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Administration Database User Guide

1. 9000 Consultancy we 950 00 15 27 04 2005 Stationery 275 00 Office amp Overheads Textbooks amp Cor s 275 00 16 0170572005 Manager s Salary 21500 00 CenteManager o 1 500 00 17 0270672005 FM Network income 18000 00 MElincome we 18 000 00 18 05705 2005 income from schools 70 000 00 OtherIncome o 70 000 00 13 10705 2005 Clerical Support 325 00 Admin Support v 325 00 20 12 05 2005 Teaching Support a400 Toin 1 400 00 2 1570572005 Office Rent 275 00 Office amp Overheads Textbooks amp Cor v 275 00 2 1770572005 Printer Cartridges 2250 Office amp Overheads Textbooks amp Cor v 22 50 23 1970572005 Printer Purchase a9 Equipment v 7499 24 20 05 2005 Mileage from Centre to Schools 9 50 Transport xv 9 50 ES 21705 2005 Catering for Revision Day 95 00 Office amp Overheads Textbooks amp Cor 95 00 2 2570572005 Travel to MEI Head Office e100 Transport v 11 00 27 2770572005 Printer paper purchase a0 Office amp Overheads Textbooks amp Cor s 20 00 _ 53 2170372005 Help with photocopying a20 Office amp Overheads Textbooks amp Cor s 1200 2370372005 Lunch for visiting teachers a00 Office amp Overheads Textbooks amp Cor s 100 00 88 23 09 2005 Income from Revision Day 100 00 Other Income v 100 00 15 07710 2005 Revison Day Lunch a20 Office amp Overheads Textbooks amp Cor v 12 00 116
2. TO FU e55 R cG Ae Br ematics wom the Further Mathematics network Administration Database User Guide Contents 1 Introduction What is the Administration Database MS Access Database Terminology 2 Getting Started Operating Requirements Where will you keep your database Installing the Database Security settings Security Warnings Setting up your Database Using your Database Data take on User testing Mail Merge Set up 3 Finding your way around the Database 4 Maintaining Records Selecting records Adding new records Deleting records Sorting records What is this field for Data provided by the National Centre Module Data Awards and Specification Data LEAs Maintaining your Further Mathematics Centre record Maintaining All Schools Colleges records Maintaining Current Schools Colleges records Maintaining Venue records Maintaining Lesson records 5 The Administration Cycle 6 Reports Examination and Certification reports Ol a a OoNN NN N a Q 10 Exam Entry Fax Exam Entry Check Certification Request Exam Results Request Centre Exam Timetable Full Exam Timetable Awarding Body Contacts Lesson Reports Lesson List Timetable Schools Colleges Timetable Students Revision Day Fax One Off Lesson Fax Venues Schools and Colleges Reports Current Registered Potential Withdrawn Staff Reports Staff List Record Check Student Reports Students by S
3. Exam Timetable indicates whether coursework is required for the module C2 OD Full name Exam Code Exam Date Duration CoS work OCR MEN ct htodictoi to Advanced 4751 The sday PM 06 J ne 2006 14130 ma Matematis Moiday AM 16 Janay 2005 14130 ma c2 Concept for Advanced 52 Tre sday PM 06 J ne 2006 14130 ma Mati em atics Woiday AM 16 Jantary 2005 1130 mh c3 Me thods tr Advaiced as Thi mday AM OB Jive 206 1130 ma Mathematics Wediesday PM 18Jantary2006 1hr30 mb Monday PM 12 June 2005 24r30 me ce cat is of pier Mathematics Moiday PM 23 Janay 2005 2r3O me cis Commerctalaid hdtstre Statistts OW Specttication D1 Deck lot Mathematics 1 Thi sday PM 15 June 2005 1130 mh Moiday PM 23 Jantary 2005 1030 me D2 Deck ot Mathematics 2 Moiday AM 19 June 2005 130 me Not Sat h Janay oc Decko Mathematics Tiv eday PM 15 Juve 2005 230 me Compito Not Sat h Jan tay Drier ital Equations Thisday PM 15 June 2005 1130 mh Fria P M27 Jan tary 2005 130m Further Concept for Thi eday AM B Juve 2006 14130 ma Advanced Mathematics Wednesday PM 1GJantary 2006 14r30 mb Farther Methods br Tuesday PM 6 June 2005 rsd me Advanced Mathematics Moiday AM 16 Jattary 2006 1130 mh FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 48 Awarding Body Contacts This report provides contact details for the four specifications available i e AQA Edexcel OCR and OCR MEI To run this report select the Awarding Body Contacts opt
4. 12 January 2006 Manager Ms Alyson Frances 6 Oliver Street Araluen Hitown Wessex WX31 IJK Dear Alyson From time to time we review our student records to make sure they are up4o date The information held about you by the Further Mathematics Centre is contained in the attached sheets As soon as possible could you please check that the details are complete and accurate write any corrections in the blank fields Sign and date the slip at the bottom return all the pages to your Further Maths Tutor orto me at the address above Thank you for your help with this exercise Your sincerely FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 68 Subsequent pages show the details held on the database and provide space for the student to record any corrections or insert missing details Here is an example of one Further Maths Centre Database V1 2 Training 20Jan06 Student Record Check Report ose Setup m Student Record Check January 2006 Alyson Frances Student of nS Name pran pe oo Persona Deals Tite Dat orb one Geer fF Emen nese Em srgency Contact 1 Name Susan Faces Relstbishp Mother Home Phowe O1zsea7s95 Work Phore Ors737 25303 Mobile EEI Bn ergency Contact Name Davi Frances Pebtbishp Fater Home Piore 01225 827395 Work P howe Moble 0752 798951 FM Centre Assocla tion Year I 13 Year SeboolColkge E Ekap Cauchy SehoolColkge Persona
5. By School College By Year O OO o BACK e Lesson Timetable e Module Activity e Exam Entry Checks o Summer Exam Entry Check o Winter Exam Entry Check o BACK e Record Check e Student Intentions EXIT These options are described in more detail later 4 Maintaining Records To add amend or delete records select the Data Entry option from the main menu The Data Entry menu is then displayed Further Maths Centre Database V1 2 Training 20Jan06 Type a question for help i E Input View Data Se the Further Mathematics net eK H Further Maths Centre Bh All SchoolsiColleges MEL Resources E Current Schools Colleges Database Help Files MB venues Database Window W Lessons Email Support W students Help Line 01225 774777 L Financial Transactions MB sack Select the type of record you want to work on Note that changes you make in one form e g to school details are automatically reflected in all other forms that access that data A form will be displayed showing the first record of that type Selecting records The following example shows how to use the features of MS Access to select the record s you want to work with FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 14 Sort Ascending and Sort Descending options Type a question for help Filter by Selection 11 00 4M friday we 12 12 2005 Calendar Science Black Institution Canon Park School and
6. 07 10 2005 Print Cartridges 38 00 Office amp Overheads Textbooks amp Cor s 98 00 120 0771072005 Centre Manager s Salary 1600 00 CenteManaser o 1 600 00 121 0771072005 Correction to V No 18 Income 63 000 00 OtherIncome 63 000 00 122 077072005 Cerica Suppo E500 fadin Supt v aso 124 31 10 2005 Teaching Support 1 200 00 ir v 1 200 00 Poa io Centre Manager Equipment otal Income 49 100 00 Transport Expenditure 12 408 46 Admin Support et Balance 36 691 54 Consultancy Record 14 4 Il xl gt gt i P of 36 Office amp Overheads Textbooks amp Consumables FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 77 Where individual payments include more than one type of cost centre separate transactions should be entered for each type Transactions can only be entered and altered during the current month to ensure consistency with the National Centre s aggregated figures If an error is discovered after the end of the month in which the transaction was entered then a separate correcting transaction will be required This should be entered in the same format and with reference to the original voucher number 78 Financial Transactions by Month Report At the end of each month a printout of the Transactions by Month report should be produced for the current month To obtain this report select Finances from the main menu and then the Financial Transaction
7. Version 1 0 V1 2 Admin Database 18 01 06 70 Student Intentions This is a letter to the Main Contact in each of the current schools and colleges providing details of arrangements for the following September and asking them to provide numbers of new and continuing students The first page is a covering letter ___ Type a question for help fal Dr Donald Persimon Mathematics Institute University of Wessex Hitown The letter is sent WX4 TAL Thone 0176 7652836 from the Centre Fax 0176 7652418 Mohe 07748964234 Contact Email donald persimon mn org Thursday 12 January 2006 Mrs Joan Matcham Canon P ark School and Community College Wigston Road Wesseltown WX2 2MN Dear Joan In order to prepare for next year and to make sure that students can resumesbegin their The letter is Further Maths studies as soon as possible in September need to know addressed to the a Howmany of your currently participating Yr12 students wish to continue to A2 level b Whether you have any students who wish to begin studying for a qualification in main contact at the Further Maths next September school college Onthe next page is a request for information on student numbers which would ask you to complete and fax back to me as soon as possible Yours sincerely Donald Persimon FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 71 The second page of the report is a form for the school college to complete
8. and can continue to use the database 87 Cosmetic The problem is minor and is not causing you any difficulty in using the database The National Administration will record the bug and send you back a reference number This reference number can be quoted when enquiring of progress on fixing the fault and will be quoted when in the What s New document when the fault is fixed What do I do if have an idea for improving the database We welcome your ideas for improving the system Please e mail them to us providing your name Centre and as much detail as possible As for faults we will give you a reference number for your suggestion to help you to track its progress and identify it in What s New documents 88 13 Getting more out of your Database If you are familiar with MS Access you can set up your own queries reports and forms There are lots of teach yourself books on MS Access or and training courses are widely available If you are looking for a general introductory book then you may find the following book helpful How to Do Everything with Microsoft Office Access 2003 by Virginia Andersen McGraw Hill Osborne ISBN 0 07 222938 1 89
9. details for the four main specifications can be viewed by running the Awarding Body Contacts report see later The database also contains details of relevant awards offered for by each Awarding Body This data is used to determine the target award options available in the Student form Awards Modules tab LEAs A list of all LEAs can be displayed in the Details tab of the Schools Colleges form either All School Colleges form or Current Schools College form Maintaining your Further Mathematics Centre record Your Further Maths Centre has its own form in which to maintain the Modules Offered contact details for the Management Committee and records of the Centre s Staff Modules Offered Further Maths Centre Database Dev V1 24 120ct05 Type a question for help Modules Offered Management Committee Staff ci This column is used to amend the normal tuition fee charged for each module The default value is 220 See note below OCRIMEn 7 i 8 Q a a a S S 2 R R R a 8 ali Tuition Fee Q2 a p 220 p 20 220 pc m 220 p 2a p 20 220 2 Z S S 5 K Ki lt RI SI al a S s dddddde a gre KI tS J KIKI p gt I Change Specification lt gt Use these controls to display modules for other specifications Tuition Fees You should use this field to set the fees that your Centre will normally charge for each modul
