Priscilla Brobbey  

Contextual project in Educational Informatics: An assignment submitted on  February 19, 2017 to Texila University in partial fulfillment for the ward of Ph.D in Management 

Concept.1.0 Electronic Educational Records 

An electronic educational record is a computer-based student biological record that can be used to gather information on a student by administrators, lecturers and accounts officers in tertiary institutions. The records include personal, academic, sponsorship, etc. 

1.1  Significance of the concept 

Electronic educational record plays an important role in keeping record of students’ academic work, as well as their sponsorship and personal data. It helps in monitoring the academic progress of students in the university. In my job, it assists me to reduce administrative errors. It contains students’ detailed results, transcripts, dates of admission, dates of completion and certificates. It streamlines administrative work flow. 

1.2  Current research activities related to the concept/Implementation of activities related to the concept 

Enhancing electronic educational records involves many challenges to educational systems and educationists. This article provides an explanation to the factors propelling the use of electronic educational records. Confidentiality, integrity and availability of information drive the use of the electronic educational records. 

1.3  Application of concept in current job 

Electronic educational record helps to classify students under classes for the award of certificates. It provides access to comprehensive information on each student. Transcripts and attestations are developed easily. Basically, electronic educational record is used to support administrative decisions. 

1.4  Usefulness of the concept in the current world 

The world has experienced a complete transformation through digital/electronic technology. Our lives have been positively influenced by computers, hand–held devices, tablets, phones, etc. Information has now become ubiquitous. Communication has been made faster and easier. Students can now obtain degree via online: they submit their assignments via the internet and access their results online. 

Concept 2.0 Electronic Application Form 

Electronic Application Form is a computer-based form deigned to be filled in by prospective students in order to be admitted in the university. It is used to gather the biological data on each applicant. Applicants themselves complete the forms and submit them online. 

2.1 Significance of the concept 

The electronic application forms play an important role in the selection of qualified applicants for admission in the tertiary institutions. It gathers information on applicants quickly. Submission of form is fast-tracked through the internet. Human errors in selecting students for admission are reduced because the database has been designed to select qualified students and reject the unqualified ones. 

2.2Current research activities related to the concept/Implementation of activities related to the concept 

Enhancing the accuracy of information and its timeliness involves many challenges. The instructions given on the form are not fully understood by applicants. The applicants call the university administration for clarification. The reluctant ones supply wrong information, which is difficult to work with. The online submissions, sometimes, are not captured by the system hence some qualified applicants are denied admission unknowingly. 

2.3 Application of the concept in current job 

It allows all admission officers to get access to information supplied by applicants. It streamlines the procedures involved in the admission process. It helps in screening the qualified applicants from the unqualified ones. It structures data in a specific order for easy administrative work. 

2.4 Usefulness of concept in the current world 

Electronic application form has replaced the hard copy application form concept. It has improved the speed of mailing forms to tertiary institutions. Applicants have a grace period within which they can alter any wrong information they submit online. This cannot be done after a hard copy form has been mailed. The electronic application provides the opportunity for revising the information provided on the form while the traditional application form does not. Therefore, the electronic application form has replaced the traditional application form, which is paper. Selected applicants are given feedback via online immediately they are offered admission. 

Concept 3.0 Computer Technology and Communication Technology 

Computer technology has metamorphosed from large digital calculators to hand-held data –processing devices accessible to virtually everybody. A computer is an electronic device that is connected to other components like hub, switch, repeater and others to form a communication network. A computer is a device that relies on electronic components and commands for the components to execute calculations and iterative procedures, data processing and data manipulation. Computers are now ubiquitous throughout the education industry. The use of computers and its network components will continue to be used in the administration of quality education. 

3.1 Significance of the concept 

Computer technology and communication technology are playing an important role in the advancement of education in our time. Many students stay in their home countries but study abroad via online. The population of foreign students in some countries has reduced through the use of computer technology and communication technology. Delivery of information is now done in a few seconds instead of days. 

3.2 Current research activities related to the concept/implementation of activities related to   the concept 

International Journal of Information Technology Research (ISSN 2223-4985) is an international refereed research publishing journal which has the aim of assisting and publishing constructive high caliber research related to theoretical and scientific dimensions in all disciplines of information technology. There are many researchers conducted and published in other electronic academic journals. 

3.3 Application of the concept in current job 

As an educational worker, I admit that computer technology and communication technology are essential to my job. It is crucial for people to comprehend the current methods of communication. Through social media, teleconferencing and videoconferencing, student data are shared among the administrators at all our study centers in the country. Important information is delivered to students via SMS and e-mails. 

