Ilocos Sur Polytechnic State College Tagudin Campus, Tagudin, Ilocos Sur

ILOCOS SUR POLYTECHNIC STATE COLLEGE
Tagudin Campus, Tagudin, Ilocos Sur
Chapter 1
INTRODUCTION
Background of the Study
Technology is something useful to facilitate all aspects of human life. The
presence of technology brings influence the life of a nation. Computerized system
makes transaction and file storage faster with greater efficiency, accuracy and precision
which results in higher productivity, and reduces human efforts and processing time. In
Information System, computerization is concerned about interrelating different but
interdependent transactions. This will result in a system with well-integrated processes
that will perform much faster and more accurate than a manual system. Puspitasari
(2017) stated that today most of the people are using technology in terms of business,
schools and even at their homes, Human life that begins with simplicity is now a life
that will be categorized as very modern. In the present era, things will be solved in
practical ways. This is an impact arising from the presence of technology. Bunyi, Mark
Kimberly et. Al (2016) said that the used of manual process in business has declined
since the rise of computerized and automated systems, and in-fact nowadays, the use of
computer web-based system has become relevant all throughout the developed
countries around the world due to the increased productivity and efficiency of data
processing. This explains the importance of the computerized system in this era.
One of the examples of a computerized system is a Student Record Management
System with Chatbot, which is designed to perform the process involved in managing,
printing, and scanning of the student information. It is a good step for the registrar office
Bachelor of Science in Information Technology

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and useful especially when the students wanted to retrieve their important information
about their credentials. In the student record management system, the registrar will trace
what are the important information of the students. Lack of Student Record
Management System with Chatbot in the registrar will lead to chaos and troubles, the
registrar will be confused on what they should do and how they will manage the student
information. It is extremely useful in the registrar in the way of making the processes
of managing student record much easy. This system will help the officials to look for
certain information in just a matter of few clicks without having to look for it under a
drawer with piles of papers. As stated, in an educational institution, a smooth-flowing
method of data recording is essential. It is extremely useful in the registrar in the way
of making the processes of managing student record much easy. Meanwhile in the
Philippines, there are big universities and high schools like the Jose Rizal Memorial
State University-Katipunan Campus, Katipunan, Zamboanga del Norte, Proposed an
Automated Student Record System for the Guidance Office to replace the manual
Record Management System to advance an organized flow of record keeping and an
ease of work throughout the institution’s operations. The traditional way of managing
the student records in most school in the Philippines were using manual process is time
consuming especially when managing the student information. Sometimes loosing files
of the students happen too.
To combat this problem, the Student Record Management System with Chatbot
is suggested. A Student Record Management System with Chatbot is a big help to the
registrar to allow faster and convenient way of printing and managing files. The
registrar could easily know the student information to managed. The traditional method
of data storage has shown its impact on managing documents from security, retrieval,

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and monitoring. Many kinds of literature suggest that this approach would result in a
low job satisfaction rating from its clients. Leyte Normal University’s Office of the
Registrar is no escape in this dilemma. In November 2013, a university experienced the
strongest typhoon ever recorded known as Haiyan, locally known as Yolanda.
The archive/storage area of the Registrar was profoundly affected, were most of
the documents scattered and deteriorated. With this experience, it is empirical to study
to provide a practical solution. The result revealed various issues and coping strategies
mentioned by the participants, from a limited storage area to difficulty in document
retrieval and monitoring, and from the utilization of logbook to misclassification of
records. Finally, the results became the basis for developing the electronic document
archive and management system. Is an office which caters both junior, senior high
school and college students with General Academic Strand and Different Courses. The
Registrar Office of the ISPSC is managing and scanning the student important
information manually. Keeping and storing student information, the Registrar Office of
the ISPSC is having a hard time when keeping the student data, due to the excessive
number of students to be managed especially for the college students.
In managing the student information, The Registrar’s Office must collect or
gather the student credentials and stored it in a filing cabinet. The Registrar’s Office of
the ISPSC is currently using the traditional way of managing the hard copy of the
student important information which the Registrar’s Office got a problem in terms of
keeping their student important information. In the Registration process, the registrar
had a problem in saving the students’ profile. During the day it was too consuming, and
papers accumulated had been bulky and there were not enough cabinet to store. With
the new electronic system, the Registrar's office can just do a search by Name, Course

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or Year enrolled to get to the student's records. They can print a copy of the paper scans
in .pdf format if needed. With the new electronic system, the Registrar's office can just
do a search by Name, Course or Year enrolled to get to the student's records. They can
print a copy of the paper scans in .pdf format if needed.

