Top Five Problems of KFCIAAS (The King Faisal Center for Islamic, Arabic and Asian Studies) Students

in the New Enrolment System of MSU (Mindanao State University)

A Thesis Research Presented to Prof. Monara Hamiydah M. Maruhom Department of KFCIAAS King Faisal Center Islamic Arabic and Asian Studies Mindanao State University Marawi City

In Partial Fullfillment Of the Requirements for the Course Shariah 198-Nn Second semester , 2013-2014

By

Macrang, Rahmah Datumaas

CHAPTER 1 The Problem and Its Scope

1.1 Introduction Enrollment system is the way the enrollment takes place for education or anything else that needs enrollment done. There are different enrollment systems based on organization. There may be online enrollment, paper enrollment and in person enrollment. The technology today plays a vital role in our society. It makes man work easier and fast. It lessens error of work by using machines. It reduces costs to an organization from paper works up to computerized working system. Many manual transactions can be computerized by using software applications or computer systems to make work easier and efficient. Information technology can give a company ready access to improve product and service quality, reduce costs, increase productivity in smallest time possible, and communication between employees and to make things with lesser effort but having a better output and even improve company morale. The process of enrollment in schools nowadays requires information technology. The objective of Information Technology is to help humanity from doing loads of work over time. By having computerized system, the cost during enrollment will be cut down and much effort will be reduced. The project involves a series of studies that covers all the requirements of creating a computerized enrollment system. The goal of the study is to provide an efficient computer-based system that will easily update, retrieve, and maintain student records. The King Faisal Center for Islamic, Arabic and Asian Studies (KFCIAAS) was created as an academic unit of Mindanao State University to serve as a vehicle for promoting Arabic and Islamic Studies in the Muslim areas Southern Philippines. It was first established as an ancillary department of the then College of Liberal Arts in 1971 which was named as Institute of Asian Islamic (Arabic) Studies. In October 1973, by virtue of BOR Resolution No. 418, the institute was formally separated from the College of Liberal Arts as a separate college name Institute of Asian and Islamic (Arabic) Studies. The institute was mandated to offer a bachelors degree in Islamic (Arabic) Studies (AB-IAS). This separation

was significant as it marked the existence of the Institute as the first government institute in the country which is mandated to offer Islamic (Arabic) studies. In March 1974, the college was renamed as King Faisal Institute of Islamic (Arabic) Studies in recognition of the deep concerned of His Majesty the late King Faisal bin Abdel Azis of the Royal Kingdom of Saudi Arabia.

On June 3, 1976, the Institute was elevated into a center by virtue of BOR Resolution No. 1064 and was renamed King Faisal Center of Islamic and Arabic Studies or more appropriately, King Faisal Center for Islamic, Arabic and Asian Studies. 1.2 Theoretical Framework There are shouts and screams and everybody wants an answer. When asked about his perception on this semesters enrollment process ( or even the previous semester), an MSUan would surely give that sarcastic smile and say: Enrolment: Slower than a Snail Heres the process of enrollment, (Enrollment Flow for 2nd semester, AY 2013-2014) A. Enrollment Flow for New Students (Incoming Freshmen, Transferees, CPC Passers & Technology Pursuers) I. Pre-Enrollment: STEP 1: Medical Examination(Office: University Medical and Infirmary Services) Medical Staff checks Students SASE Rating Report1, CPC Rating Report2, Certificate of Graduation3, or Honorable Dismissal4 (Note: Only for: Freshmen1, PUC Graduates2, Technology Pursuers3, Transferees4) Medical Staff conducts Medical Examination and issues Certificate STEP 2: Secure and Fill-out Admission Form and Pre-Enrolment Form (PEF) (Office: Admitting College/Department) Adviser checks if student satisfies cut-off scores of requested program Issues Admission Form for student to fill-out Encoders enter courses in database STEP 3: Approval of Admission (Office: Admissions Office) Admission Staff receives from Student: SASE Rating Report

CBP/CPC Rating Report (PUC Graduates Only) High School Report Card (Freshmen Only) Certificate of Graduation with Evaluation Sheet (Technology Pursuers Only) Honorable Dismissal or Certificate to Transfer (Transferees Only) TOR with Special Order (Transferees and Second Degrees Only) NSO Birth Certificate Certificate of Good Moral Character Admission Form approved by the department (with ID pictures), as well as Medical Certificate and PreEnrolment Form Admission Staff takes picture for University System ID

II. Enrollment Proper, Billing and Payment Transactions :

STEP 4: Enrolment, Printing of Enrolment/Billing Form (EBF) (Office: Admitting College/Department)

Department encoder asks student to line up, checks Pre-Enrolment Form, prints Enrolment/Billing Form and gives it to Student STEP 5: Payment of Tuition and Other BOR Approved Fees (Office: Assigned Clusters or University Business Office (UBO)) UBO staff asks student to line up, checks Enrolment/Billing Form (EBF), receives payment and encoder prints Official Receipt (OR) STEP 6: COR Printing and Approval (Office: Assigned Clusters or Registrars Office)

Registrar Staff asks student to line up, checks Enrolment/Billing Form (EBF) and Official Receipt (OR), prints and approves COR and gives it to Student. B. Enrollment Flow for Old Students and Shifters

I. Pre-Enrollment - Before Final Examinations

STEP 1: College/Department for Advising (Office: College/Department)

Adviser reviews evaluation sheet of student (also approved Shifting documents of Shifters) Student accomplishes Pre-enrolment Form (PEF) to include courses to be taken, alternative courses and sections Adviser keeps Department Copy of PEF and gives student his/her copy Encoders enter courses based from the PEF II. Enrollment Proper, Billing and Payment Transactions

STEP 2: Enrollment and Printing of CPRF/Billing Form (College/Department) (Office: Admitting College/Department)