3.4 Usefulness of the concept in the current world 

The world’s informatics mainly concerns teaching and access to information in society. Recently, academic research has been made easier. This is because information which was formally kept in the curriculum of diverse academic disciplines has now been synchronized by computer technology and communication technology. At the click of a button or a touch of the screen, both students and lecturers get easy access to information. 

4.0 The role of teleconferencing 

Presentations and discussions are very essential to the success of academic work. The role of a lecturer or supervisor in the success of one’s studies is indispensable. Tele-students also require the help of professors in their studies. Technology has made it possible for distant students to contact their lecturers. 

4.1 Significance of the concept 

As an educational administrator, I appreciate the significance of teleconferencing everywhere I am. The greatest part of my work is the provision of information to both students and lecturers. Through viber and skype technologies, I am able hold important discussions with the stakeholders of my job. I transmit student data to stakeholders with ease. Students also get the opportunity, through teleconferencing, to present their challenges to their supervisors. 

4.2 Current research activities related to the concept /implementation of activities related to the concept 

Many people in the world today are being exposed to new technologies in book publications. The purchase of books in soft copies via the internet is gaining grounds in the academia. Tele-teaching is one technology that has emerged. Both hard copies and soft copies of textbooks have CDs attached to them for audio or video streaming. 

4.3 Application of the concept in current job 

The role of an educational administrator is highly important. There are diverse responsibilities of an educational administrator. Employers, parents, students and other stakeholders need to make enquiries from the administrator about pertinent issues. These enquiries sometimes come through phone calls, text messages, e-mails and other social media. Knowledge about telecommunication devices and their usage gives the educational administrator the urge to communicate accurately. 

4.4 Usefulness of concept in the current world 

Teleconferencing is achieving a vast rate of growth in the educational sector of many nations. Firstly, it has reduced the number of students who travel to foreign countries for academic purposes. Nowadays, many international students stay in their home countries study via online and obtain credible certificates. Students do presentations, submit their assignment and defend their thesis via online. Another benefit is the reduction in cost associated with studying abroad. Fees for accommodation and other user fees are not paid by students since they do not leave their homes. They work alongside their studies hence they contribute to the economic growth of their nations. 

Concept 5.0 Open Source Software (OSS) and Free Software (FS) 

Everybody who makes use of the internet sends e-mail, interact with others via social media, makes viber video calls or whatsapp video calls. The download of OSS and FS and their installation on hardware make it possible for us to use the above facilities of the internet. 

5.1 Significance of the concept 

Open Source Software grants users the chance to run the software for any drive. It also allows users to study, alter and circulate the original and the modified versions. Getting access to the source code of Free Software’s derives from the rights to study and adjust free software’s. Privileges to Open Source Software and Free Software may be prevented by legal and technical dimensions of the software’s. Free Software is principally an issue of right. Users are free to do whatever they want with it without paying price: free recorder and retail are some freedoms associated with it. 

5.2 Current activities related to the concept/implementation of activities related to the concept 

The Free/Libre/Open Software (FLOSS) movement is established on the concept that the development of open software is more efficient than its patented option. In short, Open Source Software concerns itself with access to source code and liberty to alter and circulate it 

(Ajila & Wu , 2007). Licenses applied to the source code, cost and availability of the product differentiate between Free, Libre and Open Source Software models. 

5.3 Application of the concept in the current job 

Several merits are associated with Open Source Software. The principal one is commercial related. Placing the software in public domain facilitates its commercialization and distribution in the market. Open software development companies set standard for the software industry. 

Cost of business is lower with Open Source Software. Open Source Software are used for the upload and download of documents for the perusal of stakeholders in the educational industry. Attachments to emails need an open source software like “Dropbox” to upload and download them. 

5.4 Usefulness of the concept in the current world 

Open Source Software has become a common place in the telecommunication industry. The Open Source community lures very brilliant and very enthusiastic developers. Although most of them are unpaid, they are obedient. These developers are not people who are motivated by huge salaries to crave for management positions. In fact, open source software developers are the most seasoned in the industry. Open source software’s are equipped with tools for updating, debugging and reclaiming corrupt files or documents via the internet. Sometimes the open source software’s are more effective than the strictly commercially produced ones. 

