Create Inactive Students Database in Access December 8, 2010

Transcription

1 Create Inactive Students Database in Access December 8, 2010 At the end of the current school year it becomes necessary to consider creating a database to store data for students who have become inactive throughout the school year. This database will be created for the next school year and will contain any tables selected. This database is then used when a student returns to a school site within the district. An inactive student s data can be accessed from the inactive database and brought back into the schools database for the current year. This eliminates re-entering student demographics, history etc. Thought must be given as to which student data needs to be included prior to creating this database. It should also be determined which schools will be included. For instance, summer schools should not be included when creating this database due to the large number of No Shows stored within their database. When preparing to create the inactive database copies of the school and district database should be copied over into a unique folder. It is important that the district database path is set correctly in Aeries Variables. It is also important that the Inactive School has been added into the LOC table and that the low and high grade is correct. It is highly suggested that a standardized Course table is currently being used within the district. This will prevent problems that can arise from a course number being used for different courses at different school sites. For example, if school 1 has course number 101 for English but school 2 has the same course number for Physical Ed the history data will not be consistent. NOTE: This program is not used in Client Server!! Please be aware that Eagle Software s objective is to provide their users with documented procedures, such as those that follow, in an attempt to expedite the steps necessary to accomplish certain tasks within Aeries. However, Eagle Software recognizes that each school and district using Aeries has established their own unique guidelines and policies. By using these procedures you assume full responsibility for the appropriate application, the results of their use, any impact upon your database and conforming to all guidelines and policies that have been established by your school or district.

2 Page 2 Aeries Student Information System CREATE AN INACTIVE DATABASE FOR NEXT YEAR At the end of the school year, a new Inactive Student Database will need to be created to copy over the inactive students from all school sites. If there is an existing Inactive Students database for the current school year use this database to create the new Inactive database. If not, use any secondary school database. From the Miscellaneous form, click the mouse on the Create A New Aeries Database button. The following message will display and will include the suggested database name for the next year s database. Enter the Inactive database name. Verify the database name and click the mouse on the OK button. The following message will display the default path where the new database will be stored. To change the path, type a new path in the text field. Click the mouse on the OK button. A message will display to allow you to switch to the database. Click the mouse on the Yes button. COMPACT THE NEW DATABASE It is suggested that the new Inactive Student database be compacted. From the Miscellaneous form click the mouse on Compact Current Aeries Database button. A message will display verifying the compact. Click the mouse on the Yes button. When the compact is complete click the mouse on the OK button.

3 Page 3 Aeries Student Information System COPY CRS AND COD TABLES On the creation of the inactive database the CRS table and COD table MUST be copied from an existing School Database. From the Miscellaneous form click the mouse on Copy Table from Another Database. The following form will display. Type the name of the table to be copied to the Inactive Students database. A form will display to select the school database that the CRS table will be copied from and the table will be copied over. After the CRS table has been copied the same process must be performed to copy over the COD table. Verify that there is a Teacher 0 (zero) Unassigned and if not add it to the Teacher form. NOTE: It is highly suggested that a standardized Course table is currently being used within the district.

4 Page 4 Aeries Student Information System COPY INACTIVE STUDENTS FROM ALL SCHOOLS From View All Forms double click the mouse on Copy Inactive Students From all Schools in the District option.

5 Page 5 Aeries Student Information System The following form will display. In the left hand corner enter a course number that will default for all course numbers not setup in the CRS table. Make sure this course number is first setup in the CRS table with a recognizable course name. For example, Unidentified Course. If particular students are enrolled in special programs and do not have concurrent enrollment click the mouse on the drop down and select which codes should be skipped. If students are flagged with a status tag and should not be copied into the inactive database click the mouse on the drop down arrow. Click the mouse on the code selected for the Tag fields. Select ALL status tags that should not be included in the Inactive School database.

6 Page 6 Aeries Student Information System Listed below Tables That Will Be Copied are the tables that automatically default to be copied to the database. Under Copy Table field -1 will display which is flagging the table to be copied. To de-select a table double click on the Table Code. The Copy Table field will now display 0 and will not be copied over to the database. Student data can also be copied over from tables that are not listed by adding the table. To add a table, type the table name in the Table Code field and press Tab. Type the field name containing the student number in the Student Index Name field. Click the mouse on the Add button. The table will be added to the end of the table list. Any table manually added can also be removed. To delete a table that has been manually added click the mouse on the table. Click the mouse on the Delete button and the table will no longer display. REMEMBER: Only tables that have been manually added can be deleted.

7 Page 7 Aeries Student Information System After all selections are complete click the mouse on the Copy button and the copy process will begin. If schools exist within the LOC table that do not have a database in the folder a message will display. To continue click the mouse on the OK button and this school will be bypassed. When the process is complete the inactive students will display in the Students form. These students will display with the current status Tag and a border around the outside edge.