DiCNHS Enrollment Management System

University of Mindanao Digos Campus

A Project
Submitted in Partial Fulfillment of the
Requirements in IT13L (Professional Track for IT 4)

Submitted to:
Ms. Joane May B. Delima

Submitted by:

Marvin R. Alimento
Rhona Mae Magsayo
Osama C. Bugso

S.Y 2021-2022

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 Table of Contents

Cover Page I
Table of Contents II

Phase 1: Project Proposal

1.1 Project Context 3
1.2 Project Business Rules 5
1.3 Statement of the Problems 6

1.3.1 General problem 6

1.3.2 Specific problem 6
1.4 Statement of Objectives 7
1.4.1 General Objective 7
1.4.2 Specific Objectives 7
1.5 Significance of the Study 7
1.6 Scope and the Limitation 8
1.6.1 Under the Scope: 9
1.6.2 Under Limitation: 9

Phase 2: Database Model

2.1 Relational Model 10
2.2 Data Dictionary 11
2.3 Entity-Relationship Diagram 14
2.4 Data-Flow Diagram 15
2.4.1 Context Diagram 15
2.4.2 Diagram 0 16
2.4.3 Child Diagram 17
Phase 3: Data Design 18
3.1 Database Normalization Process 18
3.2 Data Structure 19

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Phase 4: Database Population 20
4.1 Populated Tables 20
4.2 Queries and Resulting Tables 22

Phase 5: Final Project 24

5.1 Screen Designs/Snapshots 24

APPENDICES 30

BIBLIOGRAPHY 32

PERSONAL VITAE 34

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 DiCNHS ENROLLMENT MANAGEMENT SYSTEM

Phase 1: Project Proposal

1.1 Project Context

The DiCNHS Enrollment Management System (DiCNHSEMS) will help the

particular high school in Digos City National High School to ease the work of the
enrollment processes. This can help solve the problem in manually enrolling the
students by the use of this system specially in these pandemic times, it needs to have
the system or technology that can be used. This system will also help reduce the time
processing the papers of the students and excessing use of papers because the majority
of the work will be on the computer by processing the data needed from the students.
The benefits of this system to the school is the ease of work by the teachers who are
the one processing the data, it is time consuming because of the use of technology and
this can also help securing the data of the students because it will be save in the
system or in the internet so that it can be restored if the data is deleted on the system
because in manual use of enrollment, they are using papers with the data of the
students that can be possibly misplaced of gone for many reasons such as fire in the
school or earthquake.

We choose the Digos City National High School for our system in the midst of the
pandemic because we observe that they are manually using the traditional way of
enrolling the students by going to school in face to face, filling the information in the
fill-up form in the box and then proceeding to write their information and if done, the
teacher will check if the information is correct and if it will be corrected then the
teacher will collect the tons of fill-up forms by the students who enroll in their school.
The second option they’ve got is by the use of google forms which is not the accurate
way of using it because of the integrity of the information and since it is high school,
the information cannot be accurate for what is needed because the teacher cannot
correct it like what they do in the face-to-face enrollment.

In addition, manually enrolling the students can be a hassle especially nowadays that
the pandemic is still going on and the process can eat the time by just writing all the
information needed from the students. Teacher’s will also exceed some effort
processing the tons of papers by the student’s information and also waste of papers,

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one of the reasons why people cut trees just to make a paper. The information of the
student’s is very important and by the use of manual process of enrollment, it is less
secure for it can be misplaced or gone. Another problem is that it is higher cost by the
use of papers, a lot of ballpens and other things that are used by manually enrolling
the students. The most significant disadvantage of manual document filing is the
amount of space it consumes. While it may not seem like a big concern at first, as the
national high school grows, it will need to find a new means to store files. Otherwise,
it will occupy space simply to accommodate the files. This also implies that the
teacher must go out of ways to locate a file. This is one major headache teachers do
not require. It detracts from productivity. In the overall process, the information of the
students is going to be hard in making changes because of the use of papers and it is a
hassle to use “touch-and-go” or any eraser and then fill-up again the information of
the students. When the teacher wants to access the data the other day, it is hard
because they will manually search the tons of papers from the students enrolled.

