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

2. Introduction Andrew Gurthet – Director of Technology – agurthet@scu.edu Sid Maestre - Law School Webmaster – smaestre@scu.edu

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

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

5. Database Content FACULTY CLASS STUDENT Cold Fusion Class Schedul e

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

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

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

9. Student Photos Problem Student photos are named by the individual student access id number. For example: Jon Smith has an access id # of 00006598852. Therefore, his image would be 00006598852.jpg. SCU Law has blind grading system and html could expose the students’ identity.

10. 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 00006598852.jpg is copied and renamed 3441.jpg in a new directory.

11. 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 Email Access ID Cold Fusion

12. Demonstrate Student Import Import Andrew and Sid as students

13. Select CSV file for import

14. Import Students

15. Import Students Done

16. Student List

17. Student Edit Properties

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

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

20. 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

21. 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

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

23. Select CSV file for Class Schedule

24. Import Class Schedule Form

25. Import Class Schedule Done

26. 2 Students Advanced Criminal Litigation Seminar

27. 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.

28. Demonstrate Add/Drop Drop Andrew from Class Schedule

29. Importing with Add/Drops

30. Andrew dropped from class

31. 1 Student dropped confirm

32. 1 Student Advanced Criminal Litigation Seminar

33. 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.

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

35. Photo Roster Displays the students photos and names in alphabetical order

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

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

38. 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.

39. Question & Answer Sid Maestre smaestre@scu.edusmaestre@scu.edu Andrew Gurthet agurthet@scu.edu