Students Perceptions of E-Registration at Ladoke Akintola University of Technology, Ogbomoso, Nigeria Gbola OLASINA olasina.g@unilorin.edu.ng, gbolasina@yahoo.

com Department of Library and Information Sciences, Faculty of Communication and Information Sciences, University of Ilorin, Nigeria

Abstract Purpose The paper aimed to highlight acceptance and use of both major and minor features of the e-registration portal of Ladoke Akintola University of Technology, LAUTECH, Ogbomoso, Nigeria, which empowers users to apply for enrolment, register for courses, search for information, meet requirements and other news as well as access other e-resources after signing in/logging in. Design/Methodology/Approach It conducted a survey to assess students perceptions of the LAUTECH e-registration portal. The study reviewed related literature and briefly discussed the transition from both manual application for enrolment, registration of courses by students which is paper intensive to e-application and e-registration. The study employed the quantitative approach and a questionnaire was used to gather information. The findings revealed that the LAUTECH portal was used mostly for course registration by the students who had a high perception of use of e-registration in comparison with manual registration but would like to access their grades, chat rooms, etc on the portal in the future. Conclusion It recommended inclusion of additional features on the institutions (LAUTECH) web-registration portal as required by users and further studies into user requirements of webbased registration Keywords: Web-based registration, e-registration, Ladoke Akintola University of Technology (LAUTECH), Acceptance/use of electronic registration. Introduction Electronic registration, e-registration, web based registration or even online registration is a secure website that students enter to indicate that they will attend classes in the upcoming (fall or sprint) rain or harmattan semester (Strauss, 2000). Students can access the e-registration site from anywhere with an internet connection. Mostly these sites are portals. Pena-Lopez (2007) describes a web portal as a site that functions as a point of access to information on the World Wide Web and portals present information from diverse sources. The Google directory describes the term portal as where users control the content. There are several terms in library and information science and indeed IT that have their origins borrowed from other disciplines and a portal is one of such (Brakel, 2003). It must be borne in mind that the Web, a resource of the

Internet, and a tool to browse the Internet is the first ever innovation that allows anyone to publish to a vast number of users via the Internet. The portal in this context, is more than a gateway, it is a hub from which users can locate all the Web content commonly needed (Nielsen, 1999). The portal is a platform for organizations universities, colleges, companies to leverage and for efficient communication and other in-house operations. Put more simply a portal collates a variety of useful information into a single, one-stop web-page, helping the user to avoid being overwhelmed by infoglut or feeling lost on the web (Looney and Lyman 2000 33). However, the Internet (Internet gateways or libraries) are not focused on internal enterprise functions. Reasons why organizations have a portal according to (source) include: Information customization: Information personalization: Efficiency in accessing information (work flow): Link integrity software issues that link work: Enhancements and features such as calendars, to do lists, schedules, hours of operation, discussion groups and chat, announcements and alerts, job openings, career opportunities, reports and documents, search, emails, course schedules, grades, CPGAs, transcripts, campus and world news, links to reference materials, bookmarks, etc. (Brakel, 2003). The roles that a portal supports includes those of students, faculty, staff, managers, workers, provosts, academic departments, IT facilities, scholars, researchers, prospective students, alumni, visitors, friends and vendors. (Katz, 2002). Benefits of use include: the fact that use of e-registration provides information in a real-time, electronic format that allows confirmation of students enrollment status; Students are also able to find and schedule more of the courses they need; it is used as confirmation of a student's intent to remain enrolled for the semester. E-registration is a system that could easily manage its student body while also providing added bonuses, with a main goal being to ease the transfer of information. It simplifies the registration process through a Web-enabled, user-friendly wizard and digitizes all supporting documents using intuitive processes and tools. The education system requires a tremendous amount of data and documentation, and this e-registration solution allows institutions to focus less on processing paperwork and more on what matters most meeting the educational needs of their students by having a cost-efficient, secure registration process that allows for easy access to student files. Intranets and portals are supposed to provide an infrastructure through which end-users can gain effective access to information sources needed to assist in daily tasks such as effective decision making, planning and research (Brakel, 2003). Just like with the Internet, businesses have been at the forefront of tapping from the portal technology to rethink how traditional websites can be recognized to serve and transform their corporate goals. It is important to note that a website gives information about the organization and its significant difference to a portal is that one does not search for information as one does on the website but necessary information is provided at your fingertips on the portal already personalized information. It has become popular for academic institutions and universities in Nigeria to have their corporate presence on the Web within the last five years. The National Universities Commission, NUC and other international bodies in tertiary education have come up with the webometrics of universities across the world to highlight the growing importance of the Web to the running and administration of universities (www.nuc.edu.ng). Administrators of the universities have had to either to go about the website creation with the use of in-house developers or contract vendors. The latter are firms offering colleges and universities sophisticated websites through which students can obtain campus and other information and engage various collegial and institutional services. Indeed, at most universities abroad and at some Nigerian institutions the portal is used for specialized learning and virtual learning. E-

