STUDENTS INFORMATION SYSTEM

FOR STARLIGHT SCHOOL

INCORPORATED

A Research Paper Presented to the Class of

Ma’am Marivic Berganio

Gardner College Diliman

In Partial Fulfillment

Of the Requirement of the Subject

Prepared by:

Cabote, Edman
Figueroa Villamin, Jomar
Silla, Jackielyn
Sarondo, Jhon Alfie
Vasquez, Nick Joshua
 CHAPTER 1

THE PROBLEM AND ITS BACKGROUND

In this chapter, the researchers will discuss the background, purpose, problems,

objectives, and the scope and limitations of this study. The researcher also includes the

conceptual framework that the study will be based on and the different terms related to this study

Introduction

In early 1960s, the concept of information systems (IS) emerged. Information system (IS)

is an academic field that deals with the generation, collection, organization, storage, retrieval,

and dissemination of recorded knowledge. Furthermore, it is a collection of related components

designed to support operations, management, and decision making in an organization (Marrero,

2011). Some are simple manual information system where people use thing such a pencil and

paper, or even machines such as calculators and typewriters.

School faculty teachers searching for a student’s information manually in the school’s

archives are a thing in the past. Whenever a teacher or a student themselves needs their student

information, they have to go to the school archives and find it manually in a mountain of other

student’s hardcopies of information. Although the archives are extremely organized, finding a

student’s information folder manually can still take time for the fact that other student’s

information is there as well.

However, if the researcher looks at the convergence of new technologies, the speed of

adoption, and the space of innovation, they are all happening much more quickly than ever

before (Harmon, 2013). Information system (IS) is used to solve those problems on gathering
those students’ information. Student Information System (SIS) is web-based application software

designed to introduce a conducive and structured information exchange environment for

integrating students, parents, teachers, and the administration of a school or college. (Tech &

Learning, 2009). In the 21st century, some schools now use computers and hard drives to make a

digital archive where it has a Student Information System (SIS) which makes storing, finding,

and acquiring a student’s information a piece of cake so that the researchers conducted a study

about Student Information System (SIS) to solve those problems on gathering those student’s

information.

This study will primarily focus on how Starlight School Incorporated processing their

student’s information and what are the necessary things that we can add to the system. Starlight

school will also serve as client as well on this study to implement a student information system

(SIS) on their school system.

Background of the study

Starlight School Incorporated was founded in year 2003 by Hilario Garcia and Delia

Garcia and registered on year 2016. Starlight School Incorporated is located at 97 4th St. Area 4,

Veterans Village, Brgy. Pasong Tamo, Quezon City. This school uses student management

system that usually done manually through pen and paper. Gathering and finding a student's

information and storing it in archives manually had its issues with schools worldwide ever since.

There are some occurrences where it takes time to find a specific student's information because

there are too many other information are there. There are even worse cases where the student's

information or the archives itself is destroyed through accidents mainly for the reason that they

are physical copies. Meanwhile, a proper student information system (SIS) can prevent such
occurrences because the system will do the searching for you and you don't have to worry about

the information getting destroyed or lost because it is a digital copy and it can also be uploaded

or saved in the internet. The researcher’s main aim is to manage and organize students’ database,

information, attendance, records. Also to reduce time by gathering, storing and retrieving the

information of the students.

Statement of the Problem

This study aims to answer the following question;

Major Problem

1. Will the system enhance the ways of recording and acquiring a student’s information?

Minor Problems

2. Is the information system easier to access than a physical archive?

3. Are the students' information safer in the system than being in the archives?

4. Is the system going to reduce the process of gathering, recording, or acquiring a student’s

information?
Objective of the Study

The student information system (SIS) is a student-level data collection system that allows

the department to collect and analyze more accurate and comprehensive information. The student

information system (SIS) provides capabilities for entering student records, and managing other

student related data. The objectives of the study are started below;

1. To access the student’s records and get the desired information which may require.

2. To increase data accuracy, make student information management more secure, effective,

convenient, and accessible.

3. To make the application of student information system (SIS) usable for schools.

Significance of the Study

The importance of this study is to show a detailed explanation on how the system will

help the faculty staff to gather, record, and or acquire a student's information easier in storage or

a virtual archive. Here are some of those who will benefit from this study.

First and foremost is our client, the Starlight School since our system will help them

gather, record and/or acquire a student’s information which will boost productivity and

efficiency of the school.

Second are the students because they will feel secured that such system exists to help

them take care and keep their school records safe and secured.

