Online Monitoring System for Student Affairs

CHAPTER I
Introduction

1.1 Background of the Study
The Pamantasan ng Lungsod ng Pasig was established in year 2000 under the administration of Mayor Vicente C. Eusebio. PLP is locally funded University run by City Government of Pasig. At first, the Pamantasan ng Lungsod ng Pasig has six initial degree courses namely: Bachelor in Secondary Education, Bachelor in Elementary Education, Bachelor of Science in Business Administration, Bachelor of Science in Hospitality Management and Bachelor of Science in Information Technology. New courses were eventually added such as Bachelor of Science in Electronics and Communications Engineering and Bachelor of Science in Nursing in 2001 and 2002, respectively.
Different departments and offices were established in the said university. One of the busiest offices is the Department of Student Affairs and Development (DSA). The DSA is one of the well-known offices in Pamantasan ng Lungsod ng Pasig and was established in the year 2000. The department is responsible for the implementation of the disciplinary measures of the students, student monitoring and the University rules and regulations. The DSA office also handles the different student organizations like student council (Pamantasan Supreme Student Council and Lundayan), scholarships and other forms of assistance and school events, lost and found items that belong to students and outside activities.
If the students violate a rule in the University, the DSA is responsible with the disciplinary actions. First offense is an apology letter from the students with the signature of the College Dean, Second offense is University Community Service and the third offense is guidance and if the violation of the student is too high, it is up to the prefect of discipline to give a disciplinary action to the students. Disciplinary action includes Expulsion, Exclusion or Suspension.
DSA found out that it is difficult to track the records of the students using the manual system. DSA personnel record the data and files manually so it is difficult to monitor and track students who violated the Code of Discipline of the Pamantasan. The record keeping of files was not secured. It might be tampered by anyone inside the said office. The proponents wanted to propose a monitoring system that will track and monitor files of the students in the University. This will promote awareness among the students about the rules and regulations of the University. It can minimize the number of students who are committing offenses.

1.2 Statement of the Problem
The study intends to develop a system that will monitor the student’s behavioral actions, particularly inside the university. The following problems that tend to seek an answer were as follows:
1.2.1 General Problem
The monitoring, keeping and tracking of records of the students’ violation is too difficult to handle for the Department of Student Affairs and Development of Pamantasan ng Lungsod ng Pasig.
1.2.2 Specific Problems
1. The data and files of the students in the DSA were not secured because one or more person keeps track of it and most probably, tampering of details might be easy for them.
2. The DSA cannot properly track the multiple violations committed by the students.
3. The data and files of the student on the said department are not properly organized due to improper ways of organizing it. Most of the files were not sorted according to the violations committed.
1.3 Objective of the Study

1.3.1 General Objective
To create an online monitoring system that will track all the students’ records and files of the Department of Student Affairs and Development in Pamantsan ng Lungsod ng Pasig.
1.3.2 Specific Objective
1. To create an online monitoring system that will secure and update data and files of the students.
2. To be able to create an online monitoring system that will identify multiple violations committed by a student so that they will be accountable with their actions.
3. To be able to create a system that will organize records and files of the students.
1.4 Significance of the Study
The following are the people / organization that will benefit from the output of this thesis:
• Students – the students will be well informed about their current situation in the university. They will know what organization they belong to, what violations they have been committed while they are enrolled in the university.
• Professors – the professors will be well informed about the violations committed by their students.
• University – The University will be able to track all the students who violate the rules and regulations.
• Future Researchers – The study serves as a guide to future developers and might use the thesis project as their reference in conducting the same study. It will surely provide them an idea regarding the monitoring of students and some pointers on how to use and develop an advance system.

1.5 Scope and Limitation The scope of the proposed system includes the following:
• Record Keeping – the system will keep all the records and files about the student. It includes the violation/s committed by the student, scholarship granted surrendered items, list of activities and events and other concerns with regards to the student.
• User Level of Access - It has a new user form for an additional user with their different level of accessibility. Among these users, the administrator have all the privilege to access the back-end part of the system such as viewing/modifying/adding student’s information and schedule as well as the approval of posting of university events/ activities/announcement/reminders. To add with, generated reports can also be done by the administrator. The students of the university are the general concern of this system. Currently enrolled students might access their account through online. They can view their records and can modify their password but cannot delete and edit data about them.
• Report Generation System – online posting of reports that can be done monthly. Generated reports include the Most Frequent Cases of Violations, Most Number of Students engaged in different violations, colleges that have a number of listed students and other concerns.
• Security - The system has a security feature that restricts unauthorized user from accessing.
The following limitations are not allowed in the system:
• The system is for the Pamantasan ng Lungsod ng Pasig use only. No other university or school might use the said system.
• The system will not include the monitoring of faculty members and employees inside the university.
• There’s no connection with the guidance department.
• The Student Assistant/s inside the DSA has a limited access. They can modify/data to files but can’t delete data from it.
• The online system is for students who are currently enrolled in the university.