registration was pioneered in Nigeria by the Joint Admission and Matriculation Board (JAMB) that discarded with the old method of manual registration for its examinations and adopted the on-line registration, which is the system currently in vogue worldwide. Consequently, it began with registration of thousands of candidates, registering for the 2006/2007 Monotechnics, Polytechnics and Colleges of Education (MPCE) examination. This was adopted and each candidate is required to either scan a printed passport photograph or download a digital copy which is to be fixed to the form. In addition, to this, a slip, containing the particulars and photograph of the candidate, will be printed out, and which will be the passport to the examination hall, adding that the examination supervisor will also have a copy of the slip for confirming the candidates identity (Vanguard Newspapers, 2006). Many institutions in Nigeria have been somewhat quick to recognize the powerful transformational potential of portals and have developed and implemented their own. One of such is the portal of Ladoke Akintola University of Technology, LAUTECH, Ogbomoso, Nigeria. Broadly one could argue that an institution with increasing student numbers, operating in a society with an increasing desire for instant access to information, needs to carefully consider new ways in which it can interact more effectively with its students (Brown 2000 77; Twigg and Oblinge 1997). However, many institutions have just gone on board without any regard for infrastructural support, availability of internet access to students, user education, etc. The investigation about the level of use of ICT for registration management in universities across the world including that of the Makerere University that established that ICT facilities were used for provision of information easily on registration of students, easy monitoring of students registration progress, easy comparison of registration status with other data such as students academic progress and enhanced time management. So ICTs were reliable compared to the previous manual system. Scope of e-registration include programmes which will contain a detailed information of the students since first date of enrolment and up to the graduation day including all student information and procedures required by the students during study semesters, and particularly the registration and following -up lecture schedules as well as checking up the absences etc. The institution used as the case study, Ladoke Akintola University of Technology, LAUTECH, Ogbomoso, Nigeria had its first meeting of the University Governing Council on 7 June 1990. The first Senate meeting was convened on 13 February, 1991. Academic session began on 19 October 1990 with a total number of 436 candidates offered admission to various courses in four faculties. The faculties in the institution are namely Agricultural Sciences, Environmental Sciences, Engineering and Management Sciences, and Pure and Applied Sciences. The establishment of the College of Health Sciences was postponed for a year and later took effect in October 1991 with a student population of thirty at its inception but presently has 15,000 students (LAUTECH, 2008). At LAUTECH, the use of the web for student registration emerged because of the problems associated with manual handling of registration and student records. Such problems included mismanagement of students academic records, mismanagement of courses registered for, etc. This is irrespective of several efforts to improve on manual registration in the University. It should be noted that in Africa, governments, corporate bodies and academic institutions decided to adopt e-solution in order to overcome the problems of manual operations. This relates to the