10. easy to access even if it is closed or obscured by other windows we suggest you add a button to one of the Access toolbars as follows 1 Open the database 2 Go to the drop down Tools menu and click Customize 3 In the window that appears select the Commands tab 4 In the left hand Categories list scroll down and click on All Forms 5 Now scroll down the right hand Commands list and select FM Centre Menu A yellow box will now appear around the text 6 Drag this box up to a convenient location on one of the Access toolbars and let go A button saying FM Centre Menu will then materialise 7 You can use this button to summon the main menu whenever you need it However if you move the database onto another computer the button won t move with you so you will have to go through steps 1 to 6 again Using your Database Open the file e g double click on it and check that the FM Centre name on the main menu is correct for your Centre The database comes with general data such as specifications modules exam and Awarding Body information It also contains your Centre Number and Name apart from which all the fields in your data entry forms should be blank You can now start adding records to your database Data take on Whether you are a new centre or one that has been up and running for some time you will have records of students staff and lessons that you will need to add to the database Since some database table
11. for an Award To run the report select the Exam Result Request option from the Summer or Winter Examination menu see above Further Maths Centre Database V1 2 Training 20Jan06 Summer Exam Result Request To Penni Dingle Henry Banger Fax 0167 76550940 Front Donald Persimon Wessex Further Mathematics Centre Date 10 January 2006 Re Further Maths Examination Entries Ho of Pages 1 Mathem atics exams Student Specification Code Mildred D ouble day OC R MEI amp T7A Tom Pomegranate OC R MEN F741 OC R MEN 56 OC R MEN 57 OC R MEN 62 would be very grateful indeed if you could let me have their exam results as soon as possible so that can update our records Tel 0176 7652836 Mob 0774 8964234 Fax 0176 7652418 Email donad persimon Gf mn org Page AJ 2 gt si Ready FMNOO 7 FMN Administration Database User Guide Microsoft Word FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 46 Centre Exam Timetable This report lists details of all examinations that are relevant to the Further Mathematics Centre i e those relating to the Specifications and Modules selected in the Modules Offered tab of the Further Maths Centre Data Entry form To run this report select the Centre Exam Timetable option from the Exams and Certification menu A tick in the coursework box indicates whether coursework is required for the module Further Maths Centre Database Dev 1 24 120ct05 Exam Tim
12. incompatibility between your software applications e g are you running different versions of Access and Word In any case if your mail or email merge fails at this point contact the National Administrator who may be able to provide a solution 3 Select the records you want to include in your mail merge The Select All option can be used to easily select all of the records in the table or query Click on OK when you have selected the required records then select the Next Write your letter option at the bottom of the screen panel 4 Having written your letter position your cursor at a point where you want to insert a database field You can add individual fields by clicking the More items option and inserting the fields you want You can also add whole blocks such as the recipient s address To add an address block select the Address block option and chose the required format from the pop up screen You will need to use the Match fields button to match your database fields to the address fields A greeting line can be added in a similar way simply position the cursor then select the Greeting Line option You may want to add other database fields to the main body of the letter To do this position the cursor then select the More items option and choose the field you want to add e g Full School Name When you have finished adding database fields to the document select the Next Previ
13. of 6 FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 22 These fields are used to maintain a record of any Criminal Records Bureau checks performed for the member of staff See note below Further details can be displayed by scrolling down the page Further Maths Centre Database Dev V1 34 13Dec05 Type a question for help E Further Maths Centre ID Centre 34 Centre Name Wessex Modules Offered Management Committee Staff i 7 jti ee m es a ont ear a v Started Sent v 2003 4 a Left y j aw Reason Left pw Line Manager a 2 a l 1D lw Donald Persimon 14 4 b gt I Change Spec Work Address Mathematics Institute University of Wessex Notes Donald will be going on study leave in Spring 2006 Application Date C gt Disclosure Date Details Last Checked Month Year Reference Sent v feo0s v Record 4 1 OOOH of 6 Use these fields to record when you last verified the member of staff s details i e using the Staff Check report FM Centre Database E In Criminal Records Bureau Checks You must ensure that all teaching staff including mentors and any other staff that have contact with minors have a current valid Criminal Records Bureau CRB check Details of the check should be recorded on this form If the member of staff has had a check performed by another institution within
14. the Workgroup file System mdw which will be typically be found tucked away in a folder called C Documents and Settings Owner Application Data Microsoft Access If you are having trouble locating this file try searching for it using the Start Search facility Trouble shooting tip The following message is displayed when you try to open the database You do not have the necessary permissions to use the FM Centre Database mdb object Have your system administrator or the person who created this object establish the appropriate permissions for you Occasionally other activity on your computer may remove you from the FM Centre database security workgroup Try repeating Step 1 above to rejoin the workgroup FM_Security mdw If this does not resolve the problem then contact the National Administrator It is recommend that you also password protect your pc and ensure that you are automatically logged out after a suitable time delay Security Warnings When opening your database you may find that Security Warnings saying Unsafe expressions are not blocked are displayed These are for your own security but can become a bit of a nuisance To turn them off open Access 2003 choose Tools Macro Security and set the Security Level to Low If at any time in the future you need to open a database other than this one you can raise the Security Level again Setting up your Database To ensure that the main menu is
15. these lists select the Students option from the main menu The Email Lists menu is then displayed Select the required option Here is an example of student e mail addresses by Lesson Click on the Word icon to convert the report to a Word document that you can then cut and paste from Student Email Addresses by Lesson Lesson 1 garinac hotmail com k asta hotmail com Master fsmail net mentulgoo hotmail com pommeyO88 h otm ail com TimboL SOH hotmail com Lesson 2 captian_jojo yahoo com TimboLSOH hotmail com Lesson 3 The_Head_Charges hotmail com Lesson 4 Timb oLSOH hotmail com Lesson 7 colin_b adboy87 hotmail com ellaZ2257 hotmail com garinac hotmail com k asta hotmail com mentulgoo hotmail com pommey088 hotmail com TimboLSOH hotmail com Lesson 9 Master tsmail net Lesson 11 ahanden hotmail com colin_b adboy87 hotmail com ellaZ2257 hotmail com garinac hotmail com If you select the Word Office Link option from the tool bar the reports will be exported to Word and you can then cut and paste the addresses into an e mail group or distribution list Lesson Timetable This report is identical to the report Timetable Students report described under the Lessons Reports section above To access this report select the Students option from the main menu and then select the Lesson Timetable report FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 64 Trouble shooting tip There is no stu
16. your students at present It is possible that the murber of resits will change nearer exam time Student Specification Exam Code Mildred Doubleday OC R ME FPI F755 OC R MEN FP2 4756 Tom Pomegranate OC R ME D1 a771 OC R MEN P6 2606 Tel 0176 7652836 Mob 0774 8964234 Fax 0176 7662418 Email donad persimon Gf mn org Page I4 4 T 10000 g Ready FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 43 Exam Entry Check This report is a letter to each student advising that they should have recently received a slip providing details of the examinations they are taking at the next sitting It tells them to check that the details on the slip match the details included in the letter and to let both their school college and the Further Mathematics Centre know if the details are not correct Further Maths Centre Database V1 2 Training 20Jan06 Summer Exam Entry Check Dr Donald Persimon Mathematics Institute University of Wessex Hitown W4 7AL More 0176 7652836 Fax 0176 7662418 Moile 0774 8964234 Email donald persimon mn org Tuesday 10 January 2006 Ms Alyson Frances 6 Oliver Street Araluen Hitown Wessex WX31 IJK Dear Alyson Exam Entry Bishop Cransky You should recently have received a slip from your school college giving you details of the summer examinations for which you are entered Belo wis list of the Further Mat modules we believe you should be sitting Can you please check that thi
17. 34 00 Net Balance 36 69154 31 October 2005 Page of FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 79 Financial Account Summary Certificate At the end of each academic term an Account Summary Certificate is to be produced To obtain this certificate select Finances from the main menu and then the Financial Account Summary option from the following screen A table for each month will be displayed and can be scrolled for preview with the final table displayed being for the year to date as shown in the screenshot below This must be printed signed and submitted to the Further Mathematics Network Office as part of the end of term report Further Maths Centre Database Dev V1 26 250ct05 Transactions by Month Further Maths Centre Account Summary Wessex ACCOUNT PERIOD Year to Date Itis certified that the above figures are an accurate summary of the Further Mathematics Centre Financial records for the period shown Further Mathematics Centre Manager Name Signature Further Mathematics Centre Fundholder Appointment Name 31 October 2005 Page JAT 5 i i FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 80 Invoices Report A report detailing invoices to be raised for the previous term s tuition for each current school college can be produced according to the information held within the database Thi
18. Community College Module s Specification Code Tutors ID OCR MEI s P4 v Al 1 D onald es Al OCR MEI P5 vv 2 E loise Jaberwocky a Centre Students aer Surname School College Special Needs Diet iom Pomegranate Henry Banger Fruitarian a E ilington FF lindon Court Bob E unter Findon Court Move to first record Field description lt gt j As a a aa Move to last record Move to previous record Move to next record There a several different ways in which you can find a particular record or set of records Arrow Keys Use the right and left arrows at the bottom of the screen to move through the table see example above Filter by Selection This is helpful if you want to select a series of records with the same value in a given field i e all Current School Colleges with Type Comprehensive Select a record that has the value you want Place the cursor in the relevant field and click on the Filter by Selection icon in the Access Toolbar see example above The database will find all matching records you can move through them using the left and right arrow buttons at the bottom of the screen To return to the full set of records click on the Remove Filter icon in the Access Toolbar see example above FMNOO07 Version 1 0 V1 2 Admin Database 18 01 06 15 Filter by form This is a powerful search tool that enables you to define the criteria for your record search To use i
