Transforming Academic Administration: Development of a Streamlined Student Information and Grading System for Surigao del Norte College of Agriculture and Technology

Transforming Academic Administration: Development of a Streamlined Student Information and Grading System for Surigao del Norte College of Agriculture and Technology

*Charie Catarman Orboc, LPT, MIT

Planning, Research and Advocacy Division, Surigao del Norte College of Agriculture and Technology, Magpayang, Mainit, Surigao del Norte, Philippines

*Corresponding Author

DOI: https://dx.doi.org/10.47772/IJRISS.2025.9010388

Received: 17 January 2025; Accepted: 24 January 2025; Published: 24 February 2025

ABSTRACT

Educational institutions continuously seek innovative solutions to improve administrative efficiency and enhance the learning experience. This paper presents the development of the Streamlined Student Information and Grading System (SIGS) for the Surigao del Norte College of Agriculture and Technology (SNCAT). SIGS modernizes administrative processes by integrating advanced technologies to optimize student information management, grading, and user experience. The system focuses on three core components: student information management, grading automation, and user-friendly accessibility. SIGS provides real-time access to student records, facilitating efficient enrollment, course registration, and academic tracking. The automated grading system minimizes errors and ensures accuracy in grade reporting, enhancing transparency and reliability. A key feature of SIGS is its intuitive interface, designed to improve accessibility and ease of use for faculty, staff, and students, fostering better communication and collaboration within the institution. To ensure data security, SIGS incorporates robust authentication protocols and encryption methods, protecting sensitive academic information. The successful implementation of SIGS at SNCAT represents a significant step toward institutional excellence by enabling data-driven decision-making and operational efficiency. This study highlights the impact of educational technology in transforming academic administration, offering insights for institutions seeking to modernize their systems. SIGS serves as a model for improving administrative processes and creating an environment conducive to effective teaching and learning.

Keywords: Academic Administration; Data Management; Educational Technology; Grading System; Student Information System; Streamlined Processes

INTRODUCTION

Teachers are at the forefront of delivering quality education and shaping the future of students. However, the increasing complexity of administrative tasks in educational institutions often limits their ability to focus on teaching and student engagement. The Surigao del Norte College of Agriculture and Technology (SNCAT), an esteemed institution dedicated to advancing education in agriculture and technology, recognizes this challenge.

On the other hand, administrative operations such as enrollment, record management, and grade processing are becoming increasingly strained due to growing student populations and evolving academic requirements. The existing Student Information and Grading System, while functional, struggles to keep pace with these demands, prompting the need for an innovative solution.

Furthermore, the development of a streamlined Student Information and Grading System (SIGS) offers a transformative opportunity. By leveraging advancements in educational technology, SIGS will enhance administrative efficiency, improve data accuracy, and empower students with real-time access to their records. This initiative aligns with SNCAT’s commitment to modernization and excellence, ensuring that the institution remains competitive and continues to provide a cutting-edge academic experience.

METHODOLOGY

2.1 Research Design

The study utilized the descriptive-correlational research design to evaluate the existing student information and grading system at Surigao del Norte State College (SNCAT). This design allowed the researchers to analyze the relationships between user perceptions, system usability, and overall satisfaction while assessing the potential for improvement through the development of a streamlined system.

2.2 Research Locale

The study was carried out at Surigao del Norte College of Agriculture and Technology (SNCAT), focusing on the institution’s current student information and grading system. The research considered various aspects of the college’s academic environment, including student demographics, faculty workloads, and administrative procedures. Insights from similar institutions in the region were also considered to broaden the scope of the study.

2.3 Research Participants

The total population for the study comprised faculty members involved in student record management and grading processes, staff responsible for maintaining student records and grading data, a representative sample of students from various academic programs and levels, and administrators overseeing student information systems and grading policies.

2.4 Research Instrument

This study used an adopted, modified survey and focus group discussion guide to collect both quantitative and qualitative data. The survey assessed user perceptions of the SIGS in terms of usefulness, ease of use, satisfaction, and intention to use. Focus groups gathered in-depth feedback on specific components of the system.

