ENROLMENT PROCEDURE AS PERCEIVED BY MECHANICAL ENGINEERING

STUDENTS IN BICOL STATE COLLEGE OF APPLIED SCIENCES AND

TECHNOLOGY


Presented
To the Faculty of
College of Engineering and Architecture
BICOL STATE COLLEGE OF APPLIED SCIENCES AND TECHNOLOGY


Submitted in partial fulfilment in the subject
English 121 Writing in the Discipline
BACHELOR OF SCIENCE IN ELECTRICAL ENGINEERING


NOLI P. ALBA
HARRY KING C. AVENIDO
ARVIN A. AZUELA
LYKA S. PATRICIO
ANNABELLE L. SANICO
JOY B. TAGUM

A/Y 2012 -2013


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CHAPTER I
THE PROBLEM AND ITS SETTING
Introduction
Enrolment is the primary access for admission of a student to a school. It is
expected that annually, the number of enrollees are higher in public state colleges and
universities (SCU). Because tuition fees in public SCUs are significantly lower than
private colleges and universities, parents choose more likely to enroll their children to
public SCUs. Public SCUs are supported by the government thats why it does not
directly fund its expenditures from the student for its operations. Additionally, public
schools often offer an extensive range of academic and non-academic programs as well
as support services. Government learning assistance programs mostly allocate their
scholars to public SCUs. High number of graduates also comes from public SCUs.
These are the factors that contribute to high number of enrollees in public SCUs.
In an institution like Bicol State College of Applied Sciences and Technology
(BISCAST) high number of enrollee are always expected annually. Being as the only
state college in the city of Naga, it offers also the lowest tuition fee on courses that other
school institution offers in the City. With high board passing rate and number of board
passers, it encourages students, and parents to enroll their children to BISCAST.
But with a vast number of enrollees, congestions in the enrollment offices arise.
Confusion among enrollees and facilitators happens due to miscommunication along the
crowd. Assessments to students are interrupted by lunch breaks, line cut off, slow


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printing of papers, and less facilitator accommodate students with a less number of
printers needed to print forms and documents. These result in extension of enrollment
period by a week or more. With enrollment facilitators extend to accommodate all
enrollees, it does not cover all students to be enrolled in the extension period.
The congestion of transaction on the enrollment flow starts to the accounting
office, where students are assessed by their accounts. This will be followed by the
cashiers office, where accounts are paid off, and then registrars office, where students
are certified for their enrollment to the school. Along the offices of where enrollment
flows, it uses computers were not linked or networked to each other. This requires the
enrollees to go again to the accounting office to input their receipt numbers. Unlinked
devices between offices delay the process of building information that an enrollee needed
to be formally enrolled to the institution (like the accounting officers approve that the
enrollee has a cleared accounts).
With these problems, solutions can be drawn to solve it. Some examples are the
numbering system or the first come first serve policy. With the numbering system,
enrollees who come will be given with number card and may wait until his number
appears on a designed device or if called. In this manner, he can leave the allocated
waiting area and return if then his number is called. Illegitimate enrollees who sneak to
go in the line will be prevented or at least decreased.
Stratified enrollment can also be used. Students of different colleges will be
separated with other. And in the same colleges, courses will be divided from the other;
and enrollment will be by year level then. Each set are scheduled and gaps are filled
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according to the order of division of sets. The students will be more facilitated well. But
with this kind of system and other related systems, problems arises from the incomplete
requirements (grades, clearance, etc.) caused by person(s) involve for the release of the
required papers or documents. It will then come up to filling of gaps between enrollment
time slots.
Online enrollment system can be also practiced. An enrollee can enroll online and
check his current accounts, paid it, and then will be certified later at the registrars office.
This will greatly decrease the number of enrollees at the offices where enrollment is
processed. This is system is mostly adopted by known SCU's, some private colleges and
universities, and some advance learning institutions. This needs a lot of funds but this
will probably work and will help the even flow of enrollment.
There are also other ways to regulate the flow of enrollment. Either what system
is used to regulate the enrollment flow, it just aims to put things in order and the
enrollment to be fast and easy not only for the enrollees but also the enrollment
facilitators and the school administration in BISCAST.

