CHAPTER I

INTRODUCTION

1.1 Project Context

Guidance and counseling is defined as a job role that entails the application of a
comprehensive emphasis on the development of a well-functioning individual, primarily
by assisting him or her in providing equal opportunities and planning their present and
future in accordance with their abilities, interests, and needs. ( R.A. 9258 Guidance and
Counseling Act of 2004). The sole purpose of Guidance and Counselling Services is to
promote students' academic, social, emotional, and personal growth. Guidance and
counselling services enable students to get to know themselves better and develop
efficient answers to their daily challenges. They also assist students in becoming well-
rounded persons by helping them grow in all areas. Counselors keep track of students'
progress and offer them the help they need, such as helping them in evaluating
themselves and their needs, addressing difficulties, making sound decisions, enhancing
their knowledge and talents, and making healthy adjustments to themselves and their
surroundings. Hence, the school of NMSCST provides guidance and counselling services
in the way that they will set an appointment in order to schedule their appointment
through a form.

For many years, the NMSCST Guidance Office has used manual processing to
acquire individual student information. With a growth in the number of students enrolled
at the institution, the guidance and counseling office must make more efforts to preserve
accurate and trustworthy data. At the start of each semester, the guidance and counseling
office collects students' data/information, resulting in a significant number of files. They
also struggle to retrieve student information for academic purposes. The main problem of
the project is the manual processing of NMSCST Guidance office in acquiring students’
information as well as the counselling appointments. And also, the office have a problem
in storing of bunches of student data’s. Thus, the proposed project assists the NMSCST
Guidance Office in the management of students records and counseling appointments of
students it may thru online or actual appointment method.
 The guidance office's current way of obtaining student data is through a Student
Personal Information form that students fill out. Furthermore, when it came to scheduling
counseling appointments, the guidance office used Google Form to keep track of the
schedule.

The NMSCST Guidance and Counselling Services Management System seeks to give
the NMSCST Guidance and Counselling Office with a web-based application that will
maintain student records and enable students with quick and simple access to personal
information. The propose system differ from the existing tools of the guidance office in a
way that the system can record student information, set counselling appointment,
generate report, update student information, and add counselor referrals and counselor
note. Furthermore, it frees up a lot of space in offices that would otherwise be occupied
by paper records files. It also makes student record management easier, more efficient,
less time consuming, and more reliable without compromising quality. It also makes it far
easier to schedule a counselling appointment.

1.2 Purpose and Description

The proponents propose the NMSCST Guidance and Counselling Services

Management System to assist the Northwestern Mindanao State College of Science and
Technology's guidance office in managing student records. In addition, they will be able
to schedule online counseling appointments. This system assists the guidance office in a
fast and easy way of retrieving student’s information. During enrollment, freshmen and
transferee students are required to sign up to the system and fill out specific information
needed in the guidance office for the purpose of record keeping. Hence, the continuing
students will just update their information in the guidance. All the information of the
students is stored in the system’s database. In this way guidance counselors have a
convenient way of storing the data of the student and also retrieving those data if it is
needed. The use of the system minimizes the work of the guidance counselor, as well as
the use of printed materials to be fill out by the students.

Furthermore, when a student has an appointment for consultation and counselling, the
counselor will not waste time looking for the student's profile in a stack of papers;
instead, the counselor will simply search the system for the student’s name, and the
system will display the student's profile in a fraction of a second. There are two types of
consultation: online and actual. For online, the system offers counseling via zoom. And
for the actual, both the patient and the counselor will have face-to-face counseling.

1.3 Objective of the Study

1.3.1 General Objective:

This study aims to design and develop a web-based Guidance and Counselling
Management System for NMSCST that will assist the guidance office in handling
counselling appointments, and for managing records of the students.

1.3.2 Specific Objective:

The following are the specific objective of the study:

1. To record students’ information.

2. To set an online and actual counselling.
3. To update students’ information.

4. To add referral from instructor to guidance office

5. To add counselor’s note for student monitoring.

6. To create announcements for guidance activities.

7. To generate and print reports for students’ information; and

8. To generate and print reports for students’ counselling sessions.

1.4 Scope and Limitation of the Project

This capstone project is to focus on guidance and counselling services of

Northwestern Mindanao State College of Science and Technology. The project covers the
management of students’ records, and accepting online appointments for guidance and
counselling. This study aims to highlight the importance of having a computerized
management system for the guidance office for them to give an easy transaction and well-
organized file system.
 The study is limited only to students of NMSCST for guidance and counseling. The
following are excluded from this study; such as staff and faculty of NMSCST. Due to
confidentiality, information of the students will not be disclosed and will be kept in
secrecy.

1.5 Definition of Terms

Counselling/Counseling - refers to professional services provided to an individual who

is facing a problem and needs help to overcome the problem.
Counseling Service – a service whereby a caller is seeking advice in relation to a
personal problem such as marital, relationship, emotional and other personal problems.
Counselor – a person trained to give guidance on personal, social or psychological
problems
Guidance - to direct or provide assistance to someone who needs help.
Guidance Counselor -a person who is employed, usually in a school, to offer advice on
problems, help troubled students and assist students in making career or college plans.
 Management – directing and controlling a group of people or an organization to reach a
goal.
Management System - is a set of policies, processes and procedures used by an
organization to ensure that it can fulfill the tasks required to achieve its objectives.
System – a collection of elements or components that are organized for common purpose.
Web-based – is any program that is accessed over a network connection using HTTP,
rather than existing within a device’s memory.