Third are the parents to some extent because they will have the chance to know how

efficient is the school when it comes to storing and securing a student’s information which is

crucial for their child who applied or who’s planning to apply to Starlight School.
 Conceptual Framework

Input Process Output

Username & Password Saving student information Student information to

Student Information Saving user/admin information database such as their class,

subjects, exam, attendance,
Staff Saving staff information
exam marks/grade, and
Student Fees Processing of student fees their payment/tuition.
Staff Payment Processing of Staff Payment

The conceptual framework above shows the process of the study in which the end results

will be the records of a student’s information and details. The diagram above shows the overall

use of the system.

For the input box, the admin, teaching staff, non-teaching staff includes the parents of the

students and especially the students themselves will use their username and password to be able

to access the student's private records and the school management system. Once the user logged

in successfully, they can access the student information system. Student information system

includes the student information, student fees, student subject, student exam, student exam

marks. Only the admin is allowed to access the entire SIS tool such as student, class, subject,

staff, fees, user and payment tool. The teaching staff is not allowed to access the staff, fees, user

and payment tools.

 For the process box, it concludes the processes of our system. After the input of the

student’s information, it will be automatically recorded in a database so that the faculty and

others staffs will be able to find retrieve and update it easily.

For the output box, it will show the recorded student information. It can also be printed if

necessary.

Definition of terms

Archives are a collection of documents and records that contain historical information.

Technology refers to methods, systems, and devices which are the result of scientific knowledge

being used for practical purposes.

Student Information System is a program that records various different data, records, files and

other information of students and stores them in a digital archive.

 CHAPTER 2

REVIEW OF RELATED LITERATURE

Foreign Literature

According to Bharamagoudar, Geeta and Totad (2013) on their journal entitled "Web-

based student information system" states that Student Information Management System (SIMS)

provides a simple interface for maintenance of student information. It can be used by educational

institutes or colleges to maintain the records of students easily. The creation and management of

accurate, up-to-date information regarding a students’ academic career is critically important in

the university as well as colleges. Student information system deals with all kind of student

details, academic related reports, college details, course details, curriculum, batch details,

placement details and other resource related details too. It tracks all the details of a student from

the day one to the end of the course which can be used for all reporting purpose, tracking of

attendance, progress in the course, completed semesters, years, coming semester year curriculum

details, exam details, project or any other assignment details, final exam result and all these will

be available through a secure, online interface embedded in the college’s website. It will also

have faculty details, batch execution details, students’ details in all aspects, the various academic

notifications to the staff and students updated by the college administration. It also facilitates us

explore all the activities happening in the college, Different reports and Queries can be generated

based on vast options related to students, batch, course, faculty, exams, semesters, certification

and even for the entire college.

 According to Gemmell and Pagano (2003) to their journal entitled "A post-

implementation evaluation of a student information system in the UK higher education sector"

states that the Student Information System supports the management of student information

throughout key business activities, that is, recruitment, admission, registration, invoicing,

accommodation, assessment, progression, graduation and careers.

According to Montero (2011) enrollment system is the process of entering and verifying

data of student to register on a particular school. Different interrelated processes build up

enrollment procedure called enrollment system (ES). ES are used particularly in recording and

retrieving student information. Tracking student information is also one feature of ES, in which

the school can trace the standing of student. Verifying payment was also added to update or

browse student billings.

According to Perret (2012), the integration of SIS in the U.S.A. setting with resources to

higher education systems determining that certain group of students can acquire and gain

effective knowledge literacy skills through the SIS process and understanding the value of

education service crafted to provide best teachings as possible.

Local Literature

According to Marrero (2011) in his study entitled “Student Information System for the

University of the Cordilleras” stressed that the concept of Information Systems (IS) emerged in

the early 1960s. More often, when information system is defined, the field Information Science

is always associated; Information System is an academic field that deals with the generation,

collection, organization, storage, retrieval, and dissemination of recorded knowledge.

Furthermore, it is a collection of related components designed to support operations,

management, and decision making in an organization. Generally, Information System is

supposed to inform people. Information System supports people or users in making intelligent

decisions based upon the information derived from reliable data.

Pacio (2013) on her study entitled “Online Student Information System of Benguet State

University” gave emphasis that as main goal of the school “to generate and disseminate new

knowledge and technologies that will promote sustainable resource development and enrich the

competent and effective services geared towards efficiency and economy” which is inconsistent

with the existing student information system of the Kalinga State University Rizal campus.

