Overview

Teacher

Timetable

ID

Teacher ID

Class

Class-Student

Login name

Class ID

ID

Class ID

Student

Name 1

Period

Name

Student ID

ID

Name 2

ID

Period ID

Room

Year group

First name

Name 3

Name

Room ID

ID

Primary?

House

Surname

Password

Start time

Name

ID

House ID

Email

End time

Day

Name

Preferred name

Hotsync

Day ID

ID

School Role No.

Filter

Name

Form

Year group

Offset

ID

Form ID

Name

DOB

Details for each table

	Teacher			This table is required before any class, student or timetable data can be used. It is also used to create/update teacher accounts.
	ID			Required unique identifier - can be text or numeric. Could even be a login name. Is used to identify timetable data with a teacher
	Login name			Required. Will be the login name used for this teacher
	Name 1			Optional. Up to 3 parts of a name can be identified. STEARsoft will put these together to produce a readable name for each teacher.
	Name 2
	Name 3
	Password			Optional. If given will set the password for each teacher as defined in your database. Otherwise passwords will default to being blank.
	Email			Optional. If given will import email addresses for each teacher. Email addresses can make password management easier.
	Hotsync			Optional. If synchronising with a Palm Handheld device, this is the identifier used.
	Filter			Optional. Can be used to select a group of teachers. For example, the field might be current? and the match might be 1.

	Timetable			An optional table, but required to import any class, student or timetable data.
	Teacher ID			Required unique identifier which must match the ID of a teacher.
	Class ID			Required unique identifier which must match the ID of a Class. This is used to allocate classes to teachers.
	Period ID			Optional unique identifier. If given, must match the ID of a Period (time of day). Used with Day ID to specify when a class is taught.
	Room ID			Optional. Name of a room or unique identifier that must match the ID of a Room.
	Day ID			Optional unique identifier. If given, must match the ID of a Day. Used with Period ID to specify when a class is taught.

	Class			This table is optional. If used, it combines with timetable information to import class details to teacher accounts.
	ID			Required unique identifier - can be text or numeric. Used to match with the Class ID given in Timetable data.
	Name			Required. The display name for the class. Class names must be unique. They should also be short to keep timetable displays neat.
	Year group			Optional, but strongly recommended. Numeric field to identify a year group.
	Primary?			Optional, but recommended. Identifies which classes are used for legal registration data.

	Class-Student			This table is optional. If used, it identifies which classes each student belongs to.
	Class ID			Required. Used to match with the ID given in Class data.
	Student ID			Required. Used to match with the ID given in Student data.

	Student			This table is optional. If used, it requires the Class-Student, Class and Timetable tables and imports student data to classes.
	ID			Required unique identifier - can be text or numeric. It is used to identify students when allocating them to classes using the Class-Student table.
	First name			Required.
	Surname			Required. Family name.
	House ID			Optional. Must match with an ID in House data to allocate each student to a house. Often used for pastoral grouping.
	Preferred name			Optional. Can be used to identify a nick-name, middle or other name the student is usually called.
	School Role No.			Optional, but strongly recommended, numeric value (32-bit unsigned integer). When used, STEARsoft matches registration data using this value to identify suspicious absence and to match sign in/out data.
	Year group			Optional, but recommended. This is helpful when searching for, or identifying, students.
	Form ID			Optional. Must match with an ID in Form data to allocate each student to a form. Often used for pastoral grouping.
	DOB			Optional date, or text in date (xx/xx/xxxx) format. The student's Date of Birth. When using a Palm Handheld, students are highlighted in your register when it is their birthday.

	Day			This table is optional. It is required if importing timetable data though. It specifies the days of the week to show in timetables and can identify 2 or three week periods for timetables that span more than one week.
	ID			Required unique identifier - can be text or numeric. It is used to match with Day ID in timetable information.
	Name			Required. Eg Monday, Tuesday, Wednesday etc.
	Offset			Required numeric value that indicates how many days from the start of the week this refers. For multi-week timetables, days not in the first week will accordingly have values greater than 7.

	Period			This table is optional. It is required if importing timetable data though. It specifies the times of the day to show in timetables.
	ID			Required unique identifier - can be text or numeric. It is used to match with Period ID in timetable information.
	Name			Required. Eg P1, P2, P3 etc. Note that Period Names must be very short (max 2 characters) to keep attendance sheets looking neat.
	Start time			Required time value that indicates the start of the time period. Can also be in 24hour text format: (hh:mm)
	End time			Required time value that indicates the end of the time period. Can also be in 24hour text format: (hh:mm)

	Room			This table is optional. It is used to identify rooms in timetable data.
	ID			Required unique identifier - can be text or numeric. It is used to match with Room ID in timetable information.
	Name			Required. Note that Room Names should be kept short to keep timetables looking neat.

	House			This table is optional. It is used to identify house groups for students to be associated with.
	ID			Required unique identifier - can be text or numeric. It is used to match with House ID in student information.
	Name			Required.

	Form			This table is optional. It is used to identify form groups for students to be associated with.
	ID			Required unique identifier - can be text or numeric. It is used to match with Form ID in student information.
	Name			Required.

General note:

You can identify the same field more than once in a table. For example you can use a Surname field to be the login name as well as part of a teacher name, or the school role number to also be the unique ID for a student. This applies to IDs when using text too; you can use the name field in your table to also be the unique ID in tables like House, Form, Period etc. You must remember that the ID is used to match data from one table to another though.