19. Details Tite Fore rame Siname Aces s 1 Address 2 Address 3 Town chy cony Postode Emal Home Phone Mbk oaot T ceder O m Eth bty Em ergency Contact 1 Name Relations bp Home Phone Work P howe Mook Em ergency Contact2 Name Relations Ip Home Phone Work Piore Mbk FA Cente Associaton Mort Year swa em 35 cumt Wort year Ocuet samra m The student can write any corrections or additional details in the empty spaces on the right of the form FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 69 On the last page the student is asked to sign the sheet confirming that their details are correct Further Maths Centre Database V1 2 Training 20Jan06 Student Record Check Report a X ao dpg Student Record Check January 2006 Alyson Frances Health Health Spectal Needs Special Needs Medkation Medator Albiges Det AwardsModules Awerds Modules GCSE GCSE matic Grate suerage Soe tate Grade Areng Sor A LEVEL MATHS ALEVEL MATHS canditate No 9895 cade w Mi vee tienes ata ALG Gae Cermata Specticaton Awari Name Year Predbtm Achkwed Moat e HMH School Colle ge Modules School College Modules Spec Coe Stites Coursework Untom Gad Spec Coe Stabs Corgewomk Untom Gad Mak Mak Mak Mak FM Cente Modules Fl Cente Modules Spec Code Stt Coursework Untom Gade Spec Coc Stans Conmework Untom Gade mar man Bak man it FMNO07
20. EE C Withdrawn Last elt v v Postcode fwx2 2MN Reason Left 0167 76616158 0167 76602398 Centre Contact Staff ID lw Donald Persimon O You should complete this field for all schools and colleges If it is not completed then the school college will not appear in some reports ID School College automatically generated FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 25 Contacts It is important that the details for Main Contact Examinations Officer and Finance Officer are filled in because these appear on various reports The other three contacts are at the discretion of the Centre Manager W Further Maths Centre Database Dev V1 34 13Dec05 Type a question for help Canon Park Title Forename Surname Phone Mobile Email Title Forename Surname Phone Mobile Email Finance Officer Bursar Title Email address of Head of Maths FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 26 Maintaining Current Schools Colleges records This form only displays records of schools colleges that are currently tutoring students via the Further Mathematics Network The form is very similar to that for all schools colleges however it includes a sub form listing the students from the school college accessed by selecting the Students tab Students Further Maths Centre Database Dev V1 24 120 Type a question for help Current Schools Colleges BAE Short Name C
21. Spec s gt Student ID automatically generated Trouble shooting tip Unable to enter modules codes in the student form If there are no values to select a module code from check that the modules taught by your centre have been added to the Modules Offered tab of the Further Maths Centre form Remember to select the correct specification and to set the tuition at the value you plan to charge the defaults is 220 FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 33 Module Activity You should record details of all the modules the student has taken through the FM Centre and the results of their examinations This information is used to produce examination reports timetables and invoices The Fee Weight is used to calculate the amount to be invoiced to the student s school in the Autumn and the Spring terms In the example below the student is studying FP1 over two terms with the fee divided equally between each term Dor Type a question for help Students DSR Ai ID 180 Name Anita Hewden School College Woolston School v Year 1288 Pm Personal Details Awards Modules Module Activity Lessons University Progression Module School Taught Sitting Exam Year Autumn Fee Weight Spring Fee Weight January Mark May June Mark o a man M ery mP ajas n o rf wy e ee E e Student ID automatically generated Trouble shooting tip The required module is not displayed in the list of av
22. Staff Record Check Staff Record Check January 2006 Cynthia Sims CRB check CRB Check check verted E check vemma E Appikatbi Dae 06042005 Appikatbi Date Dkebsue Dae 0806205 Dtcbswre Dat Pet rence ery Ret race Note Hots Can Teach Modules Can Teach Module s Edexcel er ocr Di ocrmen fer a a Ihave checked and corrected the Staff R ecord held on me by the Further Mathematics Centre Signed OEE E ASIE E Darla EE A I AE EE Page OQI 16 gt ri lt Ready FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 62 Student Reports Students by School College This report provides a simple list of students by school college To access these report select the Students option from the main menu and then select the Students by School College menu option Further Maths Centre Database V1 2 Training 20Jan06 Students by School College Type a question for help Students by School College School Forename Sumame Bishop Cransiy Qurent Trevor Ongley Greta Stubbs Alyson Don Jasmin Ruben dm Pete Cardinal Birdster Bla Priscilla dliet Colin Matthew Rose be Keith Kelly Alistair Cardinal Ropall Page 414 TO s Ready Student Email Address Lists Four reports are provided to list student emails addresses by the following criteria Lesson Current Module School College Year FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 63 To access
23. Timetable Schools Colleges option W Further Maths Centre Database Dev V1 24 120ct05 Revision Day Fax FAX To Penni Dingle Henry Banger Fax 0167 76550940 Ofrom Donald P ersim on Wessex Further Mathematics Centre Date 19 October 2005 Re Revision Days No of Pages 1 to attend the following Revision Day s in the run up to their exams in addition to their Revision Day D4 11 00 AMto 4 00 PM Thursday 05 January 2006 Wessex Further Maths Centre the School College Students form Details tab Kasta Deeply 12 Sandra Sonnet Yr12 Mildred Doubleday Yr13 Tom Pomegranate 13 Sessions such as these are a very important part ofthe course and can make all the difference to a student s final grade would encourage you to allow your students to attend them all would be grateful if you could let me know which of your students will be able to come as soon as possible Ta 0176 7652836 Mob 0774 8964234 Fax 0176 7662418 Email donad persi mon Gf mn org Pag MA TOE e Ready FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 51 Timetable Students This is a memo to students advising them of the dates times and venues of the lessons they are required to attend It is identical to the Lesson Timetable report described under the Students Reports section below To run this report select the Lessons option from the Main menu and then select the Timetable Students option Further Math
24. You may be trying to select a lesson for a module that the student is not currently studying Check that the module has been entered in the FM Centre Modules area of the Student Awards Modules tab Alternatively it may be that the end date of the lesson has already passed FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 35 University Progression You should use this tab to record the student s university plans and progression Start by entering their initial plans when they start the course and update the details as their plans firm up and their offers come in Also record any interventions you may have made with the institutions to which they apply This data will enable the FM Network to analyse what our students go on to study and whether university offers are beginning to include Further Mathematics as a result of the Network s activities Type a question for help Students DER a ID 180 Name Anita Hewden School College Woolston School v Year 12 Personal Details Awards Modules Module Activity Lessons University Progression Plans University Plans io engineering degree Offers T Do any of the Student s Offers include Further Maths J Did the FM Centre influence this inclusion Notes Current University or other Further Education plans of the Student FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 36 5 The Administration Cycle The administration of a Further Mathemati
25. ailable options You may be trying to select a module that the student is not currently studying Check that the module has been entered in the FM Centre Modules area of the Student Awards Modules tab FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 34 Lessons Use this tab to record which lessons the student will be attending including Study and Revision Days The information builds up to provide a full history of all the lessons the student has attended though you may wish to delete lessons that have expired either from this tab or from the Lessons form Simply select the required lesson from the list of available options and the other fields will be automatically filled in from the lesson details you have already entered in the Lessons form Only the lessons relating to modules the student is currently studying will appear as options Further Maths Centre Database V1 2 Training 20Jan06 z Type a question for help cy ID 180 Name Anita Hewden School Callege Woolston School v Year 12 ID Lesson Wy IA Weekly FP1 etc 10 00AM to 04 00 PM Monday Reimann Building Wessex Further Maths Centre Room B1 02 Weekly D1 Building Reimann Building 02 00PM to Wednesday Institution Wessex Further Maths Centre Record COC 77 CIODH of 77 Lesson ID automatically generated Trouble shooting tip The required lesson is not displayed in the list of available options
26. ain menu is displayed Further Maths Centre Database V1 2 Training 20Jan06 Type a question for help E Further Maths Centre Database V1 2 Training 20Jan06 6 the Further Mathematics networ Bh Data Entry My Exams and Certification W Finances Database Help Files W Lessons Database Window E SchoolsiColleges Email Support E sir Help Line 01225 774777 E Students MB exit Here is a map of the database menus Data Entry e Further Maths Centre e All Schools Colleges e Current Schools Colleges e Venues e Lessons e Students e Financial Transactions e BACK Exams and Certification e Summer o Exam Entry Fax o Exam Entry Check o Certification Request FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 11 Finances Lessons o Exam Result Request o BACK Winter o Exam Entry Fax o Exam Entry Check o Certification Request o Exam Result Request o BACK Centre Exam Timetable Full Exam Timetable Awarding Body Contacts BACK Invoices Autumn Invoice Letter Autumn Invoices Spring Invoice Letter Spring Financial Transactions by Month Financial Account Summary BACK Lesson List Timetable Schools Colleges Timetable Students Revision Day Fax One Off Lesson Fax Venues BACK Schools Colleges Staff Students Current Registered Potential Withdrawn BACK Staff List Record Check BACK Students by School College E mail list By Lesson By Current Module
27. anager to whom they are responsible It asks them to confirm whether the details currently recorded on the database are correct The report lists the full contents of their record The member of staff is asked to amend the details sign the form and return it to the Further Mathematics Centre Manager On receipt of the form any corrections should be applied to the database as soon as possible This exercise is a requirement of the Data Protection act and should be conducted on a suitably regular basis To run this report select select the Staff option from the Main menu then select the Staff Record Check option This report has three pages The first page is a covering letter with instructions to the member of staff Type a question for help f X Staff Record Check January 2006 Cynthia Sims PRIVATE AND Dr Donald P ersim on CONFIDENTIAL Mathem atics Institute University of Wessex Hitown WK4 7AL Thone 0176 7652836 The letter is sent Fax 0176 7652418 Mobile 07748964234 from the Centre Manager Email donald persimon imn org Thursday 12 January 2006 Miss Cynthia Sims 11 Dingle Road Wesseltown Wessex WX2 69J Dear Cynthia From time to time we review our staff recordsto make sure they are up to date The information held about you by the Further Maths Centre is contained in the attached sheets As soon as possible could you please check that the details are complete and accurate wite any corrections in th
