WEB BASED STUDENT CLEARANCE SYSTEM (A CASE STUDY OF GOMBE STATE POLYTECHNIC BAJOGA)

CHAPTER ONE
1.0 INTRODUCTION
In higher institution clearance can be a process whereby regulation can be done before the fulfillment of the work. Before clearance can be fulfilled, there are certain requirements or criteria for that clearance. Student clearance system is also a process whereby a student has to be cleared in the department before registration fulfillment. In higher institution both newly admitted and returning student must be at the department.
However, the clearance for the newly admitted students differs from that of returning student. For the newly admitted students all credentials and other documents must be scrutinized in order to ascertain their authenticity and validity before allowing student to proceed with the registration processes.
With regard to the returning students, previous results must be examined in order to ensure that all previous carryovers and/or course arrears are registered first before any other fresh courses. In addition to that, clearance ensures that no student register more the maximum number of credit units he/she is supposed to register especially those students on probation.
Web based student clearance can be regarded as reliable and effective means of undertaken student clearance, remove all forms of delay and stress as well as enables you to understand the procedure involved as well as hoe to do your clearance online.
1.1 BACKGROUND OF THE STUDY
The speedy advancement in information and communication technology (ICT) has gave rise to transformation in the way activities are being executed today Chimezie(2016). To adopt the advancement in digital technology, there is need to implement the use of web based student clearance system in tertiary institutions like Gombe State Polytechnic Bajoga, there is need to automated method of keeping data, more so a greater need for online clearance system. This would help in alleviating the various problems and stress involved in the manual method of clearance Obilikwu (2015).
1.2 STATEMENT OF THE PROBLEM
The manual clearance system is associated with problems which lead to ineffectiveness of the system. The proposed automated system is expected to overcome those problems which include:
1. Students registering more than the maximum number of credits unit
2. Not returning of the clearance form in the appropriate time
3. Students registering courses they are not supposed to register
4. Proceeding with the registration process without passing through the departmental clearance
5. Lack of centralized student record
1.3 AIM AND OBJECTIVES OF THE STUDY
1.3.1 AIM
The aim of this project is to design and implement a web based student clearance system
1.3.2 OBJECTIVES
The project is aimed to achieve the following objectives
i. To effectively and efficiently process students clearance
ii. To prevent students from registering more than the maximum credit units they are supposed to register
iii. To ease the process of student clearance system by allowing the student to be cleared by the class advisers from their comfort zones
iv. To provide centralized means of keeping students record
1.4 SCOPE OF THE STUDY
The project is aimed to develop a web based student clearance system for Gombe State Polytechnic Bajoga. The system is capable clearing both fresh and returning students before the fulfillment of school registration fees. The system is expected to replace the manual method of clearing student in Gombe State Polytechnic Bajoga.
1.5 LIMITATION OF THE STUDY
The proposed system will not allow a student to make school registration, rather its only designed to make student clearance online.
1.6 RESOURCES AND TECHNOLOGY USED
The resources which include hardware and software as well as the technology needed to develop the proposed system are outline below.
1.6.1 HARDWARE
Personal computer (Laptop/desktop) is the hardware component used in developing this system using windows operating system.
The system specification are as follows :
i. Processor should pentinum v and above
ii. A minimum of 4 Gigabyte of RAM
iii. Hard disk space of 250 Gigabyte and above
1.6.2 SOFTWARE
I. Visual Studio Code (VS Code): visual studio code, also commonly referred ton as VS Code. Is a source code editor made by Microsoft with Electron Framework, for Windows, Linux, and Mac OS . Features include support for debugging, syntax , intelligent code completion, snippets, code refactoring, and embedded Git. Users can change the theme, keyboard, shortcuts, preferences, and install extensions that add additional functionality
II. XAMP: is free and open-source cross-platform web server solution stack package developed by Apache Friends, consisting mainly of the Apache HTTP Server. Maria DB database, and interpreters for script written in the PHP and Perl programming languages. Since most actual web server deployments use the same components as XAMP, it makes transitioning from a local test server to a live server possible
III. Google Chrome: is a cross-platform web browser developed by Google. It was first release in 2008 for Microsoft windows, built with free software components from Apple Webkit and Mozilla Firefox. Version were later release for Linux, Mac OS, IOS, and also for Android, where it’s the default browser.