position by Sore (2005) who pointed out that e-government and associated paraphernalia were ways of getting things done electronically to overcome manual problems. This exactly is the rationale behind the universitys (LAUTECH) creation of its portal. Now that the portal has been created since September 2007, students and staff have been using it; it is considered important to examine its level of acceptance and use for registration by the students of the university. The outcomes from this study will assist the university to know whether or not the problems of manual handling of students registration and mismanagement records have been overcome. The level of acceptance and use of e-registration by the students of the university that will be unraveled in this study will provide a framework for the improvement of e-registration at the university from which other universities in the country can copy to improve their own eregistration exercise. Literature Review Katz (2002) divides portals into two groups: horizontal and vertical (VEPs) portals. VEPs (Vertical Enterprise Portals). Gartner (year) says include shopping mall portals and those on sports, etc. Horizontal Enterprise Portals or MegaPortals include: Excite, yahoo, AltaVista, etc (Gartner, 2007). Now, Intranets are also called Enterprise portals. Lakos (2004) gives the key principles that should govern a portal rollout as (1) Simplicity users want a simple and clear web environment. (2) Dependability the site and its contents should be available always and should be predictable (3) Quantifiable value users should feel self sufficient and realize added value from using the portal (4) Personalization users should be able to change the site to their personal preferences (5) Systematic management long term success requires a systematic approach and long term commitment. A study by JISC RSC (Regional Support Centre) London on behalf of the Excellence Gateway published in 2008 on Richmond Adult Community College: Using Technology to make a step in business efficiency and responsiveness, was to see how the college could use new technology on the business side first -the priority was to use new technologies to reduce transaction costs between the college and the public. What the study projects is to get prospectus online, web based enrolment, web registration, timetabling module, online helpdesk and e payment. The outcomes of this project includes: Reliable electronic registration linking the student database to finance systems and modules for payroll and staff development - ensures accurate payments and strong financial control; Learners enjoy the convenience of online enrolment (course permitting) with 35% of enrolments now made on the Web; The simple web-based Quality Assurance System was an early action that greatly improved timeliness and efficiency of getting learner feedback from the previous paper-based process and; Co-development of many of these modules enabled them to obtain bespoke systems more cost-effectively as the software company were able to gain commercial advantage through the developments (JISC, 2008). Matovu (2009) in a study titled, availability, accessibility and use of ICT in management of students academic affairs in Makerere University finds that this emerged because of the problem that there was mismanagement of students academic records despite the technological advancement that had advanced in the University. Such problems include loss of marks, miscalculation of marks to mention but a few. The study intends to establish how ICT affected management of students academic affairs. It applied both correlation and cross sectional survey design. Data were collected using semi-structured survey questionnaires and interviews.

Correlations were used to determine the extent to which ICT was related to management of students academic affairs and a cross sectional survey design was used because data were to be collected at one time from the sample of lecturers and administrators of Makerere University. Findings indicate that internet facilities, computers, management information systems, electronic databases all were available and accessible to administrators, lecturers and students though with restricted access for viewing results, record keeping, setting and marking exams. ICT for registration was used for tracking students registration progress by administrators and academic progressing. Cao and Brodnick (2002) in a research titled, what social factors affect students use of online registration: an exploratory study, investigated factors that affect college students; use of online registration service that was then recently offered in a private university in Northern California. Findings show that during the first year 31% of students who pre-registered their courses and results show that academic and demographic factors affected students use of online registration service. It also shows pharmacy and international studies students and high income families had higher perception of use. However, results did not show a sign of impact of gender on the use of online registration. Brakel (2003) in his paper on Information portals: a strategy for importing external content discusses the current lack of clarity on how to address the external information issue in conjunction with the current popularity of portals and their multiplicity, emphasizing in particular the confusion in regards to what constitutes each portal type. The issue of definition intensifies when the term information portals becomes added to the current list of portal categories. To conclude, it proposes a strategy to ensure that external information sources are perceived by an enterprise as of strategic importance. Objectives of the Study The study has the following objectives: 1. To assess students perceptions of the LAUTECH e-registration portal system after it went live 2. Collate students experiences on the portal and provide feedback to e-registration team and staff as they revise and expand the system to meet students needs. 3. Examine some of the outcomes and impact of the LAUTECH Web portal on students 4. Identify students requirements and needs Research Questions 1. What are the students perceptions of use of LAUTECH e-registration portal? 2. What are the students experiences on the portal? 3. What are the outcomes and impact of use of e-registration portal on students? 4. What are the students requirements for using e-registration portal? Methodology The main instrument for this study is the questionnaire and the analysis essentially quantitative. However, in some instances, the interview method was used to gather data. The target population