Furthermore, the DiCNHS Enrollment Management System is the key to the manual
process of enrollment in Digos City National High School for it is made easier by just
a few click of a buttons, teacher will now just watch student filling up the information
in the computer and if done then can check it just by scrolling the mouse and hover it
a couple of times and if all check then it will directly past to the administrator and the
administrator will be the one to secure the information of the students. Our system is
made with ease and friendly user Interface (UI) and User experience (UX) by working
hard making the system as comfortable to use as it can be the problem solver to the
admin, Staff and students in Digos City National High School.

1.2 Project Business Rules

This system is designed for the administrator, teachers and students who are using it
manually in processing the enrollment. The enrollment process is very important
because that is the starting point of why the students’ called students, so we made the
system easy, reliable, fast and convenient. We the developers are implementing the
system for the purpose of an accurate process of enrollment and solving the problems
of manually enrolling the students of Digos City National High School. By these

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thoughts, we have some business rules that will be followed to make it effective in
use.

⮚ The teacher will create their own account in the system to know who is the
teacher that is processing the grade.
⮚ In the process of creating the account, the teacher will choose if they will be
the “admin” (the one who controls and manages the data of the student’s
enrollment form) or “client” (the one who process the information given by
the students) and if done then it will automatically save.
⮚ After that, the teacher will proceed to log-in their account in the log-in form.
⮚ After logging in, the teacher will be going through the dashboard and they will
see the multiple icons used to process the enrollment form, data manipulation,
etc.
⮚ After manipulating the enrollment process for the student’s enrollee, it is time
to save it and it should be ready to use by the students.
⮚ In the student’s perspective, they will just fill up the information given to the
client teacher and ask in the chat section if there is a confusion filling the
needed information.
⮚ When done, the student will just click the button “load” and it will proceed to
the client teacher and check if the information is correct and if the information
is not accurate, the teacher will chat the students for further errors of info and
it will unload the students’ fill-up form.
⮚ Once the information is done, the student is successfully enrolled and the
client teacher will submit the information of the student to the admin teacher.
⮚ Finally, the admin teacher will collect the information of the enrollee students
who are enrolled and manage it to where the classroom section they belong.

1.3 Statement of the Problems

This study aims to propose an enrollment system for Digos City national high school.

1.3.1 General problem

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The manual registration process at Digos City National High School is inconvenient
and exhausting. You can't complete the enrollment/survey form if you don't have
access to the internet, and there are a lot of questions to answer, which is
inconvenient. Teachers must print the enrollment form after the parents have
completed it. You also need to refresh the page to continue. And it takes days, weeks
or even months to finish. Manual system puts pressure on people to be correct in all
details of their work at all times.

1.3.2 Specific problem

● Manual enrollment takes a long time to handle and process the

student’s paperwork.
● If a mistake occurs during the manual process, the process will be
restarted from the beginning.
● The records need to be protected from water, fire and mishandling the
student’s paperworks.

1.4 Statement of Objectives

The study's primary goal is to establish a DiCNHS enrollment mechanism.

1.4.1 General Objective

The purpose of the proposed system is to provide easier access for the enrollees
through technology. To minimize the time and effort of the students during
enrollment seasons. To help the staff in the accounting office to input and retrieve
data in a more efficient way. Its functions relate to the collection of data and
information for the students. Other purposes of our system are to have real-time
registration of the students. A user-friendly enrollment desktop application that
manages existing students, new students, and transferees.

1.4.2 Specific Objectives

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 ● To provide a desktop application to speed up the enrollment process.
● To provide an enrollment history, it automatically saves the data to
avoid restarting the process from the beginning.
● To secure and prevent the record from misplacing or losing. And for
the officers to easily search, locate, and update records.