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Statement of the Problem
1. What is the profile of the mechanical engineering students according to the following:
a. year level
b. age
c. gender
2. What is the perception level of the students in the offices and staffs of the offices
involved in the enrolment:
a. office of the dean
b. registrar
c. accounting
d. cashier
3. Is there a significant difference in the perception level of Mechanical Engineering
students by year level, by gender, and by age in the enrolment system of BISCAST?






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Significance of the Study
The result of this study will be of great benefit to the following:
Students. This study will benefit them in enrolling at a shorter period of time
with smoothly flowing enrollment process. And can maximize the time of attending class
compared to late enrolees.
Enrolment facilitators. This study will help them to facilitate enrolees at a
higher rate per day that may shorten the enrolment period and lessens the enrolees
congestion in involve offices.
School Administrator. This study will help to accommodate more enrolees and
lessens or eradicate number of late enrolees. Thus, maintaining high population of
enrolees at every end of a semester.
Future researchers. This will aid them in improving solutions and resolving
other problems by serving this thesis as a basis for future studies.
Scope and Limitations
This study focuses only in the perception of the mechanical engineering students
in the enrollment system in Bicol State College of Applied Sciences and Technology
(BISCAST) SY 2012-2013. This concentrates at the present enrollment system, its
operation and problems it is involved. Students particularly enrollees, enrollment
facilitators, and school administration are the target subject to this study. Clearance and
other pre enrollment procedures are not included in this study.

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Theoretical Framework
The rapid advancement of technology leads to a new and more effective way of
life. In connection with this, even in small institutions like schools, they have adopted the
new technology.
The University of Cordoba processed a new system of enrolment using advanced
technology such as online enrolment. It is proven that online enrolment is effective and
more efficient than the usual enrolment that we do such as manual enrolment.
According to one study, Paper-Based Enrolment Problems and Solutions
(Anderson, 2011), by switching to an online system of enrolment, an institution can save
hundred thousand to millions of dollars each year. There are many benefits to switching
to an online system of enrolment - starting from the use of papers, and others to saving
costs from printing and mailing. An institution can also manage its resources using an
online enrolment because of accurate counting and complete requirements.
Also with the advancement of Technology, many have uploaded different online
enrolment procedures on internet which one can easily download for self-use. One of this
is the University of Wollongong. They develop an online Student Enrolment System
(SES) as a technical report for the department of Computing Science. The University of
Oxford also uses SES that is a web-based tool for students, parents, and also graduates to
view information about the enrolment updates and options available to them. It is initially
used in the facilitation of doctoral training since 2011.
An online Enrolment system is really the key to the slow enrolment system.

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Conceptual Framework
The purpose of gathering of the perception of the Mechanical Engineering
Students in the enrolment system of Bicol State College of Applied Sciences and
Technology S/Y 2012 2013 is to evaluate the system for a better enrolment procedure.
Conceptual Paradigm







Definition of Terms
Enrollment Facilitators anyone who facilitate in the enrollment process, refers
to the accounting officer, cashier, registrar officer, dean, and their secretaries and
assistants.
Network - is a system of two or more computers, terminals, and communications
devices linked by wires, cables, or a telecommunications system in order to exchange
data. The network may be limited to a group of users in a local area that is called local
area network.
Stratified refers to the layers or level of a set.

Enrolment System
Mechanical Engineering
Students
School Officials
- Office of the Dean
- Registrar
- Accounting
- Cashier
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CHAPTER II
REVIEW OF RELATED LITERATURE AND STUDIES
Related Literature
The perception of the students to the traditional way of enrolling feels like a
burden and suffering. The new system of enrolling was hooked because of its beneficial
contributions. According to Eric W. Peterson in his article from Risk Management
Magazine computerized benefit enrolment systems (CBES) established advantages to not
only students but also to the employees in terms of health. Through computerized system
such as online system of enrolling, lessen fatigue to employees. There will be less
number of hours sitting and attending to computer units. They also have more time
evaluating other important matters than wasting their time in front of the computers.
School facilities are very important in enhancing the willingness of the students to enrol
in a specific institution. It should provide all the necessary tools and equipment in
enrolling (Pogue, 2000). The students should make sure that the school has good facilities
that will add up to their enthusiasm to the institution (Tope, 2011).