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Conceptual Framework
Figure 1 shows the conceptual framework of the study. It will serve as the outline
on how the researchers will conduct the study.
Upload Files
Manage
Student Info
Scanning QR
Code
Generates
Student
Record
Generates
QR Code
Manage
Request
Student
Interact
Through
Chatbot
Request
Documents
Figure 1. The research Paradigm

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Objectives of the Study
The main objective of the study is to develop a Student Record Management
System with Chatbot of Ilocos Sur Polytechnic State College Tagudin Campus.
Specifically, this study aimed to:
1. Determine the process in managing files in the Registrar’s Office;
2. Determine the features of the developed system; and
3. Assess the acceptability of the developed system.
Scope and Limitation of the Study
This study is intended for ISPSC Tagudin Campus only. It has two user level,
the Registrar Office, and the students. The registrar can view and scan the birth
certificate, form-137 and OTR, while students interact through chatbot. This study does
not cover other registrar outside the school.
Importance of the study
The study is beneficial to the following.
The students of the ISPSC who might be losing their credentials that the user
can track each and everything done by the students. This includes all their important
details also the Registrar Office.

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Office Personnel for reduce their workload and work smart with the efficient
faster and reliable workplace station. As it covers all the departments and connects them
in a single platform and reduces the manual task of data entering as it fetches up the
data from one entry to another and in the advanced student record system it can generate
multiple reports with those data, and that too without any efforts.
Researchers. This study will enhance their knowledge and skills to develop
student record management. Futuristic student record management system is inbuilt
with robust dashboards & analytics, which makes it easier for you to track what work
completed and by whom, and what’s pending. The best thing is you get all the necessary
information on a single screen, which helps you get a broader picture of overall data.
Future Researchers. This study will serve to improve and develop or to have
a better understanding of the study. These systems also work in such an intuitive way
that all your important work is properly highlighted. This improves your productivity
much better than what you could have imagined. This also means that you can grow as
an organization with very little effort.

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Chapter 2
METHODOLOGY
This chapter covers study technique, including research design, data sources,
instrumentation and data collecting, and data analysis tools.
Research Design
The researchers used the descriptive – development method of research design
to organize the collecting, analyzing, reliability, validity, statistical test, tools to be used
and theoretical framework of data gathered as a basis for the development of Student
Record Management System with Chatbot in the ISPSC Tagudin Campus. A
descriptive research approach is an effective way to obtain information used in devising
hypotheses and proposing associations. It involves the description, recording, analysis,
and interpretation of the present nature, composition, or processes of phenomena. This
method of research was adopted to fully understand the current situation of Student
Record Management in the ISPSC Tagudin Campus. The researchers formulated and
improved the developed system by analyzing, interpreting, and determining its entire
problem. In this method, the researchers gathered information about the Registrar
Office and problems encountered during the first semester of the school. It included the
observation of process, procedures and policies of the school and analyzing the
documents like the records of the students that are needed. All the information gathered
by the researchers through this method were analyzed, interpreted, and integrated in
development system.

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Software Model
As stated by James Martin (2016) Rapid Application Development (RAD) is a
software development methodology that uses minimal planning in favor of rapid
prototyping. It is a working model that functions equivalent to a component of the
product development that focuses on gathering customer requirements through
workshops or focus groups, early testing of the prototypes by the customer using
iterative concept, reuse of the existing prototypes components and continuous
integration and rapid delivery. Since there is no detailed preplanning, it makes it easier
to incorporate the changes within the development process. RAD projects follow
iterative and incremental model and have small teams comprising of developers,
domain experts, customer representatives and other IT resources working progressively
on their component or prototype.

