CHAPTER ONE

INTRODUCTION

1.0 Background to 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 (Olatunde, O. A., & Ohunakin, O. S. (2019)). 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 (Olatunde, O. A., & Ohunakin, O. S.
(2019)).

Online clearance system is now used in various academic institutions both locally and
internationally for various clearance purposes, for instance, online hostel accommodation,
UTME online clearance exercise, online admission exercise, online graduating clearance
exercise, and National Youth Service Corp online mobilization registration exercise to
mention but a few.

Chukwuemeka Odumegwu Ojukwu University formerly Anambra State University is a

Nigerian tertiary institution located in Uli, a town in Anambra State. It has its permanent site
in Igbariam in Anambra East local government area under the Anambra North Senatorial
District.The university was established by law No. 13 of 2000 by the Anambra State
Government and has a two-campus structure. The main campus of the university is located at
Uli, in the former site of the Ekwenugo Okeke Polytechnic, formally called Anambra State
Polytechnic.
The second campus is located at Igbariam in the former site of the College of Agriculture.The
law establishing the university phased out the State Polytechnic and the university inherited
its assets and liabilities.
On the other hand, the university law failed to repeal the Edict establishing the College of
Agriculture, Igbariam, hence, legally the university and the college existed side by side at the
Igbariam Campus site, until 2006 when the government relocated the College of Agriculture
to Mgbakwu, about fifteen kilometers away from Igbariam.

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On 11 September 2014, the university was changed to its current name after a bill was passed
by the Anambra State House of Assembly with the aim of immortalizing Chukwuemeka
Odumegwu Ojukwu, a politician and leader of the breakaway Republic of Biafra.

In institution of higher learning like Chukwuemeka Odumegwu Ojukwu University, there is

need for automated method of data keeping, so a greater need for development of web-based
automated clearance system for Tertiary Institutions (Olaiya, K. P., & Akinbohun, L. K.
(2021)). This will go a long way in alleviating the various problems and stress involved in the
manual method of clearance. The focus of this research therefore is to provide a reliable and
transparent system devoid of personal inclinations and interest, to eliminate traveling and
queuing of students during clearance in the study institution and to serve as reference material
to other researchers.

1.1 Statement of the Problem

When a student is about to graduate from an institution, he/she will take his/her final year
exams after which he/she obtains a clearance form from the Administrative office of the
institution after the payment of all necessary dues. This form will have to be certified at
various departments and units including bursary, library, candidate’s department, hostel
porter’s office and Students Affairs unit. The bursary department certifies that the student has
completed all payments while library will have to certify that the student does not owe any
textbooks and library materials, and so on. In summary, the current final clearance system of
this institution is a manual one. This makes the system so tedious and time-consuming. In this
case, students will have to visit all the clearance offices with a form for them to sign. Once
the form is fully signed, it proves that the student has been cleared.
In the manual system, the clearance forms are documented in a file cabinet. Each time the
clearance form is needed, a search operation is conducted on the file cabinets to locate a
particular student’s clearance form or the one meant for his department. To alleviate this
problem, there is need to develop an efficient web-based platform that is reliable and cost-
effective, which can manage the process efficiently. These are some of the problems
encountered;
1. Delay in processing clearance form
2. Unavailability of some key staff while processing clearance form, which leads to
students repeatedly visiting a particular office in other to sign his/her clearance form.
3. Loss of vital documents as the filing system is manual

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 4. Damage of documents due to fire incident.
5. Illegal removal of forms by fraudulent staff leading to insecurity.
6. Takes a lot of time to retrieve a particular clearance form.

1.2 Aim and Objectives of the Study

The specific aim and objective of the study is to design and implement an online clearance
system that will effectively and efficiently process students final clearance. And this aim will
be achieved through the following objectives;
1. To increase the accuracy in the handling of data.
2. To speed up the rate of operation and excellent responses time
3. To make the clearance process flexible (i.e.) it can be accessed at any time.
4. To create an easy and safer way of back up or duplicating data in diskettes in case of
data loss.
5. To introduce a better storage and faster retrieval system.
6. To make clearances accessible from any part of the world.

