A Proposed Computerized Student Monitoring System for the Guidance and Counseling Office at Philippine College of Science and

Technology

PREPARED BY: Rizalyn Batoy Elvis Briones Jr. Emerson Diaz April Aquino Araceli Palaganas Jenifer Mamaril Jigo De Vera

Cherry Ann Gonzales

Chapter 1 PROBLEM AND ITS BACKGROUND

Introduction
Philippine College Of Science and Technology is committed to the pursuit of excellence relative to the student's professional growth and development. PhilCST has maintained its vision of exemplary performances, providing quality education, training students to become technically competent and reaching the stature of excellence in the academe. For seventeen years, PhilCST has consistently produced full-pledged engineers, educators, computer analysts, mariners, criminologists, mass communicators, technicians, and hotel and restaurant managers. These are enough proof that PhilCST is living up with their mission and vision. The institution is progressing and contributes to the maximum development of their students. Evidently, the Guidance and Counseling Office played a very significant part for this success. Guidance and Counseling Office is a requirement for any academic institutions. It is an indispensable office to all educational institutions. It is basically concerned with the good moral character of every student wherein the guidance personnel give personal advices to students who needs character

improvement and personal changes in their lives. They motivate, enlighten and provide the needed push on every student in their chosen career. The general objectives of the PhilCST Guidance and Counseling Office are: (1) to work hand-inhand with the administrator on the fulfillment on its mission statement which is the provision of quality education to every students by inculcating knowledge, attitudes, values and training them on skills needed in order to prepare them for the world of work and to enable them to improve their quality of life; (2) to be a helping hand to the instructors and staff in providing a productive and facilitative atmosphere in the school, so students will be competent is capable of making decisions; (3) to be an open hand to students by helping them develop attitudes of social consciousness, equality and justice needed in democratic living. Moreover, its special objectives are: (1) to develop and implement a relevant guidance program for PhilCST based on the guidance needs of students and the faculty every school year; (2) to assure parents, guardians and relatives of students on the role of the staff and faculty (as second parents in the school) by showing concern and follow-up students attendance and behavior in their classrooms and in the school campus, and (3) to assist the Dean of Student Affairs in the supervision of student organizations and their activities. The Guidance and Counseling Office has the following services offered to the students: (1) Individual Inventory Service that aims to secure and compile students personal records and other data which are to be used primarily by the counselors and students themselves. (2) Information Service through which students and faculty members are guided on the rules and regulations of the school. (3) Counseling Service taken care by four counselors whom the students can approach or set appointment with for counseling. These counselors are professionally trained to listen and guide in finding solutions for the problems of the students. (4) Placement Service where career guidance is conducted for graduating students in coordination with the Philippine Employment Service Organization of the Department of Labor and Employment. Students are taught how to be prepared for an interview and make a professional resume. (5) Follow-up Service for students who are under-achieving and are chronic absentees. This is to facilitate understanding of present status of students and find solutions to their problems. This also

follows up the employment status of graduates for possible assistance together with the PhilCST Alumni Association. (6) Guidance Researches are done for the benefit of the students problems, students absenteeism and dropping out are the bases of researches. The result of these researches will be the benchmark data of organizing Student Peer Facilitators. Not so long ago, all student monitoring systems were done manually, without any help from a computer. Guidance and Counseling Office staffs invested a lot of time and energy keeping track of all students data, files and information including the records for dropping and claiming of class cards. And they did this all by keeping numerous files filled with track records for each and every student enrolled. Nowadays, however, things are far simpler than they used to be. Because technology is always dedicated to making things easier and better, quite a wide variety of computerized monitoring systems is available to save them from tedious task. The guidance personnel are using manual system and they often encountered problems such as: a. recording the students personal data is time consuming b. process of dropping/claiming of class cards is also time consuming c. students data may be lost because records are kept in folders For them to attend the needs of the students, they must have an organized, reliable, accurate and efficient system to monitor the students performance and status. Because of these problems, researchers came up with the idea of proposing a computerized monitoring system for the Guidance and Counseling Office regarding these matters. The proposed system will help the guidance counselors to monitor the students and increase their efficiency in their services. This proposal intends not only to help ease the work of the guidance counselors but benefits the administration and students as well, upon retrieval and secured keeping of records with its security

features. The researchers will provide a computerized application for the accuracy, accessibility and reliability of the proposed system for the Guidance and Counseling Office.

