DNHS Hub

A Centralized Student Records and Document Request Management System for Dayap National High School

Overview

DNHS Hub is a production-ready web application designed for the Registrar's Office of Dayap National High School (DNHS). It serves as a centralized repository for student information, academic records, and document requests, streamlining record retrieval, request processing, document issuance, reporting, and audit tracking.

This system is strictly for internal use by authorized personnel (Administrators and Registrars).

Features

Dashboard

Summary cards with percentage indicators (month-over-month comparison)
Quick action links for common tasks
Monthly Requests chart
Request Status Breakdown chart with count labels
Most Requested Documents chart
Recent Requests list
Consolidated COUNT queries for faster load times

Student Records

Complete student profiles (Personal, Guardian, Academic information)
Add, Edit, View, Archive, Restore students
Instant AJAX search (no page reload)
Filter by status and batch with instant results
Print student profile
Digital student folder with documents and request history
Floating action buttons (FAB) for Save/Cancel on add/edit pages

Student Documents

Upload documents (PDF, JPG, JPEG, PNG - Max 10MB)
Version tracking for uploaded files
Download, Preview, Delete documents
AJAX student autocomplete (typeahead search for 5000+ records)
Instant filter by document type
Custom styled delete confirmation modal

Document Requests

Auto-generated tracking numbers (DNHS-YYYY-NNNNNN)
Status workflow: Pending → Approved → Processing → Ready for Release → Released
QR code verification
Claim stub generation and printing
Status history tracking
AJAX student autocomplete (typeahead search)
Instant filter by status and document type
Custom styled delete confirmation modal

Reports

Daily, Weekly, Monthly, Yearly requests
Request Status Breakdown
Most Requested Documents
Registrar Activity Report
Export to CSV, Excel (.xls), and Word (.doc)

Audit Trail

Tracks all system activities (Login, CRUD operations, Document uploads, etc.)
Filterable by action, module, and date range
Optimized date range queries

User Management (Admin Only)

Create, Edit, Deactivate/Activate users
Reset passwords
Role assignment (Administrator, Registrar)
Uniform badge alignment for role/status

Backup & Restore (Admin Only)

Database backup creation
Database restore from backup file
Backup history with download capability
Custom styled confirmation for restore operations

Notifications

In-app notification system
Popup modal for viewing notification details
Mark as read functionality
Unread count badge
Direct links to related records

Settings Page

Unified settings page with tabs (Profile, Audit Logs, Backup & Restore)
Profile editing and password change
Styled banner and stat cards

Security

Rate limiting on login (5 attempts, 15-minute lockout)
Password hashing (bcrypt)
CSRF token protection (regenerated after each use)
XSS prevention (htmlspecialchars on all output)
SQL injection prevention (PDO prepared statements)
Session timeout (30 minutes)
Session fixation protection (regenerate ID after login)
Path traversal protection (realpath validation on file operations)
File upload MIME type validation
PHP execution blocked in uploads directory (.htaccess)
Backup restore SQL statement validation
Security headers (X-Content-Type-Options, X-Frame-Options, X-XSS-Protection, Referrer-Policy)
Session cookie security (HttpOnly, SameSite, Strict Mode, Secure when HTTPS)
Strong password policy (8+ chars, uppercase, lowercase, number)
POST-based logout with CSRF protection

Performance

18 database indexes for optimized queries at scale (5000+ records)
Consolidated dashboard COUNT queries (8 queries → 1)
Smart windowed pagination (ellipsis for large page counts)
Limited dropdown queries to prevent memory exhaustion
Batch notification inserts
Date range predicates replacing MONTH/YEAR() functions

Technology Stack

Layer	Technology
Backend	PHP 8+
Database	MySQL 8+
Frontend	HTML5, CSS3, Bootstrap 5, JavaScript ES6
Charts	Chart.js
Tables	DataTables
Server	Apache (XAMPP/LAMP)

