Tobruk University Grading System for College of Nursing Version 2 in Tobruk, Libya

International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 DOI : 10.5121/ijdms.2017.9603 37 T OBRUK U NIVERSITY G RADING S YSTEM FOR C OLLEGE OF N URSING V ERSION 2 IN T OBRUK , L IBYA James Neil B. Mendoza 1 , Dorothy G. Buhat-Mendoza 2 and Crisola G. Tan 3 1 Lecturer – Computer Subjects, College of Nursing, Tobruk University, Libya 2 Lecturer – Nursing Subjects, College of Nursing, Tobruk University, Libya 3 Assistant Lecturer – Computer Subjects, College of Arts and Sciences, Tobruk University, Libya ABSTRACT Grading is the process of applying standardized measurements of varying levels of achievement in a course. Grading measures the students’ academic capability. Database Management System plays a vital role in recording information of any kind. Grades or students mark can be recorded in a repository. As the student performs, all academic measures were recorded into the database system, over the years it accumulated to a large amount. Recorded data were useful in educational data mining as unknown and hidden data patterns of all courses, database grading system of Tobruk University College of Nursing known as TUCON-GSv2 a successor to OMUCON-GSv1 can be used to extract and analyze this data. Database management system methods and implementations like recording of data in tables, queries and report, using Visual Basic as front end for the system and Microsoft excel as report, the system and the research performs according to what is needed and generated valuable findings. Overall the TUCONGSv2 can produce helpful and meaningful data as it promoted simple educational data mining. The system serves as a vital element in the improvement of quality education for the College. The main purpose of this study is to document and present the performance and operation of the system from inception up to its present form, solve the report generation challenge for retaining the old format integrated in the new system and for the promotion of DBMS, Computer Science and Nursing Education in Tobruk, Libya. KEYWORDS Data Mining, DBMS, computer science, academic performance, Nursing Informatics 1. INTRODUCTION Grading is defined in education as the process of applying standardized measurements of varying levels of achievement in a course[1].In most countries, all grades from all current classes are averaged to create a grade point average (GPA) for the marking period or a semester for Colleges and Universities. The GPA is calculated by taking the number of grade points a student earned in a given period of time [2].Academic performance suggests how well a student accomplished tasks and studies [3]. Student retention and performance are deemed as important issues for both educators and students [4]. Academic performance can be measured by different assessments like class test marks, lab performance, assignment, quiz and attendance [5]. The accumulated marks will then be averaged. The GPA was then evaluated in the following adjectival rating in Libya, 85-100% Perfect or Excellent, 75-84% Very Good, 65-74% Good, 50-64% Accepted and 0-49 as Failed/Unsatisfactory [6]. In Tobruk University College of Nursing (formerly Omar Al Mukhtar International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 38 University), assessment per class were manually recorded by the faculty members in what they called a mark list. The mark list is then given to the registrar’s office for encoding, previously in Microsoft Excel worksheet that serves as their educational database. Eventually it was transformed into OMUCON-GSv1created by the author, it utilizes student database grading system created with Visual Basic as front end and with MS-Access as its back end support, store students’ personal information, educational performance for every subject with semesters and school year divided into several queries [7].Implemented since academic year of 2010-2011, data storage and retrieval were made easy. It has undergone several changes in terms of operational aspects. In 2014 the author uses the system for a data mining research [7]. Database management system is a suite of computer software providing interface between users and databases [8]. Database has been explored and performed for many years, known as a collection of structured information about a subject or for a particular purpose [9]. The amount of data stored in educational database increases rapidly over the years [10]and so is the amount of data maintained in any electronic format increased noticeably, as the amount of information doubles so was the database at a greater pace[11]. Data was recorded as it was believed to be a source of potentially useful information [12]. Data in every bit has a lot of concealed information [13], as Collegiate education evolves so is the need to execute database management. Data mining on the other hand is a technology used to extract meaningful information and to develop significant relationship among variables stored in a data set [10, 11]. Currently Tobruk University College of Nursing Grading System version 2 or TUCON-GSv2 is the database system being used by the college. A successor to the OMUCON-GSv2 after the Tobruk branch of Omar Al Mukhtar University separated from the main campus in A.Y. 20152016 [14]. In this research, the proponent presented a Grading System custom built for the use of the College of Nursing. Exploring the uses and benefits of the system the study aimed to provide worthy educational data to the Institution in aide of improving educational competence and academic performance as a whole. The study also promotes the use of Database Management System to handle educational records. 