The City College of San Fernando Pampanga is a school established by the local government of the City of San Fernando Pampanga. The school aims to produce competent graduates to be able to help achieve the goals of the city. Thus, the school provides quality education among its students. In line with this, the school provides proper and efficient process of admission and enrollment.
In the A.Y 2018-2019, in the total of 397 students there are 172 first year students on the percentage of 45.08 % and 218 fourth year students on a percentage of 54.91 %.
The admission and enrollment of students includes the storage, transfer and retrieval of school records and student transcripts, and production of student identification cards handled by the registrar.
The procedure of admission starts with students who are interested in applying who can have a walk-in application and completion of the application form and admission requirements (e.g. Fernandino Card, Copy of Grades and Current Electric Bill) through the school registrar. The applicants need to pass the requirements needed and will be scheduled an entrance examination and interview. The applicants need to pass also the admission evaluation and academic ratings to complete the admission process. Applicant records will be filed by the registrar to the applicants’ respective folder. Applicants who passed the entrance examination and interview, admission evaluation and academic ratings will continue to the enrollment process.
The City College of San Fernando Pampanga has continuously accepting enrollees every year and at the same time, the number of works of the registrar and student’s record to be processed has also increased. One of the responsibilities of the registrar office is to keep the student’s data secured for their records and purposes. The current process in retrieving and storing of student files causes errors, delays, loss of records, and waste of resources because the registrar staff needs to do this process manually.
The proposed system of the researchers will store the records in a database and will enable the user to easily access and update the students’ information.
STATEMENT OF THE PROBLEM
The Admission and Enrollment process of City College of San Fernando Pampanga needs improvement in order to enhance the quality and integrity of data and improve the efficiency of operations.
The students fill in enrollment form every semester that causes data redundancy and increase of records that are kept in tons of paper because there is no existing database other than the files in the cabinet. The registrar’s report then are not done accurately and efficiently because problems are encountered in locating, searching and updating student’s information.
ECTIVES OF THE STUDY
General Objective To improve the current Admission and Enrollment process of City College of San Fernando Pampanga to help the school in its aim for more accurate, user friendly and useful system that can help data processing of Admission and Enrollment.
The Admission and Enrollment System will serve as an information database that will help the registrar in saving time in storing, retrieving and updating student’s information. It will also help the registrar to become productive by serving the clients confidently and reassuring that the information they will provide is accurate. As for students, the system will lessen their waiting time, as well as they no longer need to repeat manually fill in the enrolment forms, avoiding redundancy of data. And lastly, the system will keep reports updated for the school administrators for an immediate decision-making processes and any plans needed for the institution growth.
SIGNIFICANCE OF THE STUDY
City College of San Fernando Pampanga will be able to have a system that will upgrade the admission and enrollment process so as to meet the quality that the school institutions are trying to meet. The CCSFP will also benefit in terms of speed and in terms of processing immediate documents.
Registrar will be able to become efficient in terms of arranging and organizing files and forms of each student. Finding files of the students quickly and putting it in more organize way and it can provide more reliable way of searching and giving information to the students.
Students will be able to have an easier way of process in admission and enrollment also being comfortable regarding on their private documents because the system will provide a secured database.
Future Researchers will have the same objectives as the proponents do. It will help other proponents enhance projects that are same to the proponents research.
SCOPE AND DELIMINATIONS
The study will focus on the improvement of the Admission and Enrollment process to serve the registrar and the students efficiently by adding the following:
a. Assessment – this module is for newly registered students.
? Re-assess of Students – This module edits or re-assess their previous student’s assessment records.
? Display Registered Students – this module browses the list of students that are already registered in the system.
b. Registration – this module is responsible for the personal, records and data of students.
? Register New Students – this focused on new applicants. It will store their data on the database.
? Register Old Students – this module focuses on students who are previously enrolled and retrieves all their information in the database.
c. Scheduling – the module inputs assigned schedule of subjects, professor in charge and room assignments.
a. Class List – this display the list of old and new students enrolled in the class.
b. Student’s Master List – this display the whole list of the new and old students officially enrolled.
c. List of Subjects – This refers to the list of subjects for every year level.
d. List of Schedules – This refers to the list of schedules of the students, teachers, sections and subjects.
