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Chapter I

ORGANIZATIONAL BACKGROUND

Business Profile

Online Entrance Examination is a web application that

establishes a connection between the university and the

users specifically the teachers and students. This

application covers only two features of course management

system mainly the examination and course monitoring.

Teachers use the web application to prepare and deploy the

entrance test. The students, on the other hand, can take

the test at their most convenient time and know their

results instantly through internet.

Course Monitoring System is defined as an application

for the administration, documentation, tracking, reporting

and delivery of courses or training programs. This

application covers the courses that the students take when

they take an entrance test. This system will help the

teachers determine the number of students taking the course

they want.

The system can also monitor the student applicants’

courses, population and other pertinent information

concerning their entrance examination. Details such as the

total number of test takers, the total number of students

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applying for a particular course and also the number of

students who passed and failed are included in the proposed

system.

The organization of the Guidance and Counseling

Services of Filamer Christian College in June, 1973 was

prompted by two administrative concerns: 1) arising

conflicts in some of the academic units, and; 2) in order

to prepare for accreditation in 1980. The advent of the

professionalization of the guidance and counseling known as

“Guidance and Counseling Act of 2004” (RA 9258)

strengthened the programs and services through upgrading

the qualification and proficiency of the guidance workers.

The Guidance and Counseling Center is trying to make

unnecessary improvements and innovations every now and then

to respond to the guidance needs of the university. Their

vision is to have a professionalized guidance services for

the development and enrichment of individual and group

lives; Mission is to provide a proactive, functional

guidance services for the development of holistic, well-

functioning individuals, and; Goals is to provide stable,

proactive function programs in the basic areas of Guidance

Services.
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Guidance and Counseling offers the following services

like: individual inventory services, testing service,

individual and group counseling, information service,

research and evaluation, placement and follow up, and

orientation.

The Career Guidance and School Promotion activities

bring the school closer to the elementary high school

graduates of the province within reach. Seminar-workshops

are conducted annually to help the graduating students

learn the basics of jobs hunting and facilitate an

understanding of career development. An information center

is established and maintained for educational, social and

occupational information to guide clients in decision

making. Scholarships, job opening and job requirements are

posted for public notice.

Provide educational, social and occupational

counseling to guide individual’s choice and decisions

through homeroom guidance, classroom guidance, and guidance

hours during departmental convocations. To enhance program,

the Guidance and Counseling Center organized the Peer

Counseling Program which actively involves volunteer

students trained for the work.

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Their system is capable to produce result but they

need more in improving for the better and faster release

for the entrance examination and for the monitoring of

course.

In five years, Filamer Christian University will have

efficient and faster method of obtaining an entrance

examination and in monitoring the courses.

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Problem Statement

Traditional examination method spans thousands of

years in our country, and frequent exams today brings a lot

of problems as well.

1. The system that they currently use is using

complicated forms.

2. The test checkers are having a hard time checking the

papers and separating the courses that the students

take.

3. The current manual system is effective but

inefficient.

Problem Objectives
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General Objective

To analyze and develop an online entrance examination

and course monitoring system for the Guidance office of

Filamer Christian University.

Specific Objectives

1. To design the proposed system that features user

friendly electronic tests and accessible online.

2. To design the proposed system that automatically

corrects entrance test papers and monitors the

specific courses chosen by student applicants.

3. To design the proposed system that can prevent the

common errors experienced through manual test

checking thus achieving accuracy in automatic test

checking results.

Scope of the Project

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The guidance counseling department is directly

involved in the development and implementation of the

proposed system since the department is directly in charge

of giving entrance examination to student applicants in the

institution.

It includes the entrance examination, monitoring of

courses in every department of the freshmen students in the

university and scholarships that the Guidance and

Counseling Office offers.

Online Entrance Examination and Course Monitoring

System handles all the operations and generates reports as

soon as the test is completed which saves the precious time

of faculties spent on reviewing answer sheets. The proposed

system includes course monitoring.

