MS Access Forum / New Users / May 2005
Class Schedule
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Ace - 03 May 2005 01:16 GMT I am trying (alot of emphasis on "trying") to create a database of students and the classes they are taking. Basically I need to be able to printout a students information plus the classes they chose (from a list of 28 classes) on a sheet of paper. The schedule will be handed to them on the day that classes start. There are 400 students which I will need to create a database for. Any assistance is greatly appreciated.
Thank you, Ace
CS - 03 May 2005 02:44 GMT Where are you at with it so far? I am currently designing a db that handles students, classes, registration, schedules etc., and may be able to offer you some help, but want to know more about what you are doing.
Reply to newsgroup only, thanks, Carol
> I am trying (alot of emphasis on "trying") to create a database of students > and the classes they are taking. Basically I need to be able to printout a [quoted text clipped - 5 lines] > Thank you, > Ace Ace - 03 May 2005 15:32 GMT Carol, Basically I have gathered the student information and put them in a basic db. I work for an Adult Literacy Program here in California, and we are having a tutor conference in the coming month. There are a total of 400 tutors that will be coming in from all around the United States to attend this conference. I am trying to create a db where I can pull up a tutor and schedule them for 4 classes that they choose from 28 different classes. I need to be able to print out their schedule on the day of, so they know the time and room number of their chosen classes.. Any assistance you can give will be appreciated.
Thank you, Ace
> Where are you at with it so far? I am currently designing a db that handles > students, classes, registration, schedules etc., and may be able to offer [quoted text clipped - 16 lines] > > Thank you, > > Ace CS - 04 May 2005 02:39 GMT Hi Ace -- have you designed any tables for the db so far, and if so, what are they?
> Carol, > Basically I have gathered the student information and put them in a basic [quoted text clipped - 30 lines] > > > Thank you, > > > Ace Ace - 09 May 2005 20:17 GMT CS, Yes I have created Tables for both Tutors and Classes. I don't know how to correctly name them inorder to have relationships between the two tables. Basically I do not know what I am doing :) I thought it would be easy. I just wanted a list of tutors and a list of classes and have them merge onto a report with a tutors name and their 4 chosen classes printing out on a report. Is that much to ask? I guess with my limited knowledge of Access, it is. Too bad I cannot put attachments on here . . . I really want to show you what I am shooting for.
Thanks, Ace
> Hi Ace -- have you designed any tables for the db so far, and if so, what > are they? [quoted text clipped - 40 lines] > > > > Thank you, > > > > Ace CS - 04 May 2005 02:45 GMT Sorry -- just re-read your post and realized I had more information than I let on.
Have you also created tables for the tutors, classes, and occurances of the classes?
If I'm talking way too elementary at this point, or way too advanced, let me know. Glad to help if I can.
Let me know and I'll help from there if I can.
Carol
> Carol, > Basically I have gathered the student information and put them in a basic [quoted text clipped - 30 lines] > > > Thank you, > > > Ace Ace - 09 May 2005 19:26 GMT CS, You are getting way ahead of me. I have started the tables, but don't know how to setup the relationships. Assistance on that would be more than welcome.
Thanks, Adrian
> Sorry -- just re-read your post and realized I had more information than I > let on. [quoted text clipped - 50 lines] > > > > Thank you, > > > > Ace gls858 - 09 May 2005 20:43 GMT > CS, > You are getting way ahead of me. I have started the tables, but don't know [quoted text clipped - 79 lines] >>>>>Thank you, >>>>>Ace Ace, I think a quick look at one of the many online tutorials Would help you a great deal just to get the basics. Here's one that seems to cover the basics but there are many more. A quick google on Access tutorial will get a bunch of hits. I found sites like this very helpful when I first started out. Watch for line wrap on the URL.
http://cisnet.baruch.cuny.edu/holowczak/classes/2200/access/accessall.html
gls858
CS - 16 May 2005 17:28 GMT I agree with gls858 that you would be helped by studying a few basic tutorials. That is how I started, and if you are in the mood to pay a little money, the site 599cd.com was helpful to me in this initial phase as well, offering some very cheap hands-on beginner to intermediate classes in Access that allowed me to watch and learn. I have no relationship with this company and do not endorse it in any way other than as a person who purchased a couple of their cds and was extremely satisfied with the help these provided. I seem to learn best by doing, and these cds allowed me to do that.
Aside from that -- I will give you some information about how I set up my initial class occurance/curriculum/students/teachers tables, and established their relationships.
Each of these tables has a (unique) primary key field (studentID in the StudentTable, teacherID in the TeacherTable, OccurID, ClassID, etc. in each of the tables). In my tables, these are "autonumber" fields, set as the primary key in each table.
If I have many occurances of a single class, several tutors who might teach a given occurance of any class, and many students that might take many different classes, I might structure my tables somewhat like this (please note that I have put the "T" after each name to indicate it is a table, although my db is structured with names tblStudent, tblTeacher, tblClass, etc., which is a more standard way of naming tables -- and you will discover more about the reason for this if you study some tutorials) the names below are for your understanding: (PK =Primary Key FK=Foreign Key)
Table Names StudentT TeacherT ClassT OccursT RegisterT Fields StudID (PK TeachID(PK) ClasID(PK) OccurID(PK) RegID(PK) STName TeName ClName ClassID (FK) OccurID(FK) STAddress TeEmail ClLength TeachID(FK) StudID(FK) STPhone TEPhone Descript OcDate RegHow etc etc Credits OcTime RegWhen etc RmNumber etc
etc Please note that the fields in other tables that are not primary keys that have the same name (for example, ClassID in the OccuranceTable, are datatype "number fields" that serve as "foreign keys" but these are not autonumber or unique). In this way, I store detailed, unique information about a particular student ONLY in the StudentTable, detailed, unique information about a about a particular Class ONLY in the ClassTable, and detailed information about a particular occurance of a class ONLY in the Occurs Table.
The best advice/insight about table structure and relationships that I came across in my many wanderings is this: An _occurance_ of a class might have a specific "RoomNumber", but the class itself might not, as it can occur in many places. A student may have an email, but an occurance of a class probably will not. In choosing what information to place in which tables, consider this question: "Does the "Student/Class/Teacher/Occurance/Registration" have a ________ ?" ( email address, time/date, cost, or whatever information you are considering adding to the table). This helps you choose where information belongs in different tables.
At this point, My StudentTable is the only place where a student's actual name appears -- in any other table, they appear only as a unique number (StudentID, in this case, in the registration table, which ties them to the particular class occurance they have registered for through the OccuranceID in the RegistrationTable ). Remember that primary and foreign key fields must be the same datatype (ie number, text, etc) to relate correctly. (autonumber is a number type, so if your PKs are autonumber, FKs must be set as number)
So, how do you see this information and figure out who Student #323 is, if all that is entered in a class occurance and you only see the number? In forms, queries, and reports, which you use to pull the information together.
Hope that's helpful. Carol
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