... 13
3.2.1.2 QUESTIONNAIRE ....................................................................................................... 13
3.2.2 SECONDARY METHOD OF DATA COLLECTION ................................................... 13

v
3.2.2.1 STUDY OF MANUAL. ................................................................................................ 13
3.2.2.2 EVALUATION OF FORUM. ........................................................................................... 14
CHAPTER FOUR ..................................................................................................................... 15
ANALYSIS AND DISCUSSION OF RESULTS ..................................................................... 15
4.3 INPUT SPECIFICATION AND DESIGN ............................................................................. 15
4.4 FILE DESIGN ......................................................................................................................... 16
4.4.1 STUDENT REGISTER DATABASE STRUCTURE ......................................................... 16
4.4.2 DEPARTMENTAL DATABASE STRUCTURE ............................................................... 17
4.4.3 FACULTY DATABASE STRUCTURE ............................................................................. 18
4.4.4 CLEARANCE DATABASE STRUCTURE ....................................................................... 19
4.4.5 REMARK DATABASE STRUCTURE .............................................................................. 20
4.5 PROCEDURE ......................................................................................................................... 21
4.6 SYSTEM REQUIREMENT .................................................................................................... 22
4.6.1 HARDWARE REQUIREMENT ......................................................................................... 22
4.6.2 SOFTWARE REQUIREMENT ........................................................................................... 22
4.6.3 OPERATIONAL REQUIREMENT .................................................................................... 23
4.6.4 PERSONNEL REQUIREMENT ......................................................................................... 23
CHAPTER FIVE ....................................................................................................................... 24
SUMMARY, CONCLUSION AND RECOMMENDATIONS ................................................... 24
5.1 SUMMARY ............................................................................................................................ 24
5.2 CONCLUSION ....................................................................................................................... 25
5.3 RECOMMENDATION ........................................................................................................... 25
REFERENCES .......................................................................................................................... 26
ABDUREMAN, A. M. (2017). ONLINE STUDENT CLEARANCE
MANAGEMENT SYSTEM. DEPARTMENT OF INFORMATION
SYSTEM, HARAMAHYA UNIVERSITY. ............................................................................. 26
APPENDIX I ............................................................................................................................. 27
ADMIN SOURCE CODE ............................................................................................................. 27
ADMIN CLEARANCE SHIP ....................................................................................................... 29
CLEARANCE SHIP ..................................................................................................................... 30
APPENDIX II ............................................................................................................................ 35

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ADMINISTRATOR LOG IN PAGE: ........................................................................................... 35
STUDENT LOG IN PAGE: .......................................................................................................... 35
APPENDIX III .......................................................................................................................... 36
CLEARANCE PAGE: ................................................................................................................... 36
CLEARANCE STATUS: .............................................................................................................. 36

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 LIST OF FIGURES

FIGURE 4.1: Screen shot of student registration page................................................................ 17

FIGURE 4.2: Screenshot of departmental clearance page...........................................................18

Figure 4.3: Screenshot of Faculty clearance page................................................................................. 19

FIGURE 4.4: Screenshot of clearance page.................................................................................20

FIGURE 4.5: Remark page screenshot........................................................................................ 21

viii
 LIST OF TABLES

Table 2.1: the above table showed the summary of the related works
done on design and implementation of students online clearance system............................... 11

Table 4.1: Student Registration Database Structure................................................................ 16

Table 4.2: Departmental Database Structure............................................................................17

Table 4.3: Faculty Database Structure.................................................................................... 18

Table 4.4: Clearance Database Structure................................................................................ 19

Table 4.5: Remark Database Structure....................................................................................20

ix
 ABSTRACT

The online clearance system is an internet-based study initiative that will help facilitate the
queuing system in the clearance process of the Federal University Dutse. The online clearance
system can provide an efficient handling of information that is very easy for the university to
use since it is internet-based and can be viewed from anywhere and at any time. The
computer-based architecture in this project was introduced using the Phyton programming
language, Text Editor, Django and the software database as sqlite. The program created would
act as a more effective and productive way of clearing students, eliminating all types of delay
and tension, as well as helping you to understand the process involved, as well as how to do
your online clearance. This research work uses the compilation of data from the university,
materials and the program has been designed to accomplish the project objective efficiently.

x
 CHAPTER ONE

INTRODUCTION

Clearance is a status granted individuals, typically members of Military, University graduates

and Employees of Government and their contractors, allowing them access to classified

information, a clearance by itself is normally not sufficient to gain access. The organization must

determine that the clearance individual has a “need to know” the information. Clearance is the

process of determining and negotiating any permission that are needed to tender the use of

someone else’s intellectual property in creative project.