28. and return Further Maths Centre Database V1 2 Training 20Jan06 Next Year s Students JE Student Intentions Canon Park P lease complete the information belowand faxit back as soon as possible Thank you 1 Please delete any of the Year 12 Students below who definitely DO NOT intend to continue to A2 Level Further Maths leave any you think SHOULD be continuing Ruben Bell Jim Hans 2 Approximately how many of your current Year 11 students wish to study ASdevel Further Maths in Year 12 3 Approximately how many of your current Year 12 students wish to begin studying AS 4evel Further Maths in Year 13 4 Please state preferred lesson times and venues extra lessons when required are where possible arranged in your school college Sinod nanara Hame 2220 Matcham FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 72 7 Mail and E Mail Merge MS Word Mail Merge and E mail Merge enable you to use the data in your FM Centre database to create your own letters faxes and emails Before using these features it is recommended that you make the following change to your Microsoft Word settings Open Word select Tools Options General and tick the box saying Confirm Conversion at Open This allows you to choose the way you want to read your mail merge data Mail merge Mail merge is a powerful Microsoft feature that enables you to merge data from an MS Access database or other da
29. ardinal Ropall Details Contacts Students Forename Sumame Gender Year Status S Maintaini LS on n Rer for a E definitions of each type of student status i e FM Centre Association 5 ii FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 27 Maintaining Venue records The Venues form allows you to maintain records of venues that you are using for tuition or may wish to use for tuition in the future Type a question for help Type Seminar Room a Capacity fi 5 Facilities Blackboard OHP Digital projector Notes Often booked out on Wednesday afternoon Facilities Contact Record 4 4 1 gt PI of 4 FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 28 Maintaining Lesson records The Lessons form enables you to add amend and delete lesson records a Further Maths Centre Database Dev V1 24 Patet Type a question for help DoR Revision Day v Description ER Daycare both S el ect th e venue f or th e 7 Vv Fee 15 00 lesson The venue details are then displayed from the venue record See descriptions of options listed below ThOOAM to aea PM Notes fA happy day for al Wetresday 0570172006 Calendar Select the tutor s for the lesson Module s Speclicsion le lexcel 101 v 7 lt CD pamen h v 2M Elise Jaberwocky s Centre Students Other Patticipa
30. ated Brief details of the source and nature of the transaction and the full amount must be entered in the relevant fields in the next available blank line and the type of transaction must be selected from the drop down box as shown in the screenshot below Further Maths Centre Database Dev V1 26 250ct05 Financial Transactions File Edit View H AAR Ee Oe M EAR ee Pe a Insert Format Records Tools Window Help ZA be bx G H r EFM centre Menu Voucher Date Details Amount Type Income Expenditure 1070472005 Clerical Support s50 fAdminSuppot ww 325 00 6 1270472005 Teaching Support 21200 00 Tutoring v 1 200 00 7 1570472005 Office Rent 275 00 Office amp Overheads Textbooks amp Cor v 275 00 8 1770472005 Printer Cartridges 44 50 Office amp Overheads Textbooks amp Cor v 44 50 3 1970472005 Scanner Purchase 56393 Equipment v 69 99 10 2170472005 Launch Buffet 2500 Pubicty o o 215 00 fo 2270472005 Dixons Graph tablets pr paper 1399 Office amp Overheads Textbooks amp Cor v 19 99 12 22 04 2005 Software Licence 125 00 Admin Support v 125 00 13 2570472005 Office Fuel Light 87 49 Office amp Overheads Textbooks amp Cor s 87 49 14 27 04 2005 Consultant
31. baal 1030 PM Friday Cardhal Pepali Catto te OCRMED Schooland Comm uty Cole g Dpp h Sss HDD AM Fritay Caor Pak Schooland OCRMED Comm n ty Colkge OCRMED Study Day 1030 4m Cardal Repall Catho te OCRIMED Sctooland Comm tty Colk ge Dpp h Sessa 1030 AM Canon Pak Schoolard Edexcel Comm n ty Colkge Weeky 1000 AM Wessex Farther Maths Cente OCRMED OCRME Foruigity 0200 PM Card bal Pepali Catto te OCRMED Schooland Comm uty Cole g Fort With 5 DO PM Monday Wessex Farther Maths Cete OCRMED weeky 0100 PM Wednesday Wessex Further Maths Certe OCR MED Pevka Day 1200 AM Monday Card bal Ropall Cathie OCRMED Schooland Comm tatty Cole ge Study Day 1030 AM Monday Caron Pak Schoolard Comm u ty College Weeki 0300 PM Thursday Cardhal Pepali Catho te OCRMED Schooland Comm uty Cole g For ight C200 PM Teesclay Wessex Furtler Maths Ceate OCRMEN Occas bral Page I 1 gt t ai Ready FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 50 The fax is sent from As part oftheir studies with the Further Maths Centre the students below are expected the School s or College s Centre contact defined in Timetable Schools Colleges This is a fax to the Main Contact at each school college advising them of the dates times and venues of the lessons that their students will be attending To run this report select select the Lessons option from the Main menu then select the
32. chool College Student Email Address Lists Lesson Timetable Module Activity Exam Entry Check Student Record Check Student Intentions 7 Mail and E Mail Merge Mail merge How to run a mail merge E mail Merge How to run an e mail merge 8 Financial Record Keeping Input Financial Transactions Financial Transactions by Month Report Financial Account Summary Certificate Invoices Report Invoices Letter 9 Operating procedures Initial operation Integrated operation 10 The National Administration Database 11 New software releases Version Numbering Release content 12 Trouble shooting What do do if I find a bug What do do if I have an idea for improving the database 13 Getting more out of your Database 86 86 86 87 87 88 89 1 Introduction What is the Administration Database The FMN Administrative Database is a database developed in Microsoft Office Access 2003 It is a relational database which means that the data is held ina number of linked tables You only need to enter data once e g school details you can then associate other data e g student details with it Currently each database is held locally on the Centre Manager s PC and a copy is e mailed each month to the National Centre In the future each database will be linked to the National Centre s server so that returns can be made automatically There will be two ways in which your FM Centre may be linked to the ser
33. cs Centre follows an annual cycle based around the academic school college year Within this there is a sub cycle repeated twice in the year dictated by the examination cycle The following diagrams above summarise the administration processes and the key correspondence between the FM Centre and the Students and the FM Centre and the Schools Colleges Note that all correspondence associated with examinations e g examination entries certification requests etc are exchanged with Schools Colleges The Further Mathematics Centre should have no need to contact the Awarding Bodies directly 37 Further Mathematics Centre Students Administration Schools AW cB et EER E Email LR Letter based on database report ER E mail based on database report via FH Via Fund Holder L Paper based letter or form Capitals general activity not actioned via database FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 38 Further Mathematics Centre Students Administration Schools f MO Joi FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 6 Reports The database provides many reports that extract data and present it as a list or in the form of a letter or fax for corresponding with schools colleges or students To run a report simply select the required option from the menu You can then print the report or export it to Word where you may edit it as required To export the report to MS Word select the Word ic
34. ct in each of the current schools colleges informing them of any forthcoming Revision Days and advising them which students need to attend To run this report select select the Lessons option from the Main menu then select the Revision Day Fax option Further Maths Centre Database V1 2 Training 20Jan06 Revision Day Fax PENN eT T Penni Dingle Henry Banger Fax 0167 76550940 Front Donald Persimon Wessex Further Mathematics Centre o O Date 10 January 2006 Re Revision Days Ho of Pages 1 The fax is sent from 4s part of their studies with the Further Maths Centre the students below are expected to the School s or attend the following Revision Day s in the run up to their exam s in addition to their College s FM Centre Revision Day 01 11 00 AM to 4 00 PM contact defined in Friday 13 January 2006 Wessex Further Maths Centre the School College Students form Details tab Kasta Deeply Yn2 Sandra Sonnet Y2 Mildred Doubleday Yn3 Tom Pomegranate Yna Sessions such as these are a very im portant part of the course and can make allthe difference to a student s final grade would encourage you to allowyour students to attend them all would be grateful if you could let me know which of your students will be able to come as soon as possible Tel 0176 7652836 Mob 0774 8964234 Fax 0176 7652418 Email donad persimon Gf mn org FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 54 One O
35. dent data in the timetable report Check the following The student s School college has a Centre Contact entered so that the timetable memo has someone to come from The student s lessons have been entered correctly The student s lessons have the correct start and end dates entered in the Lessons form lessons that have finished will not be entered on the timetable FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 65 Module Activity This report provides a summary by school college of the current modules being studied by students and their planned examination sittings To access this report select the Students option from the main menu and then select the Module Activity report Further Maths Centre Database V1 2 Training 20Jan06 Current Student Module Activity JE f Type a question for help 2 T z 7 Student Module Activity 2005 06 Bishop Cransky Taught Sitting Exam Autumn FeeWt Spring Fee Wt January Mark May June Mark Trevor Ongley Yr gt 13 OCRE DI Nut P5 PG 1 1 1 1 1 1 1 1 Greta Stubbs Yr 12 OCR MED FFI Mi Aheon Frances Yr 13 OCRE FP1 F2 Heny Banger Taught Sitting Exam Autumn Fee Wt Spring Fee Wt January Mark May June Mark Sandra Sonnet Yr 12 OCRMED DI Mildred Doubleday Yr 13 OCR MED Dt FPI See the section on Student Module Activity data entry for an explanation of these fields FMNO07 Version 1 0 V1 2 Admin Databa
36. dent records Old Lessons should not be edited to make new ones Giving a new Lesson the same ID as an old one may result in confusion amongst the Student records 30 Maintaining Student records The paper based student enrolment form has been designed to correspond as closely as possible to the layout of the Student record form It is anticipated that the majority of students will have an email account to which details of logon ids lesson details and exam details may be sent It is particularly important that this is entered correctly as e mail may well be your main method of communicating with students outside lessons If a student does not have their own email account then they may need to buddy with a second student Personal Details Type a question for help Students DR a ID Ei Name Anita Hewden School College Woolston School v Year 2E a Personal Details Awards Modules Module Activity Lessons University Progression Title i iti Date of Bith 23 05 1989 Gender F x foe Ethnicity nen o Surname Address 1 FM Centre Association Address 2 Month Car Address 3 Current Started Sept v 2005 Town City inbri 9 ted 5 CE ompleter Left Loy ja See explanation of these fields below c Postcode etn Reason Email ahewden hotmail com withdrew Home Phone 01235 765234 Mobile 07716 582318 Mentor w 7M Janine Gilchrist Emergency Contact 1 Smita Hewden Relationship Moth