Conceptual Framework
The use of computers versus manual management and compilation of data are likely to depend on the availability and maintainability of computer hardware, the availability of staff with computer operating skills, and the possibility of protection against heat, dust, power surges and computer viruses. Effective computerization includes programs that check data as it is entered utilize commercially available software and automatically back up data frequently. The computerized monitoring system can increase the efficiency of the Guidance and Counseling Office to deliver its services and will provide them a good and reliable output.

Present Monitoring System of the Guidance and Counseling Office Problems encountered in the present system

Development of the Monitoring System of the Guidance and Counseling Office using Visual Basic and Database Software

Computerized Monitoring System of the Guidance and Counseling Office

INPUT

PROCESS

OUTPUT

Figure 1: Paradigm of the Study

Statement of the Problem: General Problem:

What Student Monitoring System being utilized by the Guidance and Counseling Office at Philippine College of Science and Technology?

Specific Problems:
1. What is the present student monitoring system implemented by the Guidance and Counseling Office? 2. What are the problems being encountered with the use of the present system? 3. How could these problems be minimized? Significance of the Study This proposed system entails a more organized and systematic approach that will benefit the following: a. Administration They will have more reliable and effective monitoring system that will contribute to the success of the institution. b. Guidance Counselors The proposed system will help the guidance counselors to monitor the students performances and increase the efficiency in their services. c. Students The process of claiming their dropped class cards consumes less time and they will be given advices by the guidance counselors due to their absenteeism along with the formation of their character. d. Parents They will be informed about the records and other activities inside the school campus of their son/daughter accurately and efficiently. e. Faculty Members They will be given complete information about their students records in the Guidance and Counseling Office. f. Researchers - Their knowledge and skills in developing a system as well as in making a research paper works will be enhanced. Scope and Delimitation of the Study

The study will cover the monitoring of the students by the Guidance and Counseling Office of PhilCST specifically the students personal information, absences and students behavior and activities. The scope of the study will focus only on these data processing and monitoring reports and will include other relevant matter.

Definition of Terms The following terms were defined according to its use in the study to provide better understanding for the readers: Back-up refers to a procedure or hardware used to recover lost or destroyed data to keep the system operating. Claiming process of releasing class cards of the student by the Guidance and Counseling Office Computer An electronic tool used to manipulate data and make the process of recording data easier. Computer System A more advance system which uses computer as a main tool in performing works. Data collection of information stored in a computer Database collection of data with a given structure for accepting and storing data for multiple users. Data processing manipulation of data into a more useful form to achieved desired results Dropped remarks or status of a student which actually means he has been duly withdrawn from the class with his/her knowledge Guidance and Counseling Office Office in the school that keep records on the students behavior and academic performances, dropped class cards and personal data. Guidance Counselors - professionally trained personnel who gives advices, encourages and motivates students to do the right thing Monitoring System tracing the students records using manual system or computer system Personal Data Basic information about the student such as name, birthdates, age, address, etc. Process- a part of the program that executes a step-by-step procedures and patterns

Student behavior conduct of a student governed by the code of conduct and ethics and other policies written in the PhilCST Student Manual Virus in computer security, a self-propagating program that infects and may damage another program in a computer

Chapter II REVIEW OF RELATED LITERATURE and STUDIES

This chapter discusses the different literatures and studies chosen by the researchers as guide or references in the completion of the study.

LOCAL LITERATURE Data processing machine can do also be used for the storage and retrieval of personal data. Central data processing machines can now replace the handwritten cumulative records. The individual student is given the code number (sometime the social security number is secured and used for this proposed), and information about him is fed periodically into the machine. Such information can include test scores, data about his home, school grade, school marks and tentative educational and vocational plans and, in short, all the information, which is typically found in a cumulative record. When the counselors who have spent hours transferring test scores and other information to cumulative records, filing them, and finding them again can now have this time for the practice of counseling itself to the dissemination of occupational information. Computers may now replace the bulky occupational file, which may be at some central location, so that several schools can use them at the same time. A student who wishes information about the particular occupation can then retrieved it is the same manner as describe above. In some cases, the computer may characteristics of an effective guidance program.

Attention to the more specific, tangible characteristics of highly reputed programs must be paired with the awareness that such indices are based on acceptance of the value and validity of present indices do not in themselves guarantee effectiveness but merely provide convenient preliminary check on the way to a qualitative judgment. These characteristics, which are herein enumerated, are subjective in nature and are derived from personal judgments. Although many of them are useful, they should not be accepted unquestioningly. (A Breakthrough in School Guidance & Counseling. Doris D. Tulio, Ph. D. Published By Aligned Transformations Publications) The literature provides the researchers information in planning a quality program for the Guidance and Counseling Offices student monitoring system.