It excludes the services of the Guidance Office like

the Individual Inventory Services, Testing Services,

Individual Group and Counseling, Information Service,

Research and Evaluation, Placement and Follow Up and

Orientation.

The institution that will be directly involved and

integrate the proposed system is in Filamer Christian

University.

Significance of the Project

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The University will benefit from it because the

proposed system can be a featured innovation in relation

with student services specifically in introducing online

entrance examination and course monitoring.

The Guidance counseling department will benefit from

it because the proposed system introduces an efficient

alternative to manual entrance examination.

Faster turnout of the entrance examination results

will help the different colleges in the processing of the

student applicants’ which will also yield in higher

enrollment.

The student applicants can instantly get their test

results through online entrance examination which will help

them to conserve their fares and effort going to school.

Definition of Terms
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Terms here are conceptually and operationally defined

for better understanding of the readers.

Course Monitoring - in this project, refers to be

aware of the state of a system.

Entrance Examination - in this project, refers to is

an examination that many educational

institutions use to select students

for admission. These exams may be

administered at any level of

education, from primary to higher

education, although they are more

common at higher levels.

Turn out - in this project, refers to a number

of things produced

Forms – in this project, refers to a

document(printed or electronic) with

spaces in which to write or enter

data.

Online – in this project, refers to indicate

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a state of connectivity.
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Chapter II

DATA ANALYSIS – CURRENT SYSTEM

System Functionality

The current system of examinations is highly

complicated and expensive. Whenever exams are to be

conducted there are various tasks that have to be done

again and again.

Guidance and Counseling is an important educational

program. To ensure that this service is available to all

students, a guidance program is established in each school.

The goal of each program is to provide academic guidance,

career guidance, and personal/social counseling.

Their services are Individual Inventory Services this

is designed to secure necessary student data to complete

the individual and population profile of the students. This

includes the student’s personal family and academic

background, study habits, needs, mental ability and field

of interest. The results of some of the tests are

interpreted right after the examinations, during the

department convocations or during the year-round group

counseling sessions with the Guidance Staff. Results are

being made available to students to enable them to acquire

a positive and realistic self-image, self-motivation and so

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they can choose alternatives or make decisions; Testing

Service, the result of testing service serves as one of the

criteria for screening of applicants, for classification

purposes and for psychological assessment of personality,

mental capacity, and others.

The Testing Service of the University provides a

variety of evaluative techniques to identify the student’s

areas of needs as well as valid, reliable testing materials

for cognitive and intelligence measures, achievements,

aptitude assessment, and interest, career and occupational

interest surveys. Some of the tests are available on

request.

The Individual and Group Counseling, the Guidance

Center Director and her staff are open, and ready to assist

students and/or personnel with difficulties and problems.

Counseling is done either individually or in group.

Individual Counseling includes: “Walk in Counseling”, a

counselee voluntarily goes to the Guidance Staff for some

problems or difficulties. He/she takes the initiatives to

talk to the Guidance Counselor/Staff; and “Referred

Counseling”, a counselee is being referred to the Guidance

Counselor/Staff by a teacher, classmate, staff or a school

administrator. The group counseling program of the Guidance

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and Counseling Center is active and functional from the

elementary to tertiary level. Each Guidance Staff is

assigned/designated to take charge of a specified unit/s.

Counseling sessions are focused on the Grades V and VI

pupils, the first year and fourth year high school

students, and the freshmen and sophomore college student

who are believed to be in the period of adjustment.

The Information Service, Student Advisers that are

being oriented to the basic services of the Guidance and

Counseling Center in order to be of help to students with

problems to facilitate referral. Information dissemination

of the guidance services is also being carried over through

seminar, symposium and other group/department meetings and

special activities.

The Research and Evaluation, the Guidance and

Counseling Center are conducting a year-end evaluation of

programs and services. As evaluation of the effectiveness

of the high school program, Graduating Senior Students

Reports (GSSR) is conducted annually and Exit Interview for

College graduating students for placement purposes.

