1. Tracking Field Placements and Student Data with Microsoft Access
Dr. Janette Ralston
Director of Field and Clinical Experiences
Lindenwood University

2. MicroSoft Access
A database is essentially a collection of lists stored in tables. It is designed to handle non-numerical data, like names and descriptions. Non-numerical data plays a significant role in almost any database, and it's important to be able to sort and analyze it.
However, the thing that really sets databases apart from any other way of storing data is connectivity. Microsoft Access is a relational database, which means it is able to reference lists and the objects within them.

3. Where to Begin - Tables
To create an Access database, you must start with a table that contains the data you want. You can identify the type of data for each field and even restrict the fields to certain values.

4. Datasheet View
Your database table will look something like this:

5. Multiple Tables and Relationships
If your data is stored in multiple tables, you must establish relationships between the tables to be able to access information from both tables at the same time.

6. FORMS
Because it is easier to enter, update, and view individual students data, you can create forms in Access to make the data more readily viewed.

7. Queries
Once the data is in tables and forms have been created (you don’t have to create forms, but they are helpful), you can now ask questions, called queries. The Query Wizard is great for novice users.
Simply decide what fields you want to pull data from, add any criteria (restrictions) you want, and run the Query.

8. Queries
You can also filter the results of the Query.

9. Queries
Queries, once they are saved, automatically update as data is entered that meets the criteria you have set. Data in tables can also be updated from the queries.

10. REPORTS
Reports can be created, usually from the Queries, for handouts and/or presentations. Style, font, format, etc. can be set for Reports.

11. Import and Export to Excel
Tables, Forms, Queries, and Reports can be exported to Excel for reports, spreadsheet manipulation, etc. This is very useful because not everyone will understand how to use the Access database. However, the majority of faculty and staff will have at least some knowledge of Excel.

12. Macros, SQL, VBA, HTML
For more sophisticated data needs, Access uses Macros, SQL language, Visual Basic for Applications (VBA), and HTML. The decision of which language to use depends on the function you are trying to complete. For instance, macros have character limits. Access can also convert from one to another language, again depending on the desired function.

13. TRACKING Field Placement
After setting up the tables, forms, queries, and reports, you can set up password protection and administration permissions. You can also create a copy of the database for sharing with multiple users.

14. DemoNSTRATION of Stage database DEMONSTRATION OF FIELD PLACEMENT DATABASE