37. e If you want to vary the fee charged for a particular student you can do so by entering an appropriate weighting in the Module Activity tab of the Students form FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 20 Management Committee Further Maths Centre Database Dev V1 24 120ct05 Type a question for help Prof oe Initials Department of Mathematics Gemima Keeble Fund Holder v Contact Details a 76 765419 a 76 765421 c ID 2 Dr ow Initials JM Mildred Mitchell Barmes Road Maple School College Contact Details or22s 729405 Mamhaor ____FaNmhen Record JCA e Jo of 2 _Committee Member Telephone number Scroll down to view details further records FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 21 Staff Further Maths Centre Database Dev V1 34 13Dec05 Type a question for help E Further Maths Centre ID Centre 34 Modules Offered Management Committee Staff ID Staff Title x iti M Date of Bith 08 08 1970 Gender Forename Ethnicity ite Surname Persimon Occupation University lecturer FM Centre Association Can Teach Modules Status Current salaried v Specification Code Main Role Centre Manager F DCRIMEN Cw ci f c2 f Month Year Started Sept v 2003 Left ma 3 Reason Left Line Manager ID lv Donald Persimon 0774 8964234 M7R ZRK2RAR Phone Fmai Record IM 4 1 COEDEN
38. e blank right hand fields sign and date the slip at the bottom return all the pages to me at the address above Thank you for your help with this exercise Your sincerely Page OLJ 16 gt Jt lt Ready FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 60 Subsequent pages show the details held on the database and provide space for the member of staff to record any corrections or insert missing details Here is an example of one Further Maths Centre Database V1 2 Training 20Jan06 Staff Record Check Staff Record Check January 2006 Cynthia Sims I 5 Tite Mks fomiame Onun Siname Sms Dat oter 2406 1950 Geier F Eth biy fie Occipatoa Por traat Address 1 Address 2 Address 3 Address 4 Address 5 10 Starr tn tiak A Address 1 Address 2 Address 3 FM Centre Association Stats Cene at aoreanredh Mah Poe Tier Mort Year 10 Str Tte h tiak Forrame Siname Dat of Birth Gader Ethet Occipator Work Address Address 1 Address 2 Address 3 Address 4 Address 5 Tow witty FM Centre Associaton Stats Mah Rok The member of staff can write any corrections or additional details in the empty spaces on the right of the form FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 61 On the last page the member of staff is asked to sign the sheet confirming that their details are correct Further Maths Centre Database V1 2 Training 20Jan06
39. e extracted into a National Administration Database e The process will be automated no need to send us data or returns 84 10 The National Administration Database The National Administrative Database holds a summary of student data for statistical analysis and financial records to enable the FM Network s Financial Accounts to be maintained It is planned that in the summer term of 2006 your FM Centre database will be connected directly to the National Administration Database 85 11 New software releases From time to time new versions of the database are released to all FM Centres It is important that your database is upgraded as soon as possible after you are advised of a new release to enable the National Centre to support you effectively Version Numbering Each software release will have a unique version number in the format Version x y where x is the major version number and y is the minor version number e g Version 2 3 The major version will be increased where the functionality of the new release has changed significantly the minor version number will be increased where only bug fixes and minor enhancements have been included Release content Each new release of the database will be accompanied by a What s New document that details the changes included in the database since the previous release 86 12 Trouble shooting When you start using the Admin Database you may experience difficulties
40. ematics Institute University of Wessex Hitown WX4 7AL Phone 0176 7652836 Fax 0176 7652418 Mobile 0774 8984234 Email donald persimon fmn org Friday 13 January 2006 Penni Dingle Henry Banger Community Technology College Cox Street Wesseltown WX1 5NB Dear Penni Further Mathematics Invoice January 2006 Please find attached this term s invoice for Further Mathematics provision The details appear below Student Year Module Amount Mildred Doubleday 13 FP1 220 Tom Pomegranate 13 FP2 220 13 M2 220 Sandra Sonnet 12 D1 200 TOTAL 860 The usual cost per module per term is 220 This can vary in some cases if a module is taught over more than one tem if the teaching is shared with a school or if there is some other special arrangement with an individual school or student Yours sincerely Donald Persimon FMNOO07 Version 1 0 V1 2 Admin Database 18 01 06 82 9 Operating procedures Initial operation At present each FM Centre is using a local copy of the database which is not linked to the National Centre This means that Centres are responsible for taking their own backups and will need to e mail a copy of their database to the National Centre at the end of each month Taking backups You should take a copy of your database for safe keeping at least once a day If your database is held on your institution s network then it is possible that this is performed automatically on your behalf but yo
41. er Emergency Contact 2 Name Relationship Home Phone 01235 765234 Home Phone Work Phone 01225 894631 Work Phone Mobile 07789 776343 Mobile Health Notes Special Needs None Medication None Allergies Nuts Details Last Checked Month Year Diet No nuts os Student ID automatically generated The FM Centre Association area of the form is used to record the student s status Current The student is currently being tutored by the FM Centre or is yet to complete all exams associated with their course of study If this option is selected ensure that you also enter the month and year the student started FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 31 Completed The student has completed their planned course of study with the FM Centre and is no longer being tutored by the Centre If this option is selected you should enter the month and year that the student left Withdrawn The student stopped ceased their association with the FM Centre before completing their course of study If this option is selected you should enter the month and year that the student left and also the reason that the student left 32 Include the awards the student is studying for at school college as well as those being taught by the FM Centre Awards and Modules The Award and Module details are used in the Certification reports These reports need to be sent to the awarding bodies via the relevant schools colle
42. etable Centre Exam Timetable O Spec Full name Exam Code Exam Date Duration PSIA AQA Farther Pare 1 MFP1 Summer Morday P M 12 Jure 2006 rm Winer Moaday P M 23 Jai tay 2006 Mrami Firer pire 2 MFP2 Summer Morda AM 19 Jane 2006 brsomi Wiser Friday P M27 Janay 2006 Mrami Forter Pire 3 MFP3 Summer Morday AM 19 Juve 2006 rom Winey Fiday PM 27 Jantay 2006 rm FurterPared MFPG Summer Moaday P M 12 Jire 2006 rm Wiser Moiday P M 23 Jan tay 2006 hrm Meciar ts 1A mmia Summer Tiesday PM O6 June 2005 nriSmh Wiser Moaday AM 16 Jai tay 2006 rismi Core Matie matics C3 6665 Summer Monday P M 12 Juve 2006 rom Winey Wediesday PM 18 Janam 2005 brn Core Matie matics Ct 6656 Summer Morday P M 12 Jire 2006 rom Wiser Moiday P M 23 Jan tay 2006 rm Deck ios Matlematics D1 6689 Summer Thi mday AM OB Juve 2006 Wdmi Wingy Wediesday PM 18 Jaman 2005 1hr30mh Deck lon Mathematics D2 6690 Summer Thumday AMO Jue 2006 WOmh Winer Wediesday PM 18 Janan 2005 thr mht Farther Pure 664 Summer Morda AM 19 Juve 2006 Wdmi Mathematics FP1 Winer Wediesday AM 25 Janay 2005 thr mit OCR ME FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 47 Full Exam Timetable This report lists all of the examination details held in the Administration Database i e all modules for all specifications To run this report select the Full Exam Timetable option from Exams and Certification menu A tick in the coursework box Further Maths Centre Database Dev V1 24 120ct05
43. ew your letters option at the bottom of the screen 5 You can now view each letter in turn using the Recipient left and right arrows Use the record selection and Exclude record options to remove individual letters if required If you want to make further changes to the Letter select the Previous Write your letter option at the bottom of the screen panel When you are happy with your set of letters select the Next Complete merge option and print your letters 74 You can edit individual letters by clicking the Edit Individual letters option on the final panel Address labels can be created in a similar way E mail Merge This tool is similar to the MS Mail Merge feature enabling you to send the same e mail message a large number of people As for Mail Merge you can include database fields in the content of your message Unfortunately it is not possible to add an attachment to an email merge in Word 2003 though you can download third party software from the internet to do this If you want to include a file you may be able to get round this by inserting the file into the document How to run an e mail merge If you haven t used email merge before it s a good idea to carry out some trials before you run this live You can set MS Outlook to not send messages To do this go into Outlook select the Tools option from the main menu then select Options Mail Setup Send Receive and remove the tick from Se
44. f communications presenting a common national identity for the Further Mathematics Network The database also gathers the data that is needed by the National Team for statistical and financial analysis The amount of data gathered for this purpose has been kept to a minimum and the process of transferring this data to the National Team has been designed to create as little work as possible for the FMC Manager The database has been designed to help you to comply with the legislative requirements associated with the Data Protection Act 1998 and to help you to ensure that the necessary Criminal Records Bureau checks are performed However it remains the FM Centre s Fund Holder s responsibility to ensure that all necessary legislative requirements are met 2 Getting Started Operating Requirements In order to use the database effectively you will need Windows XP Professional Microsoft Office 2003 Microsoft Access 2003 Microsoft Outlook 2003 Broadband internet connection A Personal Computer capable of using this software internet connection effectively Where will you keep your database You should decide the best place to keep your database This could be on your lap top or pc or on your institution s network You may wish to discuss this with your IT Support staff Installing the Database The database will be sent to you as a zipped folder attached to an e mail message To install your database 1 Save the zip
45. ff Lesson Fax The One Off Lesson Fax report is similar to the Revision Day Fax report It produces a fax to send to the Main Contact in each of the current schools colleges informing them of any forthcoming Revision Days Study Days or Drop in Sessions and advising them which students need to attend To run this report select select the Lessons option from the Main menu then select the One Off Lesson Fax option Further Maths Centre Database V1 2 Training 20Jan06 One Off Lessons Fax Type a question for help TOP FAX T Penni Dingle Henry Banger Fax 0167 76550940 Front Donald Persimon Wessex Further Mathematics Centre Date 10 January 2006 Re Revision and Consolidation Sessions No of Pages 1 The fax is sent from As part of the studies va the Further Maths Centre the students beloware expectedto the School s or attend the following revision and consolidation sessions in addition to their normal College s Centre RevisionDay 11 00 AMto 400 PM Modules contact defined in Were Farther Nate Conte OORIMED Dt the School College Students i Kasta D eeply Yr2 form Details tab na amet Mildred Doubleday Yr13 Tom Pomegranate Yn3 Sessions such as these are a very important part of the course and can make all the difference to a student s final grade Vve try to hold as many as possible in the school holidays but some dash unavoidably with the teaching term Nonetheless would encourage you to allow your studen
