(training assignment submitted by C. Linton, LC Director)

Requested components/ recommended approaches:

What are the overall goals and objectives of the Centerís database?
What funds and staffing are available for the above goals?
List all activities that should happen at various places to create the database information List what information is gathered at various places — and by whom
List information that is given out
Describe what screens will be needed
List what tables will be used

What are the overall goals and objectives of the Centerís database system?

The goals of the Learning Center database system include the following:
            Ability to analyze the use all LC services to answer the following-
                  - How effective is the tutoring program? (Did students receiving tutoring pass their classes
                           at a higher rate than students with similar academic backgrounds/abilities who did
                           not receive tutoring?)
                  - How many students use each LC service, when and how frequently?
                  - Which students use the LC based on the following subdivisions?
                           major; ethnicity; class standing; age; gender
                           class in which they are enrolled and receiving assistance
                  - What recommendations are given to the students?
                  - How well used are specific tutors?
                  - What are the most used subjects for tutoring assistance?
            Ability to generate easy, clear reports to demonstrate all of the above
            Ease of use of tracking and reporting abilities
            Designed in a manner that well documents all database design and is arranged for easy use by
                  the director, database manager, divisional staff, etc.

List all activities that should happen at various places to create the database information (see Addendum A):

Before system is used:
            - Conceptualize goals of system and services (LC staff to meet and discuss)
            - Draft goals and system components
            - Confer with divisional Data Consultant
            - Revise goals and system design — if necessary
            - Verify software to be used (FoxPro Professional 2.6)
            - Acquire university student data (tables, etc.)
            - Arrange access to SIS+ data
            - Design all screens, reports, etc.
            - Set-up computers for check-in and data processing use
            - Train all LC staff on their responsibilities for data collection
            - Test system by student use and generation of reports
            - Revise system — if necessary
            - Inform faculty and departments that students will be asked to check-in for LC services
            - Post signs at the LC entrance requesting students to check-in
Have student assistants at the front counter help students check-in
Have check-in computersí screen savers say, ìShake mouse to useî
Have students sign-in
Have students assistants pull the studentís tutoring folder
Have tutors enter info on log-in sheet
Tutors deliver academic assistance
Tutors record time out and type of assistance and recommendations given to students
Tutors keep studentís folder
Students check-out
Student assistants periodically file student folders
Data entry person enter info from tutor log sheets and student folders
Throughout the entire process, the LC Data Consultant clearly documents the system design
           and revisions and how reports are generated (what screens, tables, indices, formats are
           used)

List what information is gathered at various places — and by whom:

LC Computer Consultant to acquire data from the university by the census date-
          - Tables with student names, SSNs, majors, ethnicity, age, courses, professors, class
             standing, EOP status, enrollment status, gender, etc.
Computer sign-in (students assistants monitor students entering info)-
          - Student social security number
          - Type of service to be used (tutoring); subject for assistance (department and level)
          - Professor of the course?; tutor to be seen
Tutor log-in sheets (tutors and students enter appropriate info)-
          - Name of tutor; date of contact; time in; student name (printed); student signature
          - Student social security number; subject of assistance (department and level)
          - Professor of the course; time out
Student folders (tutors enter info)-
          NOTE: (The name of the student is pre-recorded)
          - Name of tutor; date of contact; subject of assistance (department and level)
          - Professor of the course; recommendation by tutor for further academic growth
Check-out computers (students assistants monitor info entered by students)-
          - Student social security number
          - Verify all info previously given (subject, professor?, tutor, etc.)
Information from other units in the division to generate reports of cross-use of services

Describe what screens will be needed:

Screen savers saying, ìShake mouse to useî
Welcome to the Learning Center, please enter your social security number (input screen)
          one character field with 9 places / ignore dashes is entered / to activate next screen
Screen to select LC service to be used-
          one pop-up menu listing all LC services that will activate next the screen
Main tutoring check-in screen to indicate subject, level, professor, tutor, etc. (input)
          This may have to be entered by the student if it cannot be brought-up from the university
          database.
          Fields-
                    pop-up menu to select tutor
                    5-space character field for student to type department of course to be tutored
                    4-space character field for student to type number of course 
                    15-space character field for student to type last name of professor
          A ìDoneî button to take student to data verification screen
A data verification screen that will allow student to change any incorrect data. This will
          include a ìDoneî button that will activate the next screen
Screen (and voice) thanking student for checking-in/out
Check-out screen to enter SSN and to verify previously entered information (one 9-space
          character field that will ignore dashes, if entered, and activate first screen)
Screen (and voice) thanking student for checking-out
          This will activate a new screen for the next student to check-in
Data entry screen for student assistant to enter info from tutor log sheets with the appropriate
          fields and control button to end data input
Various screens to generate the reports listed above, with the appropriate fields and control
          buttons to end data output

List what tables will be used:

Table	Fields
University table (gathered after the census date)	student names, SSNs, majors, ethnicity, gender, enrollment status, quarter classes and professors, etc.
LC students	names of those who have checked-into the Learning Center and their SSNs
LC tutors	tutor names, tutor SSNs
LC tutoring subjects	all subjects tutored by the LC
LC services	tutoring, testing, computer use, equipment use, study hall, writing tutoring
University departments	official abbreviations of all academic departments
Table of tutor recommendations	more tutoring, see professor, use an additional book, etc.
Temporary tables created by in-house queries and reports

Miscellaneous:

Description of system supplies-
          2 check-in computers; 1 or 2 check-out computers
          2 high-quality computers (with math co-processors) for use by director and database
                    manager
          1 computer for data entry; FoxPro Professional 2.6 - 1 license; FoxPro 2.6 - 2 licenses
          1,000 folders per quarter; Tutor log sheets
Description of staff needs (to update and maintain data needs)
          1 Data Consultant (full-time); Data Entry student assistant (30 hours per week)
          Occasional use of divisional Data Consultant (Un. St. Director of Research & Policy
                    Analysis)

ADDENDUM A

Description of activities at various stages:

         1. Students coming for assistance check-in on one of two available computers
         2. LC student assistants distribute tutoring folders (from file cabinet if for a returning student or
                  create one if for a first-time student)
         3. students receive tutoring / tutors record info on log / tutors record info in folder
         4. students check-out after receiving tutoring, even if staying in the LC for another service
                  (study space, computer use, etc.) for which they will re-check-in
         5. Student assistants re-file folders

Other computers to be connected to the system:

Data Consultant: monitor system, generate reports, create screens and reports
Director: compile (brief) reports, track system info, etc.
Data Entry student assistant: enter info from tutor logs, generate reports
Testing: enter data for students who are tested
Equipment: enter data for students using equipment (video-tapes, tape-players, CAI, etc.)
Divisional network server

Click on the navigator below or list at bottom to move to a different section.

Learning Center main page, Hours, Tutoring & Study Skills, Testing, LC Data Reports, Computer Labs, Tutoring Schedule, Staff, Undergraduate Studies, CSUSB main page

Need to contact the Learning Center via e-mail?
Use the following address: learningcenter@csusb.edu