Related Studies
Enrolment is always a requirement in order for you to enter a certain institution.
In Ateneos Survey on enrolment system revealed that the best way to enrol is through
computerized way (Castillo, 2010). It was proven and seen in all schools that uses this
kind of enrolment system. It was known that the three main points in enrolling was
clearance, report of grades and the matriculation form.


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According to John Dewey, experience and discipline could allow the development
of mind. The teachers role in the society is to understand the demands of the discipline
of the child and to provide learning experiences to enable the student to uncover the
curriculum. Dewey suggests that learning should accompany a situated activity. It was
believed that the ability of a person to learn was dependent on many things (Dewey, 1938.
Like any other things, enrolling also needs compassion together with patience and
determination. Patience is the main ingredient in accomplishing any task. Giving full
commitment in whatever you do makes it easy and satisfaction (Hebel, 2009).
Redundant practice of traditional way of enrolling becomes a burden to students.
Practices that started from pre-school are most likely stay with us all our lives. As the
years go by, we should think of a way and strategies to solve the dilemmas that our
country is repeatedly facing (Gladen, 2009). Good practices help students reach their
goals and dreams in life (Mcknight, 2006). On the other hand, time is essential. Proper
time management makes every individual accomplish work properly. It is the key in
having a good output (Abderisak, 2007). It is noted that proper time management makes a
good output in everything you do (Li, 2009). Time also is the effective key on why
people success in every decision and priorities in their lives (Landsberger, 2007).

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Synthesis

A research is a systematic way or a practical way of delivering answers and
solution to an existing problem. The researchers use this process in finding solution and
realizations to a problem, which is the enrollment system.

Other enrollment System concluded that some of the institutions have a lot of
problem regarding system of enrollment every semester. Students experienced a lot of
tiredness for it takes weeks to finish the process. In this experience, it was found out that
some students cant take the very long process of enrolling thats why they transferred in
other institution. Not only that, because some grades are delayed by the teachers or the
teachers doesnt appear when its time for the students to get their grades, many students
cant follow the schedule of enrollment of every courses which results to many late
enrollees and many cant now be able to get the enrollment flow for the registrars office
is not releasing enrollment flow to those who didnt get on the date covered. Also, many
lessons are delayed and teachers are having a problem for they cant complete the list of
officially enrolled because until now, many students are not yet given certificate of
enrollment.

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CHAPTER III
RESEARCH METHODOLOGY
Methodology
In this study, Slovins formula was used to determine the number of respondents
from the population of the mechanical engineering students of Bicol State College of
Applied Sciences and Technology (BISCAST). Quota sampling was used in including the
students to be the respondents of the study. The confidence level used is 95% for a better
result of the data gathered.

Population
The population size of the mechanical engineering of BISCAST was 234 in total
and classified as follows:
1st Year 93
2nd year 50
3rd year 34
4th year 31
5th year 26
TOTAL 234

Instrument
This study uses questionnaire as its instrument to know the perception level of
mechanical engineering in BISCAST. The questionnaire was attached in appendix A.



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Statistical Treatment
The sample size or the number of respondents was calculated as shown below
using the Slovins formula.

n = 148

where:
n = sample size
N = population size
e = margin of error
e = 100% - Confidence level
e = 100% - 95%
e = 5%
13

Sample Proportion (%)
=

= 0.632
= 63%


Number of Sample in each Year Level
Year Level N
% N (%) Sample
1st Year 93
63 58.59 59
2nd year 50
63 31.50 32
3rd year 34
63 21.42 21
4th year 31
63 19.53 20
5th year 26
63 16.38 16
Total number of Sample 148

As shown in the table above, the total number of sample or the respondents is 148
students, coming from the sum of sample in each year level calculated by the sample
proportion.