Part of that process include

 Determining the owner(s) of the intellectual property.

 Contacting the owners and negotiating on agreement.

 Administering written contracts.

 Handling other issue related to the use and licensing of intellectual property.

No one is supposed to be granted access to classified information solely because of rank of

position, but once a clearance is obtained access to certain information or gain of freedom will be

granted.

The advantage of e-learning are many, as people of all ages and backgrounds become

increasingly reliant on the internet for information, online learning become more convenient and

efficient here, the need for an online clearance system. The skills needed to access and

comprehend information online are becoming common place, and the flexibility of wireless

computing means that any coffee shop, airport or bedroom can become a classroom online

courses, registration, clearance have few, if any scheduling restrictions, well-integrated learning

1
resources and competitive degree option, with an online clearance system. The changing online

college landscape now includes online clearance system, traditional undergraduate and general

studies programs. However career learning is still the most popular online training option.

1.1 BACKGROUND OF THE STUDY

For graduating students at Federal University Dutse (FUD), the clearance process has historically

been a tedious and time-consuming ordeal. The traditional system required students to physically

visit numerous departments, including the Bursary, Library, Sports and Recreation Centre,

Student Affairs, and their respective academic departments. This often involved standing in

lengthy queues and navigating complex bureaucratic procedures.

Recognizing the challenges of the traditional system, there is need for implementation of an

online clearance system at federal university Dutse specifically tailored to the needs of

graduating students. This innovative platform aims to streamline the clearance process and

enhance the overall student experience.

1.2 STATEMENT OF THE PROBLEM

The process of clearing students of a named institution Federal University Dutse after graduation

requires that the students must be cleared in their various departments and information units.

Among which are:

1. Head of Department Clearance

2. Library Clearance

3. Clinic Clearance

4. Sport Director Clearance

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 5. Chief Security Clearance

6. Bursary Clearance

7. Hall Administrator Clearance

8. Dean Student Affairs Clearance

9. Academic Secretary Clearance

Furthermore, for a graduating student to carry out his/her clearance from all these departments it

normally takes a lot of time and a lot of processes and delay in clearing the student for youth

service as well as collection of statement of results. Hence, it became imperative for computer

software based online clearance system to eliminate the shortcoming of the manual system in

place.

1.3 AIM AND OBJECTIVES OF THE STUDY

1.3.1 AIM

The aim of this research is to design and implement an online clearance system for the

graduating students.

1.3.2 OBJECTIVES

1. To study the manual system of the clearance by the graduating students.

2. To design and implement internet based system for graduating students using Phyton

programming language.

3
1.4 SIGNIFICANT OF THE STUDY

The project work will help in a good number of ways to ease the queuing system in the

university as the online clearance system will help student to achieve whatever they want to

achieve without coming to the various offices for clearance.

Clear advantages of internet information processing over those of traditional manual system are

higher yields. Online clearance system allows the users to check their clearance status as whether

they are in any way indebted to the school, fill and submit their clearance form, and obtain their

clearance letter. There are many other advantages of online clearance system and some of them

are listed below;

 It save a lot of time.

 It is very convenient to use it right from the bedroom, office or anywhere in the world.

 Information processing is very fast and delays can be avoided.

 It is inexpensive to student and school management.

 It is also help the school in reducing cost such as labor and stationary.

1.5 SCOPE OF THE STUDY

This project work is to develop a computer software based online clearance system for doing

clearance for graduating students of Federal University Dutse.

The software development will be carried out using PHYTHON to manage both the database and

at the same time make the software online.

1.6 LIMITATIONS

4
This project covers some of the aspect of a computer software based online clearance system

using Federal University Dutse as case study.

However the following are the constraints:

 TIME CONSTRAINTS: Due to time constrain the web-page covers only clearance for

various departments by the graduating student.

 FINANCIAL CONSTRAINTS: Due financial constraints people cannot afford this kind

of process online especially towards the cost of accessing the internet. Therefore, it

would cost a lot to develop a full web-based clearance system.