1.5 Significance of the Study:

The researchers will find the importance of this study to help the following
beneficiaries:

Student. The system will help students to have an easy transaction in processing
the enrolment. To maintain the proper management of enrollment, students should
follow the step of enrollment enrollment so that it can proceed from the next step.
And that is why such enrollment systems are extremely useful in the way that it gives
an ease of working or working on enrolment processes.

Client Teacher. ThisThis system will help teachers to get the information of the
student, it helps them to organize and manage their enrollment processes so that they
can save money and time.

Admin Teacher. The system will help the admin to manage the process of
enrollment in their school and admin hashas an ability to control what is inside the
system and it can manipulate the system and they may benefit from the results of the
field study to activate the role of school to give a solution about the problem of the
school.

Researcher. This will help them to gain knowledge of how the enrollment
process works.

Future Researcher. The study will help the researcher to guide them for their
future research and have a relevant study for the system.

1.6 Scope and the Limitation

Nowadays the computer Nowadays the computer serves as an instrument into the
society that is a power of technologies and media to perform and help the organization

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to grow especially in educational purposes. Most of the schools are using computers
to operate the process and the management in their school. And we are the researchers
who got a brief information about the process of enrollment in Digos City National
High School that they will need a manual computerized enrolment system to manage
the process in their school in terms of adding a student. But as the population of the
students continues to grow. SchoolsSchools face difficulties in handling their
enrollment in a manual process. To make a solution from this problem our groups
made a system to solve the problem in their school. We madeschool. We made a
manual enrollment into a computerized system to manage the enrollment into their
school. The titletitle of our study is Digos City National High School Enrollment
Management System (DiCNHSEMS). This. This will help in the fields of enrollment
management system of the school.

1.6.1 Under the Scope

This system shall be concerned with the enrolled student to be recorded in the school
through the use of the computers. This system has an ability to save, record and to
change and edit the important data of the student base of their information. The
system covers the computerization of the enrollment system including student
registration class list, teacher's report of total enrollment of the student. This study
was assigned from the teachers that they have an ability to take the student enrolled
from their school. The system gives further information about the enrollment process
to know how many students are enrolled in every year level. The user of this system
has a responsibility to log in/log out or to register their accounts as a student as a
student or a teacher. The rule of the student is to give important data or information
about the information about the current records, an important matter based on the
requirements of the school so that they can enroll. Teachers is the one who manage
the student from the enrollment process, accepting the records of their student base
from the giving data into the system

1.6.2 Under Limitation

The system doesn't cover the calculation of understudy's grades, class planning,
review of subjects and instructors and paying of expenses. Not tolerating any online

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installments. It can just work for secondary school enlistment purposes. It can't show
the timetable of the subject in each year level.

The admin is the one who can control and manage the enrollment details which
includes the following: section school year, list of the student, faculty and staff and
have full access to the system features, it also confirming the students who are
currently registering and/or enrolling, generating records, sectioning the students in
every year level.

Phase 2: Database Model

2.1 Relational Model

The relational diagram is a simple visual representation of the attributes, foreign keys,
and table relationships that connect the entities. A relational diagram is a
representation of a database system. It explains the data in tables as well as the
relationships among them.

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 Figure 1: Relational Model

Figure 1 depicts the system's relational model, which depicts the many relationships
between entities as well as the characteristics that connect them together, which are
the foreign keys. All of the tables or entities are linked to one another, and the picture
depicts the characteristics that link them.