According to Resare and Bautista (2014) to their journal entitled "Students’ Record

Information System (SRIS) AIMS-CeSS Department" Student Records Information System

(SRIS) is a computer application that deals with the collection, organization, storage, generation

and publication of recorded information. SRIS provide capabilities for entering student

information, building student record and managing other student-related data of the school.

Furthermore, it allows the quick flow and accessibility of information.

 CHAPTER 3

RESEARCH METHODOLOGY

Research Design

The study applied research sampling survey. This type of survey is used to generalize the

data gathered from the staff and the students to use the conclusion as a whole.

Research Environment

The research will take place in Starlight School Incorporated located in 97 4th St. Area 4,

Veterans Village, Brgy. Pasong Tamo, Quezon City. This is the school where we will conduct

our surveys and implement the system used for storing, gathering and updating a student's

information.

Research Participants/Informants

The researchers have a total of 27 respondents including the teachers/staffs and the

parents of the students of Starlight School Incorporated. The distribution of surveys will be 20

sheets for the parents of the students and 7 for the teachers and/or staffs. The researchers chose

the parents as respondents instead since the students are too young to answer the survey sheets.

n= N

1 + Ne²
Research Sampling

Parents
Questions Always Sometimes Often Rarely Never
1. How often are you worried that your
child’s papers might be mixed up with
someone else?
2. How often do you think that your child’s
papers might be loss?
3. How often do you have to wait a long time
to retrieve your child’s papers?
4. How often do you think that it is a hassle
free recruitment/enrollment processes with
student information system?
5. How often do you think that using student
information system has a higher security
for student’s information?
6. How often you encountered an event on
where your child's retrieve papers is
damaged?
7. How often do you think that it is an easy to
go payment processing with student
information system?
8. How often do you think that student
information system helps for better
communication?
9. How often do you think that it will help
you to view your child's grade, attendance
and progress?
10. How often do you think a more high-end
technological system such as an
information system is needed in your
school?
 Teachers/Staffs
Questions Always Sometimes Often Rarely Never
1. How often do you think that student
information system will help to enhance
the productivity?
2. How often do you struggle at keeping the
information papers safe?
3. How often do you struggle at keeping
track of the information system?
4. How often do you struggle on
communicating your student’s parents?
5. How often does it take a long time to find
a specific students paper in your physical
archives?
6. How often do you think that the student
information system improves student’s
success?
7. How often do you struggle on accessing
forums, attendance, timetables, marks,
grades and examination schedule?
8. How often do you struggle when
recruiting/enrolling students?
9. How often do you think that student
information system will help enhanced the
security?
10. How often do you think that Starlight
needs a student information system?
Research Instrument

The research instrument that will be used for the gathering information appropriate for

the study will be the survey. There will be a separate survey for the parents and the staff which

will contain 10 questions concerning the proposed system that will be distributed through the

staff people and administrators of the workplace.

Data Gathering Materials

The data gathering materials that we used for our study to obtain information are the

internet, related literatures about our topic, solvins formula and the exchange of information with

our student’s (Starlight School Incorporated).

Data Gathering Methods/Procedures

The researchers created two surveys, one for the parents and one for the staffs; each

contains ten questions that are Likert frequency questions to be answered by the informants of

the study. The processing of data will undergo a statistical evaluation to see the participants how

often they do the old school student information system and how often it will affect or improve

their works.
 CHAPTER 4

INTERPRETATION AND ANALYSIS OF DATA

This chapter presents the data gathered to answer the stated problem of the study which

had been carefully analyzed and interpreted through statistical procedures

Table 1

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

1. How often are you worried that your child’s 60% 20% 10% 10% 0%
papers might be mixed up with someone else?

Table 1 shows the Distribution of Respondents who are parents of the students who

answered Question 1. 60% of the parents stated that they are always worried that their child’s

papers might be mixed up with someone else and 10% of the parents stated that they are rarely

and often, worried that their child’s papers might be mixed up with someone else.
 Table 2

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

2. How often do you think that your child’s 10% 70% 10% 10% 0%
papers might be loss?

Table 2 shows the Distribution of Respondents who are parents of the students who

answered Question 2. 70% of the parents stated that sometimes they think that their child’s

papers might be loss and 10% stated that always, often, and rarely they think that their child’s

papers might be loss.

