Counsel Connect- A web-based monitoring system for guidance counseling office

A Methods of Research in Computing Project presented to

The Faculty of the College of Computer Studies

University of Cebu Lapu-Lapu and Mandaue

In Partial Fulfillment of the Requirements

For the Methods of Research in Computing Course

By:

JOMAR PONGASE
KEN ULYSSES CADUNGOG
JOE ALBERT SATOR
MONSEUR MELLORIA
JOEPHER IGOT
 Chapter I: Introduction

Rationale of the Study

In universities, guidance counselling offices play a critical role in supporting students'

academic and personal development. However, managing appointments and providing timely
support can be a challenging task, particularly when faced with a large volume of students
seeking guidance. To address these challenges, universities are increasingly turning to
technology solutions that streamline guidance office management processes. One such solution is
a guidance office management system that allows for quick appointment scheduling.

This study aims to explore the benefits of implementing a guidance counselling

management or monitoring system that facilitates quick appointment scheduling in universities.
Specifically, it will examine how such a system can improve time management, increase
accessibility to services, enhance student satisfaction, and improve overall efficiency in guidance
counsel management. By identifying the key benefits of this system, this research aims to
provide insights and recommendations for universities seeking to enhance their guidance office
management practices.

The well-being of students is important, especially when it comes to mental health.

Balancing academic responsibilities with personal ones can be challenging, thus, mental health
concerns are on the rise. According to the National Alliance on Mental Illness (NAMI), about
20% of children and adolescents, as well as one in five adults in the United States, experience
mental health disorders each year. As such, schools must prioritize resources and support for
students struggling with mental health challenges.

They can offer counseling, coping strategies, and self-care opportunities that help students
manage stress and promote well-being. It is essential to encourage healthy habits that will benefit
students beyond their academic years. By providing a supportive environment that prioritizes
mental health, schools can help students thrive and succeed.

[Reference: https://files.eric.ed.gov/fulltext/EJ1102862.pdf]
[Reference: National Alliance on Mental Illness. (2019). Mental health facts in America.
Retrieved from https://www.nami.org/mhstats]

Major depressive disorder and anxiety disorders are common and result in considerable
suffering and economic loss. People suffering from major depressive disorder and/or anxiety
disorders are commonly encountered in the primary care setting. Unfortunately, most people
with these disorders remain either untreated or inadequately treated; current data suggest that
general practitioners fail to diagnose up to half of cases of major depressive disorder or anxiety.
There is a need for screening tools that will help physicians and other professionals in primary
care recognize and adequately treat major depressive disorder and anxiety disorders. While the
currently-available self-report screening instruments have been demonstrated to be reliable and
valid, there remain considerable barriers to their widespread use in primary care. (Peter
Farvolden,2018).

The Web-Based Depression and Anxiety Test (WB-DAT) was administered to 193
subjects who presented for assessment and/or treatment in ongoing research projects being
conducted at the Mood and Anxiety Program and Clinical Research Department at the Centre for
Addiction and Mental Health in Toronto, Ontario, Canada. Subjects completed the Web-based
screening instrument and were subsequently interviewed with the Structured Clinical Interview
for the Diagnostic and Statistical Manual of Mental Disorders, fourth edition (DSM-IV) Axis I
Disorders (SCID-I/P). The diagnostic data from the screening instrument were then compared
with the data from the individual's SCID-I/P interview. Diagnostic concordance between SCID-
I/P diagnoses and the Web-Based Depression and Anxiety Test were assessed using Cohen's
kappa, sensitivity, specificity, positive predictive value, negative predictive value, and efficiency.
(Carolina McBride,2018).

Guidance is a democratic process which is one person help or advice to another person.
According to Crow & Crow - ‘‘Guidance is assistance made available by properly qualified and
adequately trained men or women to an individual of any age to help manage his own life
activities, develop his points of view, make his own decisions, and carry his own burdens.’
Counseling is an educational process where a trained experienced person is help to others to
solve, he/her problems by talking face to face with another person. According to E.
Vedanayagam ‘‘Counseling is an accepting, trusting and safe relationship in which clients learn
to discuss freely what upsets them, to define their goals, to acquire the essential social skills, and
to develop the courage and self-confidence to implement desired new behavior
(NCERT,1998)