Academic research is also conducted for decision making and

useful consideration for policy formulation. Evaluations of

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activities are usually done in coordination with the

Research Office.

The Placement and Follow Up, Placement as one of the

services of the Guidance and Counseling Center is both

internal and external. In school, placement programs come

as a result of the testing activities classifying students

based on the result of the tests such as being placed on

remedial or enrichment classes and for the scholarship

assistance. The other aspect of the placement service

assist students, especially the alumni find jobs. Public

Employment Service Office (PESO) is now established for

this purpose.

The Orientation, this aims to facilitate adjustment to

school life. Orientations are held every semester to guide

entering freshmen and transfer students. This is held

during the opening of classes. General orientation includes

orientation of students on school personnel and facilities,

the vision, mission and objectives of Filamer Christian

University. Department orientation includes curricular

requirements school rules and regulations and the basic

services of the support service units.

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Forms and Data Sources

Forms provide an interface for collecting, displaying,

and delivering information.

GCC Form # 01, this form is given to freshmen students

who are willing to take the entrance examination. The form

is made by the Guidance Office of the School.

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Context Diagram

UPDATE SUBJECT QUESTIONS

GUIDANCE FACULTY
OFFICE
UPDATE
COURSE

REQUEST
ENTRANCE
REPORT
ACCEPT
EXAMINATION AND

COURSE MONITORING
RETURN REPORT

TAKE EXAM
REQUEST

ACCEPT ACCEPT
COLLEGES STUDENT
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Logical Data Flow Diagram

EXAM FINISHED
SUCCESSFULLY
STUDENT
SELECT
SUBJECT QUESTIONS
AVAILABLE

1 2 3 4

INQUIRE SUBMIT START STORE

EXAM RESULT

SUBMIT
STORE
QUESTIONS DETAILS
AVAILABLE
EXAM
START
RESULT
REQUEST EXAM
STORE
REQUEST
QUESTIONS

SHOW
RESULT

FORMS QUESTIONS EXAM

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Entity – Relationship Diagram

TAKES
EXAMINEE EXAM

INQUIRE RECORDS

REQUIRES
SCHOLARSHIPS FACULTY
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Relations and Normalized Table

Unnormalized 1st NF 2nd NF 3rd NF

Student Student Student Student

(Student Name (Student Name (Student Name (Student Name

Examination Examination Examination Address)

Date, Date Date,

Course Examination Address)

(Examination Examination

Result,
Examination

Result, Address,
(Examination

Address, Sex) Record

Sex)) Subject,

Score)

Student

(Student Name

Examination

Date,

Address)
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CHAPTER III

THE PROPOSED SYSTEM

System Overview

The online entrance examination and course monitoring

system allows the faculty and staff of Guidance Office of

Filamer Christian University to have an efficient and

accurate in terms of giving, checking and monitoring of

courses. By this system the guidance office employees will

save time giving and checking exams.

This system provides entrance exams for those people

who are far away and can monitor their courses.

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System Technicality

WEBSITE

HOME ABOUT EXAM CONTACT US

ACADEMIC GUIDANCE LOGIN

PROGRAMS AND
COUNSELING
OFFICE ADMIN STUDENT
ADMISSION
LOGIN LOGIN
REQUIREMENTS

EXAMINATION
SCHOLARSHIPS

QUESTIONS

RESULTS
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Our Website is composed of a Home, About, Exam and

Contact Us button.

The Home button includes the Academic Programs,

Admission Requirements and Scholarships.

The Academic Programs button will help the freshman

students determine the course they want.

The Admission Requirements button includes all the

requirements on how to take an entrance examination and for

the booking procedure about the entrance examination.

The Scholarships button includes on how to get a

scholarship in the school they want to enter.

The About button includes the Guidance and Counseling

Office button.

The Guidance and Counseling Office determines the

history of the Guidance Office.

The Exam button includes the Login, Examination and

Results button.

The Login button includes the Student Login and Admin

Login button.