Some documents were considered confidential and were not made available.

1.7 DEFINITION OF TERMS

Computer Network: Computer network is a system that connects two or more computers

together using a communication link.

World Wide Web: World Wide Web simply called “www” is the most important tool of the

internet, it was created in the late 1980’s in Europe and was limitedly use in academics cycle.

Clearances: official certification of blamelessness trustworthiness or suitability for graduation

and issue of certificate in degree course.

File Transfer: Any kind of computer file can be sent via the internet from one internet user to

another. Table of account in a spreadsheet, design by a graphic artist, music and sound files etc

can all be exchanged in this way.

5
Web Browser: this is special kind of software that processes hypertext mark-up language

(HTML) document. In other words, a web browser is a computer program that interprets HTML

command to collect, arranged and display the parts of a web page.

Web Site: A web site is a collection of many interconnected web page organized by a specific

college, organization company etc, containing web page (goods and commodities) on the

internet. Web site is stored on web servers. There are many web sites and thousands of HTML

pages on each web site. A web is a treasure of information and entertainment.

Hyperlinks: Hyperlinks are highlighted words and phrase you find on a web document that you

can click on as to jump to some other document or internet services.

Online: connected via a computer attached to or available via a central computer network

Offline: Disconnected from computer network, describe a computer terminal or peripheral

devices disconnected from a computer network.

System: Set of computer components that is, an assembling of hardware, software and peripheral

functioning together.

6
 CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION

Federal University Dutse students frequently have to go through a convoluted final-year

clearance process that is -marked by lengthy lines, piles of documentation, and administrative

setbacks. This administrative maze not only makes it difficult to graduate, but it also takes

valuable attention away from studying for exams and the thrilling prospect of starting a career.

Universities are using online clearance systems more and more as a solution to this challenge a

technology revolution that seeks to modernize and streamline this crucial administrative

function. In order to inform the design and implementation of an efficient and user-friendly

system for our department, this thorough analysis explores the body of research on online

clearance platforms specifically related to Federal University Dutse students. This chapter is

intended to resolve the problems involved with the report. This includes problems pertaining to

many existing online clearance schemes. It seeks to illustrate the meaning and nature of these

variables in society and how all these variables come together in conclusion.

2.2 HISTORICAL OVERVIEW

The essence of this analysis is to make some other studies related to the subject of the project

known. Many scholars have provided several results about how to address this issue and

accomplish the subject's goal. The benefits of e-learning are now numerous, as many tertiary

institutions have opted to follow the vibrant educational opportunities available online. There are

few, if any, schedule constraints, well-integrated learning opportunities and affordable degree

choices for online classes, registrations, approval, and an online clearance scheme. The online

structure has been a core feature of the higher education debate. Given the mountain need for

7
versatility in schedules and the daily emergency of networking technologies and skills, there

seems to be an overall derivative for the online framework. The online framework is viewed at

any time as a way to communicate guidance to an extensive learning community. This indicates

that adequate classification of online learning as the driving force and paradigm for transition in

the online course of teaching, learning and formal schooling has the potential to provide the

teacher with individualized attention to the learner, otherwise impossible in a broad classroom

environment. Many colleges and universities have started to deliver online classes as an

alternative to conventional face-to-face guidance with the ongoing growth of online system apps.

(Ardo, 2021) Reported that the online clearance system is an internet-based study

initiative that will help facilitate the queuing system in the clearance process of the university.

The online clearance system can provide an efficient handling of information that is very easy

for universities to use since it is internet-based and can be viewed from anywhere and at any

time. The computer-based architecture in this project was introduced using the PHP language,

CSS, HTML and the software database as MySQL. The program created would act as a more

effective and productive way of clearing students, eliminating all types of delay and tension, as

well as helping you to understand the process involved, as well as how to do your online

clearance. This research work uses the compilation of data from the university, materials and the

program has been designed to accomplish the project objective efficiently.

