Santa Clara School of Law Case Study: Class Roster, and Seating Chart

Introduction Andrew Gurthet – Director of Technology – Sid Maestre - Law School Webmaster –

History/Background About Santa Clara University Law School Our original photo roster/seating chart “System” Our original class “system” Research regarding alternatives Need for custom system

Existing Content Management Built in-house Cold Fusion and MS SQL Server Secure login for users (staff) Faculty Biographies Class Information

Database Content FACULTY CLASS STUDENT Cold Fusion Class Schedul e

Students Problem How to get student information into our SQL database? STUDENT ? ? Jon Smith

Student Solution First, determine where student information is stored. Second, determine what key information must be exported from existing system and in what format.

Student Export Our student information is stored in a PeopleSoft database in our Records Dept. Key information we export – Student First Name, Last Name, and Access ID number – Format chosen CSV (comma separated value) PeopleSoft CSV File First Name Last Name Access ID

Student Photos Problem Student photos are named by the individual student access id number. For example: Jon Smith has an access id # of Therefore, his image would be jpg. SCU Law has blind grading system and html could expose the students’ identity.

Student Photo Solution During the import process, we copy and rename the image files with a unique name. Example – Jon Smith is imported into our database and a unique ID number “3441” is created. – His image file jpg is copied and renamed 3441.jpg in a new directory.

Student Import Upload Student images to server. Upload Student CSV file to server Cold Fusion tag “CSV2Data” is used to convert CSV file into an HTML form for import. Student CSV File First Name Last Name Access ID Cold Fusion

Demonstrate Student Import Import Andrew and Sid as students

Select CSV file for import

Import Students

Import Students Done

Student List

Student Edit Properties

Students to Classes Problem How do we make the connection between students and classes? CLASS FACULTY STUDENT

Student to Classes Solution Create a joining table to link Students and Classes STUDENTCLASS STUDENT 2 CLASS CLASS ID & STUDENT ID

Student to Class Export Our student schedule information is also stored in a PeopleSoft Key information we export – Class Name, Class Number, Student Name, Access ID Number – Format chosen CSV (comma separated value) PeopleSoft CSV File Class Name Class Number Student Name Access ID

Student to Class Import Upload Class Schedule CSV file to server. Cold Fusion tag “CSV2Data” is used to convert CSV information into an HTML form for import. Student To Class CSV File Class Name Class Number Student Name Access ID Cold Fusion

Demonstrate Schedule Import Import class schedule with Sid and Andrew both enrolled in “Advanced Criminal Litigation Seminar”

Select CSV file for Class Schedule

Import Class Schedule Form

Import Class Schedule Done

2 Students Advanced Criminal Litigation Seminar

How is Add/Drop handled Complete Student to Class Schedule is imported each time. Students who add a class will create a new record in the Student to Class db table. Student who drop a class will delete a record from the Student to Class db table.

Demonstrate Add/Drop Drop Andrew from Class Schedule

Importing with Add/Drops

Andrew dropped from class

1 Student dropped confirm

1 Student Advanced Criminal Litigation Seminar

Faculty Login User accounts were created for each faculty member for login Given permissions to view seating chart Restricted to only classes they teach When a new faculty bio is created, a user account is automatically created.

Work Flow Login CMS Home List of Classes Individual Class Photo Roster Photo Log Seating Chart

Photo Roster Displays the students photos and names in alphabetical order

Photo Allows faculty to individual students or the entire class. An list can be generated for use in Groupwise if chosen.

Log A log of s sent through the system. Faculty can search by keyword, students name or date.

Seating Chart Seating charts are available for large classrooms. Adding, moving and removing students. View the completed seating chart Create a PDF version for printing.

Question & Answer Sid Maestre Andrew Gurthet