of the study was students undergraduates, postgraduates and pre-degree students of the Ladoke Akintola University of Technology, LAUTECH, Ogbomoso, Nigeria. This approach of research is most appropriate to gather accounts of students experiences on use of the e-registration portal and identify user requirements to further improve acceptability and use. The study adopted a case study research design using both questionnaire and interview. The interview was face to face and employed open ended questions in line with De Vos (2002) that provides the researcher with a set of predetermined questions and guides the researchers thinking about the content of the interview to be covered. The choice of a case study approach is because it provides a basis for closer integration of theory and practice. This is also supportive of the descriptive nature of the study. The in-depth interviews administered by the researcher in a semi-structured way were conducted on 11 respondents in separate sessions. The respondents were adequately educated on the purpose of the interview and on issues of confidentiality. The questionnaire was used to collect preliminary data and thereafter the face to face interview conducted on the 10 respondents that included key student union leaders and staff (e-registration team members in the LAUTECH ICT Directorate). Response to the questionnaire followed a 5point likert scale format ranged from Strongly Agree (SA), Agree (A), Neutral (N), Disagree (D) to Strongly Disagree (SD). The questionnaire items were designed to strictly measure students acceptance and use of web-based registration as well as outcome of use thereby ensuring content validity, predictive validity, concurrent validity, construct validity, face validity, reliability and test stability. Precisely, the reliability was determined via a test-retest reliability method of two weeks interval. The reliability co-efficient via Cronbach alpha returned an r=0.87 indicating that the instrument is highly reliable to achieving stated objectives. Population The target population of the study comprises the students of the Ladoke Akintola University of Technology, LAUTECH, Ogbomoso, Nigeria. The institution has six faculties and about 15, 000 students. Sample The sample for this study was drawn using Isreal (2003) Model which states for instance, that given a total population of N=eg 1000, if 5% is taken for precision levels where confidence level is 95% and P=5, the sample should be 286. In this case, the population of students at LAUTECH is 15, 000 that is, N=15,000, if 5% is taken for precision levels where confidence level is 95% and P=5, the sample should be 390 students using Isreal (2003). For cases of unreturned questionnaire instead of 390 respondents the sample is rounded up to 410 students.
Table 1. Sample size for 3%, 5%, 7% and 10% Precision Levels Where Confidence Level is 95% and P=.5.

Population 500 600 700 800 900 1,000 2,000 3,000 4,000 5,000 6,000 7,000 8,000 9,000 10,000 15,000 20,000

3% a a a a a a 714 811 870 909 938 959 976 989 1,000 1,034 1,053

5% 222 240 255 267 277 286 333 353 364 370 375 378 381 383 385 390 392

7% 145 152 158 163 166 169 185 191 194 196 197 198 199 200 200 201 204

10% 83 86 88 89 90 91 95 97 98 98 98 99 99 99 99 99
100

Source: Isreal, Glenn D. 2003. Determining sample size, UF/IFAS. Procedure of Administration The researcher administered the questionnaire directly on the respondents in the university library, school based internet caf, public based caf, lecture rooms, at student hang-outs and student apartments. The researcher was assisted by 4 assistants who retrieved the questionnaire from respondents on wait and get basis. This approach ensured almost a 100% response rate. The questionnaire was administered within a two week period in April 2008 at the peak of registration by students for that academic session. At the expiration of the period, a total of 400 properly completed questionnaires were collated and these were used for the analysis of the study. Data Analysis Data collected on the study were analyzed using percentages and frequency count. Results and Discussions The results of the analysis performed on the study are reported as follows:

Demography Table 1
Gender Male Female Frequency 226 174 % 56% 44%
Female per Level %

Table 2
Level of students Male Female Male % per Level

100 200 300 400 500

62 36 72 42 14 226

22 37 64 37 14 174

74% 49% 53% 53% 50%

26% 51% 47% 47% 50%

Research Question 1: What are the students perceptions of use of LAUTECH e-registration portal? One of the question items asked if the students liked using the LAUTECH web portal. Indeed, most respondents liked using the portal. See table 1 for details. Table 1
RESPONSE 1 A SA D N SD Frequency 204 118 78 0 0 % 51% 29% 20% 0% 0%

Research Question 2: What are students experiences on the portal? Several questionnaire items sought to find out this. An item asked for what forms of e-registration did respondents use. Table 2 below shows compulsory e-registration based course registration experienced more frequent use by respondents as may be gleaned from table 2. Table 2
RESPONSE 2 CR SRA CSA GIF Frequency 197 89 85 22 % 49% 22% 21% 6%

RPS 7 Search, registration & admission Course registration Register for previously selected sections Check for status of admission Gathering of Information

3% SRA CR RPS CSA GIF

A further questionnaire item to answer research question 2 was If speed of system responsiveness was deemed by respondents as appropriate during e-registration. From table 3 below half of total number of respondents agreed that system responsiveness during eregistration was adequate. Table 3
RESPONSE 3 A SA SD D N Frequency 200 171 22 7 0 % 50% 43% 5% 2% 0%

Another item asked to know if access to the internet was a hindrance to e-registration by shedding more light on their experiences with e-registration and found that more non-university based internet cafs were used for access. The respondents also highlighted and checked-off inadequate university based internet access as a hindrance to their e-registration. Table 4
RESPONSE 4 Frequency NIC 188 LIC 139 HS 44 OS 29 Home system Office system LAUTECH Internet Caf Non-LAUTECH based internet caf % 47% 35% 11% 7% HS OS LIC NIC

Respondents (pre-degree students) were asked if they had difficulty purchasing scratch cards/pins to access the portal and Table 5 shows their responses. Table 5
RESPONSE 5 NO YES 182 155 45% 39%

NOT

63

16%

Another questionnaire item found out nature of problems (technical or otherwise) that respondents faced and results can be gleaned from table 6. Some of the respondents (7) were not familiar with using the internet. Table 6
RESPONSE pin rejected log in difficulty portal does not identify me i prefer manual registration I cannot modify registration of courses Frequency 52 97 12 % 13% 24% 3%

16 98

4% 24%

No feature to go back Cant save page Cant attach picture Other

23 8 87 7

6% 2% 22% 2%

An item asked if respondents had any difficulty with course codes not matching course titles and similar problems using the portal. Their responses are below in table 7. Table 7
RESPONSE 7 NO YES DO NOT KNOW 318 52 30 79% 13% 8%

Research Question 3: What are outcomes and impact of use of e-registration portal on students? An item asked if the respondents looked forward to using the e-registration again and responses are on table 8. The highest number of respondents who said yes to this question item were predegree school students (PDS) with 63 of the them saying they looked forward to using eregistration again followed by 35 undergraduates in department of computer science engineering. Table 8
RESPONSE 8 YES NO 393 7 98% 2%

NOT

0%

Another item wanted to know if e-registration was better-off to manual registration and why was it saving time of students/easy to use/quick, etc and respondents results are on table 9. A higher percentage seemed to say it let them reap full benefits of the portal and have time for other things other than manual registration that took longer time. 29 of the 163 respondents to this question item from department of food science engineering which is the highest for a single department of the total respondents agreed that e-registration saved them time to do other things. Table 9
RESPONSE 9 YES NO DO NOT KNOW 92 36 35 56% 22% 22%