Table 3

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

3. How often do you have to wait a long time to 5% 90% 5% 0% 0%
retrieve your child’s papers?

Table 3 shows the Distribution of Respondents who are parents of the students who

answered Question 3. 90% of the parents stated that sometimes they are wait long to retrieve

your child’s papers and 5% stated that always, often, they are wait long to retrieve your child’s

papers.
 Table 4

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

4. How often do you think that it is a hassle free
35% 50% 5% 10% 0%
recruitment/enrollment processes with student
information system?

Table 4 shows the Distribution of Respondents who are parents of the students who

answered Question 4. 50% of the parents stated that sometimes they think that it is a hassle free

recruitment/enrollment processes with student information system and 5% stated that often they

think that it is a hassle free recruitment/enrollment processes with student information system.

Table 5

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

5. How often do you think that using student
25% 65% 10% 0% 0%
information system has a higher security for
student’s information?

Table 5 shows the Distribution of Respondents who are parents of the students who

answered Question 5. 65% of the parents stated that sometimes they think that using student

information system has a higher security for student’s information and 10% stated that often they

think that using student information system has a higher security for student’s information.
 Table 6

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

6. How often you encountered an event on 5% 55% 20% 10% 10%
where your child's retrieve papers are damaged?

Table 6 shows the Distribution of Respondents who are parents of the students who

answered Question 6. 55% of the parents stated that sometimes they encountered an event on

where your child's retrieve papers are damaged and 5% stated that always encountered an event

on where your child's retrieve papers are damaged.

Table 7

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

7. How often do you think that it is an easy to
55% 35% 10% 0% 0%
go payment processing with student information
system?

Table 7 shows the Distribution of Respondents who are parents of the students who

answered Question 7. 55% of the parents stated that they are always think that it is an easy to go

payment processing with student information system and 10% stated that they are often think

that it is an easy to go payment processing with student information system.

 Table 8

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

8. How often do you think that student
information system helps for better 50% 45% 5% 0% 0%
communication?

Table 8 shows the Distribution of Respondents who are parents of the students who

answered Question 8. 50% of the parents stated that they are always think that student

information system helps for better communication and 5% stated that often student information

system helps for better communication.

Table 9

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

9. How often do you think that it will help you
to view your child's grade, attendance and 35% 50% 15% 0% 0%
progress?

Table 9 shows the Distribution of Respondents who are parents of the students who

answered Question 9. 50% of the parents stated that sometimes they think that SIS will help the

parents to view their child's grade, attendance and progress and 15% stated that often it will help

them to view their child's grade, attendance and progress.

 Table 10

Distribution of Respondents who are Parents of the students who Answered Question

Questions Always Sometimes Often Rarely Never

10. How often do you think a more high-end
25% 50% 25% 0% 0%
technological system such as an information
system is needed in your school?

Table 10 shows the Distribution of Respondents who are parents of the students who

answered Question 10. 50% of the parents stated that sometimes high-end technological system

such as an information system is necessary in their school, 25% stated that high-end

technological system such as an information system is always necessary in their school and 25%

stated that high-end technological system such as an information system is often needed in their

school.

Table 11

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

1. How often do you think that student
71% 29% 0% 0% 0%
information system will help to enhance the
productivity of the school?

Table 11 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 11. 71% of the Teacher/Staff stated that student information system will

always help to enhance the productivity, and 29% of the Teacher/Staff stated that student

information system will sometimes help them to enhance the productivity of the school.
 Table 12

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

2. How often do you struggle on keeping the 14% 43% 43% 0% 0%
information papers safe?

Table 12 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 12. 43% of the Teacher/Staff stated that sometimes, often they struggle

on keeping the information papers safe, and 14% of the Teacher/Staff said that they are always

struggle on keeping the information papers safe.

Table 13

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

3. How often do you struggle at keeping track 14% 71% 14% 0% 0%
of the information system?

Table 13 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 13. 71% of the Teacher/Staff stated that sometimes, they struggle on

keeping track of the information system, 14% of the Teacher/Staff stated that they are always

struggle on keeping track of the information system, and 14% of the Teacher/Staff stated that

they are often struggle on keeping track of the information system.

 Table 14

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

4. How often do you struggle on 14% 57% 29% 0% 0%
communicating your student’s parents?

Table 14 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 14. 57% of the Teacher/Staff stated that sometimes they are struggling

on communicating their student’s parents, and 14% of the Teacher/Staff stated that sometimes

they are struggling on communicating their student’s parents.

