The shift toward digital services has changed how schools manage new student admissions. Instead of requiring parents to visit schools repeatedly, online systems allow registration information and administrative procedures to be accessed through digital platforms.
At SMA Negeri 2 Percut Sei Tuan, this transition has provided practical benefits for both school administrators and prospective students' parents. However, the study also identified several barriers, including server disruptions, limited digital literacy among some parents, lengthy document verification, and attempts to manipulate registration data.
Online System Reduces Administrative Workload
The researchers used a qualitative case study approach to examine the implementation of SPMB at SMA Negeri 2 Percut Sei Tuan in 2026. Information was collected through interviews, observations, and documentation involving eight informants.
The informants included curriculum staff, members of the socialization and validation teams, the vice principal for student affairs, a school operator, parents, and students.
The effectiveness of the system was examined through three aspects: achievement of objectives, integration, and adaptation.
In terms of achieving its objectives, the online system was found to make the registration process more manageable for the school committee. Parents also had fewer reasons to visit the school directly because registration information and procedures were available online.
Rahayu Utari, a school operator interviewed for the study, explained that the online system helps reduce queues while saving time and administrative costs.
The system also provides public access to registration information through the website used by the school. This creates greater visibility during the admission process because information can be accessed by prospective students and their parents without relying entirely on face-to-face communication.
Socialization Helps Parents Navigate Digital Registration
Technology alone does not guarantee that a digital public service will work smoothly. Users also need to understand how the system operates.
SMA Negeri 2 Percut Sei Tuan conducted socialization activities in schools and villages to explain the online registration procedures. The school also established help posts and emergency contacts for parents who experienced difficulties.
Fitri Utami, a member of the school's socialization team, explained that the assistance posts were provided to help parents who were unfamiliar with digital registration procedures.
The study found different experiences among parents. Some considered manual registration easier because the requirements and procedures seemed more straightforward. Others viewed online registration as more convenient because it could be completed from home.
These differences highlight the importance of digital literacy in the implementation of online public services. A digital platform may simplify administration for experienced users while creating additional difficulties for people who are less familiar with technology.
Server Problems and Data Manipulation Remain Concerns
Despite its benefits, the online SPMB system still faces technical and administrative challenges.
One of the main problems is server or website disruption, particularly when large amounts of registration data are submitted during the admission period. Such interruptions can delay data entry and document verification.
Another challenge is the limited digital literacy of some parents. Users who are unfamiliar with online systems may find the registration process complicated, particularly when they have to enter personal information and upload supporting documents.
The verification stage can also take considerable time because school operators and validation teams must carefully examine submitted documents.
The researchers also identified attempts to manipulate registration data, including report card scores. Such findings require school officials to conduct more careful checks before validating applicants' documents.
Maria Ulfah Manik, a member of the school's validation team, identified server problems and limited digital literacy among parents as significant obstacles. The validation team also encountered suspected manipulation of report card data during the admission process.
School Prepares Staff Through Training
The school has taken several measures to address these challenges.
When technical problems occur, the school reports server disruptions to the Education Office. Help posts and emergency contacts are also provided for parents who need assistance during registration.
The school has also prepared its staff and operators through technical training organized by the Education Office and internal workshops before the SPMB process begins.
These preparations are important because the transition from conventional administrative services to digital systems requires schools to adapt their human resources as well as their technology.
The online SPMB process follows a basic digital registration flow. Applicants enter their information through the designated website, school operators and validators examine the submitted documents, and admission results can then be accessed through the online platform.
The findings indicate that this process has contributed to improvements in administrative services and public access to admission information.
Stronger Infrastructure and Digital Literacy Are Needed
The findings from Husniyyah Zahra and colleagues show that successful digitalization of student admission requires more than simply providing an online platform.
Server capacity, internet connectivity, data verification, and users' digital skills all influence how effectively an online admission system operates.
The researchers recommend that SMA Negeri 2 Percut Sei Tuan strengthen communication with parents by providing video tutorials, illustrated guides, and simple instructions. Short training sessions before registration opens could also help parents understand the required procedures.
The North Sumatra Provincial Education Office is also encouraged to work with system managers to improve server capacity and strengthen data verification features.
These measures could help reduce technical disruptions, improve the accuracy of submitted information, and make the system more accessible to parents with different levels of digital literacy.
The study also highlights a broader lesson for digital public services in education. Technology can make administrative processes faster and more transparent, but its effectiveness depends on infrastructure, human resources, user assistance, and safeguards against inaccurate or manipulated data.
Study Limitations
The researchers acknowledge several limitations. The study was conducted at only one school, making direct comparisons with other schools impossible. The research period was also limited, and some potential informants were difficult to recruit.
In addition, differences between informants' statements created some inconsistencies in the information collected. The study also focused on three effectiveness indicators, meaning other dimensions of digital service effectiveness were not examined.
Future studies could therefore involve more schools, a larger number of informants, and broader indicators to provide a wider picture of online student admission implementation.
Authors' Profile
The authors' research in this article focuses on public administration, public service effectiveness, digitalization in education, and the implementation of online-based student admission systems. Academic degrees were not included in the article information provided and therefore are not added here.
Research Source
The article is published as an open-access work under the Creative Commons Attribution 4.0 International license.
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