NARRATIVE:
You are creating a database structure to keep up with the informational records of a college. Initially there will be two tables of data. The table called REGISTRAR contains the master list of names, addresses, and general information about students. The Student ID field contains a unique identifying number that must never be duplicated that is used to access other tables of data in the database. It is not unusual for that identifying number to be an individual’s student id number. This is the Primary Key of the Registrar Table. The RECORDS table contains a comprehensive list of all courses taken by all students at the school. Subsequent activities will enable you to link these and other tables together to create reports and summaries of the data. Be very careful to enter your data accurately – Every keystroke matters!
CONTENT FOR DATABASE:
Name the table REGISTRAR Table (Structure and Data) Complete the following in Design View:
Field Name
StudentID
Data Type
Text- Primary Key
Description
Unique 9 Digit Number
Field Size/Format
9
FirstName
Text
30
You are creating a database structure to keep up with the informational records of a college. Initially there will be two tables of data. The table called REGISTRAR contains the master list of names, addresses, and general information about students. The Student ID field contains a unique identifying number that must never be duplicated that is used to access other tables of data in the database. It is not unusual for that identifying number to be an individual’s student id number. This is the Primary Key of the Registrar Table. The RECORDS table contains a comprehensive list of all courses taken by all students at the school. Subsequent activities will enable you to link these and other tables together to create reports and summaries of the data. Be very careful to enter your data accurately – Every keystroke matters!
CONTENT FOR DATABASE:
Name the table REGISTRAR Table (Structure and Data) Complete the following in Design View:
Field Name
StudentID
Data Type
Text- Primary Key
Description
Unique 9 Digit Number
Field Size/Format
9
FirstName
Text
30
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MiddleName
Text
30
LastName
Text
40
Address
Text
50
City
Text
25
State
Text
2
Zip+4
Text
Use Input Mask
10
Phone
Birthdate
Text
Date/Time
Use Input Mask
15
Short Date
Complete the following by typing in Datasheet View (looks like Excel) or Create a Form using the Form
Wizard to enter the data in individual records
Student ID First Middle Last Address City State Zip+4 Phone Birth Date
111223333 Deana Erin Smythe 123 Anywhere St. Atlanta GA 30303-1420 404-555-5555 1/15/1989
222334444 Elena Carleen Diaz 1 Main St. Dallas TX 26506-3636 808-555-2345 4/22/1987
333445555 Jeremy Travis Hobbs 64 Slim Road Macon GA 31606-0801 912-555-1234 10/11/1991
444556666 Rosalie Cohen Dayton 88 Go Getter Hwy. Milton GA 32020-1210 770-555-1212 5/9/1988
555667777 Carina Anne Horton 55 Diamond Place Athens GA 30159-9211 706-555-4343 6/26/1992
666778888 Aaron Bryan Ames 555 Seed Town Rd. Upstate NY 12020-0122 917-555-5678 12/25/1989
777889999 Michael Zack Newton 34 Sliced Pie Rd. Gainesville GA 30034-4682 706-234-5432 9/27/1992
888990000 Graciela Josefina Lopez 24 Down Hatch St. Valdosta GA 30257-1329 912-777-6543 3/25/1990
*YOUR ID Your M. Name Your Address CITY STATE ZIP PHONE Your B-Day
* Your id will be 99999+your last 4 digits of your GPC ID: example 999991234
Text
30
LastName
Text
40
Address
Text
50
City
Text
25
State
Text
2
Zip+4
Text
Use Input Mask
10
Phone
Birthdate
Text
Date/Time
Use Input Mask
15
Short Date
Complete the following by typing in Datasheet View (looks like Excel) or Create a Form using the Form
Wizard to enter the data in individual records
Student ID First Middle Last Address City State Zip+4 Phone Birth Date
111223333 Deana Erin Smythe 123 Anywhere St. Atlanta GA 30303-1420 404-555-5555 1/15/1989
222334444 Elena Carleen Diaz 1 Main St. Dallas TX 26506-3636 808-555-2345 4/22/1987
333445555 Jeremy Travis Hobbs 64 Slim Road Macon GA 31606-0801 912-555-1234 10/11/1991
444556666 Rosalie Cohen Dayton 88 Go Getter Hwy. Milton GA 32020-1210 770-555-1212 5/9/1988
555667777 Carina Anne Horton 55 Diamond Place Athens GA 30159-9211 706-555-4343 6/26/1992
666778888 Aaron Bryan Ames 555 Seed Town Rd. Upstate NY 12020-0122 917-555-5678 12/25/1989
777889999 Michael Zack Newton 34 Sliced Pie Rd. Gainesville GA 30034-4682 706-234-5432 9/27/1992
888990000 Graciela Josefina Lopez 24 Down Hatch St. Valdosta GA 30257-1329 912-777-6543 3/25/1990
*YOUR ID Your M. Name Your Address CITY STATE ZIP PHONE Your B-Day
* Your id will be 99999+your last 4 digits of your GPC ID: example 999991234
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2
Name the table RECORDS Table (Structure and Data) Complete the following in Design View:
Name the table RECORDS Table (Structure and Data) Complete the following in Design View:
3
****Your Number would not end in letters – 999991234 would be the number for you if your id ends in 1234
TASKS:
1- Create the database – Student Grades using Microsoft Access, one table will be Registrar and one table will be Records. Enter the data as indicated on these sheets and be sure to add yourself to the two tables as instructed.