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Requirement
Planning
User Design Construction
Cutover
The four phases that will be used to implement Rapid Application Development
(RAD) are as follows:
Requirements Planning
The researchers prepared a letter with the approval of the Campus
Administrator, and the Dean of College of Arts and Sciences (CAS). An
interview was conducted to gather information needed for the proposed system,
to identify the problems being encountered. The observation was also conducted
to supplement the gathered data during the interview. The researchers also
obtained data through internet research and fill out the booking form that apply
to the system

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User Design
The researchers identified the flow of the software as well as formalizing the
system requirement and the needed parts of the application .
Construction
The researchers planned to work together using PHP5 for the back end and
CSS3, JavaScript (plug-ins), jQuery, Bootstrap3, and HTML5 for the front-
end. The researcher also planned to use Free Portable Document Format
(FPDF) for the generation of reports.
Cutover
The researchers conducted a dry run to test the functionality of the proposed
system.
Project Plan
Figure 3 demonstrates the sequence and duration of each of the four phases of
the Rapid Application Development (RAD) Model, which was utilized as a project
management tool to clearly illustrate the state of the ISPSC Registrar File Management
of Tagudin Campus, Ilocos Sur.

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MONTH
July 2021 August
2021 September December
TASK 2021 2021
Requirement
Planning
User Design
Construction
Cutover
Legend:
Requirement Planning User Design Construction Cutover
Figure 3. Project Schedule

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Project Assignments
The roles and functions of the project’s team member in the proposed system,
the Student Record Management System with Chatbot for ISPSC Tagudin Campus.
ROLES NAME FUNCTIONS
Project Manager Donn Genita Plan, organize, and direct the

completion of certain
projects for an organization
while ensuring that they are
completed on schedule, on
budget, and within scope.
System Analyst Designer Justin Josef Nartatez Ensure that the technical
Donn Genita teams are communicating
and Ck Mhiles and working together.
Lorenzana
Programmer Developer Donn genita Responsible for managing
Justine Josef systems planning design
and Nartatez team and building the
Francisco Batallang project
Documenter/Technical Donn Genita Published documents to

Justine Josef prospective parties’ overall
Writer Nartatez project status reporting.
Quirgie Barnachea Responsible in
Ck Mhiles interviewing and taking
Lorenzana survey to the respondents.
Francisco Batallang

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Population and Locale of the study
This study was conducted the participation of ISPSC Registrar officer and
Students of the Ilocos Sur Polytechnic State College of Tagudin Campus, Ilocos Sur.
The fish ball technique was won’t to choose the student respondents due to health
restrictions and IATF protocols.
The data needed in this study are from the Registrar Officer and students
which is conducted in Ilocos Sur Polytechnic State College of Tagudin Campus,
Ilocos Sur.
Respondents N
Registrar Staffs 3
CAS 10
CBME 10
CTE 10
TOTAL 33
Table 1. Distribution of the Selected Respondents.

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Research Instrument
The researchers conducted a structured interview with the registrar and won’t
questionnaires for the respondents to answer.
The researchers used the WAMMI (Website Analysis and Measurement Instrument)
questionnaire to measure the level of satisfaction of the Ilocos Sur Polytechnic State
College Registrar File Management.
Data Analysis
The researchers conducted an interview with the registrar office to analyze the
problems each of them encountered student which assessed the current situation of the
Registrar File Management System. The researchers also gathered some feedbacks
from the registrar regarding the user interface and flow of the Registrar File
Management System.
There was one registrar of Ilocos Sur Polytechnic State College (Tagudin Campus),
who evaluated the usability of the Student Record Management with Chatbot System.

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Point Value Mean Range Descriptive Rating Descriptive Interpretation
5 4.21-5.00 Strongly Agree Very Highly Acceptable
4 3.41-4.20 Agree Highly Acceptable
3 2.61-3.40 Neither Agree Moderately Acceptable
2 1.81-2.60 Disagree Slightly Acceptable
1 1.00-1.80 Strongly Disagree Not Acceptable
Table 2. Level of Acceptability of the Student Record Management System with
Chatbot of ISPSC Tagudin Campus.
The data to be gathered were categorized from Not Acceptable to Very Highly
Acceptable. Mean ranges from 1.00 to 1.80 were described as Strongly Disagree and
were interpreted as Not Acceptable, 1.81 to 2.60 were described as Disagree and were
interpreted as Slightly Acceptable, 2.61 – 3.40 were described as Neither Agree and
were interpreted as Moderately Acceptable, 3.41 – 4.20 were described as Agree and
were interpreted as Highly Acceptable, and 4.21 – 5.00 were described as Strongly
Agree and were interpreted as Very Highly Acceptable.

