SAM V2:Students
The student table contains information about the students that receive disability services. A student record is created one time only. The student record is considered the master or parent record. The disabilities, accommodations, consent types, referrals, case notes, tasks, test scores, and class schedules are sub-tables or child records of the student record. The relationship is many children to one parent. In other words, the student record has many disabilities, accommodations, or case notes records related to it.
When the student record is deleted, all child records related to it are also deleted. This cascading deletion scheme is used so that the child records will not be orphaned.
Status
The status field can be the value active, inactive, etc. It is used to determine if the student is using disability services.
The status field can be reset to inactive for all students at the beginning of each term. Then, as service providers work with students, the status field would be changed to active. By doing so, it would be possible to determine which students are active for the current term.
Fields
The fields of the students table are:
Field | Description |
---|---|
academic_level | Academic Level of student: Freshman, Sophomore, Junior, Senior, Graduate, etc. |
address1 | Address line 1 of student. |
address2 | Address line 2 of student. |
alt_address1 | Alternate address line 1 of student. |
alt_address2 | Alternate address line 2 of student. |
alt_city | Alternate address city of student. |
alt_email | Alternative email address of student. |
alt_phone | Alternate phone number of student. |
alt_phone_type | Type of alternative phone number: Home, Cell, Fax, etc. |
alt_state | Alternate address state of student. |
alt_zip | Alternate address zip code of the student. |
campus | The primary campus the student attends. |
city | Address city of student. |
date_of_birth | Date of birth of student. |
emergency_contact | First and last name of emergency contact of student. |
emergency_contact_phone | Phone number for the emegency contact of the student. |
emergency_relationship | Relationship of the emergency contact to the student. |
Email address of student. | |
enrollment | Enrollment status of the student: Enrolled, Graduated, Transferred, Withdrawn, etc. |
ethnicity | Ethnicity of student: Caucasian, African American, Hispanic, etc. |
first_name | First name of student. First Name is required. |
gender | Gender of student: Male, Female, etc. |
id | Unique student identifier. This field could contain university identification number, social security number, or something similar. ID is required. |
last_name | Last name of student. Last Name is required. |
last_updated | Date record was last updated. |
middle_name | Middle name of student. |
notes | Notes pertaining to the student. These are not case notes but additional information about the student. |
phone | Phone number of student. |
phone_type | Type of phone number: Home, Cell, Fax, etc. |
preferred_ame | The name the student prefers to go by. |
sid | Unique ID# of the record. |
service_provider | The service provider working with or assigned to the student. |
state | Address state of the student. |
status | Student status: Active, Inactive, Prospective. Status is required. The default value is Active. |
updated_by | User who last modified the record. |
us_citizen | Checkbox to be checked if student is a citizen of the USA. |
zip | Address zip code of the student |
Banner SAMV2
There are two SAM tables that have data imported from Banner: student and class schedules. The Banner data extract format can be either a CSV file or a tab-delimited text file. Ideally the end-user should be able to run the Banner extract on demand and save the data to a local file. The local file would be loaded into SAMV2 by the IT professional using MySQL.
The DSP should submit a copy of the student and class schedule data fields to their Banner IT representative. From that point the Banner IT representative can assemble a script containing all students receiving disability services. Now the DSP has a list from Banner that contains all of the fields to import into SAM. The Banner IT representative should make the script into a process that the DSP can use weekly to update SAM.
The Banner Student extract should contain a single row for each student. The student extract would not contain a row for every student in Banner, so a mechanism must be in place within Banner to identify or flag disability services students, as only those students should be included in the extract.
The Banner class schedule extract should contain a single row for each class of a student. For example, if a student is taking three classes, there would be three rows of data, one for each class with the same student identifier. The class schedule extract would not contain a row for every student class in Banner, so a mechanism must be in place within Banner to identify or flag disability services students, as only the class schedules of those students should be included in the extract.