Guidance Information Management System of Bohol Island State University –

Bilar Campus

Chapter 1

Rationale

Guidance is a process through which an individual can solve their abilities and

aspirations (JW Brewer). To assist individuals to make educational, training, and

occupational choices and to manage their careers. Guidance and counseling have, in

all places, been vital aspects on higher education. European Association for counseling

(2020) defines counseling as an interactive relationship set - up approach to a client’s

issues. Counseling is regarded as a major “talking therapy” that enables individuals to

freely discuss their concerns and challenges in a safe environment where confidentiality

is guaranteed. The Guidance Office designs and implements development programs to

help students mature more holistically as they move through the different learning

stages.

The Guidance Center aspires to provide services that are specifically created to

assist students in setting healthy life goals and developing the productive behavior

required for the full development of their potential. This is a corollary to the vision and

mission of the student’s services.

The Guidance Office of Bohol Island State University- Bilar Campus assists the

students in discussing personal issues and coming up with solutions. The Guidance

office gathers students’ data or information at the beginning of every school year,
resulting in a large number of files. A manual – based system will see information

recorded and kept in different ways such as in files or on a paper form. The Bohol Island

State University - Bilar Campus Guidance Office has been using the manual processing

of guidance information and monitoring students’ information for many years now. With

the growth of the population of students enrolled in the university, the guidance office

must perform more efforts in maintaining reliable and accurate data. They also suffer

from a very time-consuming retrieval of student information for academic purposes.

With that stated problem, the researchers propose a system called Guidance

Information Management System. It is a software application for educational

establishments to manage and monitor students’ data. This system is designed to

provide capabilities for managing students’ information, assessments, and other

student-related data in school. We will develop a system that will concentrate on the

Guidance Office to make the management of student records a lot easier, more

efficient, less time-consuming, more reliable without sacrificing quality, and counseling

through real-time chat.

Literature Background

Based on Section 5 (i), Article II and Section 32, Article V of Republic Act No.

9258 which states that:

 "An act professionalizing the practice of Guidance and Counseling and

creating for this purpose a professional regulatory board of guidance and counseling

and appropriating funds therefor and for other purposes”

 According to this policy, professional, ethical, pertinent, efficient, and effective

guidance and counseling services for the growth and enrichment of individual and group

life shall be provided by implementing and carrying out measures that will achieve these

goals. It entails the application of an integrated approach to the development of a well-

functioning individual, principally through assisting him or her in realizing all of their

potential and planning their future by their skills, interests, and requirements.

Guidance Services is to encourage students’ academic, social, emotional, and

personal development. It helps the students get to know themselves better and find

effective solutions to their daily problems. William (2016) stated that guidance plays an

important role in sustaining a highly qualified and economically viable society, and at the

same time has a vital role in supporting sustainable growth and stability. Studies have

shown that when students have challenges beyond their coping abilities and without

receiving any support, it is capable of precipitating poor academic performance,

frustration, drop out of school, depression, suicidal ideation, and death (Ebizie, Enajedu

Egenti, 2016).

Guidance and counseling services can assist an individual to actualize in all

spheres of life. Nwonyuko (2017) averred that effective guidance and counseling

practice in schools have remained the key factor that can remediate social vices among

students. Ofole (2017) defines counseling as a helping approach that highlights the

emotional and intellectual experience of a client, how a client is feeling and what they

think about the problem they have sought help for. Similarly, European Association for

counseling (2020) defines counseling as an interactive relationship set up to approach a

client’s issues. A guidance service moreover is based on the belief that all students,
including those with challenging needs, have the right to benefit from effective

instruction to ensure optimal development.

Statement of the Problem

The guidance office is currently using a manual operation in collecting the

student’s information and counseling records. To a large extent, the work load is very

taxing to retrieve files, generating reports and implements standards adhere from the

student manual. Considering that these are the factors subjectively experienced by the

guidance counselor, the researchers prompted to develop the guidance information

management system for better quality service. These problems need to be address

promptly. Especially, it should answer the following:

1. How to prevent losing of information of student’s records?

2. Will a paperless management system lessen the hassle and time consumption

during work?

3. Is the current method in monitoring students' records consistent and

reasonably convenient?

4. How to give feedback to the students who want consultation for counseling

thru chat?

Objectives of the Study

General Objectives
 The general objective is to develop design and implement a guidance information

management system in Bohol Island State University – Bilar Campus.