2.2 Data Dictionary

A data dictionary is a collection of names, definitions, and characteristics for data

items and models. The metadata in a database is the data in a data dictionary. After
that, these elements are integrated into a database, research project, or information
system. For all project or database participants, data dictionaries are used to record
and exchange data structures and other information. The data dictionary will establish
the project's standards and guarantee that the dataset is consistent. Without a data
dictionary, there's a higher risk of losing critical data during translation and transfer.
It's also simpler for teams to evaluate data later on when they use a data dictionary.

tbl_signup

Attribute Length Type Description

Id 10 Auto-increment ID (Primary Key)

Uname 100 varchar Username

Fname 100 varchar First Name

Lname 100 varchar Last Name

Email 100 varchar Email Address

Password 100 varchar Sign-up Password

tbl_admint

Attribute Length Type Description

Id 10 Auto-increment Admin Teacher ID

(Primary Key)

Fname 100 varchar Admin Teacher

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 First Name

Lname 100 varchar Admin Teacher

Last Name

Uname 100 varchar Admin Teacher

Username

Password 100 varchar Admin Teacher

Password

tbl_clientt

Attribute Length Type Description

Id 10 Auto-increment Client Teacher ID

(Primary Key)

Fname 100 varchar Client Teacher

First Name

Lname 100 varchar Client Teacher

Last Name

Uname 100 varchar Client Teacher

Username

Password 100 varchar Client Teacher

Sign-up Password

tbl_estudent

Attribute Length Type Description

Eid 10 Auto-increment Enrollment ID

(Primary Key)

Sid 10 varchar Student ID

Fname 100 varchar Student First Name

Lname 100 varchar Student Last Name

Bdate date Student Birth Date

Stype 100 varchar Student Type

Glevel 100 varchar Student Grade

Level (Foreign

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 Key)

Section 100 varchar Student Section

(Foreign Key)

Sem 10 varchar Student Semester

Quarter 10 varchar Student Quarter

tbl_module

Attribute Length Type Description

Mnum 10 Auto-increment Module Number

(Primary Key)

Title 100 varchar Module Title

Subject 100 varchar Module Subject

Dgiven 100 varchar Module Date

Given

Nadviser 100 varchar Module Name

Adviser

tbl_glevel

Attribute Length Type Description

Snum 10 Auto-increment Student Number

(Primary Key)

Student 100 varchar Student Grade

Level

Adviser 100 varchar Adviser Grade

Level

Section 10 varchar Grade Level

Section (Foreign
Key)

Rnum 10 varchar Room Number

(Foreign Key)

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 tbl_adviser

Attribute Length Type Description

Aid 10 Auto-increment Adviser ID

(Primary Key)

Fname 100 varchar Adviser First

Name

Lname 100 varchar Adviser Last Name

Glevel 10 varchar Adviser Grade

Level (Foreign
Key)

Section 10 varchar Adviser Section

(Foreign Key)

2.3 Entity-Relationship Diagram

A connection between all sets of entities may be identified using an entity relationship
diagram (ERD). This document describes the relationships that exist between all of
the data components in a certain system. An ERD includes a variety of symbols and
connectors that are used to represent two key pieces of information: the main entities
inside the system and the inter-relationships between those entities.

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 Figure 2: Entity-Relationship Diagram

The relationships between all of the entities in the database system are shown in
Figure 2. To identify how data flows across the system, it shows the connections
between each particular table. The number of potential occurrences in an entity that is
linked with another entity indicated by the connectors or the cardinalities is likewise
shown by the number of possible occurrences.

2.4 Data-Flow Diagram

The data flow diagram depicts the manner in which information circulates or flows
across a computer network or other system. In other words, it is a graphical
representation of data flow. Three diagrams are presented in this study: the context
diagram, diagram 0 and the child diagram. The context diagram is the most basic of
the three. The flow of information between the system and the external entities is
shown in the context diagram, which may be found here. The diagram 0 will depict
the whole system as a single continuous process. Finally, the child diagram provides a
more comprehensive representation of the parent process.

2.4.1 Context Diagram

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 Figure 3: Context Diagram

The context diagram of the system is shown in Figure 3, and it depicts the processes
that take place between the system and the external entities. Admin/Client teacher will
provide information to the enrollment management system as well as the student
enrollees that will collect the data into the system and the admin teacher will be the
one to finalize the student information and then it will be collected by the faculty
member.