Project Structure

dnhs-hub/
├── assets/
│   ├── css/
│   │   ├── login.css              # Login page styles
│   │   └── style.css              # Main application styles
│   ├── js/
│   │   └── app.js                 # JavaScript functions (toast, confirmDelete, etc.)
│   ├── images/
│   │   ├── school-logo.png        # School logo
│   │   └── school-building.jpg    # School building photo
│   └── uploads/
│       └── documents/             # Uploaded student documents (versioned)
├── config/
│   ├── config.php                 # Application configuration
│   └── database.php               # Database connection
├── database/
│   └── schema.sql                 # MySQL database schema
├── includes/
│   ├── header.php                 # Page header & navigation
│   ├── footer.php                 # Page footer, scripts & modals
│   └── functions.php              # Utility functions
├── modules/
│   ├── auth/
│   │   ├── login.php              # Login page
│   │   ├── logout.php             # Logout handler
│   │   └── profile.php            # User profile
│   ├── dashboard/
│   │   └── index.php              # Main dashboard
│   ├── students/
│   │   ├── index.php              # Students list (AJAX search)
│   │   ├── ajax_search.php        # AJAX search endpoint
│   │   ├── add.php                # Add new student
│   │   ├── edit.php               # Edit student
│   │   ├── view.php               # View student profile
│   │   ├── archive.php            # Archive student
│   │   ├── restore.php            # Restore archived student
│   │   └── archived.php           # Archived students list
│   ├── documents/
│   │   ├── index.php              # Documents list (AJAX search)
│   │   ├── ajax_search.php        # AJAX search endpoint
│   │   ├── search_students.php    # AJAX student autocomplete
│   │   ├── upload.php             # Upload document form
│   │   ├── download.php           # Download document
│   │   ├── preview.php            # Preview document
│   │   └── delete.php             # Delete document (AJAX + form)
│   ├── requests/
│   │   ├── index.php              # Requests list (AJAX search)
│   │   ├── ajax_search.php        # AJAX search endpoint
│   │   ├── search_students.php    # AJAX student autocomplete
│   │   ├── add.php                # Create new request
│   │   ├── view.php               # View request details
│   │   ├── update_status.php      # Update request status
│   │   └── verify.php             # QR code verification
│   ├── reports/
│   │   ├── index.php              # Reports page
│   │   └── export.php             # Export reports (CSV, Excel, Word)
│   ├── users/
│   │   ├── index.php              # Users list
│   │   ├── add.php                # Add new user
│   │   ├── edit.php               # Edit user
│   │   ├── reset_password.php     # Reset user password
│   │   └── toggle_status.php      # Activate/Deactivate user
│   ├── audit/
│   │   └── index.php              # Audit logs viewer
│   ├── backup/
│   │   ├── index.php              # Backup & restore page
│   │   └── download.php           # Download backup file
│   ├── notifications/
│   │   ├── index.php              # Notifications list
│   │   └── mark_read.php          # Mark notification read (AJAX)
│   ├── settings/
│   │   └── index.php              # Unified settings page
│   └── claims/
│       └── stub.php               # Claim stub generator
├── storage/
│   └── backups/                   # Database backup files
├── .gitignore                     # Git ignore rules
├── index.php                      # Root redirect
├── README.md                      # Project documentation
└── USER_MANUAL.md                 # User manual

Installation

Prerequisites

XAMPP, WAMP, or LAMP stack
PHP 8.0 or higher
MySQL 8.0 or higher
Apache web server

Steps

Clone or copy the project

Copy the dnhs-hub folder to your web server root:
- XAMPP: C:\xampp\htdocs\
- WAMP: C:\wamp\www\
- LAMP: /var/www/html/

Create the database
- Open phpMyAdmin (http://localhost/phpmyadmin)
- Go to the Import tab
- Select database/schema.sql
- Click Go to import

Configure database connection

Open config/database.php

Update the database credentials if needed:

define('DB_HOST', 'localhost');
define('DB_NAME', 'dnhs_hub');
define('DB_USER', 'root');
define('DB_PASS', '');

Configure application URL
- Open config/config.php
- Update APP_URL to match your setup:
```
define('APP_URL', 'http://localhost/dnhs-hub');
```

Ensure upload directories are writable

Set permissions for:
- assets/uploads/documents/
- assets/uploads/profiles/

Access the application
- Open your browser
- Navigate to: http://localhost/dnhs-hub/

Default Login Credentials

Role	Username	Password
Administrator	admin	admin123
Registrar	registrar	registrar123

Important: Change these passwords after first login!

User Roles & Permissions

Administrator

Full system access
Dashboard
User Management
Student Records (CRUD)
Student Documents (CRUD)
Document Requests
Reports
Audit Logs
Backup & Restore
System Settings

Registrar

Dashboard
Student Records (CRUD)
Student Documents (CRUD)
Document Requests
Reports
Cannot: Manage users, access audit logs, backup database

Document Request Workflow

Create Request
      ↓
    Pending
      ↓
   Approved
      ↓
  Processing
      ↓
Ready for Release
      ↓
   Released

Status can also be: Rejected or Cancelled at any stage before release.

Tracking Number Format

DNHS-2026-000001
│     │    │
│     │    └── Sequential number (6 digits)
│     └── Year
└── School prefix

Security Features

Rate limiting on login (5 attempts, 15-minute lockout)
Password hashing (bcrypt)
PDO prepared statements (SQL injection prevention)
CSRF token protection (regenerated after successful validation)
XSS protection (htmlspecialchars via sanitize() on all output)
Session validation and timeout (30 minutes)
Session fixation protection (session_regenerate_id after login)
Role-based access control
Path traversal protection (realpath() validation on file operations)
Secure file upload validation (extension + MIME type via finfo_file())
File type and size restrictions (PDF, JPG, JPEG, PNG - 10MB max)
PHP execution blocked in uploads directory (.htaccess)
Backup restore SQL validation (blocks DROP DATABASE, GRANT, INTO OUTFILE, etc.)
Backup file size limit (50MB max)
Security headers (X-Content-Type-Options, X-Frame-Options, X-XSS-Protection, Referrer-Policy)
Session cookie security (HttpOnly, SameSite=Lax, Strict Mode, Secure when HTTPS)
Activity logging (audit trail)

Supported Document Types

SF10 (Secondary Form 10)
Form 137 (Permanent Academic Record)
Birth Certificate
Good Moral Certificate
Report Card
Certificate of Enrollment
Diploma Copy
Transcript of Records
Authentication Documents
Other Registrar Documents

Browser Support

Google Chrome (latest)
Mozilla Firefox (latest)
Microsoft Edge (latest)
Safari (latest)

User Manual

See USER_MANUAL.md for detailed instructions on using the system.