1.3 Significance of the Study

The online clearance system is very significant to both the graduating students and the school
management. It will help the graduating students to carry out clearance exercise with ease
without having to come to school to experience the rigors of manual system of clearance. And
also, it provides a better storage of students’ information for management as well as ease of
file retrieval
.
1.4 Scope of the Study
The online clearance system is designed to manage the clearance process of graduating
students of only Computer Science Department of Chukwuemeka Odumegwu Ojukwu
University, Uli.

1.5 Limitations of the Study

Due to time constraint as it is a semester work with a lot of academic activities, the researcher
could not carry out a thorough interaction with all the units concerned, and financially, the
researcher had some constraint here as fund was insufficient for the research work.

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1.6 Definition of Terms
Clearance is the certification of blamelessness, trust worthiness, faithfulness or
suitability.
Computer network: is a group of connected, communicating devices such as computers
and printers.
Database: is a collection of data or file purpose to assist many users at the same time.
Database management system or DBMS: is software designed to assist in maintaining
and utilizing large collection of database.
Graduating Student: is a student that has completed his/her 4 years course of study in
the higher institution.
Internet: is composed of hundreds of thousands of interconnected networks.

Offline: Disconnected from computer network, describe a computer terminal or

peripheral devices disconnected from a computer network.
Online: is the condition of being connected to a network of computer or other devices.
Server: is a process that provides requested services for clients.
System: an assembly of interrelated elements which we find interesting to study; it could
be a process or machine.
Website: is a collection of web pages which have image and/or text for the purpose of
passing information to the users.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 Theoretical Review of Online Clearance in Higher Institutions

Online system has become a central element of the discourse on higher education.There
seems to be an overall derive towards online system given the mountain need for flexibility in
scheduling and the daily emergency of communication technology and capabilities
(Ojemakinde, O. T., & Akanbi, P. A. (2020)).
Online system is presented as a means of conveying instruction to an extensive learning
community any place at any time,. Indicate that adequate designate online learning as the
driving force and model for transformation in teaching, learning and formal schooling online
course has the potential to provide learner individualized attention by the instructor,
otherwise impossible in a large classroom environment. With the continued development of
online system applications, many colleges and Universities have begun to offer online
courses as an alternative to traditional face-to-face instructions. 67% of colleges and
universities agreed that online education is the most logical long term strategies for their
institutions. However, there are considerable hesitations rising predominantly related quality
and student respectively to online system. Just as their advantages there are also
disadvantages to the online system instruction delivery method. There is evidence through
previous research that student fill isolated or disconnected when not engaged in traditional
face-to-face instruction, while other reports indicate large success.
There remains a lack of clarity whether online courses are as effective as traditional courses,
Nwachukwu, C. C., & Nwagwu, N. A. (2019).While there has been vast amount of research
conducted on the advantages and the disadvantages of online system institution, little is
known on how assessment is used in online classroom to monitor performance and progress,
Ajayi, A. O., Ademuwagun, A. S., & Adeyemo, O. B. (2020), Liang & Creasy describe the
evaluation of current online education system at three levels; the macro level, the meso level
and micro level. The macro level is an online evaluation that access an entire online program,
the meso level evaluation access individual online courses, and the micro level access the
learning of the online student.
Online clearance system presents educational experience very different from standard face-
to- face environment (Oladejo, R. A. (2021)). When conducting a micro level courses
evaluation, interest commonly lies in learner perception of the course experience pertaining

5
to the level of comfort, ability to communicate with class mate and the instructor, as well as
comparison to traditional face- to-face lecture. Many times the only means of evaluating
learner perception is in the form of a questionnaire or survey. Although perception of online
system can be extremely useful information, it is usually not sufficient to conclude the
evaluation without expanding to learners understanding.

