Online clearance system is a research work that will help build an effective information management for schools.  It is aimed at developing a system  for making clearance after  graduation . The designed software will serve as a more reliable and effective means of undertaking students clearance, remove all forms of delay and stress as well as enable you understand the procedures involved as well as how to do your clearance online. This project work made use of data collected from the University, materials and journals from various authors and software was developed to effectively achieve the aims of this project.  In this project, the implementation of the computer-based system was carried out using PHP, JAVASCRIPT, CSS, APACHE and MYSQL for the database.  In conclusion, the work met all the objectives intended. It is, however, recommended for use by all tertiary institutions.



Title page                                                                                                 i

Approval page                                                                                         ii

Dedication                                                                                               iii

Acknowledgement                                                                                  iv

Abstract                                                                                                   v 

Table of content                                                                                      vi


1.1 Introduction                                                                                         

1.2 Background of the study

1.3 Statement of the study

1.4 Objectives of the study

1.5 Scope of the study

1.6 Limitations

1.7 Significance of the study

1.8 Definition of terms


2.1 Role of information technology in the academic system

2.2 Data and information

2.3 Computer based information systems

2.4 Databases

CHAPTER THREE:     Description and analysis of the existing system

3.1 General analysis of the existing system

3.2 Method of data collection

3.4 Organisational structure

3.5 Input analysis

3.6 Process Analysis

3.7 Output analysis

3.8 Information flow diagram

3.9 Problems of the existing system

3.10 Justification of the new system


4.1 Design standards

4.2 Output specification

4.3 Input specification and design

4.4 File design

4.5 Procedure  chart

4.6 System flowcharts

4.7 System specification

4.8 Program flowcharts


5.1 Summary

5.2 Conclusion

5.3 Recommendation



Appendix A Welcome page

Appendix B Home page

Appendix C Input forms

Appendix D Output forms

Appendix E Codes




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. 


Caritas university, Amorji nike Enugu is a private University approved by the federal Government of Nigeria on Dec 16 2004. It was officially opened on Jan 21,2005 by the Federal minister for education, Prof . Fabian Osuji.  It is the second catholic university founded by Rev. Fr. Prof  E.M.P Edeh. The school is managed by the congregation of  Sisters of Jesus the Saviour, a religious congregation of nuns founded by him. The school operates the faculty system and presently has four faculties; Engineering, Enviromentals, Management and social sciences and natural science

    In Universities like Caritas, there is need for automated method of keeping data, more so a greater need for an online clearance system. This would go a long way in alleviating the various problems and stress involved in the manual method of clearance. Moreover, the issue of delayed youth service as a result of inability to complete the tedious manual process of clearance would be curtailed.


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 delays in clearing the student for youth service as well as collection of statement of result. Hence it became imperative for an online clearance system to eliminate the shortcomings of the manual system in place.


The objective of this project include:

To effectively and efficiently process students clearance

To provide a reliable and transparent system devoid of personal inclinations and interest

To provide borderless access

To ensure prompt clearance

To alleviate the problems and stress of travelling and queuing up of students during clearance. 


This research work is limited to clearance system for graduating students from Caritas University. The software developed will be carried out using HTML, Visual Basic and  Ms Access to manage both the database and at the same time make the software online.


This project covers all aspect of online clearance system using Caritas University as a case study. However, the following were the constraints:

Time constraints: Due to time constraint, the web – page developed covers only clearance from various departments by the graduating students.  

Financial constraints:  It would cost a lot to develop a full web – based clearance system.

Some documents were considered confidential and were not made available.


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.


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


Clearance: Official certification of blamelessness, trustworthiness, or suitability for graduation and issue of certificates in 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. 

Online:Connected via a computer attached to or available via a central

 computer network.

Offline: Disconnected from computer network; describes a computer

terminal or peripheral device disconnected from a computer 


System: Set of computer components that is, an assembling of hardware,

 software and peripherals functioning together.




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