46. ges before a student can be granted an award Where the Further Mathematics specification offered by the Further Maths Centre differs from the Mathematics specification offered by the student s school college these reports are also used to check that there is no conflict in the modules taken towards each award Please ensure that the average GCSE result is recorded for all students Further Maths Centre Database V1 2 Training 20Jan06 This will be used to analyse the value added by your FM Centre Students ID 180 Name Anita Hewden Personal Details Awards Modules Module Activity Lessons GCSE Maths Grade v Average Score 7 20 A LEVEL MATHS ne gt GUU inal Year ALIS Grade Certif Specification Award Name Group Prediction Achieved Month For future use please leave this field empty AQA y Advanced GCE Mathematics s 112 AQA y JAS GCE Mathematics s 12 School College Moaie Specification Coursework Mark Grade poa T 4 Fill in this field only lala gt gt I x during the school year Change Spec 7 in which you wish to v a apply for Certification v v Otherwise leave it Fil Cerina Haidh blank It should also be Specification Code Status Coursework Mark Grade left blank for awards relating to the student s school college studies JOCRIMEN FP ow ctive v v a Di w ctive v RR RILALAI La Change
47. h the relevant details FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 16 Deleting records To delete a record place the cursor in one of the record fields and select the Delete Record icon in the Access Tool Bar To delete a record within a sub form place the cursor in the record to be deleted before clicking on the Delete Record icon A warning message is displayed before the record is deleted Sorting records You can also use Sort Ascending and Sort Descending options in the Access Toolbar see example above to change the order in which records appear as you move through them in a form or in a report What is this field for When you move the cursor to a field a full description of that field will be displayed in the bottom left corner of the screen as shown above The meaning of most of the fields should be intuitive those that are less obvious are described in more detail in the relevant section below 17 Data provided by the National Centre Your database will include the following data tables that have been set up for you by the National Team Modules including details of forthcoming examinations Awarding Bodies Awards LEAs From time to time these tables will be updated by the National Centre You may be able to view this data but the database will not allow you to update it Module Data This data is can be viewed via the Module report described later Awards and Specification Data Contact
48. ion from Exams and Certification menu Further Maths Centre Database Dev V1 24 120ct05 Awarding Body Contacts Type a question for hep m Awarding Body Contacts AQA Title Mr Initials J Forename James Surname Thompson Job Description Asst Subject Officer for Mathematics Address 1 ADA Address 2 Stag Hill House Address 3 Address 4 Address 5 Town City Guildford County Surrey Postcode GU27X Phone 014983 477626 Fax Mobile Email mathe matics gce aqa org uk Title Mr Initials G Forename Graham Surname Cumming Job Description Qualification Leader for Mathematics Address 1 Edexcel Address 2 Oneso Address 3 High Holborn Address 4 Address 6 Town City London County Postcode WC1V7BH Phone 0207 1 904328 Fax Mobile Email mathematics edexcel org uk Page 4 4 1 OJON g Ready FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 49 Lesson Reports Lesson List This report provides a list of all the lessons recorded on the database To run this report select the Lessons option from the Main menu and then select the Lesson List option Further Maths Centre Database V1 2 Training 20Jan06 Lessons Lessons ID Type Time Day Spee Modules 1 Revkin Day HODAM Wedesday Wessex Further Matis Cente OCRME DI Edexcel Di Fora kit oigopm Wechesday Caor Pak Schoolaid OCRME M2 Comm uty Colkge Fora ity A 62 00 PM Tesdlay Cardal Repall Catho te OCRIMEH Scbooland Comm tty Colk ge Occas
49. mend data Most forms in the Administration Database display a single record e g a student s record but some have sub forms listing associated records Sub form A sub form is a form embedded within another form It often displays multiple records relating to the subject of the main form e g the Lessons form has a sub form that lists all of the students that attend the selected lesson Tabs Where a form contains several sub forms tabs may be used as a means of selecting a sub form to be displayed Primary Key This is the main field used to identify the record Most of the records in the Administration database are identified by a unique sequence number The database has been designed to help you to keep records of students schools colleges staff lessons examinations and finances and to perform the common administrative tasks required to manage your FM Centre effectively It automatically produces reports faxes and letters that you can use to correspond with Students Schools Colleges Awarding Bodies and your Fund Holder It can also be used as a basis for mail and email merges that you write yourself The database can also help you to keep records of schools and colleges within your catchment area that are not currently participating in the FM network whom you may want to contact for promotional purposes Using a standard database for these purposes ensures consistency between FM Centres in the data gathered and the format o
50. n Winter for January examinations or Summer for May June examinations Further Maths Centre Database V1 2 Training 20Jan06 Type a question for help B DAR Further Mathematics neti Hy Exam Entry Fax FM Network Website Hh Exam Entry Check ME Resources B certification Request Database Help Files MM Exam Result Request Database Window a BACK Email Support Help Line 01225 774777 Then select the Exam Entry Fax option FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 42 Further Maths Centre Database Development Copy Winter Exam Entry Fax FAX Oo Margaret Carpenter Henry Banger O Fax 0167 76550940 Frome Donald Persimon Wessex Further Mathem atics Centr D Date 31 Augus 2005 Re Further Maths E xam ination Entries The fax is No of Pages 1 The fax is sent from the addressed to the oo OO School s or College s School s or ie a Centre contact defined in College s Spec Module Code Dae Duration the School College form i H OCRE D1 Decision Mathematics 1 4771 Monday PM 23 January 2006 Thr 30 min Examination FP1 Further Concepts for 4755 Wednesday PM 18 January 2006 1hr 30 min Details tab Officer Advanced Mathematics FP2 Further Methods for 4756 Monday Atl 16 January 2006 Thr 30 min Pdvanced Mathematics P Pure Mathematics 6 2606 Wednesday Atl 25 January 2006 1hr 20 min Below is the best information we have about
51. nd immediately when connected You will probably want to set it back when you ve finished your trial otherwise sent messages will just sit in your Outbox unless you click the Send Receive button 1 If you want to use an existing MS Word document for the mail merge then open it up otherwise open a new document 2 From the main menu select Tools gt Letters and Mailings gt Mail Merge 3 On the right hand side of the screen click on the E mail messages option then select the Next Starting document option at the bottom of the screen 4 Click on the Use current document option then select Next Select recipients 5 Click on the Use an existing list option and use the Browse option to select the database you want to use data from In the Confirm Data Source box choose MS Access Databases via DDE mdb mde then Click OK The usual Logon box for your database should now appear 6 Next select the table or query that you want to use data from e g select the query Potential Schools Colleges The Logon box will appear again to give 75 you access to the data After entering your username and password a list of the available records will be displayed 7 Select the records you want to include in your mail merge The Select All option can be used to easily select all of the records in the table or query Click on OK when you have selected the required records then select the Next Write your letter
52. not with OCR MED believe that you will be mamally agg gating the marks of such students and that you require the infommation below in order that the students concemed canbe certificated for Further Maths this summer School Flindon Court School and C ommunity College Centre Member Candide No FM Target FM Modules The letter is addressed to the main contact at the relevant Awarding Body This data is Student A level Board A level Modules Alison Billington AS D1 New Nii Old FPI AQA P1 P2 P3 1 2 supplied with the Methods Bob B A D1 New NMA Old P4 AQA P1 P2 P3 1 Mi database A 52 old PS ye Methods This letter is an atterptto pre empt the Certification Enty Warming Report you might otherwise send stating that these students will not be graded this summer as they ae not sitting for Mathematics 7850 with OCR MEI Please don t hesitate to getin touchif the information above is insufficient or you anticipate any problems with these stadents Further Maths certification this Summer Yours sincerely Sandra Hopkin Examinations Officer FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 45 Exam Results Request This is a fax to the Main Contact at each school college asking them to provide the FM Centre with the module examination results for the last sitting and the Award Grades for students who have recently been certificated
53. nt Schools Colleges above Potential This report provides details of schools and colleges in your area that you have recorded on the database because you think they may become involved with your Further Mathematics Centre in the future e g schools colleges that you may want to invite to a launch The report is similar to the example for Current Schools Colleges above Withdrawn This report provides details of schools and colleges that have at least for the time being stopped sending students to your Further Maths Centre The report is similar to the example for Current Schools Colleges above 58 Staff Reports Staff List This report provides a list of the staff recorded on the database along with their status and their main role within the FM Centre To run this report select select the Staff option from the Main menu then select the Staff List option Further Maths Centre Database V1 2 Training 20Jan06 Centre Staff Type a question for help f X Centre Staff Current nomsalaried Janine Gilchrist Mentor Cynthia Sims Tutor Current salaried Eloise Jaberwocky Centre Manager Donald Persirnon Centre Manager Left Randolph Finds Marker Potential Megan Polygon Tutor Page I4 4 1 gt gt t g Ready FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 59 Record Check This is a letter to each member of the FM Centre staff from their line manager i e the Centre M