Manual-based Information System versus Computer Based Information System

Basically a manual-based information system is one that does not rely on any computerized
systems and a computer-based information system does. A manual-based system will see
information recorded and kept in different ways such as in files in paper form whereas a
computer based information system will see data stored on various computer programs
including on databases, Word documents, Excel etc. (Barton, 2018).
Both types of information system are designed to help a business carry out its day-to-day
running and operations. In recent times, computer-based systems are generally considered to
be more popular as more businesses are choosing to keep up with the developments in
information technology ( Lawan, M. I. (2021)). There are still those who continue to use
manual systems though, perhaps as a matter of financial constraints or it may simply be more
suitable for their type of business.
A manual-based information system is generally considered to be cheaper than a computer-
based system, however it may contribute to lower levels of staff productivity. In addition,
having data stores manually in boxes or files is not very environmentally-friendly and this
could lead company documentation at risk if a fire broke out for example as there would be
no back up. A computer-based information system may be considered to be more cost
effective and efficient than a manual system. It speeds up operations and can back up
important information at the touch of a button. It is however very expensive to set up and
may need to be maintained by IT technical support advisors on a regular basis, (Okpor, U. S.
(2020)).

Online and Offline Systems in computer technology and telecommunications

In computer technology and telecommunications, online indicates a state of connectivity, and
offline indicates a disconnected state. In modern terminology this usually refers to an Internet
connection, but (especially when expressed "on line" or "on the line") could refer to any piece
of equipment or functional unit that is connected to a larger system. Being online means that
the equipment or subsystem is connected, or that it is ready for use (Online and Offline from
Wikipedia, 2019).
"Online" has come to describe activities performed on and data available on the Internet, for
example: "online identity", "online predator", "online gambling", "online shopping", "online
banking", and "online learning". Similar meaning is also given by the prefixes "cyber" and
"e", as in the words "cyberspace", "cybercrime", "email", and "e-commerce" In contrast,
"offline" can refer to either computing activities performed while disconnected from the

6
Internet, or alternatives to Internet activities (such as shopping in brick-and-mortar stores).
The term "offline"is not directly controlled by or connected to a computer or to the internet
(O.L.D 2023)

Role of Information Technology in Academic System

Nowadays the role of Information and Communication Technology (ICT), especially Internet
in the education sector plays an important role, especially in the process of empowering the
technology into the educational activities. Education sector can be the most effective sector to
anticipate and eliminate the negative impact of ICT. Technology (Internet) in another side
can be the most effective way to increase the student’s knowledge, (Oseni, O. O. (2021)).
Being aware of the significant role of ICT (Internet) in our life, especially in the educational
activities, education authorities should be wise enough in implementing the strategies to
empower ICT in supporting the teaching and learning process in the classroom. ICT is not
just the bloom of the educational activities, but also it will be the secondary option to
improve the effective and meaningful educational process.
The main purpose of the Strategy for Information and Communication Technology
Implementation in Education is to provide the prospects and trends of integrating information
and communication technology (ICT) into the general educational activities.
There are some unavoidable facts in the modern education;
First, the ICT has been developing very rapidly nowadays. Therefore, in order to balance it,
the whole educational system should be reformed and ICT should be integrated into
educational activities. Second, the influence of ICT, especially Internet (open source tool)
cannot be ignored in our student’s lives. So, the learning activities should be reoriented and
reformulated, from the manual source centered to the open source ones. In this case the
widely use of Internet access has been an unavoidable policy that should be anticipated by
schools authorities.
Third, the presence of multimedia games and online games by Internet has been another
serious problem that should be wisely handled by the educational institutions. The students
cannot be exterminated from this case. They can have and do with it wherever and whenever
they want. Schools, as a matter of fact, do not have enough power and time to prevent or stop
it after school times. Meanwhile, most parents do not have enough times to accompany and
control their children. So, the students have large opportunities to do with multimedia games
or online games or browsing the negative and porn sites. Having been addicted, the students
will have too little time to study, and even do not want to attend classes.