Research Question 4: What are the students requirements and needs to using e-registration portal? Respondents were asked if they would like to have access to their grades/scores; transcripts, modification; text formatting features schedule for classes &exams contact advisor, tuition payment, email student chat rooms and other personalized feature on the university portal. The responses of those wanting these were overwhelming. See table 10. Some respondents in the other section requested for feedback feature for the students. Table 10
RESPONSE 10 YES NO DO NOT KNOW 312 46 42 78% 11% 11%

Discussions The study examined acceptance and use of e-registration at Ladoke Akintola University of Technology, LAUTECH, Ogbomoso, Nigeria. The results obtained show that the use of eregistration by students have made more time available for them to do things other than spend so much time on manual registration. There is a high perception of use of e-registration by users but this can be complemented by provision of institutional access to the internet for the students and a whole lot more of features such as access on the portal to results, chat facility, etc. Portal management can also be made better to avoid issues such as course codes not matching course titles, pin rejection, etc to ease frustration of users with e-registration. The aim of this study is to investigate the acceptance and use of a university's e-registration student users which may be used for analysis in more in-depth studies. The research first measures the users' levels of perception. The findings and results support user satisfaction, portal reliability, in line with the findings of Tarn, Razi, Wiley and Hsu (2007) and that of Crawford (2004) in studies on the use of electronic information services by students at Glasgow Caledonian University. In addition to benefit the studied university in maintaining a more reliable, stable, and expansive portal technology and environment, it is hoped that this study will contribute to other educational

institutions when assessing portal technology and related initiatives. The present registration portal at LAUTECH like other portals started by offering some services but should with time deliver increasing number of services such as the results of this study show, with student requirement including access to grades, transcripts, contact advisor, chat rooms, etc. This is in tandem with a similar study by (Looney and Lyman 2000) that found that most current in-house portal projects have just begun to realize that a portal cannot be turned off once it is begun: thus campuses need to understand that recurring budgetary commitments are needed. Lastly, while it cannot be certain that the number of students arriving at the university with their own internet ready devices will grow significantly over the next few years one cannot rely on this as a complete solution and the institution will still need to cater for those that do not have this kind of access as the results show most users of the LAUTECH registration portal access it from outside the institution presently at public internet cafes that have to be paid for. Conclusion The study analyzed acceptance and use of electronic registration by students at LAUTECH and the study finds that users of the registration portal require; access to grades, contact with advisor, communication and other features on the portal; users want more LAUTECH based access to the portal. Therefore, it is concluded that studies on user requirements of e-registration should be continuous and at intervals to receive feedback from users by managers of the portal with a view to meeting user requirements for better ease of use. It may not be enough to just initiate online registration and associated services without taking into consideration user perceptions, requirements, needs and challenges, all of which will contribute to the overall goal of the institution to enhance learning and at the same time manage student records appropriately. It becomes even more important to conduct similar studies in our 21st century electronic driven environment. Recommendations Based on the finding of the study, it is hereby recommended that the e-registration portal be made to accommodate additional features required by the users. Despite the high perception of use of e-registration, it is important for more access points to be made available on-campus (LAUTECH- based) for ease of use. The general functionality of the portal should also be improved upon such areas as images upload, back, save page, save and return to complete later and similar features. User education in ICT generally and e-registration in particular is needed. In the case of pre-degree students accessing the portal for enrolment, etc, better management of access to scratch cards/pin codes for the users is crucial. References Brakel, Pieter van. (2003) Information portals: a strategy for importing external content, Electronic Library, The, Vol. 21 Iss: 6, pp. 591-600 Calhoun, K. (2002). From information gateway to digital library management system: a case analysis Library Collections, Acquisitions, and Technical Services. Volume 26, Issue 2, Summer 2002, Pages 141-150 Cao, Xiaobing and Brodnick, R. (2002) What social factors affect students use of online registration: an exploratory study. Association for Institutional Research 42nd Annual forum, June. Toronto, Canada.

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