Troubleshooting

Database connection failed

Ensure MySQL is running
Verify credentials in config/database.php
Check if dnhs_hub database exists

Upload failed

Check folder permissions for assets/uploads/
Verify PHP upload settings in php.ini:
- file_uploads = On
- upload_max_filesize = 10M
- post_max_size = 12M

Blank page

Enable error reporting in config/config.php:

ini_set('display_errors', 1);
error_reporting(E_ALL);

Login locked out

Wait 15 minutes for the lockout to expire
Or contact an administrator to clear the lockout

License

This project is proprietary software developed for Dayap National High School. Unauthorized distribution or modification is prohibited.

Developer

Developed by the Alumni for the Registrar's Office of Dayap National High School.

Version History

Version	Date	Description
1.0.0	2026	Initial release
1.1.0	2026	UI improvements, security enhancements, notification modals
1.2.0	2026	Security hardening: path traversal fixes, upload validation, session protection, security headers, backup validation, password policy enforcement
1.3.0	2026	Performance optimizations, AJAX search, student autocomplete, custom delete modals, report exports, smart pagination, 18 database indexes

System Checklist

Authentication & Authorization

Login with rate limiting (5 attempts / 15 min lockout)
Password hashing with bcrypt
Session fixation protection (regenerate ID after login)
Session timeout (30 minutes inactivity)
Session strict mode enabled
Session cookies: HttpOnly, SameSite=Lax, Secure (when HTTPS)
POST-based logout with CSRF token
Role-based access control (Admin, Registrar)
Password policy enforcement (8+ chars, uppercase, lowercase, number)

Dashboard

Summary cards with month-over-month percentage change
Monthly Requests chart
Request Status Breakdown chart
Most Requested Documents chart
Recent Requests list
Quick action links

Student Records

Student Documents

Upload documents (PDF, JPG, JPEG, PNG - 10MB max)
MIME type validation (finfo_file)
PHP execution blocked in uploads directory
Version tracking for uploaded files
Download documents
Preview documents
Delete documents
Path traversal protection (realpath validation)
Filter by student and document type

Document Requests

Create new request
Auto-generated tracking numbers (DNHS-YYYY-NNNNNN)
Status workflow: Pending → Approved → Processing → Ready for Release → Released
Status can be Rejected or Cancelled
QR code verification (public page)
Claim stub generation and printing
Status history tracking

Reports

Daily, Weekly, Monthly, Yearly requests
Request Status Breakdown
Most Requested Documents
Registrar Activity Report

Audit Trail

Tracks all system activities
Filterable by action, module, and date range
IP address logging

User Management (Admin Only)

Backup & Restore (Admin Only)

Database backup creation
Database restore from backup file
SQL statement validation (blocks destructive operations)
Backup file size limit (50MB)
Backup history with download capability

Notifications

In-app notification system
Popup modal for viewing notification details
Mark as read functionality
Unread count badge

Security

UI/UX

Responsive design (Bootstrap 5)
Sidebar navigation with role-based visibility
Top navigation bar with search, notifications, user menu
Toast notifications for flash messages
Custom styled delete confirmation modals
Smart windowed pagination with ellipsis
Floating action buttons (FAB) for Save/Cancel
Uniform badge alignment across tables

Performance

18 database indexes for optimized queries
Consolidated dashboard COUNT queries
AJAX instant search (no page reload)
AJAX student autocomplete for 5000+ records
Auto-filtering dropdowns
Limited dropdown queries to prevent memory exhaustion
Batch notification inserts
Date range predicates replacing MONTH/YEAR()

Reports & Export

CSV export
Excel (.xls) export
Word (.doc) export

FilesExpand file tree

README.md

Latest commit

History

README.md

File metadata and controls

DNHS Hub

Overview

Features

Dashboard

Student Records

Student Documents

Document Requests

Reports

Audit Trail

User Management (Admin Only)

Backup & Restore (Admin Only)

Notifications

Settings Page

Security

Performance

Technology Stack

Project Structure

Installation

Prerequisites

Steps

Default Login Credentials

User Roles & Permissions

Administrator

Registrar

Document Request Workflow

Tracking Number Format

Security Features

Supported Document Types

Browser Support

User Manual

Troubleshooting

Database connection failed

Upload failed

Blank page

Login locked out

License

Developer

Version History

System Checklist

Authentication & Authorization

Dashboard

Student Records

Student Documents

Document Requests

Reports

Audit Trail

User Management (Admin Only)

Backup & Restore (Admin Only)

Notifications

Security

UI/UX

Performance

Reports & Export