A research conducted by (Mangubat et al., 2023), reported that online student clearance

management system addressed the challenges in the manual process of signing student

clearances in one of the academic institutions in Pagadian City, Zamboanga del Sur, Philippines,

as a prerequisite before the release of a final permit which is a requirement to take the final

period examinations. The current process of signing a student clearance involves a piece of paper

8
indicating the office names, and office heads or representatives must affix their signatures. The

students will carry this paper and submit it to various offices for signing. This system has

eliminated the challenges present in the current process through a web-based approach where

clearance signing will now be processed online. This system integrates into the existing online

portal of the institution, where students may view their clearance status. The office heads or

representatives will approve or disapprove student clearances through the existing portal as a

new mechanism for signing the clearance. This system also features QR code technology as a

mechanism for the finalization of clearance signing, whereby students will only have to present

the code instead of the signed piece of paper as evidence of the accomplishment of the clearance.

These new approaches transformed the current processes into a complete paperless transaction.

In a research conducted by (ABDUREMAN, 2017) try to develop online student

clearance management system is a web based project work that will help build an effective

information management for university. The system developed a computer software system that

replaces the manual method of clearance during withdrawal, summer vacation and graduating

time for students. The designed system served as a more reliable and effective means of

undertaking students clearance, remove all forms of time delay and stress as well as enable you

to understand the procedure involved, as well as how to do clearance online. The project work

makes use of data collection from the university, materials and journals from various authors and

the software was developed to effectively achieve them. He reported that the implementation was

carried out with PHP, MYSQL as the database. He concluded that the research will meet all the

objectives and it will be recommended for all the departments in Haramaya University and other

tertiary institution.

9
2.3 PROBLEM OF THE CURRENT SYSTEM

Due to the manual means been used by the university, keeping information about student

clearance, a lot problems are encountered which includes:

A. Delay in processing clearance form

B. Unavailability of some key staffs while processing clearance form, which leads student

repeatedly visiting a particular office in other to sign his/her clearance form.

C. Lose of vital document as the filing system is manual.

D. Damage of document due to fire or rain incident.

E. Illegal removal of forms by fraudulent staff leading to insecurity.

F. Take a lot of time to retrieve a particular clearance form.

2.4 JUSTIFICATION FOR THE NEW SYSTEM

The new system is designed to solve problem affecting the manual system in use. It is design to

be used online thereby relieving both student and staff from much stress as experienced from the

manual system.

This will do the analyzing and storing of information either automatically or interactively, it will

make use of online access to internet.

The proposed system will also have some other features like.

 Accuracy in handling of data

 Fast rate of operation and excellent response time.

 Flexibility (i.e.) it can be accessed at any time

 Better storage and faster retrieval system.

10
  Accessibility from any part of the world.

2.5 SUMMARY OF RELATED WORK

S/N TITLE AUTHOR & OBJECTIVE FUNCTIONALITY LIMITATIONS

YEAR

1 Online student AHMED M.A, The general Includes the user and any Its limited to only
clearance 2017 objective of this other external system with Haramahya
management project is to which the system interacts. University
system develop a web Students registered by
based clearance Registrar when they are the
system for HU member of the university
students
2 Online Student Johanna M.L et It integrates into The office heads or It only addressed the
Clearance Al, 2023 the existing online representatives will challenges in the
Management portal of the approve or disapprove manual process of
System institution, where student clearances through signing student
Johanna students may view the existing portal as a new clearances in one of
their clearance mechanism for signing the the academic
status clearance. institutions in
Pagadian City
3 Online Clearance Fatima U.A, This technology is The admin logs in and it was a bit hard to
System 2021 designed to views a dashboard where obtain those
digitize and they monitor all the implementations
develop an activities in the system. included in the code
electronic system The staff logs in to view and learning a new
2. To guarantee members registered under language such as PHP
prompt clearance him/her. Finally, all users
3. Identifying can simply click the “log
concerns related to out” button to log out
the ongoing
method of clearing
students from the
final year
Table 2.1: the above table showed the summary of the related works done on design and

implementation of students online clearance system.

11
 CHAPTER THREE

METHODOLOGY

3.1 GENERAL ANALYSIS OF EXISTING SYSTEM

When a student is about to graduate, he/she will take his/her degree exam after which he obtain

clearance letter from various departments and unions. The registrar office carefully reviews each

degree candidate academic records and certificate to faculty that the candidate has completed his

requirement for the degree. Also the bursary has to certify that the student has completed all

payment.

The current clearance system of the university is a manual one. These make the system tedious

and time consuming. Here, student has to visit all the clearance offices with a form for them to

sign, once this forms are sign, it prove that the student has been cleared, the process take some

months to be completed and processes a lot of stress to both staffs and the student involved. In

the manual system, the clearance forms are documented in a file cabinet. Each time the clearance

form is needed, a search operation is conducted on the file cabinet to locate a particular student

clearance form.