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CHAPTER IV
PRESENTATION OF ANALYSIS AND INTERPRETATION

15

CHAPTER V
CONCLUSION AND RECOMMADATION
Findings





Conclusions









Recommendations


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APPENDICES
Appendix A
Good day,
We are first year students from BS Electrical Engineering, section A. We are conducting a
research entitled Enrolment Procedure as Perceived by Engineering Students In Bicol State
College of Applied Sciences and Technology. The study aims to determine the perception in
enrolment procedure of engineering students.
May we request for your cooperation by filling up this questionnaire as honestly and
completely as you can. The information here will be held confidential and will be used for
statistical purposes only.
Thank you so much for your sincere cooperation.

RESPONDENTS PROFILE
Instruction: Please check the box that corresponds to your profile.
Name (Optional): ________________________________________

Age (Please Check):
15-17 18-20 21-23
24-26 27-29 30 and above

Gender: M F

Year Level: 1
st
2
nd
3
rd
4
th
5
th


Section: A B

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PERCEPTION ON ENROLMENT PROCEDURE
Instruction: Please rate the following aspects using the following scales
1 Very Low Satisfaction
2 Low Satisfaction
3 Moderate Satisfaction
4 High Satisfaction
5 Very High Satisfaction

Office of the Dean 5 4 3 2 1
1. Announce/post updates on bulletin boards earlier
the schedule of enrolment

2. Inform students of the opened subjects of the
semester

3. There are ready-made forms necessary for
enrolment

4. Shows enrolment flow and procedure before and
during the enrolment period

5. Regularly assigns staff consistently attending to the
enrolment within the entire enrolment period

6. Program chair attend to students enrolling in the
program

7. The dean attend to issues and problems during
enrolment



Office of the Registrar 5 4 3 2 1
1. Regularly posts announcements regarding the
schedule of enrolment

2. Inform students about deadlines of the submission
of necessary files due for enrolment

3. The staff and officers consistently assist students
during the enrolment period

4. Organizes students and the enrolment properly
(ex. Gives instruction to students, strictly observes
FIRST COME, FIRST SERVE POLICY)

5. It takes less time for the processing of files needed
for the enrolment (COE, COG, etc.)


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Office of the Accountant 5 4 3 2 1
1. Informs students of their opening and closing time
2. The staff and officers consistently assist students
during the entire enrolment

3. Informs the students about the necessary files
needed for the assessment of their accounts

4. Strictly follows the assessment scheduling
5. Organizes enrolees to properly fall line
6. The offices staff and officers attend to problems
during the enrolment period (ex. Problems in line,
assessment errors, etc.)

7. Observes NO NOON BREAK POLICY


Office of the Cashier 5 4 3 2 1
1. Post announcements and instruction regarding for
the payment of bills

2. Informs students about the necessary files to be
passed/shown needed for the payment of bills

3. Strictly observes that students must pay at least
minimum amount for the enrolment

4. Officers consistently attends to students during the
entire enrolment period

5. Observes NO NOON BREAK POLICY

Comments and Suggestions: _____________________________________________________
_____________________________________________________________________________

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Bibliographies

Enrolment 2006-2007 Academic Year Information and Instructions for Continuing
Students. University of Cordoba. Retrieved from: http://www.uco.es/
John Anderson, Paper-Based Enrolment Problems and Solutions, (2011). Retrieved
from: ww.asbointl.org
Harris, Owen; Henderson, David; Kalokerinos, Nick; Mintoff, Joe; and Nolan, Peter,
Student enrolment system, Department of Computing Science, University of
Wollongong, Working Paper 85-17, 1985, 137p. Retrieved from:
http://ro.uow.edu.au/compsciwp/58
Student Enrolment System Development. University of Oxford. Retrived from:
http://www.socsci.ox.ac.uk/about_us/projects_team2/student_enrolment_system_develop
ment