Development Of Student Violation Tracking System

Development Of Student Violation Tracking System

Jayvee Charles Daulong, Shawn Laurence Abaco, Kent Zyrone Flores, Junald Gonzaga, Jonathan Tindoy, Jasmin Tabada

College of Information Technology

Tagoloan Community College, (TCC) Tagoloan, Philippines

Abstract – The Student Violation Tracking System was developed to improve the slow and disorganized way student violations were recorded manually. Paper based records were often misplaced, disciplinary actions were delayed, and managing student and parent information was difficult. This digital platform helps Prefects and Advisers keep track of student behavior in a clear and organized way. All student and parent information is stored in one central location. Violations can be recorded with detailed notes, and Anecdotal Records show actions taken and recommendations for improvement. For major offenses or repeated violations, Advisers can use the Refer to Prefect feature to forward the case to the Prefect for further action, ensuring serious cases receive proper attention. The system also automatically sends SMS notifications to parents or guardians whenever a Parent/Guardian Notification sanction is applied, keeping them informed immediately. Appointment scheduling and proper documentation for each case help maintain a structured and transparent process. Testing showed that the system performs as expected, reducing delays and keeping records organized. It is mobile friendly, easy to navigate, and works well even with unstable internet connections. Overall, the system provides a faster, more organized, and reliable way to manage student violations while keeping parents informed.

Keywords – Violation Tracking System, Anecdotal Records, SMS Notifications, Student Discipline, Parent Notification, Refer to Prefect

B. Web-Based Information Systems in Education – Web-based systems provide accessibility, centralized storage, and real-time updates. These systems allow multiple users to access data securely and efficiently, making them ideal for school management applications.

C. Existing Violation Tracking Approaches

Most existing approaches focus on manual documentation, which limits reporting capabilities and historical analysis. This project improves upon these methods by implementing automated sanction stages and comprehensive reporting features.

1. METHODOLOGY

   1. System Development Approach

      The researchers used the System Development Life Cycle (SDLC) methodology, consisting of planning, analysis, design, development, testing, and implementation phases.

      1. INTRODUCTION

         Schools commonly rely on manual logbooks and paper- based anecdotal records to monitor student discipline. At Tagoloan Senior High School, this approach resulted in missing records, delayed sanctions, and difficulty tracking repeat offenses. Daily violations such as tardiness and incomplete uniforms were particularly hard to monitor due to the volume of cases. More serious violations were also affected by inconsistent documentation.

         This study presents the development of a web-based Student Violation Tracking System designed to centralize disciplinary records, improve accuracy, and enhance communication with parents through SMS notifications. The system supports both the Prefect of Discipline and Class Advisers and is accessible through web and mobile browsers.

      2. REVIEW OF RELATED LITERATURE

         1. Student Discipline Management Systems – Previous studies highlight the importance of automated systems in managing student behavior records. Digital tracking systems reduce administrative workload and improve consistency in disciplinary actions.

            Figure 1.0: Modified Waterfall Software Development Life Cycle (SDLC)

         2. System Design

            The system design includes:

            Data Flow Diagrams (DFD) to illustrate information movement

            Figure 4.0: Use Case Diagram

            These diagrams ensure clear system structure and data consistency.

            Figure 2.0: Data Flow Diagram for Prefect of Discipline

         3. System Features

            • Key features of the system include:

            • Student violation recording

            • Automated sanction assignment

            • Role-based access for advisers and prefects

            • Violation history tracking

            • Report generation in PDF format

2. RESULT AND DISCUSSION

   After implementation and testing, the system demonstrated improved efficiency in managing student violations. Authorized users were able to record offenses quickly, retrieve student histories accurately, and generate reports without manual computation. The centralized database reduced data redundancy and ensured consistent sanction implementation based on offense severity.

   The system also improved coordination between advisers and the Prefect of Discipline by clearly defining roles and access levels. Overall, the results confirm that the system meets its objectives and supports effective discipline management.

   Figure 2.1: Data Flow Diagram for Adviser

   Entity Relationship Diagrams (ERD) to define data relationships

   Figure 3.0: Entity Relationship Diagram

   Use Case Diagrams to represent user interactions

   Figure 5.0: Prefect Violation Record Low-Fidelity

   This interface showed the violation records for the Prefect of Discipline. It helped the Prefect view, manage, and update student violations in one place. The top buttons included Search to find records, Print PDF to save or print the list, and Add Student to enter new violations. Filters such as All Status and Individual View helped sort records. Other actions, such as Set Appointment, Create Anecdotal, and Update Sanction, allowed the Prefect to manage each case quickly. The table displayed details such as ID, Student Name, Incident, Offense Type, Sanction, Date, Time, Status, and Action, making it easy to track and handle student violations.