3.2 METHOD OF DATA COLLECTION

During this project research work, data needed for the project was gathered from the various

sources. In gathering and collecting necessary data and information needed from the system

analyses, two major fact-finding techniques were used in this work and there are:

12
3.2.1 PRIMARY METHOD OF DATA COLLECTION

This refers to the source of collecting original data in which the researcher made use of empirical

approach such as personal interview and questionnaires.

3.2.1.1 PERSONAL INTERVIEW

This was done between the researcher and the staff of the Federal University Dutse. Also various

departmental heads were interviewed reliable facts were got based on the questions posed to the

staffs by the researcher.

3.2.1.2 QUESTIONNAIRE

This type of data is also collected by distributing question and answering method by having the

fall and success to the students and instructors. Students were interviewed for the proposed

system and it was observed that students would like a feature where they can easily go through

the stages of clearance without issues and monitor their progress.

3.2.2 SECONDARY METHOD OF DATA COLLECTION

The secondary data were obtained by the researcher from magazine, journal, newspaper, library

source and internet downloads. The data collected from this means have been covered in

literature review in the chapter two.

3.2.2.1 STUDY OF MANUAL.

Manuals and report based on clearance were studied and a lot of information concerning the

system in question was obtained. The clearance forms were gathered and information relating to

clearance fee and other requirement were also obtained

13
3.2.2.2 EVALUATION OF FORUM.

Some forums that are necessary and available were accessed. These included clearance form, fee

receipt, registration forms etc. this forms help in the design of the new system.

14
 CHAPTER FOUR

ANALYSIS AND DISCUSSION OF RESULTS

4.1 DESIGN STANDARDS

This new system is structured to work with the standard software development procedure. In

order to achieve effective online clearance system, Structured System Analysis and Design

Methodology (SSADM) were used. This is because SSADM is an internationally accepted

software engineering model mainly used in most result oriented analysis and design.

4.2 OUTPUT SPECIFICATION AND DESIGN

The sequence of the report is one of the important features that should be concluded. This is

emphasized because it forms the basis of the school effective well document up-to-date and

formatted output to help as a tool in planning and decision making/based on the student

clearance form.

There method of generating reports in the new package.

Hardcopy- This is a process of printing from the printer to paper, and

Softcopy- It is the process of displaying an output on the computer screen

The reports generated by the system include;

 Student clearance status

 Student clearance certificate

4.3 INPUT SPECIFICATION AND DESIGN

It is also necessary to denote that data inputted in the computer for processing determines what

the output will be. Screen designs are generally or basically made for data entry or capture. Since

data are captured from a hardcopy form, the sequence of data capture should be identical to the

hardcopy form made for data collection.

15
The new system is composing mainly for clearance form.

4.4 FILE DESIGN

The file used in the design is stored in a database file. The database is created using Microsoft

Access database. The database structure is as follows.

4.4.1 STUDENT REGISTER DATABASE STRUCTURE

FIELD NAME DATA TYPE(SQL) FIELS SIZE

ID INTEGER (AUTO_INCREMENT)
USER_ID INTEGER
DEPARTMENT_ID INTEGER
PHONE_NUMBER VARCHAR(11) 11
NATIONALITY VARCHAR(50) 50
LEVEL VARCHAR(50) 50
GENDER VARCHAR(50) 50
BIRTH_DATE DATE
STATE_OF_ORGIN VARCHAR(50) 50
ADDRESS TEXT
Table 4.1: Student Registration Database Structure

16
FIGURE 4.1: Screen shot of student registration page

The figure above shows the user graphic of student registration interface which final year

students can input their personal information such as user I.D (student’s registration number),

student’s name, nationality, state of origin, etc.

4.4.2 DEPARTMENTAL DATABASE STRUCTURE

FIELD NAME DATA TYPE(SQL) FIELS SIZE

ID INTEGER (AUTO_INCREMENT)
NAME VARCHAR(100) 100
SHORT_CODE VARCHAR(3) 3
FACULTY_ID INTEGER
HOD_ID INTEGER
Table 4.2: Departmental Database Structure

17
FIGURE 4.2: Screenshot of departmental clearance page.

The figure above shows how the student will input his departmental information.