In conclusion, the development of a web application that connects students with their
guidance counseling office has the potential to be an effective solution to the problem of mental
health among students. Although challenges exist, such as getting support from students, and
guidance counselors and addressing concerns about data privacy and security, the potential
benefits are significant. By providing students with easy access to mental health resources and
support, we can help them manage the pressures of school and personal life and achieve their full
potential. Students can establish and accomplish their personal, social, academic, and career
goals with the aid of guidance counseling. Guidance counselors work closely with their clients to
understand their talents, passions, and issues as well as to create plans for overcoming them and
bringing about positive changes in their li
Objectives of the Study

General Objectives
The objective of this study is to evaluate the effectiveness and usability of Counsel
Connect, an application designed to support student success and well-being at the University of
Cebu Lapu-Lapu Mandaue. By assessing the application's impact on student outcomes and user
satisfaction, this study aims to provide valuable insights that can inform improvements to the
system and benefit the university, guidance office, and students.

Specific Objectives

 To assess the impact of Counsel Connect on student engagement with the guidance
office.
 To evaluate the effectiveness of Counsel Connect in improving student mental health
outcomes.
 To determine the extent to which Counsel Connect improves student academic
performance.
 To examine the user satisfaction and usability of Counsel Connect among students and
guidance office staff.
 To identify potential areas for improvement in the design and implementation of Counsel
Connect.
Scope and Limitations of the Study
Scope of the Study
This study aims to assess the effectiveness and usability of the Counsel Connect in
supporting student success and well-being at University of Cebu Lapu-Lapu Mandaue. This
study will benefit the university, the guidance office, and the students.

UNIVERSITY OF CEBU

Super Admin

 Manage all users

 View feedback

GUIDANCE OFFICE

Admin

 Manage profile
 Manage appointments
 Manage resources
 Send/receive messages
 Generate reports

STUDENTS

 Manage profile
 Request appointment
 Access resources
 Provide feedback
 Send/receive messages
 View appointment history
Limitations of the study

 The study is limited to the University of Cebu Lapu-Lapu Mandaue and may not be
applicable to other institutions.
 The study focuses only on the effectiveness and usability of the Counsel Connect system
and does not evaluate the quality of guidance counseling services provided by the
university.
 The system cannot handle online payment transactions, which may limit its use in
scheduling appointments and accessing resources that require payment.
 The system can only accommodate one student per appointment schedule, which may
pose a challenge in managing high volume of appointment requests.
 The system cannot disclose personal information of students, which may limit its ability
to provide tailored and personalized counseling services.

Significance of the Study

The Counsel Connect, or the guidance office management system, has far-reaching
implications for various aspects of student life, including student support services, satisfaction,
mental health, retention, and the university's reputation. The researchers conducted this study
with the goal of facilitating greater user engagement and openness through the system.

Furthermore, the research is deeply relevant to the following:

Researchers. Designing and providing solutions for any issues that arise during system
development can serve as a valuable learning experience for analysts, enhancing their critical
thinking and problem-solving skills while also deepening their programming knowledge.
Future researchers. The proposed system has the potential to serve as a basis for further
research and improvement of the current project output.
Guidance Office. By providing access to a supportive team for both personal and academic
issues, as well as facilitating connections with attendees, the system can enhance schedule
management, report generation, guidance, and overall operations.
Students. The proposed system aims to help students who may be hesitant to seek guidance by
providing easy access to the counseling office. By doing so, the system can help dispel the
perception that the counseling office is only for those who have made mistakes or need
corrective guidance.

Flow of the Study

This study will be following the input-process-output model to describe how the flow of
the study should progress.

Input Process Output

 Determining  Gathering data  A web-based

system through a survey monitoring system
requirements questionnaire for the guidance
counseling office
 Identifying  Using the Agile called Counsel
features for the software Connect
proposed development
system methodology