2.4.2 Diagram 0

Figure 4: Diagram 0

Diagram 0 is the general process of the system as seen in figure 4, there are Three
external entities which are the admin/client teacher, student enrollees and faculty
member. The data store on the other hand consists of admin teacher accounts, client
teacher accounts and student’s data. There are four processes that are present in the
diagram. The 1.0 process is the login/signup which will create the account for either
the admin teacher or the client teacher, the 2.0 process is the admin teacher’s

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dashboard which will collect, manage and resolve technical issues during the
enrollment, the 2.1 process is the client teacher’s dashboard which will guide the
student enrollees of the requirement needed, the 3.0 process is the enroll student
which is to determine the required information given to the student enrollees if it is
correct and the 4.0 process is the produce class list which initiate the data of the
student enrollees and finalize the student enrollees information.

2.4.3 Child Diagram

Figure 5: Child Diagram (Process 3.0)

Child diagram or the process 3.0 in the Diagram 0 is the detailed process of the
enrolled student consisting of one external entity, two data stores and three processes.
In the 1.0 process, it is the detailed information requirement of the student, the 2.0
process is enroll student which is the middle process of enrollment and the 3.0 process
is confirmed registration to finalize the information of the enrolled student.

Phase 3: Database Design

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3.1 Database Normalization Process

Data normalization is basically a kind of procedure whereby data inside a database is

arranged in such a manner so that users may correctly use that database for future
queries and analysis. Here is our list of normalized tables.

➢ tbl_signup (Uname, Fname, Lname, Email, Password)

➢ tbl_admint (Id, Fname, Lname, Uname, Password)
➢ tbl_clientt (Id, Fname, Lname, Uname, Password)
➢ tbl_adviser (Aid, Name, Glevel, Section)
➢ tbl_estudent (Eid, LRN, Sid, Name, Gender, Bdate, PoB, Glevel, Section,
Quarter, Father, Occupation, Mother, Occupation2, Address, EC, SA)
➢ tbl_module (Mnum, Title, Subject, Dgiven, Nadviser)

3.2 Data Structure

A data structure is a specific format for organising, processing, retrieving and storing
data. There are many basic and sophisticated kinds of data structures, all intended to
organise data to fit a particular purpose. Data structures make it simple for people to
obtain and interact with the data they need in suitable ways. Most crucially, data
structures define the arrangement of information so that computers and people may
better comprehend it. The system's data structure is shown below.

Figure 6: Data Structure

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Phase 4: Database Population

4.1 Populated Tables

The Population of our system consists of six tables, these tables are used to store data
and information for subsequent transactions by the system. Below are the tables with
each populated with data examples.

Figure 7: Populated Table (tbl_admint)

Figure 8: Populated Table (tbl_adviser)

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 Figure 9: Populated Table (tbl_clientt)

Figure 10: Populated Table (tbl_estudent)

Figure 11: Populated Table (tbl_module)

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 Figure 12: Populated Table (tbl_signup)

4.2 Queries and Resulting Tables

We used these queries to manipulate and get data from the database. These statements
may specify which columns in the table will be modified. The query statements and
their associated table results are listed below.

Query 1:

Figure 13: Query

Number 1

Result:

Figure 14: Result Number 1

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Query 2:

Figure 15: Query Number 2

Result:

Figure 16: Result Number 2

Query 3:

Figure 17: Query Number 3

Result:

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 Figure 18: Result Number 3

Phase 5: Final Project

5.1 Screen Designs/Snapshots

The designs and a glimpse of the proposed system are shown in the Figures below.
All of the windows and panels that are part of the system will be listed here. It will
depict the many components of the system, as well as their respective designs and

functions.

Figure 19: Loading Screen

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Figure 20: Log In

Figure 21: Sign up

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Figure 22: Dashboard

Figure 23: Enrollment

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Figure 24: Student Information

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Figure 25: Teacher/Adviser

Figure 26: Students

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Figure 27: Admin

Figure 28: Client

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Figure 29: Modules

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APPENDICES

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Wikipedia(August 1946)Digos City National High School (DiCNHS) formerly
known as Davao del Sur National High School under the jurisdiction of the
DepEd Division of Digos City

Visual Paradigm(2021)DataFlow Diagram:What is a Data Flow Diagram?