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Chapter 3
RESULTS AND DISCUSSION
The researcher interviewed the school registrar office of ISPSC Tagudin
campus to gather information. The researcher found out that there was no existing
website or system of the said school and having a hard time in compiling, back-upping
and managing the students’ record especially in scanning their QR codes for tracking
their documents. The registrar had difficulties in maintaining the student’s record.
Finding the records of student gave the registrar a hard time locating the record of the
students and in updating student information like, birth certificate, Form 137 and OTR.
The researchers have identified the needs of ISPSC Tagudin campus in
managing, compiling, and updating records. The developed system has functionalities
of advance uncovering students file, creating QR code, chatbot, adding, and printing
records.
Findings
The following are the findings in relation to the research questions that led the
study:
Process of Managing Files in the Registrar Office of ISPSC Tagudin
The Registrar collect and gather the student birth certificate, form-137 and OTR
then stored on a filing cabinet. ISPSC Registrar’s Office is currently having misery in
compiling the student records by way of managing the hard copy of the student’s birth
certificate, form 137 and OTR which got a complication in terms of keeping them. The

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manual depository of files processes of operation is very difficult, hectic for Registrar
Office, and it was restless and consuming of time by the process of manual storing and
locating files.
Features of the Developed System
The features of the developed system were based on the results of the interview.
Since the system is web-based, it is accessible through the internet. So, the system and
its database are stored in domain hosting. The developed Student Record Management
with Chatbot has core functionalities of uploading Student Information and Generate
Qr Code. The developed system necessarily needs the following hardware and software
application: Internet browser, Internet, and Smartphone.
Tagudin Campus
The degree of acceptance of the Student Record Management System with

Chatbot for ISPSC Registrar Office is shown in
SN STUDENT RECORD MANAGEMENT SYSTEM WITH
CHATBOT OF ISPSC, TAGUDIN CAMPUS

MEAN DER DEI
1. Everything on the system is easy to understand. 4.00 A HA
2. The website is simple to navigate. 4.17 A HA
3. The design of the website is simple, clean, and 4.17 A HA

appealing.

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4. The commands on this page are simple for me to 4.00 A HA

grasp.
5. This page provides basic explanations. 3.50 A HA
6. The website’s information is straightforward. 3.75 A HA
7. I quickly understood the functionalities of this 3.67 A HA

websites.
8. The websites react swiftly. 4.33 A HA
9. This website’s information is easy to discover. 4.08 A HA
10. This website is simple for me to navigate. 4.08 A HA
11. I enjoy using the website. 4.00 A HA
12. On the websites, I can quickly manage records. 4.08 A HA
13. When I use this website, I feel more efficient. 4.00 A HA
14. In terms of records management, the website meets 3.92 A HA

my needs.
15. It is simple to use this website for the first time. 4.17 A HA
16. There are no bothersome elements on the website. 3.83 A HA
17. I can easily recall where I am on these websites. 4.00 A HA
18. Using these websites allows me to be more 3.92 A HA

productive.
19. When I click on anything on these websites, I get 4.08 A HA

what I anticipate.

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20. Everything on this page is simple to grasp. 4.08 A HA
Overall Mean 3.99 A HA
LEGEND:
DER - Descriptive Rating DEI – Descriptive Interpretation
VHA – Very Highly Acceptable HA – Highly Acceptable
SA – Strongly Agree A – Agree
Table 3. Level of Acceptability of Output of the Student Record Management
System with Chatbot for ISPSC Registrar Tagudin Campus.
The Student Record Management System with Chatbot of Registar’s Office for ISPSC
Tagudin Campus, as well as the WAMMI instrument as evidence, were deemed
“Highly Acceptable” by the respondents, with an overall mean of 3.99. The highest
mean result in Table 3 is 4.33, indicating that the respondents agreed that using the
designed system made Registrar Officer’s and student’s tasks more efficient. The
lowest average score is 3.50. Even though it is the lowest grade, it is still defined as
highly acceptable, which suggests that consumers agreed that the built system was
clear, clean, and appealing.
Overall, this means that respondents perceived that the Student Record Management
System with Chatbot was acceptable, useful, simple to learn, and capable of satisfying
the user's needs.