4.4.3 FACULTY DATABASE STRUCTURE

FIELD NAME DATA TYPE(SQL) FIELS SIZE

ID INTEGER (AUTO_INCREMENT)
NAME VARCHAR(100) 100
SHORT_CODE VARCHAR(3) 3
DEAN_ID INTEGER
Table 4.3: Faculty Database Structure

18
Figure 4.3:Screenshot of Faculty clearance page

The figure above shows how the student will input his faculty information.

4.4.4 CLEARANCE DATABASE STRUCTURE

FIELD NAME DATA TYPE(SQL) FIELS SIZE

ID INTEGER (AUTO_INCREMENT)
STUDENT_ID INTEGER
DEPARTMENT_ID INTEGER
LIBRARY_ID INTEGER
CLINIC_ID INTEGER
SPORTS_ID INTEGER
SECURITY_ID INTEGER
BURSARY_ID INTEGER
ROOM_NUMBER VARCHAR(10) 10
HOSTEL_ID INTEGER
STUDENT_AFFAIRS_ID INTEGER
ACADEMIC SECRETARY INTEGER
Table 4.4: Clearance Database Structure

19
FIGURE 4.4: Screenshot of clearance page

The above figure shows the interface for student clearance where each department (Department,

Library, clinic, sports, security, bursary, hostel and student affair) will approve the student’s

clearance.

4.4.5 REMARK DATABASE STRUCTURE

FIELD NAME DATA TYPE(SQL) FIELS SIZE

ID INTEGER (AUTO_INCREMENT)
APPROVED BOOLEAN
COMMENT TEXT
DEPARTEMENT_ID INTEGER
DATE DATE
Table 4.5: Remark Database Structure

20
FIGURE 4.5: Remark page screenshot

The above figure shows the remark interface where student will be graded by each department

(from 4.4.4 above)

4.5 PROCEDURE

i. Main Menu

ii. About Us---> About School--->About Clearance

iii. Clearance--->Registration

iv. Report--->Generate Form--->Student Record

v. Exit

This procedure shows the steps/procedure to follow in processing the online student clearance

system. From the Main Menu, you will see About Us, Clearance, Report and then Exit. Now

under About Menu you see everything about Federal University Dutse i.e. what the school is

made of, their mission and vision, then under the Clearance menu, you see registration; this is

where you type in your data (i.e. everything about yourself, including department level etc.

21
finally, under Report menu, the report will now show whether you have completed the clearance,

if YES you generate a card/form that shows that you have cleared but if NO, you cannot generate

any card because you have not been cleared. Then, the student report will now show the cleared

and uncleared student, after that you can now quit/exit.

4.6 SYSTEM REQUIREMENT

The requirement needed to implement this system is as follows:

4.6.1 HARDWARE REQUIREMENT

For the effective operation of the newly designed system, the following minimum hardware

specifications are recommended.

a. The computer system in use should be IBM compatible since they are considered clone

system.

b. The Random Access Memory (RAM) should be at least 128KB.

c. The system should have a hard disk of at least 50GB and at least a diskette drive of high

density of 1.44MB (3.5 inches)

d. The system should be equipped with an E.G.A/V.G.A, a colored monitor

e. An uninterruptible power supply (UPS) units.

f. It should internet ready.

These listed configurations are the minimum requirement but if the configurations are higher the

report derived will definitely be better and the program will run much faster.

4.6.2 SOFTWARE REQUIREMENT

The software specification required on the computer system is.

 Python

22
  Text Editor

 Sqlite Database

 Web Broeser

 Django

4.6.3 OPERATIONAL REQUIREMENT

For the new system to be operational, internet access is needed in the computer.

4.6.4 PERSONNEL REQUIREMENT

A computer system with internet access.

23
 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.1 SUMMARY

The use of computer software based online clearance system forms the basis of the school

management decision. It aims at providing the management with adequate, effective, well

documented up-to-date and formatted output. To help as a tool in planning and decision

making/based on the student clearance form. The lack of learner outcome variation of the online

system signals the establishment of concurrency between the two measures even though they are

measures of same construct. This investigation supports the use of the online system delivery

structure to broaden the instruction audience in technology education program.

The use of online clearance system in technology education at the university remain at the

minimal level as suggested by the 80 percent of the online student participant, predominantly

technology education measures who report that they have not done online clearance previously.