Table 15

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

5. How often does it take a long time to find a
0% 71% 29% 0% 0%
specific students paper on your physical
archives?
Table 15 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 15. 71% of the Teacher/Staff stated that sometimes, it will take a while

for finding specific students’ paper on their physical archives, and 29% of the Teacher/Staff

stated that often, it will take time for finding specific students’ paper on their physical archives.
 Table 16

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

6. How often do you think that the student 71% 29% 0% 0% 0%
information system improves student’s success?

Table 16 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 16. 71% of the Teacher/Staff stated that they always think that

information system helps to improve the students’ success, and 29% of the Teacher/Staff stated

that sometimes they think that information system helps to improve the students’ success.

Table 17

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

7. How often do you struggle on accessing
29% 71% 0% 0% 0%
forums, attendance, timetables, marks, grades
and examination schedule?

Table 17 shows the Distribution of Respondents who are Teacher/Staff of the

students who answered Question 17. 71% of the Teacher/Staff stated that sometimes they

struggling on accessing forums, attendance, timetables, marks, grades, and examination

schedule, and 29% of the Teacher/Staff stated that they are always struggling on accessing

forums, attendance, timetables, marks, grades, and examination schedule.

 Table 18

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

8. How often do you struggle when 0% 71% 0% 29% 0%
recruiting/enrolling students?

Table 18 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 18. 71% of the Teacher/Staff answered that sometimes they’re

struggling when recruiting/enrolling students, and 29% of the Teacher/Staff answered that

they’re often struggling when recruiting/enrolling students.

Table 19

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

9. How often do you think that student
57% 43% 0% 0% 0%
information system will help to enhanced the
security?

Table 19 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 19. 57% of the Teacher/Staff stated that they always think that student

information system will help to enhanced the security, and 43% of the Teacher/Staff stated that

they sometimes think that student information system will help to enhanced the security.
 Table 20

Distribution of Respondents who are Teacher/Staff who Answered Question

Questions Always Sometimes Often Rarely Never

10. How often do you think that Starlight
86% 14% 0% 0% 0%
School Incorporated needs a student
information system?

Table 20 shows the Distribution of Respondents who are Teacher/Staff of the students

who answered Question 20. 86% of the Teacher/Staff stated that they always think that SIS

should be implemented on Starlight School Incorporated, and 14% stated that sometimes, they

think that Starlight School Incorporated needs a student information system.

 CHAPTER 5

SUMMARY, CONCLUSION, AND RECOMMENDATIONS

Planning

The proposed system was thoroughly planned with the request and exchanging of

information with our clientele (Starlight School Incorporated). The system was planned by the

researcher’s observation of the system of the teachers when they take the information of the

students, and the researchers realized that the teachers struggles when the information was taken

through manually and take a long time on taking the information.

Writing

The researchers have envisioned that this proposed system will serve as an optimization

for the school, Starlight School Incorporated the whole system was entirely made through

VB.Net. The compiler and design were all made using Visual Basic and our data base was made

with the Microsoft Access. Our programmer, Nick Joshua Vasquez, has handled the entire

coding and the designs of the system itself. Edman Cabote, has helped with the documentation

and has suggested multiple features in the system. Nick Joshua Vasquez, has handled the survey

forms and the documentation for the proposed system.

Design

The framework of the system consists of twenty-two forms. The 1st form named

“Login” consists of the username & password with the features of log-in form. After logging in,

the system will enter the 2nd form named “Home” which is the user interface that contains the

overall settings such as student, class, staff, exam, fees, user, subject and payment tool strip
menu. You also have the date and time at the lower right of the system. The picture of the school

is its background. The other twenty forms named as add class, class details, add exam, add exam

marks, add fees, collect fees, fees collection details, fees details, add staff, staff details, add

student, student details, update student, add subject, subject details, add user, delete user, update

user, and user details.

Implementation

As soon as the system were finished with all required features of the student information

system. It will be implemented as soon as possible by the school. The system will be placed at

the admin’s front desk.

Summary

After the analysis of data, the researchers have observed that 71% of the teacher/staffs

thinks that student information system will help to enhance the productivity of the school and

86% of teachers/staff and 25% of the parents of the students agreed on the thoughts that the

school should have a student information system.

Conclusion

Based on the data gathered, majority of the respondents agreed that student information

system will help to improve the productivity of the school and Approximately 55.5% of the

respondents agreed that student information system is necessary and should be implemented to

Starlight School Incorporated to manage the information of the students easily.

Recommendation

We the researchers have analyzed and made our conclusions about the system proposal.

If any other researchers are intrigued and interested in updating our system, we truly recommend

that:

1. Add receipt printing for student fees.

2. Add receipt printing for staff payment.

3. Add attendance form for the students and staffs.