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As a result, Student Record Management System with Chatbot of Registrar’s Office of
ISPSC Tagudin Campus is acceptable.
Conclusions
Based on the findings, the conclusions were stated as follows:
1. The developed Student Record Management with Chatbot has functional features in
storing student information’s. Therefore, the said system should be adopted by ISPSC
Registrar of Tagudin Campus
2. The developed Student Record Management with Chatbot gets an acceptance, which
is implies that the developed system is indeed acceptable to improve the manual process
of keeping data.
3. The developed system for ISPSC Tagudin campus is usable for easier and faster
storing and locating the student files, faster recording and lessens the workload of the
Registrar’s Office.
Recommendations
From the findings and conclusion drawn, the following recommendations are
offered:
1. Ilocos Sur Polytechnic State College Tagudin Campus Registrar should adapt the
Student Record Management with Chatbot to improve the storing of files and tracking.

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2. Institution might consider a higher plan of web hosting to support the developed
system for continuous access, keeping the developed system up to date, and regular
maintenance of the developed system.
3. Institution should conduct training for all users for the proper use of the developed
systems.
4. Maintenance and improvement of the developed system can be done by future
researchers to reduce the work of faculties.

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GLOSSARY
Registrar - an official responsible for keeping a register or official records and a
senior administrative executive within an academic institution who oversees the
management and leadership of the Registrar's Office.
Student Record - The process and act of creating an organized structure in which you
store information for easy retrieval and designed to help manage the daily school
activities of recording and maintaining by automating it. It is also known as the
student information system (SIS) or school records system. These tools help in
managing the institute efficiently and accurately.
Research Design - is a researcher's framework for selecting research methodologies
and approaches. Researchers can focus on research methodologies that are appropriate
for the topic matter and set up their studies for success according to the design .
Software Model - is a coherent set of activities for specifying, designing,
implementing, and testing software systems.

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REFERENCES
SOURCES ON THE INTERNET
Bunyi, Mark Kimberly et al (2016) “INVENTORY SYSTEM” Retrieved from

https//: www.academia.edu/18007293/computer_system_thesis
Christian Le Marjo A. Caipang (2015), DEVELOPMENT OF A COMPUTERIZED

ENROLMENT SYSTEM IN A RURAL-BASED HIGHER
SYSTEM. Academic Research Internationalz
Custinar, Abigaile (2015) “COMPUTERIZED ENROLLMENT SYSTEM FOR
LOURDES ACADEMY” Retrieved from https//:
www.academia.edu/12481820/
Computerized_Enrollment_System_for_Mary_Lourdes_Academy
Introduction To Enrollment System. (2016, Jun 15). Retrieved from

https://studymoose.com/introduction-to-enrollment-system-essay
James Martin (2016) “SDLC-RAD MODAL” Retrieved from

https//:airbrake.io/blog/sdlc/rapid-application-development
Puspitasari, Rr. Poppy (2017) “TECHNOLOGY” Retrieved from

http://www.easybib.com/refernce/guide/apa/webbsite
Ramos et al (2015), “COMPUTERIZE ENROLLMENT SYSTEM” B.Sc Research

Study, College of Computer Study, Urdaneta City University
JOURNALS AND ARTICLES
STUDENTS RECORD MANAGEMENT SYSTEM PROJECT (May 2016) By Soita

Reuben
Https://Www.Academia.Edu/28742043/Students_Record_Management_System_Proj
ect_By_Soita_Reuben

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PLATE 1: Registrar log in form
This is where the staff of registrar log in to his/her account to access the system.
They can enter their valid email address and password.

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PLATE 1.1: Registrar – Dashboard
Here is the landing page of the registrar after logging in which contains
the student and scan QR code button. The registrar dashboard contains the
record of the students.

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PLATE 1.2: Student Data Table
In this section, you will see each of the information of the students that
is uploaded in the meantime. Also, u can view and print each record of the
students.