7
In such situation, education institutions play an important role to eradicate these problems.
One of which is by facilitating the students to do edutainment or educational games. Schools
can let their students be familiar with educational games adjusted by their teachers. Besides,
they can also support and facilitate their students to have their own blogs in the Internet. A lot
of WebBlog providers are free to the users, such as WordPress. In their blogs, the students can
create and write something, like an article, poem, news, short stories, features, or they can
also express their opinion by an online forum provided in the Internet. They are able to share
experiences throughout their blogs to others from all over the world. I think it will be an
interesting activity for them, and it will lessen their time to visit the negative or porn sites
existed.
By doing so, I think our young generation will get more and more information and
knowledge by browsing in the Internet. They can also create innovation in web design that it
may be out of the formal curriculum content, but it will be useful for their future.
Fourth, the implementation of ICT in education has not been a priority trend of educational
reform and the state paid little attention to it. Therefore, there should be an active
participation, initiative and good will of the schools and the government institutions to
enhance ICT implementation at school.
Fifth, the teachers should be the main motivator and initiator of the ICT implementation at
schools. The teachers should be aware of the social change in their teaching activities. They
should be the agent of change from the classical method into the modern one. They must also
be the part of the global change in learning and teaching modification.
The followings are the aims of ICT implementation in education:
1. To implement the principle of life-long learning / education.
2. To increase a variety of educational services and medium / method.
3 To promote equal opportunities to obtain education and information.
4. To develop a system of collecting and disseminating educational information.
5. To promote technology literacy of all citizens, especially for students.
6. To develop distance education with national contents.
7. To promote the culture of learning at school (development of learning skills, expansion of
optional education, open source of education, etc.)
8. To support schools in sharing experience and information with others

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2.2 Review of related works
For Imo State University's final year clearance, Umezinwa, Uwakwe and Abode developed
an online clearance framework using PHP, JAVASCRIPT, CSS, APACHE and MySQL
database in 2015. The system was able to process data quickly and also eliminate the manual
clearance system that is vulnerable to error.

The Agbo-Ajala and Makinde clearance system is a system that has been developed using
PHP and MySQL to eliminate the delays involved with the manual final clearance process in
2015.

Zuhaib oversaw an online clearance system implementation project using ASP in 2013. Net
to build system interfaces. The device that was integrated at Quest Nawabshah University
includes a database that can store all the necessary student clearance certificate information
through web pages. The benefits of e-learning cannot be measured, as many universities have
opted to follow the dynamic educational opportunities accessible online.

However, many universities utilize custom-built or third-party software solutions to

implement their online clearance systems. These systems are designed to facilitate the
clearance process for students by allowing them to submit required documents, complete
necessary forms, and make payments online.
Universities often develop their own web portals or utilize existing platforms to create these
online clearance systems. Some universities may have partnered with software companies
specializing in education management systems to develop tailored solutions. Examples of
such systems include;
1. School Management Systems (SMS),
2. Learning Management Systems (LMS),
3. Student Information Systems (SIS)
That may incorporate clearance modules. Here is a list of universities in Nigeria that were
known to have implemented online clearance system;
1. University of Lagos (UNILAG)
2. University of Ibadan (UI)
3. Obafemi Awolowo University (OAU)
4. Ahmadu Bello University (ABU)
5. University of Nigeria, Nsukka (UNN)

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6. Lagos State University (LASU)
7. University of Benin (UNIBEN)
8. University of Ilorin (UNILORIN)
9. Federal University of Technology, Minna (FUTMINNA)
10. University of Port Harcourt (UNIPORT)
11. University of Jos (UNIJOS)
12. University of Calabar (UNICAL)
13. University of Abuja (UNIABUJA)
14. Nnamdi Azikiwe University (UNIZIK)
15. Bayero University Kano (BUK)
16. University of Uyo (UNIUYO)
17. University of Agriculture, Abeokuta (FUNAAB)
18. Federal University of Technology, Owerri (FUTO)
19. University of Maiduguri (UNIMAID)
20. Covenant University, Ota
21. Federal University of Technology, Akure (FUTA)
22. University of Agriculture, Makurdi (UAM)
23. Ekiti State University (EKSU)
24. University of Ilorin Teaching Hospital (UITH)
25. Federal University, Oye-Ekiti (FUOYE)
26. Rivers State University (RSU)
27. Adekunle Ajasin University (AAUA)
28. Ambrose Alli University (AAU)
29. Ladoke Akintola University of Technology (LAUTECH)
30. Federal University of Petroleum Resources, Effurun (FUPRE)

2.3  Summary of Literature Review and Knowledge Gap

The literature review on online clearance systems for schools highlights the increasing
adoption of technology in streamlining administrative processes. Online clearance systems
aim to digitize and automate the clearance process, allowing students to submit necessary
documents, complete forms, and make payments online. The literature generally indicates

10
several benefits associated with these systems, including improved efficiency, reduced
paperwork, and enhanced convenience for both students and administrative staff.