   The final SUS results show that the Student Violation Tracking System achieved an average usability score of 72, indicating an acceptable level of usability while leaving room for improvement. Overall, users were able to complete their tasks, showing that the system meets its basic purpose. A score of 72 suggests the system is generally usable, but some features may need refinement to improve the overall experience.

   Figure 5.0: Adviser Violation Record High-Fidelity

   The Violation Management feature helps advisers easily record and monitor student violations in one place. They can search for students by name or ID, add new violation records, view incident details, and check the offense, sanction, and current status of each case. The system also allows advisers to refer cases to the Prefect, set appointments, create anecdotal notes, update sanctions, and export records to PDF or Excel. This makes it easier for the school to organize, track, and properly handle student behavior cases.

   Figure 6.0: Code Snippet For Store Student

   This code was responsible for saving multiple student records into the system at once. Its main function was to validate each students information such as personal details, contact information, parent ID, and adviser ID ensuring that the data was complete and linked to existing parent and adviser records. After validation, the methd looped through all provided student entries and created a new student record in the database for each one, assigning a default status of active if none was specified. Once all student records were successfully stored, the system redirected the user to the student management page, and a success message was displayed to confirm that the students had been saved.

   The Prefect (P1) and some Advisers (P4 and P5) gave higher scores because the system helped them perform tasks such as viewing student records, managing violations, and handling complaints more efficiently. Other Advisers (P2 and P3) gave lower scores, suggesting that some parts of the system were confusing or difficult to use, especially for first-time users. These results indicate that while the main functions are effective, clearer navigation and guidance are needed for new users.

   During the evaluation, several strengths and weaknesses were observed. Positively, users could complete their tasks correctly, and the system worked well with a stable internet connection. Negatively, some users experienced difficulties at the start, slow page loading with weak internet, and occasional delays in updates. These issues can be addressed with better system optimization, clearer instructions, and brief user training. Overall, the system reduces manual recording, paperwork, and scattered reports. With further improvements, it can become easier to use for all users, especially new Advisers, while continuing to support effective monitoring and management of student violations.

3. CONCLUSION

The Student Violation Tracking System successfully addressed the challenges associated with manual and paper-based disciplinary record-keeping at Tagoloan Senior High School. By providing a centralized and web-based platform, the system improved the efficiency, accuracy, and organization of recording student violations, managing sanctions, and maintaining anecdotal records. The integration of role-based access for advisers and the Prefect of Discipline enhanced coordination and ensured that disciplinary actions were handled appropriately.

Testing and evaluation results, including the System Usability Scale score, indicate that the system is generally usable, mobile-friendly, and effective in reducing delays and paperwork. Despite minor issues related to initial navigation and performance under unstable internet conditions, the system met its intended objectives. Overall, the Student Violation Tracking System offers a more organized, reliable, and transparent approach to managing student discipline and keeping parents informed through timely SMS notifications.

ACKNOWLEDGMENT

We would like to express our sincere gratitude to everyone who contributed to the successful completion of this capstone project. This undertaking was both challenging and rewarding, and it would not have been possible without the guidance, support, and cooperation of many individuals.

Table 1.0: Final SUS Score Computation

First and foremost, we would like to extend our deepest appreciation to our adviser, Ms. Jasmin A. Tabada, for her patience, guidance, and continuous support throughout the development of this project. Her valuable advice and constructive feedback greatly helped in improving the quality of our work.

We would also like to sincerely thank our client for her cooperation, time, and willingness to share important information and

insights needed for the completion of this project. Her support and participation played a significant role in the development and success of the study.

We are also thankful to the faculty members and staff of Tagoloan Community College, particularly the College of Information Technology, for providing a supportive learning environment, necessary resources, and technical assistance that contributed to the completion of this research.

We would like to express our gratitude to our families and friends for their constant encouragement, understanding, and moral support. Their trust and motivation inspired us to remain committed and determined despite the challenges encountered during the project.

Lastly, we would like to acknowledge one another for the teamwork, cooperation, and dedication demonstrated throughout this capstone project. Through our combined efforts and mutual support, this project was successfully completed.

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