Concept 6.0 Roles and Functions of Educational Informatics 

Educational Informatics refers to the sciences concerned with gathering, manipulating, storing, retrieving and classifying recorded information in academic practice. This implies that educational informatics combines educational science, computer science and information science to manage and communicate data information and wisdom in academic practice. Informatics has become significantly common in the academic administrative field due to the dynamic nature of technology. Confidentiality, integrity and availability of students’ information have been given great attention. Administrators in the field of education employ the techniques of information systems security to protect information of students. Portable Document Format (PDF) is used to store data that are made available to students. This prevents information from being compromised. 

6.1 Significance of the concept 

An educational administrator’s role as an information expert is well entrenched in the professional responsibilities of administrators. In spite of the absence of appropriate training resource for effective competencies, educational administrators provide services to their clientele and other stakeholders at different levels. No administrator can refuse to perform this role. There is the realization that the ability of an administrator to provide services for all kinds of clients is a characteristic of highly professional administration. The exclusive role of the administrative information specialist makes him/her, by standard, the person to assess the effectiveness of computer systems under the jurisdiction of educational administration. 

6.2 Current research activities related to the concept/implementation of activities related to the concept 

Informatics administrators of all levels practice at the convergence of technology and office administration. The administrative informatics is a discipline that is well–rooted with administrative practice. Administrators in general have contributed to the design and implementation hardware and software for smooth administrative work. They provide information for the design of effective educational computer systems. An educational administrator, I have learnt many important tools from which I can improve the computer system in an academic institution for a smooth flow of work and assist in the documentation of challenges of students in the computer system. From this system, different categories of information can be obtained. Voluminous financial information can be obtained and used for decision making. 

6.4 Usefulness of the concept in the current world 

Administrators’ role of information experts has imperatively shaped the educational behaviors of a society. They provide information to potential students; build up their confidence in times of dilemma. Educational administrators provide counseling services to students and boost their morale. They guide students on how to manage their time for success in their academic pursuits. Complaints of students are appropriately handled by the educational administrators. The principle of information privacy places the obligation on educational administrators to obtain process and store sensitive information on students in general. The compliance with the ethical and legal responsibilities assigns them their role in educational informatics. 

Concept 7.0 Telecounseling or Teleteaching 

Many students are not able to meet educational administrators for face-to-face interactions due to the large number of students’ complaints received daily. In telecounseling, students’ complaints are received by teleconference or video-conference. Educational administrators are playing important roles in changing the mode of counseling in the educational sector. Educational computer systems have designed and via the internet, students get access to relevant information that will improve their academic work. 

7.1 Significance of the concept 

Improved quality education, independent studies, and appropriate management of time and timely counseling of students result in academic success. Self –assessment questions are made available to students. Marking schemes are provided for them to measure their own performances. Students interact with their supervisors and administrators via video calls. This reduces their travelling time and costs. Telecounseling is the best method of receiving advice from one’s teachers and counselors at home. 

7.2 Current research activities related to the concept/implementation of activities related to the concept 

Educational authorities have recently accepted the effectiveness of online studies and have given accreditation to international academic institutions to present their online academic packages to the locals. Many students have obtained foreign certificates although have studied in the comfort of their homes. 

7.3 Application of concept in current job 

Telecounseling or Teleteaching plays an important role in my current job. Firstly, it helps to keep records on students’ performance progressively. Secondly, it has reduced the role at which students call on the administrators. Students track their performances and read comments made on their work outputs. They do consult their supervisors with ease and obtain good reception of their complaints. 

7.4 Usefulness of the concept in the current world 

Telecounseling or Teleteaching is an incessantly developing system that involves the use of technology to improve education in the most effective way possible. Teleteaching can occur in different settings. Homes, school and lecturer’s office are some of the settings. Through telephones, computers and video phones, tele-teaching can be carried out. Many students have obtained higher degrees such as master’s and PhD through this concept. 

Concept 8.0 Laws and ethics in educational administrative technology 

This concept has been obtained from legal, ethical and professional issues in information security. Primarily, laws are rules and regulations accepted for establishing standard behavior in society. Ethics are morally and socially acceptable behaviors in society. Ethics are highly cultural issues. Therefore, ethical issues include norms, values, customs and traditions of the society. Some ethics are universal in nature while others are society-specific. Laws and are used to streamline the behavior of the users of computer and communication network systems. 

8.1 Significance of the concept 

Laws and ethics are very essential in my field of work because confidentiality and privacy of students information are major concerns. As educational administrator needs to exercise care in handling students’ information. Negligence is not accepted in dealing with students information. Administrators in educational institutions owe students a duty of care. Observance of the laws and ethics reduce unnecessary suits against the institution. 

