Design and Implementation of a Centralized University Result Processing and Transcript System: Case study of University of Ibadan

Oluwaseyitanfunmi Osunade,Olalekan Olubukola Aduroja,Isaiah Babatunde Ayinla

doi:10.25147/ijcsr.2017.001.1.27

Oluwaseyitanfunmi Osunade, Olalekan Olubukola Aduroja + Show 1 more

Open Access

https://doi.org/10.25147/ijcsr.2017.001.1.27

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Abstract

Purpose – Result processing and Transcript generation are academic and administrative asks which universities are engaged in on a regular basis. Results inform students of their academic progress while transcript is a record of a student's academic performance. In most tertiary institutions the two tasks are handled separately with manual operations linking the two tasks. The manual operations and interconnections lead to errors in calculations and delay the production of results or transcript. The delay has caused many students or graduates to lose opportunities. Method – In this work, a combined and centralized result processing and transcript generation system was developed for a tertiary institution. The implementation was done using a Faculty as pilot study before extending to other faculties.Findings – The output shows the results were calculated correctly, graduation parameters applied correctly and reports such as transcript easily generated from the web-based application.Conclusions – The developed transcript and result processing system is functional and operational at the University of Ibadan. It has been used for over 4 academic sessions. The system is compatible with all Nigeria Universities Commission (NUC) regulations. The cooperative result processing technique that ensures results are provided for all registered students and documented permission for result changes are some of the features that users have appreciated.Recommendations – Tertiary institutions in Nigeria are encouraged to customize the developed system to eliminate repetition. Additional security mechanisms such as biometrics may be added as another layer. The system may be hosted in the cloud if there is adequate technical support.Practical Implications – This implies that student academic records are stored digitally and requests for reports such as transcripts and statement of results are efficiently produced. The need for result requests for individual student is over as all results for registered students must be submitted for computation as at when due. Manipulation of results is eliminated due to the multi-layered security built into the operation of the system.

Highlights

The result-processing and transcript generation are two tasks within tertiary institutions that link the academic section with the administrative section
The Department approves the scores at a meeting and directs the examination officer to process the overall performance of students in the department for that session and to distribute the scores to departments who have students with scores in a course taught in that department
Examination officers have a variety of options to use in processing or calculating the overall performance of each student in the department

Summary

Introduction

The result-processing and transcript generation are two tasks within tertiary institutions that link the academic section with the administrative section. The Department approves the scores at a meeting and directs the examination officer to process the overall performance of students in the department for that session and to distribute the scores to departments who have students with scores in a course taught in that department. Examination officers have a variety of options (e.g., calculators, excel sheets, bespoke programs) to use in processing or calculating the overall performance of each student in the department. The processed results of each level of study from the Departments are presented to the Faculty Board for approval. The Faculty, in conjunction with the Examinations Office, on behalf of the Departments presents the results to Senate for approval. This process is the same for both final year and non-final year students All other activities such as transcript generation and statement of results occur after senate approval. The University of Ibadan Act (1962) section 5 part 2c empowers Senate as follows “the organization and control of courses of study at the university and of the examinations held in conjunction with those courses.”

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