Studies and research articles often emphasize the positive impact of online clearance systems
on reducing administrative bottlenecks, enhancing data accuracy, and saving time.
Additionally, the literature highlights the potential for cost savings and resource optimization
through the implementation of online clearance systems.
The system I propose contain these features and functionalities such as document upload
capabilities, online payment integration, status tracking mechanisms, and automated
notifications which other existing systems currently lack one way or the other.Here are also
some of my research and improvements on existing systems;
1. User Experience and Satisfaction: Limited research may exist on the user
experience of students, faculty, and administrative staff when using online clearance
systems. Exploring their perceptions, satisfaction levels, and challenges faced during
system implementation could provide insights for system improvement.
2. System Integration and Scalability: The integration of online clearance systems
with existing school management systems or other administrative platforms may be
an area where research is lacking. Additionally, scalability issues related to
accommodating a large number of users and handling increased data volumes might
require further investigation.
3. Security and Data Privacy: Research focusing on the security measures
implemented within online clearance systems, such as data encryption, access
controls, and protection against cyber threats, could contribute to ensuring the privacy
and integrity of sensitive student information.
4. Adoption Challenges: Understanding the barriers and challenges schools face in
implementing online clearance systems could help identify strategies for successful
adoption. Factors such as infrastructure limitations, staff training, and resistance to
change could be explored in more depth.

11
 CHAPTER THREE

SYSTEM ANALYSIS AND METHODOLOGY

3.1 System Analysis
It involves a systematic and thorough examination of the system's requirements, processes,
and stakeholders to ensure the system is effectively designed and can meet the needs of all
involved parties.Here are key aspects to consider when conducting system analysis for
designing and implementing an online clearance system:

Requirement Analysis:
The requirements of the Clearance Management System were determined by analyzing
information gathered from the interviews with the users at school. It was derived that the
users complained about not being able to easily do their clearance and also keep track. All of
the user’s issues will be solved in this project by providing easy access to all the resources
from the comfort of their computers. Instead of spending hours trying to move from one
office to another.

Requirements Specifications:
This section will provide a detailed description the systems as well as its functional and non-
functional requirements. It will contain all necessary features required to ensure that the
system is complete.
The software required for the development of the project is:
1. OPERATING SYSTEM: Windows 10 Professional.
2. ENVIRONMENT: Sublime Text IDE.
3. FRONTEND LANGUAGE: HTML, JavaScript, CSS.
4. BACKEND LANGUAGE: PHP.
5. DATABASE: MYSQ.

Functional Requirement Specifications:

The functional specifications describe the features and behaviors that the system must have
in accordance with the information derived while interviewing the clientele. It lists out the
specific features that must be part of the system for it to be complete.

12
1. The system runs of apache server so it is needed that server must have apache server
minimum of version 2.0 available
2. We have used HTML for server side scripting so the current version of HTML must be
available on the server
3. MySQL database has been used for storing the data of the website
4. HTML has been used for creating the layout of the web application
5. CSS has been used for creating the designing of the webpages
6. PHPScript scripting language has been implemented on the system for performing all of
the Client Side Server Validation.
Non-Functional Requirement Specifications:
The non-functional specifications describe the features necessary for the system to operate
the way it was intended. These are the properties that make the app safe, reliable, efficient
and portable to use. The plan for implementing non-functional requirements is detailed in the
system architecture because they are significant to the architecture requirement.
1. Performance: System should be able handle multiple users at a time using any of the web
browsers.
2. Reliability: Database updating should follow transaction processing to avoid data
inconsistency.
3. Availability: The project will be deployed on a public shared server so it will be available
all the time and will be accessible anywhere of the world using internet.
4. Security: We have implemented a lot of security mechanism to avoid to hack the system
by outer world.
5. Maintainability: It is very easy to maintain the system. The system has been developed on
HTML so anyone who has the knowledge of HTML, can easily maintain the system
6. Portability: Yes this system is portable and we can switch the servers very easily.
7. Browser Compatibility: The project being web based required compatibility with at least
the popular web browsers. Microsoft Windows XP and above, Linux and Macintosh being
the current popular operating system and Microsoft Internet Explorer, Mozilla Firefox,
Opera, Safari and Google Chrome being the currently popular web browser.