2.5 Data Gathering Procedure

This study followed specific steps to collect and analyze data. Quantitative data were gathered through surveys distributed to students, faculty, and staff. Focus group discussions provided qualitative insights, identifying detailed feedback on the system’s usability and areas for improvement. Both data types were analyzed to ensure a comprehensive understanding of user needs and system requirements.

2.6 Ethical Considerations

This research study followed ethical guidelines, ensuring informed consent from all participants. The responses were kept confidential and were used solely for the purpose of refining the SIGS to meet the needs of stakeholders. Additionally, the study adhered to principles of transparency and respect for participant privacy throughout the research process.

RESULTS AND DISCUSSION

Users & Experts evaluation based on the Functionality of the program.

Table 1. Functionality Suitability

The general weighted mean for Table 1. Functional Suitability is 4.93 and the interpretation is Excellent.  Appropriateness has the highest mean equivalent to 4.97.  The respondents considered our program as excellent for it is able to meet the high standards of an Enhanced Student Information and Grading System.  Completeness has the lowest mean to 4.90.

Table 2. Reliability

The general weighted mean for Table 2. Reliability is 4.97 and the interpretation is Excellent.  Maturity and Availability has the highest mean equivalent to 5.0.  Recoverability has the lowest mean to 4.90.

Table 3. Usability

The general weighted mean for Table 3. Usability is 4.94 and the interpretation is Excellent.  Recognizability, Operability and UI Aesthetics has the highest mean equivalent to 5.0.  The respondents observed that the system has attributes that make it easy to operate and control. Error Protection has the lowest mean to 4.73.  This is attributed that the system protects users against making errors.

Table 4. Performance Efficiency

The general weighted mean for Table 4. Performance Efficiency is 4.93 and the interpretation is Excellent.  Resource utilization and Time behavior has the highest mean equivalent to 5.0.  The respondents observe that the response and processing times and throughput rates of a product or system, when performing its functions, meet requirements.  Capacity had the lowest mean to 4.80.  This is attribute for not reaching the maximum limits of requirements needed.

Table 5. Compatibility

The general weighted mean for Table 5. Compatibility is 4.80 and the interpretation is Excellent.  Interoperability has the highest mean equivalent to 4.90.  The respondents observed that the system can exchange information and use the information that has been exchanged and Co-existence has the lowest mean to 4.70.

Table 6. Security

The general weighted mean for Table 6. Security is 4.88 and the interpretation is Excellent.  Integrity has the highest mean equivalent to 5.0.  The respondents observed that the system can be proved to be the one claimed. Accountability has the lowest mean to 4.70.

Table 7. Maintainability

The general weighted for Table 7. Maintainability is 4.94 and the interpretation is Excellent.  Analyzability, Modifiability, and Testability has the highest mean equivalent to 5.0.  The respondents observed that the system tests can be performed to determine whether those criteria have been met.  Reusability has the lowest mean to 4.80.

Table 8. Portability

The general weighted mean for Table 8. Portability is 4.73 and the interpretation is Excellent.  Adaptability has the highest mean equivalent to 5.0.  The respondents observed that the system can effectively and efficiently be adapted for different or evolving hardware, software or other operational or usage environments. Replaceability has the lowest mean to 4.50.

Table 9. Software Evaluation Characteristics

Overall, the Development of a Streamlined Student Information and Grading System is considered to be excellent. It implied that the system was strongly accepted by the respondents.  Reliability has the highest mean to 4.97.  The respondents observed that the system, product or component meets needs for reliability under normal operation.  Portability has the lowest mean 4.73 for it is attributed.

The reviewed literature and studies suggest that the development of a streamlined student information and grading system can significantly improve the efficiency, accuracy, scalability, accessibility, and transparency of student information management, grading, and other academic transactions. The use of web-based can reduce paper-based transactions, enhance transparency, and improve the accessibility and convenience of academic information management.