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PLATE 1.3: Add Student
In this section is the add student page where you can generate the student
qr code together with their files like Birth Certificate, Form 137, and OTR.

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PLATE 1.4: Scan and QR Code Page
In this page is the scanner where you can scan the student qr code to track
the student information. Also, you can print their full information including the
important files.

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PLATE 1.5: Chabot Page
In this section, you can type or ask the chatbot if you are in the list or
what requirement you lack. Here it can just validate such important things about
your information about on the database.

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LIST OF APPENDICES
APPENDIX A
QUESTIONNAIRE
The following questions are used to evaluate the Student Record
Management System with Chatbot for the ISPSC Registrar officer. The
researchers use the ----
Name (Optional) ___________________________
Position: __________________________________
Rating:
5 – Very Highly Acceptable
4 – Highly Acceptable
3 – Moderately Acceptable
2 – Slightly Acceptable
1 – Not Acceptable
Instruction: Please rate the system by checking the box that expresses the level
of your experience and satisfaction. Thank you for your participation.

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SN STUDENT RECORD MANAGEMENT SYSTEM WITH
CHATBOT OF ISPSC, TAGUDIN CAMPUS

5 4 3 2 1
1. Everything on the system is easy to understand.
2. The website is simple to navigate.
3. The design of the website is simple, clean, and appealing.
4. The commands on this page are simple for me to grasp.
5. This page provides basic explanations.
6. The website’s information is straightforward.
7. I quickly understood the functionalities of this websites.
8. The websites react swiftly.
9. This website’s information is easy to discover.
10. This website is simple for me to navigate.
11. I enjoy using the website.

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12. On the websites, I can quickly manage records.
13. When I use this website, I feel more efficient.
14. In terms of records management, the website meets my

needs.
15. It is simple to use this website for the first time.
16. There are no bothersome elements on the website.
17. I can easily recall where I am on these websites.
18. Using these websites allows me to be more productive.
19. When I click on anything on these websites, I get what I

anticipate.
20. Everything on this page is simple to grasp.

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APPENDIX B
USE CASE DIAGRAM
STUDENT RECORD MANAGEMENT SYSTEM WITH CHATBOT
INTERACT CHATBOT
REQUEST DOCUMENTS
MANAGE STUDENT
LOGIN
CREDENTIALS
Registrar Students
MANAGE DOCUMENTS
Staffs
MANAGE STUDENT INFO
GENERATES REPORTS
SCAN QR CODE
GENERATE QR CODE
MANAGE REQUEST

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APPENDIX C
DATA FLOW DIAGRAM
LEVEL 0
List of student profile,

ADMIN/ reports, and uploaded
files
REGISTRAR
Request
User account students’ details Documents
Student Info Student Record

Management System
Generates Qr Code of Student
and Chatbot of ISPSC
Tagudin Campus
Interact Student Profile
image files to be uploaded
message to chatbot
Request Documents
Chatbot Response
Students

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DATA FLOW DIAGRAM
LEVEL 1
Student
request
Interact
D Request Table
Through List of
Chatbot documents Request
Interact
Chatbot Student Request Documents
Message form
Response
Registrar Contact
Details Admin/
Registrar
List of List of
uploaded
student info documents
D Student
Student
Info
nManage
Student Info Manage
Documents
Student
List of Student request
QR list of Student
D Request Table
code Request and
D Student Student
Schedule date
info Manage
Updated list Request
of Record
Scan QR
Code
QR Code
Generate QR
Code
Student
info List of
n Student QR code Record
D Student
Student
w/QR
Admin/
Registrar

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APPENDIX D
ENTITY-RELATIONSHIP DIAGRAM

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APPENDIX E
USER MANUAL
Admin Side
Go to Google chrome or any Web browser then enter URL

https://ispsctagudinregistrar.info/check-qrc/
After entering the URL Admin Login Page will appear on your browser.
Type Username Type Password
Admin Login requires a user's email address and password to access the system; the
admin email address and password must match his or her registered account. If you
enter an incorrect email address or password, the system will send you an Error alert,
reminding you that you provided an incorrect email address or password.
When the admin enters the correct email address and password, the
system redirects the user to the faculty dashboard.

