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Online Clearance information management system for graduating students( a study of ur school)

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Online Clearance information management  system for graduating students( a study of ur school)


Clearance is required of a student who is either graduating or dropping from the course anytime during the school year or the semester or transferring to another school.  Students should be cleared from all financial obligations and administrative accountabilities from the different units of the university before documents such as diploma, transcript of records, certification, transfer credential and other similar record is issued. Online clearance system is a research work that will help build an efficient information management for schools. It is aim at developing a system for making clearance after graduation. This will help build a more reliable and effective means of undertaking student clearance, removing all forms of delay and stress. School management and computer experts have come to appreciate the need for online clearance system for graduating students. It is a project work that helps you to understand what school clearance is all about, the procedures for clearance after graduation, how to do your clearance on the web and a design and implementation of an online clearance system for the University. Moreover, the design and implementation will be carried out using HTML and Visual Basic 6.0.





  1. Background of the Study

Clearance is a status granted individuals, typically members of the military, university graduates and employees of governments and their contractors, allowing them access to classified information, i.e. state secrets. The term "clearance " is also sometimes used in private organizations that have a formal process to vet employees for access to sensitive information. A clearance by itself is normally not sufficient to gain access; the organization must determine that the cleared individual has a "need to know" the information. No one is supposed to be granted access to classified information solely because of rank or position, but once a clearance is obtained, access to certain information or gain of freedom will be granted.

As many universities have choosing to pursue the dynamic educational options available online. The advantages of e-learning are many. As people of all ages and backgrounds become increasingly reliant on the internet for information, online learning becomes more convenient and efficient here the need for an online clearance system. The skills needed to access and comprehend information online are becoming commonplace, and the flexibility of wireless computing means that any coffee shop, airport or bedroom can become a classroom. Online courses, registrations, clearance have few, if any scheduling restrictions, well-integrated learning resources and competitive degree options, with an online clearance system.

The changing online college landscape now includes online clearance system, traditional undergraduate and general studies programs. However, career learning is still the most popular online training option.


1.2     Statement of the Problem

The processes of clearing students after their graduation requires that the students be cleared in various departments and information units. Among which are:

  • Library fines and overdue or lost library materials from the University
  • Departmental Dues
  • Infirmary and bookstore charges
  • Residence hall damage charges
  • Return of athletic equipment
  • Student Union Fee
  • Bursary and all other charges

For a graduating student to carry out his her clearance from all these departments, it normally takes a lot of time and a lot of processes and delayed. Hence it became imperative for an online clearance system to eliminate the shortcomings of the manual system in place.


1.3     Objectives of the Study

The objective of this project is to examine how school clearance system can be computerised and accessed online, with the main objective being to develop software that can enable the students to do their clearance online. Thereby removing the huddles that students face after graduation in their attempt to do their clearance from different departments.

1.4     Scope of the Study

This research work covers all aspect of clearance by graduating students from various departments. The clearance includes both departmental, faculty and library clearance. The software developed will be carried out using HTML and Visual Basic to manage both the database and at the same time make the software online.

 1.5      Limitations

Due to time constraint, the web – page developed covers only clearance from various departments by the graduating students.  What ever is left out is as a result of time and finance as it cost a lot to develop a full web – based clearance system.


1.6       Significance Of The Study

The project work will help in a good number of ways to ease the queuing system in the university as the online clearance system will help students to achieve what ever they want to achieve without coming to the various offices for clearance. Clear advantages of Internet information processing over those of traditional manual system are higher yields. Online clearance system allows the users to check their clearance status as whether they are in any way indebted to the school, fill and submit their clearance form, and obtain their clearance letter. There are many other advantages of online clearance system and some of them are listed below.

o       It saves a lot of time.

o       It is very convenient to use it right from the bedroom, office or anywhere in the World.

o       Information processing are very fast and  delays can be avoided.

o       It is inexpensive to students and school management.

  • Help the school in reducing costs such as labour and stationary.

1.7     Definition of Terms

Computer Network: Computer Network is a system that connects two or more computers together using a communication link.

World Wide Web: World Wide Wed simply called www is the most important tool of the Internet. It was created ion the late 1980s in Europe and was used limitedly in academic cycle.


Official certification of blamelessness, trustworthiness, or suitability for graduation and issue of certificates in a degree course.

Databases:  A systematically arranged collection of computer data, structured so that it can be automatically retrieved or manipulated. It is also called databank.

File Transfer:  Any kind of computer file can be sent via the Internet from one Internet user to another. Table of accounts on spreadsheets, design by a graphic artists, music sound files etc, can all be exchanged in this way.

Web Brower: This is a special kind of software that processes hypertext make-up language (HTML) document. In other words, a web browser is a computer program that interprets HTML command to collect, arranged and display the parts of a web page.

Web Site: A website is a collection of many interconnected web pages organized by a specific college, organization company etc, containing web pages (good and commodities) on the Internet. Web site are stored on web servers. There are many web site and thousand of HTML pages on each web site. A web site is a treasure of information and entertainment.

Hyperlinks: Hyperlinks are highlighted words and phrase you find on web documents that you can click on as to jump to some other documents or Internet services.




2.1     Information Technology in Institution – Computerizing Processes

The university information system is created as the integrated system, aiming to computerize all university processes, Caplinskas (1996). The university information system contains all basic processes at university

  • Study process;

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