Specific Objectives

The propose system specifically aim the following:

To develop a system that will give detail information about the students and give

feedback to the students who want consultation for counseling.

To provide a platform that could monitor the student’s behavior efficiently and effectively

thru real-time chat.

To provide a system that is not error prone and time consuming.

To test and evaluate the effectiveness of the project system in terms of implementation.

Significance of the Study

The result of this study will be beneficial to the following:

Guidance counselor. To provide a secure and automated record, managing

student’s information, and giving feedback to the student who wants consultation for

counseling. If this system will be implemented, then the works of the personnel would

be so easy and they would not feel hassle upon making the operation.

Students. To help the students fill up their information in easy way and provide

them with an easy and secure counseling service. Keep their confidential record

secured and safe.

Bohol Island State University Institution. To help lessen the work of the staff.

Future Researchers. This may be provides basis to the future researchers who

may experience a related system.

Technical Background

For the development of the system, the resources will be use by the researchers

are the following:

PHP

The researchers use PHP programming language because it is an open-source

server-side scripting language that many developer use for web development.

Visual Studio Code

Visual Studio Code will be as code editor for php.

Cascading Style Sheet

Cascading Style Sheet (CSS) is used to style and layout our web pages. It alter

the fonts, color, size, and spacing of your content, split it into multiple columns, or add

decorative features of the system.

XAMPP

XAMPP is the database used for storing all the data or information in the system.

Research Methodology

Environment and Participants

The primary actor of the system is the guidance counselor. The guidance

counselor will act as the system administrator who will be in charge of monitoring

students information, managing all of the system’s data and give feedback to the

students who need counseling service. There were two group of the respondents of the
study: one (1) guidance’s staff and selected nine (9) students of Bohol Island State

University - Bilar Campus.

Research Procedure

The researchers will be interviewing the guidance counselors and identify the

needs for the present system. The approval guarantees that the propose system will be

test and implement will be complied with. Review of related literature and system will

serve as the foundation of the system development. The prepare questionnaire will be

using for the preliminary survey to gather information about the current system and the

users experience. A system acceptability survey will determine whether the develop

system meet the needs of the end user. The guidance counselors will test and evaluate

the usability of the propose system.

Methodology

This section discusses the theories and concepts that the researchers used in

the course of designing or developing the system.

The System Development Life Cycle(SDLC) is a set of activities developers used

to build an information system. It helps the researchers establish a system project plan,

because it sets the overall list of processes and sub-processes required in developing a

system.

The researchers used Agile Model for the proposed system. Agile Model uses

iterative development as a basis but advocates a lighter and more people-centric

viewpoint than traditional approaches. Agile Model uses feedback rather than planning
as its primary control mechanism. It is essential since the researchers focuses on the

clients need.

Figure 1. Agile Model: System Development Life Cycle

In Requirements collection or Planning, in this phase, the researchers

interviewed the client and conduct a preliminary understanding of the situation. The

researchers defined and studied the problem with the group members. Moreover, the

researchers conversed to the client and recommended solution to the problem.

In Analysis, the researchers analyze the situation thoroughly to determine

requirements, to structure those requirements, and to select among competing system

features. Requirements were reviewed by the researchers with the client.

In Designing and Coding, in this phase, the researchers start creating and

designing the system. Write all the codes and function that the system needed.

In Testing, in this phase, the researchers will test the developed system together

with the client to know if there are some changes or function to be added in the system.

Testing happens continuously as features are added.

In Maintenance, in this last phase, the researchers will maintain the condition of

the system, fix and repair if it breaks or give some errors.

Reference APA Format

Alegado, R.,Alegado, A. (2021). Guidance and Counseling Record Management

System. International Journal of Advanced Trends in Computer Science and

Engineering, Vol, 10, 2138-2144.

Tuazon, J. L., & Tacuban, T. N. (2017). Guidance and Counseling Information Support

System. Asia Pacific Journal of Multidisciplinary Research, 5(1).

Web page
Alegado, R.(2021).Retrieved from https://www.researchgate.net/publication/352568664

on June 2021

Pantaleon, C.(2013).Retrieved from https://www.scrib.com/doc/147372387/TUP-T-

Guidance-and-Information-System-Documentation-Chapter-1-to-5 on June 2013

https://www.researchgate.net/publication/

354313508_Organization_and_implementation_of_School_Guidance_and_Counselling

_programme