3.1.1 Analysis of the Existing System

At Chukwuemeka Odumegwu Ojukwu University,Uli, the system of clearance carried out by
graduating students is manual which is based on the use of pen and paper. In this case,
student will obtain the paper clearance form from the designated office and fill it. The
concerned student will carry the filled paper form from one department/unit to the other
starting from his own department. Each department/unit will have to endorse with a signature
to indicate clearance. The exercise is indeed stressful as the graduating student has to be
physically present in order to meet with those who will clear him, and may spend a whole day
or more to successfully finish the exercise.

3.1.1.1 Weakness of the Existing system

Due to the manual means being used by the institution in keeping information about student’s
clearance, a lot of problems are encountered which includes:

13
 1. Delay in processing clearance form
2. Absence of some key staff (who process clearance form) can lead to students
repeatedly visiting a particular office in order to have his/her clearance form signed.
3. Loss of vital documents as the filing system is manual
4. Damage of documents due to fire incident.
5. Illegal removal of forms by fraudulent staff leading to insecurity.
6. Time wastage in retrieving a particular clearance form.

3.1.2Analysis of the Proposed System

The proposed system will be online i.e. it will run on the Internet. It will be accessible
through computer devices anytime, anywhere. The interface of the proposed system will be
user-friendly. It makes provision for easy processing of clearance form. The proposed system
is designed in such a way that it handles the flaws of the existing system effectively.

14
 Fig 1 Data flow diagram
3.1.2.1 Advantages of the proposed system
The advantages of the proposed system are given as follows;
i. It save a lot of time.
ii. It is very convenient to use anywhere at any time e.g., office, bedroom or
anywhere in the world.
iii. It has efficient storage facility
iv. Information processing is very fast and delay can be avoided.

15
v. It is inexpensive to students and school management.
vi. It also helps the school in reducing cost such as labour and stationery.

3.1.2.2 High level model of the proposed system

Waterfall model
The waterfall model which has been decided for use in this project, additionally alluded to as
a direct successive life cycle model, is viewed as the most conventional way to deal with
programming development. It is a successive methodology in which each stage in the
advancement cycle is done straightly. It is the earliest software development methodology
ever used. The waterfall was picked because of the restricted extent of this project. The
features and requirements are clear, brief, and fairly little which implies there are no normal
changes needed to be made later on. This makes it the best alternative to be utilized in

developing this project

3.2 Methodology Adopted
The system methodology adopted here is Object-Oriented Analysis and Design Methodology
(OOADM) which focuses on capturing the structure and behavior of information system into
small modules that combine both data and process.

16
UseCase:Below is the Use Case diagram which depicts the interactions between the users
and the software system. It shows the functions of the system in chronological order and
identifies the specific users that interact with them.

Fig 2. Use case diagram

Activity Diagrams:Below is an activity diagram that shows the sequential flow of activities
within the system which also specifies the users who carry out such activities.

17
Fig 3 Activity Diagram

18
 CHAPTER FOUR

SUMMARY AND CONCLUSION

4.0 SUMMARY
The Proposed System, Design and Implementation of Online Clearance System has been
successfully analyzed and designed.
Chapter one is Introduction which discusses what the project is all about, the reason for the
research work as well as its importance to the parties concerned.
Chapter two is the Literature Review which discusses the opinions of different people on the
subject matter.
Chapter three is Systems analysis and Methodology which analyzes the existing system and
its weakness and specifies the methodology of the proposed system.
Chapter four which is Summary and Conclusion which summarizes the entire work.

4.1 CONCLUSION
As we have seen that the aim and objectives of the study have been met, the researcher
therefore strongly believes that if the system is adopted for use, it will be of great help to both
the students and the management of Chukwuemeka Odumegu Ojukwu University, Uli as it
will encourage stress-free process of student’s clearance. Other interested users like future
researchers are not left out, it can still be of immense use to them in furthering their research.

19
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