54. nts O Forename Sumame Year College SpecialNeeds Diet f om Pomegranate 13 vera Ma 12 Select the specification and code of the module taught in the lesson The Centre Students tab is used to record details of the students attending the lesson If the lesson is open e g Revision Day then the Other Participants tab can be used to record details of other schools attending Total Centre Students 4 Record Fa 7 JUD of 17 Lesson ID automatically generated The different options that can be selected for Type are as follows Weekly One lesson per week during the school term Fortnightly A One lesson per fortnight using schedule A the FM Centre decides the actual dates for this schedule Fortnightly B One lesson per fortnight using schedule B i e alternates with schedule A Occasional One or more ad hoc lessons FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 29 Revision Day A one off event usually open to other schools and colleges Study Day A one off event usually open to other schools and colleges Drop in session A regular session where students can drop in and ask the tutor questions Other Any other type of lesson not covered by the above Lessons can be deleted once they have reached the end date of the series however you may wish to retain them as a historical record Deleting an old Lesson will automatically delete it from all relevant Stu
55. on from the toolbar Select the Close Window icon to close the report and return the menu Financial reports are described in the section on Finance included later in this document Trouble shooting tips FMN Logo lost when reports are exported to Word It is not possible to fix this issue To get around it we suggest you print on headed notepaper or copy the text of the report to the electronic version of headed paper before printing it Report is not being produced for a particular school college Check that a Centre Contact has been added to the school college FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 40 Examination and Certification reports To access these reports select the Exams and Certification option from the Main Menu The following menu is then displayed Further Maths Centre Database V1 2 Training 20Jan06 E Exams and Certification eo Ge FM Network Website MEI Resources Database Help Files Database Window Email Support Help Line 01225 774777 Further Mathematics neti Hh Summer Hh Winter H Centre Exam Timetable Full Exam Timetable Bh Awarding Body Contacts MB pack a a Type a question for help r FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 41 Exam Entry Fax This report is a fax to the Examinations Officer in each school college reminding them to enter your Further Mathematics students for module examinations Select the required optio
56. option at the bottom of the screen 8 Enter or amend the message as required Position your cursor at a point where you want to insert a database field then click the More items option and insert the field you want 9 Select the Preview option This will show you what the email messages will look like You can scroll through the records using the left and right arrows If you have included any date fields it s a good idea to check that the format is correct 10 Select Complete the Merge option Select the Electronic mail option and match To to the required Email field in the database and enter a suitable subject for the message 1 _ Finally take a deep breath and click OK when you are sure that everything is correct 12 If you have switched off the Send immediately when connected option in MS Outlook you can check the e mail messages in your Outbox If they are not correct they can be deleted Otherwise you can send them by clicking the Send Receive button You may find the following provides some very helpful instructions on using e mail merge http office microsoft com en qb assistance HA011464811033 aspx 76 8 Financial Record Keeping Input Financial Transactions To input a financial transaction to the database select Data Entry from the main menu and then the Financial Transactions option from the following screen The voucher number and date will be automatically upd
57. ped file in an appropriate folder 2 Double click on the zipped folder This will open a window showing the contents of the folder 3 Select the Extract all Files option from the Folder Tasks section in the top left of the window This will take you through an Extraction Wizard that extracts the contents of the zipped folder Progress though the wizard using the Next option and the Finish option to complete it You can change the destination folder if you don t want to use the default Security settings The database contains sensitive data and has therefore been password protected It is accompanied by a security file called FMC_Security mdw that Access needs to reference in order for this to work When you un zipped the database folder this file should have been placed in the same folder as the database Perform the following steps to ensure that the security works correctly 1 Open Access but not the database and join the new Workgroup by choosing Tools Security Workgroup Administrator Click Join browse for FMC_Security mdw and click OK and OK again to close the window Open the database and log on as Name Centre Manager Password Centre Manager 2 You should now change your password by going Tools Security User and Group Accounts and choosing the Change Logon Password tab If you want to open a different database you may need to rejoin the default system workgroup by repeating Step 1 above and browsing to
58. perhaps because you can t remember how to perform a process or because you have found a bug in the database Support If you can t remember how to do something please try to find out how to by referring to this guide There is a direct link to this to the left of the database s main menu If you can t find the answer to your query in the User Guide or if you think there is a problem with the database then contact the National Team e Janice Richards Janice Richards mei org uk 01225 774777 e Dave Griffiths Dave Griffiths mei org uk 01225 774274 We are normally available to help you during normal working hours both term time and in the school holidays What do I do if I find a bug If you think you have found a fault in the database you should e mail the National Administrator providing the following details 1 Your name and Further Mathematics Centre 2 The Location of the issue e g name of form table or report 3 The Nature of the issue please provide as much detail as possible including the details of any records you were using and whether it is possible for you to recreate the problem 4 The current version of the Database in use 5 Severity of the bug indicate the severity of the problem using the values described below Major The problem is preventing you from using the database and there is no practical work around Minor The problem is causing you difficulties but you are able to work around it
59. rsityof Wessex PaA 1 gt gt t i Ready FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 56 Schools and Colleges Reports This series of reports list the addresses of selected schools and colleges There are four versions of this report all are accessed from the Schools Colleges option in the Main menu Current This report provides details of Current schools and colleges i e those that have students that are currently studying with your FM Centre Type a question for help f X Current School College Addresses Bishop Cransky Catholic School Leasowes Avenue Wesseltown WX3 6BI Canon Park School and Community College Wigston Road Wesseltown WX2 2MN Cardinal Birdster Catholic School Patters Green Road Wesseltawn WX2 2AZ Cardinal Ropall Catholic School and Community College Sandpits Lane Curvey Wesseltown WX6 2FG Earlesfard School Shelley Avenue Avonburgh Wessex WX34 6LB Flindon Court School and Community College Northbrook Road Wesseltawn FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 57 Registered This report provides details of schools and colleges that have registered with your Further Mathematics Centre These schools and colleges will have expressed an interested in the FM Network by completing a registration form and will each have an individual school college username for accessing the MEI Web Resources The report is similar to the example for Curre
60. s Centre Database Dev V1 24 120ct05 Student Lesson Timetable Type a question for help Wessex Further Mathematics Centre To Alyson Frances Bishop Cransky Front Donald Persimon Centre Manager Date 19 October 2005 Re Lesson Timetable Belowisa list of lessons we are expecting you to attend as part of your studies with the Further Maths Centre Weeldy FP1 etc 10 00 Avito 400 PM Monday 1209 05 to 0107 06 am Further Mths entre Study Day FP1 10 30 AMto 330 PM Tuesday 214205 Cardinal Ropall Catholic School and Community College As you know we have attempted to choose times that don t dash with your school timetable Please let me or your tutor knowof any problems errors or omissions Ta 0176 7652835 Mob 0774 8964234 Fax 0176 7652418 Email donad persi mon f mn org page O 1 Oe e Ready FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 52 Trouble shooting tip There is no student data in the timetable report Check the following The student s School college has a Centre Contact entered so that the timetable memo has someone to come from The student s lessons have been entered correctly The student s lessons have the correct start and end dates entered in the Lessons form lessons that have finished will not be entered on the timetable FMNO07 Version 1 0 V1 2 Admin Database 18 01 06 53 Revision Day Fax The Revision Day Fax report produces a fax to send to the Main Conta
61. s by Month option from the following screen A table for each month will be displayed and can be scrolled for preview before printing as shown in the screenshot below The table for the current month including the totals for the year to date should be printed and retained as a separate record of expenditure by cost centres Further Maths Centre Database Dev V1 26 250ct05 Transactions by Month iJ Ble gdt View Tools Window Help z gose sete m T 3 Further Maths Centre Account Wessex ACCOUNT PERIOD October 2005 Voucher Date Details Income Expenditure MEI Other Centre Equipment Tutoring Transport Admin Publicity Consultancy Office O heads i Income Income Manager upport Textbooks 115 07 10 2005 Revison Day Lunch I 116 07 10 2005 PrintCartridces E8100 120 0710 2005 Cente Managers M EE 1 600 00 Salary I I 12 00 98 00 l 121 07102005 Comectintov sooo No 18 Income 122 07 10 2005 Clerical Support M 124 31 10 2005 Teaching Support ME 1 200 00 Totals for October 6 transactions 63 000 00 83235100 63 000 00 1 600 00 1 200 00 Net Balance 66 235 00 325 00 l I I 325 00 110 00 ACCOUNT PERIOD Year to 31 October 2005 Totals for Year 36 transactions E9 0000 EIIMUSHE 2 000 00 7 100 00 4 600 00 3 800 00 20 50 1 100 00 4
62. s contains the name and address of the Finance Officer or Bursar in each school college so it is clear to whom invoices from you or your fund holder should be addressed To obtain the invoices select Finances from the main menu and then the Invoices Spring or Invoices Autumn option as appropriate from the following screen The details required for each invoice will be displayed and can be scrolled for preview before printing as shown in the screenshot below Further Maths Centre Database Dey V1 26 250ct05 Autumn Invoices ETS og Further Mathematics Invoice January 2006 School Henry Banger For the attention of Reggie Pound Henry Banger Community Technology College Cox Street Wesseltown WX1 5NB Student Mildred Doubleday Tom Pomegranate Sandra Sonnet TOTAL FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 81 Invoices Letter A letter from the relevant Centre Manager to inform the Main Contact at each school college of the details of each invoice can also be produced To obtain the letters select Finances from the main menu and then the Invoice Letter Spring or Invoice Letter Autumn option as appropriate from the following screen A letter for each school will be displayed and can be scrolled for preview before printing as shown in the screenshot below 50ct05 Autumn Invoice Letter Type a question for help Dr Donald Persimon Math
