Student Grade Records Management System

Computers have changed the world and are here to stay. They have changed people
lives not only in everything they do. But also they changed daily activities, and lot
more. Computers are used as storage and management of data; they can serve as
huge nowledge !ases and can !e harnessed for all sorts of transactions due to
their processing power and storage capacities. "s computers are a daily utility, they
have gained immense importance in day#to#day life. Their increasing utility has
made every !usiness organi$ation and educational institutions switch from paper#
!ased to automated systems.

The move from paper#!ased record systems to automated systems, or the upgrade
of e%isting automated systems, means that there is a greater chance that
information will !e readily availa!le when important decisions must !e made a!out
improving educational services. " well#designed student record system ensures that
data are readily availa!le to manage the education system e&ciently and to
e'ectively meet the needs of students.

(ne of so many pro!lems encountered !y students is the time they spend in getting
their grades in the Registrar (&ce. )n front of the Registrar*s o&ce, a crowd of
student can !e seen who are waiting for the release of their grades.

The record of every student and every course are handled manually and is purely
paper#!ased. The o&ce is currently not using a computer to record and process the
releasing of grades. )f the students want to see their school records, particularly
their grades, the o&ce sta' will have to search and fetched for the records of the
students one !y one.

This process is very tedious and time consuming. The whole school is depending
upon one man who maintains the student*s records. )n this current system, data
records are ept under +le maintenance system. ,ue to this, the placement of the
data is not at one particular place. This results in more consumption of time for the
proper maintenance of records. "lso, the system does not support any type of data
integrity.

Registrar (&ce is using manual system in eeping grades of students. There are
cases that some of the grades were lost or misplaced due to mis+ling of student*s
records. Sometimes students are maing unusual actions lie changing and getting
grades without the concern of Registrar*s sta' or even the teachers that is in charge
of a particular su!-ect.

There is no proper arrangement and procedure in issuing grades. )t is also hard to
the part of the students, they fall in line a!out a couple of minutes or an hour -ust to
get their grades !ut the .ow of issuance of grades is too slow. )f they are still using
the manual system the Registrar can*t give !etter service to the students.

)n line with this, the researchers were challenged and developed a study on the
development of a computeri$ed grade record#eeping system, that is accurate, fast,
and accessi!le for the Registrar*s (&ce.

Computeri$ed Grade Record Management System would facilitate the record#
eeping and issuance of grades. )t will provide smooth operation purposes and it
sees for further advancement in the school system where technology can help the
o&ce to !e more e&cient. The system will automate the records of students and
the process of grade issuance of the school. )f the student*s records will !e
automated, the school will !e a!le to increase sta' e&ciency, perform routine tass
automatically, and deliver their services more e&ciently.

Student Grade Records Management System Components
The Student Grade Record Management System can !e accessed !y four types of
users/
"dministratoraccounts is capa!le of encoding, updating the list of department head
that can access the system, administrator can also set the accounts of sta' in the
registrar.
,epartment 0eadcan update the pro+le of faculty that !elongs to his1her
department. 0e1she can encode the faculty su!-ects. This type of account can view
only the student grade and can view and print the summary of faculty load per
semester and school year.
2acultycan view their assigned su!-ects and total num!er of units. The faculty can
also view the list of students enrolled on a speci+c su!-ect assigned to them. 2aculty
can also directly encode the grades of their students in the system.
Registrar accounts are capa!le of updating the information of the students,
su!-ects, courses, student su!-ects. The system is also capa!le of generating
reports such as student grade reports, student population per school year and
semester and the most important is the transcript of records.
,evelopment Tools/
3isual Basic
MS "ccess