The Student Login helps the freshmen students connect

instantly to the server to take an entrance examination.

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The Admin Login is for the teachers who are conducting

the entrance examination and course monitoring system.

The Examination button includes the questionnaires

about the entrance examination.

The Result button will help the students get their

entrance examination result instantly.

The Contact us button helps the people communicate

easily in the Guidance Office about their concern through

internet or telephone calls.

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Physical Data Flow Diagram

ACCEPT
USER

USERNAME

STUDENT LOGIN

ACCEPT

ONLINE
ENTRANCE
ACCEPT
EXAMINATION START
AND COURSE EXAM
MONITORING REQUEST
RESULT SYSTEM EXAM

EXAM
DETAILS

STORE
SHOW STORE DETAILS
RESULT RESULT

REQUEST
ACCEPT RESULT EXAM

RESULT EXAM
DETAILS

DATA STORE
CALCULATE
RESULT
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Data Dictionary

Field Name Description Size Data Type

First Name Student’s First Name 15 Text

Last Name Student’s Last Name 15 Text

Course Student’s Course 15 Text

Username Username of the student 15 Text

Password Student’s password 10 Text

Email Student’s email address 10 Varchar

Gender Student’s gender 10 Varchar

Date of Birth Student’s birthdate 7 Text

Address Student’s address 10 Date/Time

Country Student’s country 60 Varchar

State Student’s state 20 Varchar

City Student’s city 20 Varchar

 26

Screen Layout

Home button
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Academic Programs
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Admission Requirements
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Scholarships
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About button
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Exam button
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Student Login and Admin Login

 33

Contact us button
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Sample System Generated Reports

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CHAPTER IV

PROJECT MANAGEMENT

Hardware Recommendation

The Filamer Christian University Guidance Office has

three computers. We recommend that they must have another

high specification computer for their office to meet the

requirements for our proposed system. This is where our

created program will be installed in order to generate

result faster for the examinees. And a printer to generate

hard copies of the examination results by the system.

Software Recommendation

We recommend that the Guidance Office of Filamer

Christian University will use the proposed Online Entrance

Examination and Course Monitoring System, the Microsoft

Access 2007, the Adobe Dreamweaver and the Testmoz – The

Test Generator as use in creating the system. It includes

the application program which holds the result of the data

in the computer.
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People – Ware Recommendation

The Guidance Office and the Students are the personnel

that have access to operate the system. They must undergo

an orientation about the proper usage of the website so

that they understand and can operate correctly for them to

have less time checking the papers and monitoring the

courses and results of the entrance examination. To

understand the sequence of the system and security of the

files in the computer.

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Cost and Benefit Analysis

The project includes all the proposal needs in

upgrading manual to online system.

Hardware

Specifications ₱ 24,524.95

Processor: Intel i7 Processor

RAM: 4 GB

Hard Disk: 500 GB

Display Unit: VGA

Mouse: Standard Mouse

Keyboard: Standard Keyboard

Monitor: 14” and above

Web Hosting

Software

Proposal System ₱ 3,000.00

Repair Maintenance ₱ 1,000.00

Total Cost ₱ 28,524.95

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Tangible Benefits

Computer is a device of new technology. Technology can

be in reducing the operating costs. If you use computer for

your studies or making applications in your office. You are

doing a productive work. This can help lessen the full

costs of examination papers and will reduce the printing

fill up forms. This will also helps shorten the work of the

faculty.

Intangible Benefits

Filamer Christian University will have an accessible

and faster release of results for the students. This will

provide a good impact in the university because of the

lesser cost time and effort for the university and for the

students.
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CHAPTER V

SUMMARY, CONCLUSION AND RECOMMENDATION

Project Summary

Online examination system is a web based application

that provides facility to conduct online examination at a

certain centre. It saves time, as it allows number of

students to give the exam at a time. Administrator has a

privilege to create, modify and delete the test papers and

its particular questions. User can register, login and give

the test with his specific id, and can see the results as

well.
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Project Conclusion

4. It saves time as it allows number of students to give

the exam at a time and displays the results as the

test gets over, so no need to wait for the result.