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2 5
3
6
4
(1) Dashboard Button is usually the one page that the admin see first thing in the
website. It is the page that shows the analysis of the systems data, and
summaries of information.
(2) Student Button it displays the student list of uploaded student, and it has one
button, add student button.

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(3) Scan QR Code Button can store lots of data. But no matter how much they
contain, when scanned, the QR code should allow the student or admin to
access information instantly.
(4) Log Out Button is to terminate a connection from the system. So that u can
safely sign out your account immediately.
(5) Welcome message to Admin It shows that you are now log in on the system.
(6) Dashboard Panel The admin dashboard displays the total number of the
registered user, number of students, number of unenrolled students.

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Add Student Button to generate qr code of the student just click button, and simply
fill up the followings forms accordingly and upload pictures of the document of the
student.

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Generate Student QR Code Button It will generate the student qr code to be scan
on the qr scanner. After the process a message will appear.
After clicking the message from top your qr code will now appear on the screen and
you may capture on smartphone or u can download and generate again.

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Print Button It will display the content of student info on your web pages will
displayed on the screen.
This is the format of the report that has been generated, in pdf file. It displays the
Name of the uploader, filename, date uploaded, type of document, and its status.

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In the log out button as you click it you will go back to login page and re log in again.
Then you must type again the username and password to comeback inside into the
system

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APPENDIX F
Certificate of English Critic

TAGUDIN CAMPUS
Tagudin, Ilocos Sur
COLLEGE OF ARTS AND SCIENCE
CERTIFICATION
This is to certify that I have checked the capstone project manuscript
copy of BARNACHEA L. QUIRGIE., BATALLANG B. FRANCISCO., GENITA
A. DONN., LORENZANA M. CK MHILES., NARTATEZ M. JUSTINE JOSEF
entitled “STUDENT RECORD MANAGEMENT SYSTEM WITH CHATBOT
OF REGISTRAR OFFICE ISPSC TAGUDIN CAMPUS” which has been noted as
requirement for graduation in the BSIT Program.
This certification is issued this day of February 11, 2022, at ILOCOS SUR
POLYTECHNIC STATE COLLEGE TAGUDIN CAMPUS, TAGUDIN ILOCOS
SUR.
ERNEST D. PADIWAN, EdD
English Critic/Dean, CAS

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APPENDIX G
Certificate of Implementation

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APPENDIX H
Plagiarism Check

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APPENDIX K
Biographical Sketch
Mr. Donn A. Genita is a fourth-year student at the
Ilocos Sur Polytechnic State College, Tagudin Ilocos
Sur and currently taking up a Bachelor of Science in
Information Technology. Donn A. Genita was born on
October 26, 1995. He is 25 years old, and his parents
are Nicharter P. Genita and Venus Gina A. Genita but
both are deceased. He has two brothers. He is currently living in Namaltugan, Sudipen,
La Union. He finished his primary education in Fernando Ma. Guerrero Elementary
School and finished his high school at Manuel A. Roxas High School in Manila. He
transferred here in Ilocos Sur Polytechnic State College to finish his college.

49
Biographical Sketch
Justine Josef Nartatez was born on August 14, 1996,
and 25 years of age. He is from Santa Lucia, Ilocos Sur
and the only son of Mrs. Leonila M. Nartatez. He
finished his elementary in Sta. Lucia South Central
School, and secondary at St. Lucy Catholic School,
both in Sta. Lucia, Ilocos Sur, then he enrolled at St. Benedict Institute, Pantay Fatima,
Vigan City to pursue a vocational course about Religious Education and currently he is
a fourth-year student of Bachelor of Science in Information Technology in the Ilocos
Sur Polytechnic State College, in Tagudin Ilocos Sur.

50
Biographical Sketch
Quirgie L. Barnachea was born on January 31,1999.
He is from Tagudin, Ilocos Sur. His parents are Mr.
Quirino O. Barnachea and Mrs. Evangeline Augustina
L. Barnachea. He finished his studied elementary at
Las-ud,Tagudin, Ilocos Sur and high school at St.
Agustine School, Rizal, Tagudin, Ilocos Sur and
currently studying Bachelor of Science in Information Technology at Ilocos Sur
Polytechnic State College, Tagudin, Ilocos Sur. He believes that” Always believe in
yourself, and to our God, Keep dreaming and still fighting”.