1.6.3 TECHNOLOGIES/LANGUAGES
HTML, CSS and Bootstrap are the languages used in developing the front-end of the system, MySQL is the database used to store all the record for easy retrieval, whereas PHP is the language used to allow interaction between the server and the system while the validity of the data is achieved using JavaScript and AJAX.
1.7 DEFINATION OF TERMS
Web base : i8s any program that is accessed over a network connection using HTTP, rather than existing within a device’s memory. Web based applications often run inside a web browser .
Student :a student is a person enrolled in a school or other educational institution
Clearances : official certification of blamelessness trustworthiness or suitability to accomplish a specific objective.
Computer Network: computer network is a system that connects two or more computers together using a communication link.
World Wide Web: simply called ‘’www’’ is the important tool of the internet, it was created in the late 1980’s in Europe and was limitedly use in academics cycles.
File Transfer: Any kind of computer file that can be sent via the internet from one internet user to another. Table of account in a spreadsheet, design by a graphic artist, music and sound files etc can all be exchanged in this way
Web Browser: this is a special kind of software that process hypertext mark-up language (HTML) document. In other words, a web browser is a computer program that interprets HTML commands to collect, arranged and display the parts of a web pages.
Web Sites: A websites is a collection of many interconnected web pages organized by a specific college, organization company etc, containing web pages (goods and commodities) on the internet. Web sites is stored on web servers. There are many web sites and thousands of HTML pages on each web sites. A web is treasure of information and entertainment.
Hyperlinks: Hyperlinks are highlighted words and phrase you find on a web documents that you can click on as to jump to some other document or internet services.
Fresher: is a newly admitted student in an institution.
Returning Student: is a registered student returned for a new session.
Spill Over: Is a student returned after the year of graduation to restore his carry over courses.
Class Adviser: is a lecturer responsible for students affairs in their department.
Probation: Academic probation is the most common term colleges and universities use to indicate that a student is not making in academic progress the institution requires for graduation. Academic probation often means that a student grade/or overall GPA are not high enough to continue in school if they do not improve.
Carry Over: Over conceptually means failure in school. It signifies not being able to hit the pass mark to qualify a certification after a program. In the university settings of things, some body who couldn’t meet 40-marks pass maximum would have to rewrite the particular course again next year with his/her junior.
Course Arrears: can be refer to as courses students defers due to his some academic circumstances.
Core Course: The term ‘’core course’’ refers to the list of courses that provide a broad foundation for your education. When it comes to their admission policies, most colleges will calculate your grade point average only the grades from your core academic classes .
Elective Course: An elective course is a course that you choose to take as part of your program of study.
Step Down: is a status of academic program where by student will repeat a level of study due to his performance failure.
1.8 CHAPTERIZATION
Chapter One: Introduction
Chapter Two: Literature Review
Chapter Three: Analysis and Design
Chapter Four: Implementation
Chapter Five: Summary, Conclusion and Recommendation. 
CHAPTER TWO
LITERATURE REVIEW
2.1 THEORETICAL BACKGROUND
2.1.1 ROLE OF INFORMATION TECHNOLOGY IN THE ACADEMIC SYSTEM
World net describes an information system (I.S) as systems consisting of all communication channels used within an organization and include software and hardware. It may also be define as a system that collect and process data (information) and provide it to manager of all levels that use it for decision making, planning, program implementation and control.
The information system for clearance in higher institution using computer software based online clearance system is to improve the quality and accuracy of information provided to all involved as well as assisting in compiling and reporting information, making work lesser for the management.
Information technology has been an integral part of academic system since almost four decades. According to Hewlet (1993) the world is entering an era in which technology will literally transform every aspect of business, every aspect of life and every aspect of society.
Since the arrival of internet technology, school system has taken a new shape style with a blend of convenience and satisfaction. Taylor (1980) says that computer base education includes both computer-assisted instruction programs that interact with students in a dialogue and a broader array of educational computer applications such as simulations or instructions in computer programming. Learning from a student bedroom, office or anywhere in the world has made its way into university system with the advent of internet technology. Information technology has always helped the university system to educate student in better way. To explain few examples. Student online clearance is a method where the student obtains his/her clearance letter without carrying files around. This is safe, fast and has no hassle. Filling out the documents and comparing options and writing for approval is a time consuming process. Through the internet, this process is made much easier and sometimes the approval is made within minutes. This explains an efficient way of obtaining clearance and saves time and money for students.

    Date: 2026-08-05 00:00:00.000000