2. MATERIALS AND METHODS 2.1 System and Data Presentation The system will be presented using existing data sets of Academic performance by the students in the academic semester and the whole school year as well. Simple database management element approach and implementation was used to extract, analyze and present the data in useful format. The student database grading system TUCON-GSv2 was used to perform database management and statistical treatment of data. Collected data and system operation were organized into figures to permit ease of analysis. All data measures and its presentation were performed and generated by the software application TUCON-GSv2. Report generation codes of the actual system was also used. 2.2 Study Population The study population consisted of 7 batches of students were all records are in the current system. Batch 2011, historically the 4 th batch of students who entered the College of Nursing on Academic Year (AY) 2010-2011, and the pioneering batch to be entered in the system as 1 st year students’ in the College. Respectively Batch 2012 up to Batch 2017was students’ who entered the college in AY 2011-2012 until AY 2016-2017. Population was selected based on their student number hence named Batch number. Additionally older batches 2008, 2009 and 2010 were also in the system albeit with partial records in the old and in the new system. International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 39 2.3 Programming Technique The proponent utilized the 4 th generation technique (4GT) in the development of the Grading System based on NPL or NonProcedural Language techniques. Depending on the specifications, the 4GT employ various tools for the automatic generation of source codes [15]. It is the vital tool which uses the non-procedural language for report generation, database query, data manipulation, user interface, code generation, spread sheet capabilities and more. 2.4 Software Application Tobruk University College of Nursing Grading System Version 2 or TUCON-GSv2 is a software application that stores student information, subjects offered and academic records. The system was utilized to perform data measurement and presentation. The system was created using Visual Basic version 6 as front end, Microsoft Access for back end and Microsoft Excel for report generation. 2.5 Clinical Instructor A clinical instructor co-authored the research to prove the integrity of the courses offered, operational aspect of the Nursing College and evaluation of data. Computational process of major nursing subjects especially the marks for Related Nursing Education (nursing laboratory) and Intensive Nursing Practicum (hospital base). The system is intended to benefit the Nursing College of Tobruk University, clinical instructor and faculty member, and nursing students. 3. The Grading System Student report were recorded and extracted in TUCON-GSv2, figures will be used to present the actual screen shot of the system during its operation. Historical operation of the old system until the latest version will also be presented. 3.1 The old system Prior to the OMUCON-GSv1, the College of Nursing uses Microsoft Excel to record and report the result of the academic performance of the students. Several worksheets’ was used to represent every subject or course for a given semester or school year (the College started a yearly program for nursing instead of a semester). Another worksheet was used to present the result for all courses, GPA and rating, all worksheet combined will compose the workbook for 1 year level. Records and fields were mostly written in Arabic Language. Figure 1: Worksheet for one course International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 40 List No, Name, Student Number, Class Performance, Practical Exam, Major Exam, Final Result As shown in Figure 1, the encoder will use this Excel worksheet to input the academic performance of the students after getting the manually written mark list from the faculty member. Every course uses a standard scoring although some faculty chooses to add or combine some criteria. Basically there are two possible course or subject, one with laboratory and one without laboratory. Lecture subjects without laboratory consist of class performance and major exam (midterm and final). Subjects with laboratory composed of class performance, laboratory exam and major exam. Passing mark is 50 and above for all subjects, although when the program shift from yearly to semester, major nursing subjects passing mark was set to 60 or higher. Figure 2: 1 st Assessment Report: Final Result, Total, GPA and Rating After encoding into individual course worksheet, another worksheet will present the accumulated marks of all students for every course, the aggregation of the mark as Total, the average as Percent equivalent or GPA and academic position as evaluation rating. Academic position is divided into two, result and rating. Result is either the students passed if they passed all their subjects or take 2 nd assessment equivalent to a removal exam at a later time. Rating is when GPA was evaluated using Libya’s standard rating, 85-100% Perfect or Excellent, 75-84% Very Good, 65-74% Good, 50-64% Accepted and 0-49 as Failed/Unsatisfactory. Subjects and the rest of the column fields were translated to English language for reference only. Figure 3: 2 nd Assessment Report: Final Result, Total, GPA and Rating There are two reports that the registrar prints after the exam period (Figure 1, Figure 2). The 1 st assessment report was produced after the final exam and the 2 nd assessment report or the result after the students have taken the removal exam. The difference between the two reports was that International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 41 in 2 nd assessment there will be 6 possible results, Passed if they passed all their courses, Passed with 1 carrier subject, Passed with 2 carrier subjects, Repeat the School level, Failed/ change program, Reported absent/not attending classes/exam. Those who passed all subjects in the 1 st assessment report will not be included in the 2 nd assessment report. The student can be promoted to the next year level even if they fail 1 or 2 courses, the failed courses will be loaded to the list of subjects the following school year. If they fail 3 or more courses then they have to repeat the school level until they passed all the remaining subjects they failed. If the GPA of students is less than 35%, they will be advice to change program and will not be accepted in the college again. 3.2 OMUCON-GSv1 In 2009, the College of Nursing changes their program from yearly to semester period. The course outline was improved, more subjects were added, and passing mark for nursing subjects was increased from 50 to 60. As the need for an organized database increased in 2010 the management of CON suggested the creation of a Grading System. The author created the database in Microsoft Access, using Visual Basic for User Interface. Eventually after a series of test for report, the author decided to use Microsoft Excel for report generation called by a procedure in Visual Basic. Figure 4: Modified Splash Screen of OMUCON-GSv1 (Version 2) Figure 4 shows the splash screen of OMUCON-GSv1, the last and latest design while the College of Nursing is still under Omar Al-Mukhtar University. Version 1 and version 2 of OMUCON-GS is pretty much the same albeit different logo and some update in the database were introduced. Figure 5: Login Module for OMUCON-GSv1 In figure 5, the username and