51
Biographical Sketch
I am Ck Mhiles M. Lorenzana, born in May 19 2000. I
am from Sitio Gudel Namaltugan, Sudipen La Union
and the son of Maria Elena Lorenzana and Richard
Lacondazo. I studied at Airtop Computer School at
Tagudin, Ilocos Sur. I am currently enrolled with
Bachelor of Science in Information Technology at Ilocos Sur Polytechnic State College,
Tagudin, Ilocos Sur. He was one of the officers in the Information Technology Society
Positioning Treasurer of Institute of Computing Studies for the A.Y 2021-2022. I
believe that “no matter what problems come to life, we always have a solution”.

52
Biographical Sketch
Francisco B. Batallang was born on July 13, 1999.
He is from Old Central Sudipen, La Union and he
is the 2nd son of Mr. Francisco Batallang Sr. and
Mrs. Realyn Batallang. He finished his elementary
studies at Old Central Elementary school and
graduated high school at Old Central National
High School and currently, he is studying Bachelor of Science in Information
Technology at Ilocos Sur Polytechnic State College, Tagudin, Ilocos Sur. He believes
that “If you dream, you need to work hard, study hard and believe that your dream come
true”.

Ilocos Sur Polytechnic State College Tagudin Campus, Tagudin, Ilocos Sur

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ILOCOS SUR POLYTECHNIC STATE COLLEGE

Tagudin Campus, Tagudin, Ilocos Sur

Background of the Study

Technology is something useful to facilitate all aspects of human life. The

presence of technology brings influence the life of a nation. Computerized system

Information System, computerization is concerned about interrelating different but

interdependent transactions. This will result in a system with well-integrated processes

One of the examples of a computerized system is a Student Record Management

Bachelor of Science in Information Technology

drawer with piles of papers. As stated, in an educational institution, a smooth-flowing

State University-Katipunan Campus, Katipunan, Zamboanga del Norte, Proposed an

Record Management System to advance an organized flow of record keeping and an

of the students happen too.

Bachelor of Science in Information Technology

Registrar is no escape in this dilemma. In November 2013, a university experienced the

strongest typhoon ever recorded known as Haiyan, locally known as Yolanda.

mentioned by the participants, from a limited storage area to difficulty in document

retrieval and monitoring, and from the utilization of logbook to misclassification of

number of students to be managed especially for the college students.

In managing the student information, The Registrar’s Office must collect or

Bachelor of Science in Information Technology

print a copy of the paper scans in .pdf format if needed.

Bachelor of Science in Information Technology

on how the researchers will conduct the study.

Figure 1. The research Paradigm

Bachelor of Science in Information Technology

Objectives of the Study

The main objective of the study is to develop a Student Record Management

Specifically, this study aimed to:

1. Determine the process in managing files in the Registrar’s Office;

2. Determine the features of the developed system; and

3. Assess the acceptability of the developed system.

Scope and Limitation of the Study

not cover other registrar outside the school.

Importance of the study

The study is beneficial to the following.

details also the Registrar Office.

Bachelor of Science in Information Technology

student record management. Futuristic student record management system is inbuilt

an organization with very little effort.

Bachelor of Science in Information Technology

instrumentation and data collecting, and data analysis tools.

The researchers used the descriptive – development method of research design

Record Management System with Chatbot in the ISPSC Tagudin Campus. A

descriptive research approach is an effective way to obtain information used in devising

hypotheses and proposing associations. It involves the description, recording, analysis,

and interpretation of the present nature, composition, or processes of phenomena. This

Bachelor of Science in Information Technology

As stated by James Martin (2016) Rapid Application Development (RAD) is a

software development methodology that uses minimal planning in favor of rapid

prototyping. It is a working model that functions equivalent to a component of the

product development that focuses on gathering customer requirements through

iterative concept, reuse of the existing prototypes components and continuous

domain experts, customer representatives and other IT resources working progressively

on their component or prototype.

Bachelor of Science in Information Technology

User Design Construction

(RAD) are as follows:

The researchers prepared a letter with the approval of the Campus

Administrator, and the Dean of College of Arts and Sciences (CAS). An

Bachelor of Science in Information Technology

system requirement and the needed parts of the application .