LOCAL STUDIES The use of computers versus manual management and compilation of data are likely to depend on the availability and maintainability of computer hardware, the availability of staff with computer operating skills, and the possibility of protection against heat, dust, power surges and computer viruses. Effective computerization includes programs that check data as it is entered, utilize commercially available software and automatically back up data frequently. The computerized monitoring system can increase the efficiency of the Guidance and Counseling Office to deliver its services and will provide them a good and reliable output. (Student Monitoring System of the Guidance and Counseling Office of the Philippine College of Science and Technology, April 2005)

The study will help the researchers to emphasize the importance of a computerized monitoring system for the Guidance and Counseling Office.

The use of computers and other data processing machines may have a great influence on the work of the counselor in the future. Many tasks have taken much of the counselors time and keep him from using his professional skills may soon be performed by machine. When this happens, the counselor role will be dramatically changed. No longer will he be a slave to routine work, but on the other hand, no long will he be able to hide behind a paper curtain. He must then emerge into the professional spotlight where his skills can be evaluated without the excuse that he has no time to do what he has been trained to do. (The Propose Computerization of Dropping / Claiming of Class cards in the Guidance Office at PhilCST: A Feasibility Study, S.Y. 1998-1999) The statement of the studies will impart the role of computers to the work of guidance counselors.

FOREIGN LITERATURE Appropriate, usable records containing information about each student should be maintained and should be accessible by the guidance counselors. Physical facilities should provide for space, privacy and accessibility in the Guidance and Counseling Office.

(Fundamentals of Guidance.Shertzer and Stone. Boston.Houghton Mifflin Co.,1981 pp.457-458) The literature helps the researcher in analyzing the importance of each records and the place to be considered once the student monitoring system is implemented.

The advantages of a computerized system over traditional, paper-based methods of record keeping are perhaps more obvious. Here are some of them: If the Guidance and Counseling Office will be using the computerized monitoring system, theres no need for possibly voluminous files. It can also retrieve and change data far faster than a human can. A computerized monitoring systems accurate up-to-date information is available on demand of any time. (Database: A Primer Date C.J. Addison Wesley Publishing Company Inc., 1983. p12). This provides the end-users (guidance counselors) the benefits of a computerized system that can increase their efficiency in rendering their services.

In many schools, machines are already making schedules. If you give computer sufficient information about such matters as the staff, plant, course that will be offered, and desired class size, the computer can design the schedule much more quickly and efficiently than a human being. Beyond the making of the master schedule, which was sometimes a counselors functions although more generally that as of administrator, computers are also now doing the scheduling of

the individual students. A computer can determine more quickly and efficiently than a counselor whether Jhonny should have Algebra 1, second period or fifth period. Heretofore, scheduling the students into the classes probably took more of counselors time that any one single activity. However, it has long been plain that this is a relatively routine task. Some schools have turned it over to secretaries, other have thought counselor aides to perform it, but the best current solution is to have this task perform by computers. Should the school so desire, the computer can not only schedule, but provide class test with whatever data about the individuals student that are needed. Those who complain about the lack of personalization in such activity need to specify to the computer, those personal elements they want considered. The computer will take into account intelligent test scores, achievement scores, educational goals, or any other matters that can be specified and feed its memory. (Fundamentals of Guidance.Shertzer and Stone.Boston.Houghton Mifflin Co.,1981 pp.457-458) The literature helps the researchers in dealing with the handling and keeping the students information in a computerized system for an efficient and fast-service processing of the student monitoring system. Relevant Information has been acquired in the review of literature and studies which helped the researchers to conceptualize the next process in developing the system. The statements above helped the researchers to think deeper about the situation in which a monitoring system is really needed. It helped the researchers in identifying the functional requirements of the proposed system.

Chapter III METHODOLOGY

The methods, procedures or tools of action that will be developed by the researchers can work well in the development, implementation and application of the study. The following are the methods which researchers are going to use in gathering data which are relevant to the study to make the research possible.

METHOD OF RESEARCH TO BE USED The researchers will use the descriptive method in the study in order to describe the nature of situation as it exists at the time of the study. The researchers will be conducting an

interview to ask specific questions to the guidance counselors as well as to the students. The interviews will be intended to get feedback directly from the Guidance counselors and gain more realistic picture of how this Student Monitoring System will be implemented. It may require more time but it allows the researchers to have in-depth answers about the nature of the guidance services and its effect to the students. The researchers will also have the opportunity to observe the reactions of the guidance counselors and some students from the present monitoring system to the proposed computerized monitoring system for us to gather data that can help in the study.