password login was displayed. Only the registrar, exam supervisor and encoder were entrusted the security login to prevent unauthorized access. International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 42 Figure 6: School Year and Semester Selection for OMUCON-GSv1 Since the inception of the semester program, the Grading system was designed to fit the school year and semester division (Figure 6). First the operator must choose the school year to generate then choose which semester, then click Ok button to proceed to the next module. Figure 7: Main Module of OMUCON-GSv1 The main module of OMUCON-GSv1 as shown in figure 7 lets the user to choose the school year and the department if necessary in the combo box above. A search button for course and student records filtered by their student number for accurate posting is also included. The Generate Report button will be used for generating the result in a spreadsheet. Change button to choose another school year and semester. Exit button to close the program. International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 43 Figure 8: Operating the Main Module of OMUCON-GSv1 In order for the report to be generated, the year level must be selected and the department if the year level is 3 rd or 4 th year level. Previous department includes Anesthesia, Intensive and Emergency, Midwifery and Public Health nursing. Generate Report button is disabled by default and can only be activated when proper year level is selected. Figure 9: Report Generated by OMUCON-GSv1 The result will be generated in a spreadsheet as shown in figure 9, the worksheet were automatically locked to prevent alteration. International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 44 Figure 10: Report Generated by OMUCON-GSv1 (improved color coding) Early design of the report was a little bit plain in terms of appearance, the exam supervisor suggested changes in the color coding were passing marks will appear in black text and white background cell, failing mark will be displayed in red text and blue shaded background as shown in Figure 10. Unlike the original worksheet for the College’s grading system, the evaluation rating will only be given if the student passed all their subjects. Carrier subjects were placed after the general average or GPA thus suggesting it’s not included in the computation of Total and General Average but counted as a course. Since the College is an Arabic institution, reports were posted in a right to left format. The name and evaluation remained written in Arabic language. Figure 11: Report Generated by OMUCON-GSv1 (Version 2) After a couple of years of software implementation, the University changes its official logo and courses offered, thus minor changes in design were added to the system (Figure 11). Similar with the first grading system, the report to be submitted by the registrar included the result of the 1 st final exam and 2 nd final exam. Students who passed all subjects on 1 st assessment will not be included in the report of the 2 nd assessment. 3.3 TUCON-GSv2 In the middle of school year 2015-2016 the Colleges in the Tobruk Branch of Omar Al-Mukhtar University separated from the main campus thus they establish Tobruk University. Changes in the logo, school and system operation prompted the author to redesign the system albeit with minimal configuration. International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 45 Figure 12: Folder ofReport Generated by OMUCON-GSv1 and TUCON-GSv2 TUCON-GSv2 is an update of OMUCON-GSv1 and the records and report produced by the latter were integrated to the new system. The same database were still being used for the new system, the report were saved as a worksheet file and sorted according to school year and semester as seen in figure 12. Figure 13: Report Generated by TUCON-GSv2 Report generated by TUCON-GSv2 list the students name, control number, subjects taken, total, Gen. average or GPA, evaluation rating if they passed all subjects, Carrier or loading subjects retaken if present and general result or status. International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 52 Select statement was used to choose the fields to be displayed in the report. Computation for [Grade], [2nd] and Final Grade and determining if the subject is a major or minor course is also included. Inner Join statement was used to combine the appropriate tables and was arrange by an Order By clause based on students [level], [subject] and [List No] to sort in ascending order. 5. CONCLUSION Tobruk University College of Nursing Grading System version 2 performed generally well as a Database System for the College. Having the system eases up encoding, collecting of records, organizing and sorting for data retrieval, and report generation. The system is unique in its design as the reports were retained from the old system but recording was in the new database system instead. The study presented the operational aspects of the College of Nursing in Tobruk University in terms of grading of nursing students together with the use of TUCON-GSv2 and history of its predecessors using actual archived reports. Portion of the actual source code was also presented to address the report generation requirement of the College. The system promotes not only the use of Database Management system and data mining but promotes the whole Nursing program in Tobruk University as well, being one of the few Colleges using a systematic record handling of data in Libyan Universities. The TUCON-GSv2 can also generate useful data and turn it to a meaningful one to promote educational data mining and improving quality education. REFERENCES [1] Intravaia S, "Il liceale con la media del 9,93 "Sonoilpiù bravo d'Italia"", repubblica.it (in Italian), November 2009. [2] http://dictionary.reference.com/browse/grade point average, Grade Point Average. (n.d.)., October 2011 [3] Dela-Cruz RA, Guido RM. Factors Affecting Performance of BS Astronmy Technology Students. International Journal of Engineering Research & Technology 2013; 2(12):84-94. [4] Friedman BA, Mandel RG. 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International Journal of Database Management Systems ( IJDMS ) Vol.9, No.6, December 2017 53 ACKNOWLEDGEMENT / SOURCE OF SUPPORT The authors would like to thank first and foremost God Almighty for the grace and glory of His name, giving us the gift of wisdom and inspiration to write this study. We acknowledge our family specially our mothers and also our friends, for their unwavering support. And to the publisher for the insight in promoting research development, thank you and God bless us all.