 Evaluating the
 Designing the system’s
system performance

Figure 1: Flow of the Study

Definition of Terms
Agile software development - An iterative and collaborative approach to software
development that emphasizes flexibility, continuous
improvement, and responsiveness to change.
Guidance Office - A department within the University of Cebu Lapu-Lapu
Mandaue that provides counseling, academic advising, and
other forms of support to students.
Student success - A term that refers to the positive academic and career
outcomes of students, such as high grades, graduation rates,
employment, and career advancement.
Student well-being - A term that encompasses the physical, emotional, social,
and academic health of students, including factors such as
stress, anxiety, mental health, physical health, social
support, and academic performance.
System requirements - A set of specifications that describe what a software
system is supposed to do and how it should perform, often
including functional and non-functional requirements, such
as features, performance criteria, security, and other
technical specifications.
Usability - A measure of how well a product or service can be used
by its intended users, including factors such as ease of use,
learnability, efficiency, and satisfaction.
User satisfaction - The degree to which a user feels that a product or service
meets their needs and expectations, often measured through
surveys or feedback mechanisms.
Web-based monitoring system - A software application that tracks and reports on the
activities of the guidance office, enabling them to
efficiently manage their resources and improve their
service delivery to students.
CHAPTER II
 REVIEW OF RELATED LITERATURE AND STUDIES

This chapter included the conceptual framework, related literature, and studies that the
researchers have perused to help familiarize information relevant to the present study. This
chapter also presented the comparative matrix to serve as a reference for the study.

Review of Related Literature

The Growing Importance of Student Mental Health and Well-being in Universities

In recent years, the mental health and wellbeing of university students have become a
critical issue due to the increasing prevalence and severity of mental health difficulties among
this population. Larcombe and Brooker, in collaboration with Baik, conducted a study to gather
student perspectives on the stressors in university environments and the steps universities could
take to better support student mental wellbeing. The study collected and analyzed 2776 student
responses to the question "What can be done to improve student wellbeing?" (Larcombe, 2018).

The study findings revealed seven categories of recommendations to improve student

wellbeing, including academic teachers and teaching practices, student services and support,
environment, culture, and communication, course design, program administration, assessment,
and student society activities. The study provides valuable insights to university educators and
administrators about the role they can play in better supporting student wellbeing and preventing
high rates of psychological distress among students (Brooker, 2018). Furthermore, the study
emphasizes the importance of seeking and acting on student suggestions to foster a sense of
inclusion and empowerment. Effective partnership between students and institutional actors is
critical in achieving the goal of improving student mental wellbeing (Baik, 2018).

School-based Mental Health Services

Mental health services are very important for children and youths, as mental illness has
become an increasing problem in this population (Richter et al., 2022). To increase accessibility
to mental health services, school-based mental health services (SBMHS) have been
implemented. According to a scoping review by Sjunnestrand et al. (2022) that synthesized the
literature on factors that affect the implementation of SBMHS, while the effects of these services
seem positive, with some mixed results, little is known about the implementation process of
SBMHS. The review found that implementation-related factors were present in all five domains
of the Consolidated Framework for Implementation Research. Certain subfactors were
mentioned more often, including the adaptability of the programs, communication, and
engagement of key stakeholders (Strand et al., 2022).

The review concludes that learning about the implementation of SBMHS and using this
knowledge in practice when introducing SBMHS is essential to achieving the best possible
effects with SMBHSs (Hasson et al., 2022).

Effective communication can facilitate collaboration between different stakeholders and

increase the likelihood of successful implementation. Furthermore, the review suggests that
involving students in the planning and implementation process of SBMHS may improve the
uptake and effectiveness of these services. By engaging students in the process, they can provide
valuable insights into their own mental health needs and preferences, and can also help to reduce
the stigma associated with mental illness. Overall, the review highlights the importance of taking
a comprehensive and collaborative approach to the implementation of SBMHS in order to
achieve the best possible outcomes.

Mental Health Literacy in Schools

According to a study in Japan by Yasutaka Ojio in 2020 entitled Innovative approach to
adolescent mental health in Japan: School-based education about mental health literacy,
improving mental health literacy through school-based education may encourage mental health
promotion, prevention and care and reduce stigma in adolescents.

In Japan, instruction about mental illness has been formulated in a Course of Study that
reflects governmental curriculum guidelines, which will be enforced from 2022 to promote an
understanding of current issues of adolescent health. Educational resources available to
schoolteachers have been developed by a collaborating team consisting of mental health
professionals and schoolteachers based on feedback from high school students in general and
young people who had experienced mental health problems.

Promoting mental health literacy in schools can have a significant impact on the mental
health and wellbeing of students. By providing education on mental health and empowering
students to seek help when needed, schools can play an important role in reducing the negative
impact of mental health problems among youth.