RESPONDENTS OF THE STUDY The main respondent of the study will be the guidance counselors who will be probably using the proposed computerized monitoring system. Aside from them, researchers will also consider a number of students who will be getting benefits in the proposed system. RESEARCH INSTRUMENTS To fulfill the goals of the study, the following research instruments will be utilized. First are the files or documents of the students in the Guidance and Counseling Office that the researchers will be going to use in the study. Also, an interview questionnaire for the guidance counselors and a number of students for the verification and documentation of resources that will be gathered.

DATA GATHERING PROCEDURE The researchers will gather data through library techniques. This will include researching different kinds of books, scanning and jotting down important and related information. Books, thesis of undergraduate students,

and other reading materials will also be used to supplement more information that the researchers need in the development of the system. After gathering related information from reading materials, researchers will evaluate the students personal information which is needed in a monitoring system. Researchers will also observe and interview guidance counselors to understand and design a system that is well suited for them to have a better performance rendering their services.

SOURCES OF DATA The sources of data in the study are the following: The personnel of the Guidance and Counseling Office composed of four female were the primary sources of data in this study. Secondary source is considered to be the support or sustainable materials and or documents used in this study. As a secondary source of data, the researchers used internet, books, and unpublished thesis to serve as a guide or pattern to get some information or hints for the interface of the proposed system and also for the data flow. BIBLIOGRAPHY BOOKS Doris D. Tulio, Ph. D. 2008 A Breakthrough in School Guidance & Counseling Mandaluyong : Aligned Transformations Publications.

Shertzer and Stone 1981 Fundamentals of Guidance Boston : Houghton Mifflin Co. Date C.J. 1983 Database: A Primer Massachusetts : Addison Wesley Publishing Company Inc.

UNPUBLISHED RESEARCH MATERIAL

Danica Aisa Jorvina 2005 Student Monitoring System of the Guidance and Counseling Office of the Philippine College of Science and Technology , Philippine College of Science and Technology, Calasiao. Cipriano M. Aquino 1998-1999 The Propose Computerization of Dropping / Claiming of Class cards in the Guidance Office at PhilCST, A Feasibility Study, Philippine College of Science and Technology, Calasiao.

INTERVIEW GUIDE

Name : ______________________ Position: ______________________

I. Questions with regards to system 1. What is the present monitoring system implemented by the Guidance and Counseling Office? ______ Manual _____ Computerized If Manual, would you want the student monitoring system be computerized? _____ Yes _____ No 2. What are the different services being rendered by the Guidance and Counseling Office? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ __

3. How important are these services for the students? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___

4. What are the records to be included and handled in the computerized system? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ 5. How would you know the numbers of the dropped and claimed class cards every day? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ 6. Are there provisions for confidentiality of records? Yes _____ No _____ If YES, what are the provisions for confidentiality?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ __ 7. Are there provisions for the security of records? Yes _____ No _____ If YES, what are those provisions for the security of records? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ __

8. What are the issues of the students as well as the guidance counselors in both dropping and claiming the class cards? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ __ 9. Do you prepare daily report at the end of the day?

Yes _____ No _____ If YES, what are the content of the daily report? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ 10. What are their expectations in a computerized system? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ __ 11. How can this computerized student monitoring system improve the services of the Guidance and Counseling Office? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ __

II. QUESTIONS WITH REGARDS TO PROBLEMS

1. What are the problems encountered in terms of recording data? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ 2. What are the problems encountered during the transaction? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ 3. What are the problems encountered in terms of preparing report? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___

_________________________________ Signature

QUESTIONNAIRE Name : ________________________________

Course/Year : ________________________________

DIRECTIONS: Please read the questions carefully and put check on the option that satisfies your answer. PART 1: What are the problems you usually encounter in claiming your class cards? _____ Lots of requirements _____ Waste of time _____ Misplaced records _____ Other If Other, please specify your answer.

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___

PART2: Are you in favor of the implementation of a Computerized Student Monitoring System for the Guidance and Counseling office at Philippine College of Science and Technology? _____ Yes _____ No

If YES, please specify your answer. _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___

PART 3: What are the feature that you expect to see from the proposed project?

_____ Accessible _____ Much easier to use and not time consuming _____ Records are well kept _____ Other If Other, please specify your answer. _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___