5. It is automatically generated by the server.

6. Administrator has a privilege to create, modify and

delete the test papers and its particular questions.

7. User can register, login and give the test with his

specific id, and can see the results as well.

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Project Recommendation

This recommendation was proposed by the group:

 Filamer Christian University should execute our

proposed system to the freshmen students so that it

will be not hard for them to take the entrance

examination.

 Our proposed system should be adopted by the Guidance

Office because it is accurate and efficient.

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REFERENCES
 48

http://www.scribd.com/doc/33852099/Online-Examination-System-Project-Report

https://www.google.com.ph/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&ved=0CC

oQFjAA&url=http%3A%2F%2Fkenai.com%2Fprojects%2Fonlineex%2Fsources%2Fsource-code-

repository%2Fcontent%2Ftrunk%2Fdoc%2Finception%2Fvision%2Fvision.pdf%3Frev%3D14&ei=

RNU-

UsLWE678iQfgioCABg&usg=AFQjCNFqOo3R9TwoxsT573gOvOy7Zibvpw&sig2=2ogQFPE0qjdyDg

KVJyw5_g&bvm=bv.52434380,d.aGc

http://eduexam-software.blogspot.com/2012/02/benefits-of-online-examination-software.html

http://wiki.answers.com/Q/What_are_the_positive_effects_of_computer

http://www.itstudentjunction.com/projects/online-examination-project--conclusion-

bibilography.htm
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APPENDICES
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51
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Interview Question Guide:

1.
 When was your organization founded?
 What are your vision, mission, and goals?
 When does your organization decided to have an
entrance examination for the students?
2.
 Are you using a purely manual or a computerized
system?
 Are you using a computerized system to generate
the total number of course?
 What are the requirements on how to get the
entrance examination?
 What are the steps on how to pay for the entrance
examination?
 What processes do you do for the students who are
taking the entrance examination and how do you
gather the data for the number of students who
are enrolling the course?
 How long does it take to generate the results of
the entrance examination?
 Does your current system give you a fast result?
 Does your manual system works efficiently and
effectively?
 Does your manual system is easy to use?
 Does your manual system accurate?
3.
 What problems do you encounter in your manual
entrance examination?
 What are the solutions you do to solve the
problem?
 What are the processes in solving the problem?
 What are the effects of the problems in your
manual system?
 What are the problems that nees to be improved?
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4.
 Do you use forms to in collecting the number of
students who are enrolling in this course?
 What forms is use in taking the entrance
examination?
 How do you organize the forms?
 Where does your data being stored?
5.
 Do you have a suggestion box to know the
feedbacks of your clients about their feelings
regarding entrance examination?
 What are your future plans regarding the manual
system you are using now?
 What are your expectations about our proposed
system?
 54

Interviewee: Ptr. Phoebe F. Santiago Date: August 22, 2013

Designation: Guidance Counselor Time: 10:30 am

Interviewer: Nicole C. Arguelles Subject: Manual Process

Bonnie O. Balasa

Danica V. Miranda

Nicole Shenn C. Pimentel

Jan Warren D. Suacillo

Objectives of the Interview:

1. To know the brief history of the organization.

2. To determine how they worked with their manual system.
3. To know the problems they encounter in their current
system.
4. To determine what forms they are using.
5. To know their opinion regarding of our proposed system.

Objectives for follow-up Interview:

1. To determine how they support their current system.

2. To know on who to talk next.

Main Points of the Interview: Interviewer’s Opinions:

Ptr. Santiago said, “Our manual Interested in improving their

system is efficient but needs to work.
be improved.”

“Purely Manual for Entrance

Examination and in Course They still need a system to make
Monitoring we used Microsoft it easier for their work.
Excel to generate reports.”