Also 75 percent of online student participant report that they have not used computer software

base online clearance system previously. Having come to completion of this project work a lot of

achievement was made and they include;

1. The replacement of error prone manual system with new automated online clearance

system.

2. Data can now be processed with great speed and efficiency.

3. The application has the ability to update record in various files automatically there

relieving the university staff the stress from working from file to file.

4. The security of data is ensured.

5. The use of database server was implemented.

24
5.2 CONCLUSION

Research and development are continuous processes; this is same in computer and software

development. However the effectiveness and efficiency of this new system provide room for

further improvement. The outline clearance system developed will offer greater opportunity in

school management. All transaction or payment with regards to student’s clearance can be

carried out online.

5.3 RECOMMENDATION

The following modules are recommended to be included in the portal.

1. Provide students with real-time updates on the status of their clearance. Send notifications or

emails at key clearance stages.

2. Consider developing a mobile app for clearance processes for on-the-go access and ensure

the app is compatible with major operating systems.

3. Schedule regular maintenance to ensure the system is up-to-date, secure and also address

any reported issues promptly.

25
REFERENCES

ABDUREMAN, A. M. (2017). ONLINE STUDENT CLEARANCE MANAGEMENT

SYSTEM. DEPARTMENT OF INFORMATION SYSTEM, HARAMAHYA

UNIVERSITY.

Ardo, F. U. (2021). The Department of Computer Science Baze University, Abuja [Online
Clearance System. Abuja: Computer Science [Information System Management] By.

Mangubat, J. M. L., Reubal, K. V. P., Caluya, J. F. M., & Pepito, J. K. B. (2023). Online Student
Clearance Management System. 12(5), 38–43.

A1Project Hub (2023). Design and Implementation of an Online Clearance System for
Graduating System. [https://afribary.com/works/design-and-implementation-of-an-online-
student-clearance-system](https://afribary.com/works/design-and-implementation-of-an-
online- student-clearance-system).
Academia.edu (2023). Online Clearance System for Graduating Students.
[https://www.academia.edu/41250445/Clearance_Systemv](https://www.academia.edu/412
50445/Clearance_Systemv).
FJS (2023). Online Clearance System. FUDMA Journal of Sciences, 2(2), 1756-1765.
[https://fjs.fudutsinma.edu.ng/index.php/fjs/article/ University of Technology, Minna).
[https://uniprojectmaterials.com/computer-science/online-clearance-system-for-graduating-
students-a-case-study-of-computer-science-department-federal-university-of-technology-
minna/project-topics-materials-for-final-year-students]
(https://uniprojectmaterials.com/computer-science/online-clearance-system-for-graduating-
students-a-case-study-of-computer-science-department-federal-university-of-technology-
minna/project-topics-materials-for-final-year-
students).view/1756](https://fjs.fudutsinma.edu.ng/index.php/fjs/article/view/1756).
MTU (2023). Design and Implementation of an Online Clearance System for Final Year
Students.
[http://ir.mtu.edu.ng/xmlui/handle/123456789/176](http://ir.mtu.edu.ng/xmlui/handle/1234
56789/176).
UniProjectMaterials (2023). Online Clearance System for Graduating Students (A Case Study of
Computer Science Department, Federal

26
APPENDIX I

ADMIN SOURCE CODE

from django.contrib import admin

from django.contrib.auth.admin import UserAdmin

from django.utils.translation import gettext_lazy as _

from django.contrib.auth import get_user_model

class CustomUserAdmin(UserAdmin):

"""Define admin model for custom User model with no username field."""

fieldsets = (

(None, {"fields": ("username", "email", "password")}),

(_("Personal info"), {"fields": ("first_name", "last_name")}),

(_("Permissions"), {"fields": ("is_staff", "is_superuser", "is_active", "groups",

"user_permissions")}),

(_("Important dates"), {"fields": ("last_login", "date_joined")}),

add_fieldsets = (

None,

"classes": ("wide",),

"fields": ("username","email", "password1", "password2"),

27
 },

),

list_display = (

"username",

"email",

"first_name",

"last_name",

"is_active",

"is_staff",

"is_superuser",

"date_joined",

search_fields = (

"username",

"email",

"first_name",

"last_name",

"is_active",

"is_staff",

"is_superuser",

"date_joined",

28
 ordering = ("-date_joined",)

admin.site.register(get_user_model(), CustomUserAdmin)