Department Encoder asks student to line up, checks PEF, prints and gives EBF to student STEP 3: Payment of Tuition and Other BOR Approved Fees (Office: Assigned Clusters or University Business Office (UBO))

UBO staff asks student to line up, checks Enrolment/Billing Form (EBF), receives payment and encoder prints Official Receipt (OR) STEP 4: COR Printing and Approval (Office: Assigned Clusters or Registrars Office)

Registrar Staff asks student to line up, checks Enrolment/Billing Form (EBF) and Official Receipt (OR), prints and approves COR and gives it to Student. C. Designated Clusters:

Macarambon Hall: College of Fisheries, College of Forestry and Environmental Studies, King Faisal Center for Islamic, Arabic and Asian Studies, College of Information Technology, College of Hotel and Restaurant Management, College of Sports, Physical Education and Recreation, Division of Engineering Technology Science Lecture Hall: College of Natural Sciences and Mathematics, College of Social Sciences and Humanities, College of Health Sciences College of Education: College of Agriculture. College of Education College of Business Administration and Accountancy: College of Business Administration and Accountancy, College of Engineering Graduate School: Graduate Studies, College of Law, College of Public Affairs

1.3 Statement of the Problem Enrollment plays a very serious role in every school premise. It is very important in every school and it acts as their foundation. Each school has their own system in handling their enrollment. And for them to accommodate many students, they need to computerize their enrollment system, for them to make their work easier and easy to manage. Specifically, this research seeks to solve the following problems about: 1. Un-followed pre-registration of subjects of KFCIAAS Students. 2. Power interruptions that affect the entire enrolment process. 3. Lack of facilities and devices, and personnel in-charged. 4. Extra charge expenses specifically transportation . 5. Delayed process of enrollment.

Definiton Of Terms:

Enrollment-

the act of enrolling or state of being enrolled; a list of people enrolled

the total number of people enrolled; the number of persons enrolled, as for a course or in a school.

Organization-

the act of organizing or the state of being organized; an organized structure or whole ;a business or administrative concern united and constructed for a particular end;a body of administrative officials, as of a political party, a government department, etc; order or system; method. the branch of knowledge that deals with the creation and use of technical means and their interrelation with life, society, and the environment, drawing upon such subjects as industrial arts, engineering, applied science, and pure science.

Technology-

Transaction-

the act of transacting or the fact of being transacted ;an instance or process of transacting something ;something that is transacted, especially a business agreement; Psychology . An interaction of an individual with one or more other persons, especially as influenced by their assumed relational roles of parent, child, or adult.

Semester-

(in many educational institutions) a division constituting half of the regular academic year, lasting typically from 15 to 18 weeks;(in German universities) a session, lasting about six months and including periods of recess.

Students-

a person formally engaged in learning, especially one enrolled in a school or college; pupil: a student at Yale; any person who studies, investigates, or examines thoughtfully: a student of human nature. a specialized division of a large concern, such as a business, store, or university: the geography department; a major subdivision or branch of the administration of a government ;a branch or subdivision of learning: physics is a department of science; a territorial and administrative division in several countries, such as France informal a specialized sphere of knowledge, skill, or activity.

Department-

Software-

Computers. the programs used to direct the operation of a computer, as well as documentation giving instructions on how to use them. Compare hardware; anything that is not hardware but is used with hardware, especially audiovisual materials, as film, tapes, records, etc.: a studio fully equipped but lacking software; Television Slang. prepackaged materials, as movies or reruns, used to fill out the major part of a station's program schedule.

Application-

the act of putting to a special use or purpose: the application of common sense to a problem; the special use or purpose to which something is put: a technology having numerous applications never thought of by its inventors ;the quality of being usable for a particular purpose or in a special way; relevance: This has no application to the case.

Computer-

Also called processor. an electronic device designed to accept data, perform prescribed mathematical and logical operations at high speed, and display the results of these operations. Compare analog computer, digital computer; a person who computes ; computist.

System-

an assemblage or combination of things or parts forming a complex or unitary whole: a mountain system; a railroad system; any assemblage or set of correlated members: a system of currency; a system of shorthand characters; an ordered and comprehensive assemblage of facts, principles, doctrines, or the like in a particular field of knowledge or thought: a system of philosophy.

Information Technology-

the development, implementation, and maintenance of computer hardware and software systems to organize and communicate information electronically.

Perception-

the act or faculty of perceiving, or apprehending by means of the senses or of the mind; cognition; understanding; immediate or intuitive recognition or appreciation, as of moral, psychological, or aesthetic qualities; insight; intuition; discernment: an artist of rare perception; the result or product of perceiving, as distinguished from the act of perceiving; percept; Psychology . a single unified awareness derived from sensory processes while a stimulus is present.

Freshmen-

a student in the first year of the course at a university, college, or high school;A novice; beginner; of, pertaining to, or characteristic of a freshman: to outgrow one's freshman attitudes.

Billing-

the relative position in which a performer or act is listed on hand bills, posters, etc.: A star usually receives billing above the title of the play; advertising; publicity: The show

was a sellout weeks ahead of the opening because of advance billing; the amount of business done by a firm, especially an advertising agency, within a specified period of time; an act or instance of preparing or sending out a bill or invoice; the total amount of the cost of goods or services billed to a customer, usually covering purchases made or services rendered within a specified period of time. Tuitionthe charge or fee for instruction, as at a private school or a college or university: The college will raise its tuition again next year; teaching or instruction, as of pupils: a school offering private tuition in languages; Archaic. Guardianship or custody. that which is required; a thing demanded or obligatory: One of the requirements of the job is accuracy; An act or instance of requiring;a need or necessity: to meet the requirements of daily life.

Requirements-