Effectiveness of Online Appointment Scheduling

A study entitled “Effect of an Online Appointment Scheduling System on Evaluation
Metrics of Outpatient Scheduling System: a before-after MulticenterStudy” found that the
implementation of an online appointment scheduling system had a significant positive effect on
the improvement of three metrics: patient waiting time, no-show rate, and physician punctuality.
Patient waiting time decreased from an average of 38.2 minutes before the intervention to 23.8
minutes after the intervention. The no-show rate decreased from 25% to 11%, while physician
punctuality improved from an average of negative 30 minutes before the intervention to negative
14.2 minutes after the intervention. These findings suggest that the use of an online appointment
scheduling system can be an effective solution to improve outpatient clinic scheduling and
reduce patient waiting times and no-show rates. Furthermore, the results of this study can be
used to guide policymakers and healthcare providers in implementing online appointment
scheduling systems in their own settings to enhance patient satisfaction and optimize resource
utilization.

The use of online appointment scheduling systems has been growing rapidly in recent
years, particularly in the healthcare industry. Such systems offer numerous advantages over
traditional methods of appointment scheduling, such as improved efficiency, reduced workload,
and increased patient satisfaction. However, their effectiveness in improving healthcare delivery
and outcomes can vary depending on the context and the specific features of the system. Thus,
further research is needed to determine the optimal design and implementation of online
appointment scheduling systems to maximize their benefits.
 Another potential benefit of online appointment scheduling systems is their ability to
facilitate communication and coordination between patients, healthcare providers, and other
stakeholders. For example, some systems allow patients to receive automated reminders and
notifications regarding their appointments, reducing the risk of no-shows and cancellations.
Additionally, some systems allow healthcare providers to share patient data and records across
different clinics and departments, enhancing the continuity and quality of care. Such features can
contribute to the overall efficiency and effectiveness of the healthcare system, while also
improving the patient experience.

Related Studies
According to an article published online by The Chicago School (2020), the pandemic
has brought about many challenges in the education sector, including the provision of guidance
and counseling services. With schools and universities transitioning to remote learning,
traditional face-to-face counseling sessions have become difficult, if not impossible, to conduct.
However, technology has provided guidance counselors with new and innovative ways to
provide support to students despite these challenges. For instance, counselors can use
videoconferencing tools to conduct online counseling sessions, or they can provide virtual
resources such as online workshops, videos, and blogs on mental health and academic success.

By embracing these tools, guidance counselors can continue to make meaningful

contributions to the lives of students, even in the midst of a global pandemic. Here are some
similar software applications about Guidance Counselling or Online Mental Health Services:

BetterHelp

BetterHelp is a popular online therapy platform that connects users with licensed
therapists via video, phone, chat, or messaging. The platform offers a wide range of different
therapy options, including cognitive behavioral therapy, dialectical behavior therapy, and
psychodynamic therapy. Users can choose from a pool of licensed therapists based on their
preferences and needs, and can switch therapists at any time if they're not satisfied. The platform
also offers a range of other resources, including self-help tools, worksheets, and a support
network.

Figure : BetterHelp

Talkspace

Talkspace is another online therapy platform that provides users with access to licensed
therapists via messaging, video, or phone. The platform offers a variety of therapy plans,
including individual therapy, couples therapy, and teen therapy, and users can switch plans or
therapists at any time. Talkspace also offers a range of other resources, including a therapy
journal and access to a community of other Talkspace users. One of the unique features of
Talkspace is the ability to use "live talk therapy," which allows users to connect with a therapist
for a real-time therapy session via video or phone.
 Figure : TalkSpace

MyTherapist

MyTherapist is an online therapy platform that connects users with licensed therapists via
messaging, video, or phone. The platform offers a range of different therapy options, including
cognitive behavioral therapy, mindfulness-based therapy, and solution-focused therapy. Users
can choose from a pool of licensed therapists based on their preferences and needs, and can
switch therapists at any time if they're not satisfied. MyTherapist also offers a range of other
resources, including self-help tools and worksheets, and users can access their therapy sessions
and resources from any device.
 Figure : MyTherapist

Comparative Matrix

The comparative matrix below compared several related platforms to the proposed
system.

Features CounselConnect BetterHelp TalkSpace MyTherapist

Appointment
Scheduling

Announcements

Personalized
Dashboard

User
Management
Chat Feature

Report
Generation

User Feedback

Resource Library