ADMIN CLEARANCE SHIP

from django.contrib import admin

from . import models

@admin.register(models.Faculty)

class FacultyAdmin(admin.ModelAdmin):

list_display = ("name", "short_code")

search_fields = list_display

@admin.register(models.Department)

class DepartmentAdmin(admin.ModelAdmin):

list_display = ("name", "short_code", "faculty")

search_fields = ("name", "short_code", "faculty__name", "faculty__short_code")

@admin.register(models.Student)

class StudentAdmin(admin.ModelAdmin):

list_display = ("user", "department")

search_fields = ("user__username", "department__name")

autocomplete_fields = ("user","department")

29
@admin.register(models.Clearance)

class ClearanceAdmin(admin.ModelAdmin):

list_display = ("student",)

search_fields = ("student__user__username",)

@admin.register(models.Remark)

class RemarkAdmin(admin.ModelAdmin):

list_display = ("date","approved","comment")

CLEARANCE SHIP

from django.db import models

from django.contrib.auth import get_user_model

from django.utils import timezone

User = get_user_model()

class Faculty(models.Model):

name = models.CharField(max_length=100, blank=False, null=False)

short_code = models.CharField(max_length=3, blank=False, null=False)

dean = models.ForeignKey(User, on_delete=models.SET_NULL, null=True)

def __str__(self):

return self.name

30
 class Meta:

verbose_name = "Faculty"

verbose_name_plural = "Faculties"

class Department(models.Model):

name = models.CharField(max_length=100, blank=False, null=False)

short_code = models.CharField(max_length=3, blank=False, null=False)

faculty = models.ForeignKey(Faculty, on_delete=models.CASCADE)

hod = models.ForeignKey(User, on_delete=models.SET_NULL, null=True,

limit_choices_to={"is_staff": True})

def __str__(self):

return f"{self.name} - {self.faculty.name}"

class Student(models.Model):

LEVELS = (

("100","100"),

("200","200"),

("300","300"),

("400","400"),

("500","500"),

GENDERS = (

31
 ("male","male"),

("female","female"),

first_name = models.CharField(max_length=50)

other_names = models.CharField(max_length=50, blank=True)

last_name = models.CharField(max_length=50)

user = models.OneToOneField(User, on_delete=models.CASCADE)

department = models.ForeignKey(Department, on_delete=models.CASCADE)

phone_number = models.CharField(max_length=11, null=False, blank=False)

nationality = models.CharField(max_length=50)

level = models.CharField(choices=LEVELS,max_length=50)

gender = models.CharField(choices=GENDERS,max_length=50)

birth_date = models.DateField(default=timezone.now)

state_of_origin = models.CharField(max_length=50)

address = models.TextField()

def __str__(self):

return f"{self.user.username} - {self.department.short_code}"

class Remark(models.Model):

approved = models.BooleanField(default=False)

comment = models.TextField(blank=True)

department = models.ForeignKey(Department, on_delete=models.CASCADE, default=1)

32
 date = models.DateField(auto_now_add=True)

def __str__(self):

return f"{self.department.name} - Approved" if self.approved else

f"{self.department.name} - Not Approved"

class Clearance(models.Model):

student = models.OneToOneField(Student, on_delete=models.CASCADE, null=False,

blank=False, related_name="clearance_student")

department = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True,

blank=True, related_name="clearance_department")

library = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True, blank=True,

related_name="clearance_library")

clinic = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True, blank=True,

related_name="clearance_clinic")

sports = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True, blank=True,

related_name="clearance_sports")

security = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True,

blank=True, related_name="clearance_security")

bursary = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True,

blank=True, related_name="clearance_bursary")

room_number = models.CharField(max_length=10, blank=False)

hostel = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True, blank=True,

33
related_name="clearance_hostel")

student_affairs = models.ForeignKey(Remark, on_delete=models.CASCADE, null=True,

blank=True, related_name="clearance_student_affairs")

def __str__(self):

return f"{self.student.user.username}"

34
APPENDIX II

ADMINISTRATOR LOG IN PAGE:

STUDENT LOG IN PAGE:

35
APPENDIX III

CLEARANCE PAGE:

CLEARANCE STATUS:

36
37