63. s depend on others it is important that your data is added in the following order Further Mathematics Centre Schools Colleges Venues Lessons Students oh ee Financial Transactions can be added at any time If your existing records are held in MS Excel or MS Word it may be possible to copy this data to the new database Several records can be copied across to the database together provided the data is first manipulated into a format that matches the database tables The National Team will help you with this process We may also be able to help you to enter data from paper based records Please contact the National Administrator to discuss your FM Centre s requirements Existing FM Centres should endeavour to add records of all previous years schools colleges students the modules they have studied their results and the students progression after leaving the programme This will assist in evaluating the effectiveness of the programme User testing The reports produced by the database have been tested and in many cases actually used however we recommend that you check them carefully before issuing them particularly as the database has only recently been released and is still under development Mail Merge Set up See Section 7 Mail and E Mail Merge for information about setting up MS Word to perform a mail merge or e mail merge 10 3 Finding your way around the Database When you first enter the database the m
64. s hormati matches that on the slip and that there are no dashes in the timing of your exam s Spec Module Code Date Duration OCR MEN FP1 Fither Concept for 4765 Thursday AMS June 2006 1hr 30 min nced Mathematics FP2 Fake Methods for 4756 Tuesday PM6 June 2006 Ahr 30 min Advanced Mathematics If you identify any problems please contact both your school college and the Further Mathem atics Centre immediately Many thanks Donald Persimon Further Maths Centre Manager Page lt lt 1 JON a Ready FMN007 Version 1 0 V1 2 Admin Database 18 01 06 44 Certification Request This is a letter created on behalf of schools colleges for them to send to the relevant Awarding Body to request aggregation and certification for students due to complete their awards at the next examination sitting The letter lists all of the modules that the students have taken and serves as a means of verifying with the Awarding Body that the module combinations are valid This letter should be sent to the school college for the Examinations Officer to sign and send to the Awarding Body To run the report select the Certification Request option from the Summer or Winter Examination menu see above W Microsoft Access OCR Letter 09 August 2005 Sone of ours tudents have studied for an OC R MEI AS A level in Further Mathematics via the MEI Access to Further Mathematics scheme However their Mathematis A level is
65. se 18 01 06 66 Exam Entry Check This is the same report that is produced using the Exam Entry Check options under the Summer and Winter options in the Exams and Certification menu Please refer to the relevant sections above for details of the report 67 Student Record Check This is a letter to students asking to confirm whether the details currently recorded on the database are correct The reports lists the full contents of each student s record including details of the modules that they are taking with their own school and through the Further Mathematics Network and details of their plans for the future Students are asked to amend the details sign the form and return it to the Further Mathematics Centre On receipt of the form any corrections should be applied to the database as soon as possible This exercise is a requirement of the Data Protection Act and should be carried out on a suitably regular basis This report has many pages The first page is a covering letter with instructions to the student Further Maths Centre Database V1 2 Training 20Jan06 Student Record Check Report Type a question for help f X Student Record Check January 2006 Alyson Frances PRIVATE AND Dr Donald P ersim on oO CONFIDENTIAL Mathem atics Institute D University of Wessex Hitown WX4 TAL Phone 01767652836 0176 7652418 Mote 07748084734 The letter is sent Taal donee pamon Ginn oe from the Centre Thursday
66. t select the Filter by Form icon from the Access Toolbar and complete the form with your search criteria as in the example below then select the Apply Filter icon from the Access Toolbar The database will find all matching records you can move through them using the left and right arrow buttons at the bottom of the screen To return to the full set of records click on the Remove Filter icon in the Access Toolbar see example above Further Maths Centre Database V1 2 Training 20Jan0 Type a question for help DER ID I Shane School College v Year v al Personal Details Awards Modules Module Activity Lessons University Progression Title 7 DateofBith Gender Forename Etnicty w Surname Apion FM Centre Association Address 2 Month Year Address 3 Curent Stated Ml Town City Completed e ay ay County q Left v v DET Postcode withdewn Reason Email Withdrew Home Phone Mobile Emergency Contact 1 Name Relationship Home Phone Work Phone Mobile Health Special Needs Medication Allergies Adding new records Mentor D v p Emergency Contact 2 Name Relationship Home Phone Work Phone Mobile Details Last Checked Month Year v v To add a new record open the relevant form and select the button labeled with a right arrow and an asterisk at the bottom of the form as shown in the example above This will display a blank record for you to complete wit
67. ta source such MS Excel with a MS Word document This is useful if you want to send a letter e g a mail shot re a meeting publicizing your FM Centre to a large number of people You can include data from database record within the Word document e g addressee name and address How to run a mail merge 1 If you want to use an existing MS Word document for the mail merge then open it up in MS Word otherwise open a new document 2 From the main menu select Tools gt Letters and Mailings gt Mail Merge Make sure the Letter option is selected on the top right hand side of the Mail Merge panel then at the bottom click Next Starting document In the new panel make sure the Use current document option is selected at the top then click Next Starting document at the bottom Make sure the Use an existing list option is selected at the top of the panel and then Browse for the database from which you wish to select the data A box titled Confirm Data Source will appear From the Open data source options choose MS Access Database via DDE mdb mde which will probably be the second item in the list Click OK The normal database Logon box for your database should now appear 73 Select the table query on which you want to base the merge The Logon box will appear again to give you access to the data Trouble shooting tip Opening the data source via this method fails This may hint at some
68. the last 12 months then it may not be necessary for you to apply for a further check instead you may be able to verify the results with the institution that originally applied for the check using portability refer to the FMC Managers FAQs on www fmnetwork org uk for further information In this case you should enter a tick in the Check Verified field and complete the three further CRB fields with the details provided by the institution FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 23 If you are arranging the check yourself enter the date that you applied for the check in the Application Date When you receive the results of the check you should complete the Disclosure Date and Reference fields 24 Maintaining All Schools Colleges records This form allows you to maintain records of all schools colleges including those currently being tutored through the Further Mathematics Network as well as other schools and colleges in your FM Centre s catchment area Details Type a question for help Eek Canon Park Details Contacts Type Comprehensive v Further Exam Centre No Information Total A2 Maths Students Age Range m WB Current Potential Address FM Centre Association Full Name FR Park School and Community Month Year College Addess1 Wisin Curent Joined Address 2 Registered Since iw i Address 3 Potential Last Approached I v v Town City Wessettown Toury E
69. ts to attend them all For those sessions which conflict with the school college timetable would be grateful if you could let me know which students are able to attend as soon as possible Tel 0176 7652836 Mob 0774 8964234 Fax 0176 7652418 Email donad persimon Gf mn org FMNOO7 Version 1 0 V1 2 Admin Database 18 01 06 55 Venues This report provides a summary of the venue data To run this report select select the Lessons option from the Main menu then select the Venues option Further Maths Centre Database V1 2 Training 20Jan06 Venues question for help Vennes iD 2 Room B57 Type Classroom Building Science Block Capaci 35 Institution Canon Park School and sit ity A Community College Facilities Whiteboard Address 1 Wigston Road OHP Address 2 Wessettown Rather noisy W2 2MN 3 3a Type Lower School H Cardinal Ropall Catholic School Aan and Community College Facilities Address1 Sandpits Lane Address Cuney Address 3 Wesseltown WE 2FG 1 B102 Type Seminar Room Reimann Building Capaci 15 Wessex Further Maths Centre pani Facilities Blackboard OHP Address1 Mathematics Institute Hir A Adcress2 Unhersityof Wessex Digital projector Address 3 Hitown Wessex WX BAN Often booked out on Wednesday aftemoon 7 BOA Type Seminar Room Reimann Building Capaci 20 Wessex Further Maths Centre oer did 2 Facilities OHP blackboard digital projector Addess1 Unie
70. u will need to confirm this with your IT Support Staff It is also worth checking how easy it is to restore your database and how far back you would be able to restore to If you are keeping the database on a stand alone machine then you should copy it to a removable storage medium e g cd USB stick and take it off site for safe keeping It is recommended that you keep each back up copy for at least two weeks before over writing it this will enable you to restore a version of the database that is up to two weeks old Making returns Immediately after the end of each calendar month please take a copy of your database zip up the file and e mail it to Dave Griffiths Dave Griffiths mei org uk There is no need to include the security file To zip up the file 1 Right click on the file in the folder 2 Select the Send to option followed by Compressed Zipped Folder This will zip up the file and place it the same folder as the original file 3 You can then attach the zipped folder to an e mail If you have WinZip installed you can use the option that places the zipped folder in an e mail message automatically if you prefer 83 Integrated operation Once a sufficient number of Centres are up and running we aim to connect all the FMC Centre databases to a central server after which e Your data will be regularly backed up and available to help us support you e The data we need for financial and statistical analysis will b
71. ver The method to be employed for your FM Centre will depend on your individual requirements 1 The FM Centre s data will be held centrally on a central server FM Centre users will access the database via an internet link This will require a reliable internet connection but has the advantage that it will be possible to access your data by more than one user it will therefore be the preferred option for FM Centres with more than one Manager 2 The FM Centre s data will be held locally on the FMC Manager s pc At the end of each session a copy of the data will be automatically sent to the National Centre s server as a backup and to aide support This will be the preferred option if your internet connection is not reliable The National Team will help you to decide which method best matches your circumstances MS Access Database Terminology The following terms are used to refer to various parts of the database Table MS Access is a relational database development tool This means that the data is held in a number of tables that are related to each other via common fields A table is a series of records of the same type e g a table of students Record This is a row in the data table e g John Smith is a student in the Student table Field This is an attribute of the record equivalent to a column in the data table e g Student Surname Form This is the name used in Access 2003 for a screen used to display input and a

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