8.2 Current research activities related to the concept/implementation of activities related to the concept 

Aside the a few clauses found in the Electronic Communication Act, 2008 (Act 775) section 4(2) of Ghana, restraining access to electronic personal information of the clientele of the communication industry, there is no specific or broad based national law on the primary and secondary uses of electronic personal information of the citizens. The Electronic Communications Act, 2008 (Act 775), section 4 (2): a-q specifies that service providers should provide customer database information for universal directory and access, for the promotion of competition. 

8.3 Application of concept in current job 

Laws and ethics are essential in my current job. My first duty, as an educational administrator, is to protect the right of students, ensure the scurry of their personal information and provide information for them on timely basis. This requires professionalism from me. Computer ethics refer to the changing and complex field of study involving facts, concepts policies and norms relating to the fast growing computer technologies (Kuzu, 2009). 

8.4 Usefulness of concept in current world 

Laws and ethics have played major roles in society. They have helped in the maintenance of peace unity and order in society. Laws and ethics have helped in fostering co-existence of people from diverse cultural backgrounds. Similarly, tertiary institutions have become cosmopolitan so laws and ethics are needed to standardize behavior for peace and order. 

Concept 9.0 Technologies behind online mode of educational delivery 

The utilization of computer technology for the various dimensions of educational administration is supported by other related technologies. Aspects such as admission forms, response to enquiries, and access to examination results by students are handled by computer software programs. Counseling teaching is done via Youtube, Viber and Skype media. 

9.1 Significance of the concept 

Computer technology in all fields of education is vital. Computer technology and communication technology have changed the mode of educational delivery in the world. The internet and social media have compressed the geographical distances and brought education to doorstep of individuals. 

9.2 Current research activities related to the concept/implementation of activities related to the concept 

Telecounseling or tele-teaching is an effectual mode of delivering educational models. Using telecommunication and information technology, education can be provided remotely to individuals. Tele-teaching gives students easy access to quality education and reduce costs of travelling to foreign countries for studies. 

9.3 Application of concept in current job 

Knowledge about technologies behind online mode of educations delivery is a prerequisite for the success of an educational administrator. Education is one of the basic rights of the Ghanaian citizen. It is imperative for all citizens to upgrade their educational status. It is the duty of the educational administrator to bring the success of the citizens in academic work to fruition. 

9.4 Usefulness of the concept in current job 

In today’s world, education of citizens has been give paramount attention. The reality is that some categories of people of have been denied the opportunity to be awarded foreign certificates due to geographical differences. Communication and information technology has changed the trend of issues studying in foreign countries. 

Student benefits: There is a greater chance of getting better jobs with foreign certificates from credible institutions. 

Host country benefits: The incidence of admitting foreign students into the main stream is reduced. The presence of foreigners in host countries for studies is reduced with accompanying accommodation issue. 

Concept 10.0 Tele-testing 

Tele-testing refers to the assessment of the performance of online students. Examinations questions are present to students via the internet and deadlines are given for their submission. Responses to these questions are returned via the internet. Teachers in turn post the results of students’ performance on their accessible records. By this students get the opportunity to monitor the trend of their own performances. 

10.1 Significance of the concept 

Tele-testing eliminates the fear and anxiety students undergo in the orthodox mode of testing. The speed with which results are released motivates students to put up better performances. Privacy is granted students. Sometimes, the opportunity is given for re-submission of assignments. 

10.2 Current research activities related to the concept/implementation of activities related to the concept 

Assessment of students’ performance is very important in educational institutions. Most tertiary institutions do this progressively. This is known in some jurisdictions as continuous assessment. Assignments are slated in piecemeal for students to do. Usually, students are requested to put their responses in a standard format. The final grade of the student is computed from the average of all performances. 

10.3 Application of concept to current job 

In today’s world, online education has been accepted to be equal to the conventional one. Tele-testing makes my work easier. I do not handle physical scripts from students. Examiners or lecturers populate the records of each student with their scores directly. I save enough time for other activities in the office. 

10.4 Usefulness of concept in the current world 

Tele-testing is very relevant in the current world. It restores confidence in students. Tele-testing has reduced or wiped off distances travelled by some students to write examinations. The opportunity given students to use computer and communication technologies make them more conversant with the modern usage of the computer. 

References: 

Ajila, S.A. & Wu , D. (2007). Empirical study of the effects of open source adoption on software development economics. Journal of Systems and Software. Vol.80, Issue 9. PP 1517-1529. 

Kuzu, A. (2009). Problems related to computer ethics: Origins of the problems and suggested solutions. The Turkish Online Journal of Educational Technology. Vol.8, Issue 2 , Article 9.