DESIGN AND IMPLEMENTATION OF AN ONLINE CLEARING SYSTEM FOR GRADUATING STUDENTS
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DESIGN AND IMPLEMENTATION OF AN ONLINE CLEARING SYSTEM FOR GRADUATING STUDENTS
1. INTRODUCTION
Many Kenyan institutions conduct a clearance process when a person is about to disengage from an institution to determine the person’s position and if he or she will be allowed to disengage.
If the person is free to disengage, he or she will be granted clearance. Clearance is a certificate that grants authorization for something to be done.
In higher education institutions, final-year students who have met the academic criteria for graduation must go through a clearance process before leaving the university.
Clearing is a process that involves the student’s academic department, faculty, bursary, student affairs, library, hostel, sports department, health centre, and registry (exams and records). A student can only obtain his or her graduation certificate after being cleared.
Background of the Research
The internet has changed the face of the globe by allowing people to receive and share information quickly and easily. Prior to the evolution of the internet, receiving information from another end took time depending on the distance travelled.
According to Adesanya, the internet is a global collection of various sorts of computers and computer networks connected together. It is gradually becoming the solution to a wide range of information, issue solving, information exchange, and marketing needs.
Clearance can be described as the official authorization for something to occur. It can also be defined as the process of determining and negotiating any permissions required to incorporate the use of another person’s intellectual property into a creative effort.
Clearance systems for graduating students are necessary and ongoing procedures and processes in all universities. The clearance must be completed to determine whether the student is eligible for employment and does not possess anything related to the school.
It is standard university procedure to carry out these steps after the student’s last test in school, assuming there is no carryover.
Online clearance system is a web-based method that uses the internet. Jomo Kenyatta University of Agriculture and Technology’s current technique is not internet-based, which adds stress to students who must travel from school to school to complete documents.
The form presented to the student must be signed by the Dean of all schools, University Librarian, Head of Department, Sport Official, Dean of Student Affairs, and maybe others.
Thus, a web-based clearing system for graduating students is required to save time and money on commuting from one location to another.
STATEMENT OF THE PROBLEM.
Clearing graduating students at Jomo Kenyatta University of Agriculture and Technology has always been done manually. It is clear that registration cannot completely replace the manual process of an online clearing system for graduating students.
It is evident that we are currently in a technological era, with science and technology being used to practically every part of life to make labour faster, easier, and more efficient.
As a technological university, it is our responsibility to pave the path for other institutions and organisations to follow by creating automated technologies to replace all manual processes inside our university system.
The manual process of clearing students has limitations.
The integrity of information is not completely guaranteed because there is a great danger that information will reach an unauthorised or wrong hand, which may illegally change the information, rendering it erroneous.
In the absence of personnel in charge of any of the clearance form processes, the full clearance registration process is postponed until such personnel become available.
It’s time intensive. A lot of time is lost before a student successfully completes his or her clearance registration form.
The manual procedure can only attend to a limited number of students each day, thus students who are not attended to must return the following day until their clearance form registration is successfully completed.
GOAL OF THE STUDY.
To identify flaws with the present procedure of clearing final-year students at Jomo Kenyatta University of Agriculture and Technology.
To create and deploy an automated clearing system at Jomo Kenyatta University of Agriculture and Technology.
To process student clearance in an effective and fast manner.
To ensure borderless access.
To ensure a speedy clearance.
Significance of the Study
The online clearing system is primarily intended to save user information, facilitate data manipulation at a faster rate, provide concurrent access (access to multiple users at the same time) to authorised users, and ensure the integrity and accuracy of the information system stored by authorised users.
The online clearance method for graduating students will make it easier for them to get cleared by the institution.
There are more benefits of an online clearing system, which are outlined below:
It is quite convenient to use from anywhere, as long as you have an internet connection.
Information processing is extremely rapid, and delays can be avoided.
It is economical for students and school administration.
It helps the school save money on labour and supplies.
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