SAM V1:Students

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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.

The student record should not be deleted without first deleting all the child records related to it. Otherwise, the child records would be orphaned.

Back to SAM V1 Tables

Status

The status field can be the value active, inactive, or prospective. 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
Date Created Date record was created.
Date Modified Date record was last updated.
Student ID# Unique ID# of the record.
Record Owner User who owns the record.
Last Modified By User who last modified the record.
Academic Level Academic Level of student: Freshman, Sophomore, Junior, Senior, Graduate, etc.
Address Address of student. Format is address, city, state and zip code.
Alternate Address Alternate address of student. Format is address, city, state and zip code.
Alternate Email Alternative email address of student.
Alternate Phone Alternate phone number of student.
Alternate Phone Type Type of alternative phone number: Home, Cell, Fax, etc.
Campus The primary campus the student attends.
Date of Birth Date of birth of student.
Email 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Enrollment Enrollment status of the student: Enrolled, Graduated, Transferred, Withdrawn, etc.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.
Middle Name Middle name of student.
Name Formula field that is the concatenation of Last Name, First Name and Middle Name.
NEON Student The NEON student that corresponds to the SAM student. A SAM student is created in NEON if the SAM student receives AMAC services.
NEON Student Data Out of Synch Checkbox that is checked if the student data in NEON does not match the student data in SAM. SAM is considered the authoritative source. SAM and NEON student data must be kept in synch manually.
Notes Notes regarding the student. The notes field is a cumulative field and date stamped with the date, time and user adding the notes.
Phone Phone number of student.
Phone Type Type of phone number: Home, Cell, Fax, etc.
Preferred Name The name the student prefers to go by.
Print Accommodation Notification Use this link to print the general accommodation notification letter for the student. The general accommodation notification letter does not include the instructor and course name.
Service Provider The service provider assigned to the student.
Status Student status: Active, Inactive, Prospective. Status is required. The default value is Active.
US Citizen Checkbox to be checked if student is a citizen of the USA.
Why NEON Student Data Out of Synch A list of fields where the SAM student data does not match the NEON student data. Identifies which fields needs to be addressed in order for SAM and NEON student data to match.


Back to SAM V1 Tables

SAM can import data by utilizing the functionality provided by QuickBase.

There are two SAM tables that can be 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. This local file would then be loaded by the end-user into SAM using the QuickBase import data feature.

EACH DSP SHOULD SUBMIT A COPY OF THE STUDENT AND CLASS SCHELULES DATA 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 required fields for 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.


The SAM application contains the follow data elements for student:

Field Data Type Notes Possible Banner Feed
Student ID varchar Unique Student ID (ss #) yes
Status varchar
Last Name varchar yes
First Name varchar yes
Middle Name varchar yes
Preferred Name varchar The name the student prefers to go by
Address varchar yes
City varchar yes
State varchar yes
Zip Code varchar yes
Alternate Address varchar yes
City varchar yes
State varchar yes
Zip Code varchar yes
Email varchar yes
Alternate Email varchar yes
Phone Number varchar 10 digit number without formatting is preferred
Phone Number Type varchar Home, Cell, Fax, etc.
Alternate Phone Number varhcar 10 digit number without formatting is preferred
Alternate Phone Type varchar Home, Cell, Fax, etc.
Gender varchar Male, Female, etc. yes
Date of Birth date MM/DD/YYYY yes
Ethnicity varchar Caucasian, African American, Hispanic, etc. yes
US Citizen boolean yes/no
Emergency Contact Name varchar
Emergency Contact Phone Number varchar 10 digit number without formatting is preferred
Emergency Phone Type varchar Home, Cell, Fax, etc.
Campus varchar
Service Provider varchar
Primary campus student attends varchar
Academic Level varchar Freshman, Sophomore, Junior, Senior, Graduate, etc. yes
Enrollment varchar Enrolled, Graduated, Transferred, Withdrawn, etc. yes