Daily Free Code(2008-2012)What is the Student Enrollment System Database?

iNetTutor.com/Leadsquared(2021)What is Enrollment System?

w3School(2021)SQl: What is SQL?

SearchSqlServer(2005-2021)Query: What does Query mean?

Study.com(2003- 2021)What is data?

import.io(2021)What is data Normalization and Why is it important?

SourceCode and Projects(2017-2019)Enrollment system in Php with source code.

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BIBLIOGRAPHY

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https://sites.google.com/site/digoscitynationalhighschool/aboutus/history

Inspiration of our System https://youtu.be/hYNfWBXh6hk

https://www.visual-paradigm.com/guide/data-flow-diagram/what-is-data-flow-
diagram/

http://www.dailyfreecode.com/code/student-enrollment-system-database-
2913.aspx

https://www.w3schools.com/sql/

https://searchsqlserver.techtarget.com/definition/query

https://www.leadsquared.com/what-is-an-enrollment-
system/#:~:text=Enrollment%20system%20allows%20you%20to,etc.%20to
%20a%20new%20inquiry.

https://study.com/academy/lesson/database-concepts-and-structures-the-
elements-that-make-up-a-database.html

https://www.import.io/post/what-is-data-normalization-and-why-is-it-important/

https://code-projects.org/enrollment-system-in-php-with-source-code/

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PERSONAL VITAE

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 MARVIN R.
ALIMENTO
Department of
Technical Program

Barayong,
Magsaysay, Davao del
Sur
marvinalimento0@gmail.com
0976 031 5674

Personal Information
Age: 21
Gender: Male
Birth Date: August 24, 2000
Religion: Roman Catholic

Educational Background
College:
Department of Technical Program
University of Mindanao Digos College
Roxas Ext,. Digos City
Junior High School:
Barayong National High School
Barayong Magsaysay, Davao del Sur
2016 - 2017
Senior High School:
Barayong National High School
Barayong Magsaysay, Davao del Sur
2018 - 2019
Elementary:
Barayong Central Elementary School
Barayong Magsaysay, Davao del Sur

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 2012 - 2013

RHONA MAE
MAGSAYO
Department of
Technical Program

Malabang,
Hagonoy Davao Del Sur

rhonamaemagsayo@gmail.com
0927 133 0037

Personal Information
Age: 21
Gender: Female
Birth Date: September 15, 2000
Religion: Roman Catholic

Educational Background
College:
Department of Technical Program
University of Mindanao Digos College
Roxas Ext,. Digos City
Junior High School:
Davao Del Sur School of Fisheries
Bagumbayan, Malalag Davao Del Sur
2014 - 2016
Senior High School:
Mary Mediatrix of All Graces Academy
Inc.,

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 Corner Mabini Extension - Sta. Ana
Avenue, San Miguel Digos City
2016 - 2018
Elementary:
Leoncio S. Peliño Elementary School
Malabang Hagonoy Davao Del Sur
2012 - 2013
OSAMA C.
BUGSO
Department of
Technical Program

Clib, Hagonoy
Davao Del Sur

bugsoosama6@gmail.com
0935 203 1010

Personal Information
Age: 22
Gender: Male
Birth Date: October 11, 1999
Religion: Islam

Educational Background
College:
Department of Technical Program
University of Mindanao Digos College
Roxas Ext,. Digos City
Junior High School:
Matanao National High School
Matanao, Davao Del Sur
2013 - 2017

37
Senior High School:
Matanao National High School
Matanao, Davao del Sur
2017 - 2019
Elementary:
Lapulabao, Elementary School
Lapulabao, Hagonoy, Davao Del Sur
2012 - 2013

38