SIGS also aligns with the broader trend of digitalization in education. It will empower students to have more control over their academic journey, offering real-time access to their records, grades, and course information. This not only fosters transparency but also encourages student engagement and accountability.

The system can be accessed by three types of users, the administrators which have a full control and can access all modules of the enhanced student information and grading system. The teachers account where they can view the list of their students by class and they can also encode the grades of their students individually. Lastly, the student account where the students can view their grades.

Respondents of the study included 20 users of the software and 10 Information Technology experts.  Respondents were from different sectors such as students of Surigao del Norte College of Agriculture and Technology (SNCAT), Teachers who are using Student Information and Grading System. ISO/EAC 25010 questionnaires of software qualities by the respondents were used to evaluate the program.

Functional Suitability has the highest characteristic of appropriateness and has lowest characteristic of completeness with the interpretation of excellent. Reliability has the highest characteristic of maturity and availability while the lowest characteristic is recoverability with the interpretation of excellent. Usability has the highest characteristic of recognizability, operability, and UI aesthetics and has the lowest characteristic of error protection with the interpretation of excellent. Performance Efficiency has the highest characteristic of time behavior and resource utilization and has the lowest characteristic of capacity with the interpretation of excellent. Compatibility has the highest characteristic of interoperability and has the lowest characteristic of co-existence with the interpretation of excellent. Security has the highest characteristic of integrity and has the lowest characteristic of accountability with the interpretation of excellent. Maintainability has the highest characteristic of analyzability, modifiability and testability and has the lowest characteristic of reusability with the interpretation of excellent. Portability has the highest characteristic of adaptability and has the lowest characteristic of replaceability with the interpretation of excellent.

The researcher came to conclusion to conduct the study to assess the current method utilize by the schools in managing grades of the students which is usually the pen and paper approach. The researchers of the study have seen that the manual approach is ineffective and prone to a lot of errors. The result of their research prompts them to develop an effective tool to help faculties and students in terms of processing grades.

CONCLUSION

Grade is important for every student for it serve as a basis in evaluating their performance in SNCAT. The grades of the students must be accurately and fairly given to the students to reflect their standing in their academic performance. The study showed that the Development of a Streamlined Student Information and Grading System met the need of the respondents and its intended users. Majority of the respondents and the intended users have seen the potential of the system in completely eliminating the manual method processing grade- related transactions. Hence, the researchers concluded that the Development of a Streamline Student Information and Grading System is the solution. This project will provide an efficient way of to effectively process and submit the grades of the students for viewing. By using the system, all the lapses encountered in the conventional method will be eliminated and will be replaced with an electronic one. The developed system will make grade-related transactions easy, fast and convenient.

CONTRIBUTIONS OF AUTHORS

The author indicates equal contribution to each section. The author reviewed and approved the final work.

FUNDING

This work received no specific grant from any funding agency

CONFLICT OF INTERESTS

The author declares no conflicts of interest about the publication of this paper.

ACKNOWLEDGMENT

I would like to express my deepest gratitude to my Family, whose unwavering love, encouragement, and support have been the foundation of my success. Thank you for always believing in me, inspiring me to reach for the stars, and for your endless sacrifices to provide me with the best education possible. I am profoundly grateful to my respected former College Administrator of TESDA-SNCAT, Ms. Abegail B. Eupeña, CPS, MBA, for her guidance, mentorship, and commitment to academic excellence. Her visionary leadership and dedication to creating a stimulating learning environment have played a pivotal role in shaping my educational journey. My heartfelt appreciation goes to my dear friends and classmates, who have been there for me throughout this challenging yet rewarding experience. Your friendship, camaraderie, and shared experiences have made this journey unforgettable. I would also like to thank our faculty adviser, Prof. Danny G. Umoso for guiding us and sharing his professional competence in the development of my Capstone Project. Lastly, I want to express my gratitude to Almighty GOD, for His blessings, guidance, and strength throughout this entire process. Thank you for the wisdom, inspiration, and the unwavering faith that sustained me. I am humbled by the opportunities I have been given and the knowledge I have gained.

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