“Our working students assist us Want to have fast result and

to conduct the entrance lesser people to work.
examination.”
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“So far, if there is an easier Want to have efficient and fast

way in conducting an entrance system.
examination, much better.”
 56

Before the interview, with the Guidance and Counseling

Director Ptr. Phoebe F. Santiago.

 57

During our interview with Ptr. Phoebe F. Santiago.

 58

After the interview together with Ptr. Phoebe F.

Santiago.
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61
62
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BIO-DATA

Sex: Female

Personal Data

Name: Nicole C. Arguelles

City/Town Address: Campo St., President Roxas, Capiz

Email Address: arguelles.nicole08@gmail.com

Date of Birth: January 15, 1994

Civil Status: Single Citizenship: Filipino

Height: 5” Weight: 42kg

Religion: Catholic Contact No.: 09176281150

Father’s Name: Pepito B. Arguelles

Occupation: None

Mother’s Name: Virginia C. Arguelles

Occupation: None

Educational Background

Name and Address of School Year Graduated

Elementary: President Roxas East Elementary School 2007

Secondary: Cabugcabug National High School 2011

College: Filamer Christian University

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BIO-DATA

Sex: Male

Personal Data

Name: Bonnie O. Balasa

City/Town Address: San Roque St., Arches Subd., Roxas City, Capiz

Email Address: bonnie_balasa@yahoo.com

Date of Birth: November 30, 1994

Civil Status: Single Citizenship: Filipino

Height: 5’3 Weight: 50kg

Religion: Catholic Contact No.: 09095127179

Father’s Name: Ramil D. Balasa

Occupation: Driver

Mother’s Name: Nida O. Balasa

Occupation: Housewife

Educational Background

Name and Address of School Year Graduated

Elementary: Plaridel East Elementary School 2007

Secondary: Colegio de la Purisima Concepcion 2011

College: Filamer Christian University

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BIO-DATA

Sex: Female

Personal Data

Name: Danica V. Miranda

City/Town Address: Ilaya, Ivisan, Capiz

Email Address: rj_0388@yahoo.com

Date of Birth: December 13, 1994

Civil Status: Single Citizenship: Filipino

Height: 5” Weight: 39kg

Religion: Catholic Contact No.: 09123889929

Father’s Name: Daniel R. Miranda

Occupation: None

Mother’s Name: Raquel B. Miranda

Occupation: Domestic Helper

Educational Background

Name and Address of School Year Graduated

Elementary: Don Juan S. Jarencio Memorial School 2007

Secondary: Ivisan National High School 2011

College: Filamer Christian University

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BIO-DATA

Sex: Female

Personal Data

Name: Nicole Shenn C. Pimentel

City/Town Address: NHA, Tiza, Roxas City, Capiz

Email Address: nicoleshennp@gmail.com

Date of Birth: October 17, 1994

Civil Status: Single Citizenship: Filipino

Height: 5” Weight: 45kg

Religion: Catholic Contact No.: 09176280855

Father’s Name: Jose Maria Vicente A. Pimentel

Occupation: Gov’t Employee

Mother’s Name: Hennie C. Pimentel

Occupation: None

Educational Background

Name and Address of School Year Graduated

Elementary: Loctugan Elementary School 2007

Secondary: Colegio de la Purisima Concepcion 2011

College: Filamer Christian University

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BIO-DATA

Sex: Male

Personal Data

Name: Jan Warren D. Suacillo

City/Town Address: Malipayon Village, Tiza, Roxas City, Capiz

Email Address: janwarrensuacillo@gmail.com

Date of Birth: January 18, 1994

Civil Status: Single Citizenship: Filipino

Height: 5’7 Weight: 57kg

Religion: Catholic Contact No.: 09482315352

Father’s Name: Winnie C. Suacillo

Occupation: Businessman

Mother’s Name: Lilian D. Suacillo

Occupation: Engineer

Educational Background

Name and Address of School Year Graduated

Elementary: President Manuel A. Roxas Memorial School 2007

Secondary: Colegio de la Purisima Concepcion 2011

College: Filamer Christian University