1. The proposed system didn’t handle the paying of fees.
2. Also the computation of grades cannot be handled by the proposed system.
3. Students cannot enroll via internet.
REVIEW OF RELATED LITERATURE
I. LOCAL STUDIES
The technology today plays a vital role in our society. It makes man work easier and fast. It lessens error of work by using machines. It reduces costs to an organization from paper works up to computerized working system. Many manual transactions can be computerized by using software applications or computer systems to make work easier and efficient. Information technology can give a company ready access to improve product and service quality, reduce costs, increase productivity in smallest time possible, and communication between employees and to make things with lesser effort but having a better output and even improve company morale. The process of enrolment in schools nowadays requires information technology. The objective of Information Technology is to help humanity from doing loads of work over time. By having computerized system, the cost during enrolment will be cut down and much effort will be reduced. The project involves a series of studies that covers all the requirements of creating a computerized enrolment system. The goal of the study is to provide an efficient computer-based system that will easily update, retrieve, and maintain student records. (Rosefil, September 2011) (http://www.voy.com/67128/1654.html)
In relation to the study, the proponents have same concerns, to make a system that will help the institution to speed up the process of enrollment. The study aims provide a system that will serve their Registrar accurately and with efficiency in matters related to their enrolment.
This project looks at an Enrolment Database for a college. It stores details of students, courses, year, and section. It may also be used as local assessment of the college of nursing for their college fees. The database is designed for use by staff and other authorized user in the college office to enable them to easily produce information required by the different people in the college. This study will help the Faculty and staffs of the College of Nursing of WMSU make enrolment easy by the help of the enrolment database system for the college of nursing. The database system will make the enrolment and collection of fees for the college of nursing easy and fast. (Raquel, October 2008) (http://www.studymode.com/essays/Enrolment-Thesis-787302.html)
In relation to this study, the proponents will make a secured database for files to be able to make the system more reliable and easy to handle. The proposed system also covered the printed documents and it can easily search names and information. The enhance system will also help the staff to produce and print documents in easy way.
In the conducted study of Charlene G. Bulao et.al in their undergraduate feasibility study entitled “A Proposed Computerized Enrollment System for Pamantasan Lungsod ng Valenzuela”, the case study stated that the school’s enrollment process are time consuming, redundant student records, and has a slow retrieval of student records. Similar with the stated problem of manual enrollment system at Canumay National High School the only difference is that Pamantasan Lungsod ng Valenzuela (PLV) requires payment for the tuition fee. Both of the study aim to develop a system that will reduce the redundancy of students’ information, reduce the consumed time in enrollment process, and a fast retrieval of students’ records. (Anieanieanie , Jan. 2012) (http://www.studymode.com/essays/Enrollment-System-Chapter2-899212.html)
In relation to this study, the proponents decided to propose a system. This system will show records of a student properly by using database to ensure the file and to secure the records of the enrollees.
II. FOREIGN STUDIES
A software development and IT service firm implemented its catalyst in Governor Andres Pascual College was integrated web platform to provide content management, transaction processing, marketing, and interactive community function to the two rice schools. Catalyst deliver on the Jones school’s two primary criteria for selecting a web-based platform: simplifying content management; and enabling user response to information such as event RSVP and course registration.
The content management tools lets the Jones school staff edit, update or add to the volume of curriculum and event information without calling for technical assistance. They simply cut and paste document into the content management system audit for consistency and publish to the web. The school’s diverse audiences, which include MBA’s executive Mb As, executive education participants, and alumni, now receives prompt notification of news and events, and can RSVP for event or register online for Executive Education courses. (Jhovieellen, September 2011) (http://www.scribd.com/doc/27951555/Jhovieellen-Document-of-Enrollment-System)
In relation to this study, the propose system is a Network-Based Admission and Enrollment System that will help to connect to the other department and to help lessen the time for going to other department. From a simple system made in MS Excel, that can only use by a single person. The propose system in will turned out into a network-based system.
India’s higher education system is the third largest in the world, after China and United State. The main governing body at tertiary level is the University Grants Commission. Which enforces its standards, advises the government, and help coordinate between the Centre and the state? Accreditation for higher learning is overseen by 12autonomous institutions established by the University Grants Commission. As of 2009, India has 2 central university 215 state universities, 100 deemed universities, 5 institutions established and functioning under the state act, and 13institutes which are of national importance. Other institutions include 16000 colleges, including 1800 exclusive women’s colleges, functioning under these universities and institutions. (Jhovieellen, University Grants Commission (Higher education system), 2011) (http://www.scribd.com/doc/27951555/Jhovieellen-Document-ofEnrollment-System)
In relation with this study, the proponents assured to measure or count the enrolled students in CCSFP and in each college courses. The propose system will help them notice the dropped students and those who have failing grades. The system can inform the user if how many female and male students enrolled in CCSFP. Sorting of information in the propose database is surely secured. In the proposed can view the previous records of the enrolled students in the system.