2- Create a Form for the Registrar table so that a future user can enter their data into the database using a more user friendly method. You may be simple or add pictures. You may do this at the end but it will make data entry simpler.
3- Create a Form for the Records table so that a future user can enter their data into the database
3
using a more user friendly method. You may be simple or add pictures. You may be simple or add pictures. Again, this can be done at the end but it will make data entry simpler.
4- Create a one-to-many relationship between the two tables, enforcing referential integrity. This relationship will be between the primary key in Registrar (Student ID) and the foreign key in Records (Student ID). This is found by editing relationships on the Data tab on the ribbon.
5- Create a simple query and then a simple report showing the Student ID number, first name, last name, and phone number for all students in alphabetical order. Save your query and name your report Alpha Order.
6- Create a query and report for honoring birthdays that contains the following fields: Student ID, First Name, Last Name, Phone, and Birth Date printed in Birth Date order. Save your query and name your report Birthday Order.
7- Create a query and report that lists all students from Georgia that contains the following fields: Student ID, First Name, Last Name, City, State, and Zip printed in Last Name alphabetical order. Save your query and name your report Georgia Students.
8- Create a query and a report that contains the following fields: Student ID, First Name, Last Name, Course Term, Grade, Grade Date, and Course Name printed in Grade Date order that lists all student records that have taken any Accounting or Math course. Save your query and name your report Accounting or Math. To do this you will have to use the wild card * to get all Math courses and Accounting – such as MATH* and ACCT* that way, it will only pull any course that begins with Math or Accounting
9- Create a query and report which shows a list of students who have earned a grade of C or better in any Economics course containing the needed fields to demonstrate which students earned the grades. You choose the appropriate fields to complete this report. Save your query and name your report Econ Grades. Hint: the grade column should be limited in the query <=C to get grades that are less than C in alphabetical order or A or B. Create a Form for the Registrar table so that a future user can enter their data into the database using a more user friendly method. You may be simple or add pictures. You might have done this in the beginning to make data entry simpler.
10- Save your completed database and prepare it to be sent to me in iCollege. You may need to zip the database down. Once Access is closed, find the file in your Folders, Right mouse click on it and click Send to then click Compressed (zipped) folder. Windows will automatically compress the file for you. When you send it to me, in the iCollege dropbox, send me the Compressed file (.zip format only; no .RAR files accepted) – I will expand and open on my end for grading. Make sure that you are not sending me the .accdb file without zipping and also make sure not to send a .lnk file as it is only a link and not something I can open.
****Your Number would not end in letters – 999991234 would be the number for you if your id ends in 1234
TASKS:
1- Create the database – Student Grades using Microsoft Access, one table will be Registrar and one table will be Records. Enter the data as indicated on these sheets and be sure to add yourself to the two tables as instructed.
2- Create a Form for the Registrar table so that a future user can enter their data into the database using a more user friendly method. You may be simple or add pictures. You may do this at the end but it will make data entry simpler.
3- Create a Form for the Records table so that a future user can enter their data into the database
3
using a more user friendly method. You may be simple or add pictures. You may be simple or add pictures. Again, this can be done at the end but it will make data entry simpler.
4- Create a one-to-many relationship between the two tables, enforcing referential integrity. This relationship will be between the primary key in Registrar (Student ID) and the foreign key in Records (Student ID). This is found by editing relationships on the Data tab on the ribbon.
5- Create a simple query and then a simple report showing the Student ID number, first name, last name, and phone number for all students in alphabetical order. Save your query and name your report Alpha Order.
6- Create a query and report for honoring birthdays that contains the following fields: Student ID, First Name, Last Name, Phone, and Birth Date printed in Birth Date order. Save your query and name your report Birthday Order.
7- Create a query and report that lists all students from Georgia that contains the following fields: Student ID, First Name, Last Name, City, State, and Zip printed in Last Name alphabetical order. Save your query and name your report Georgia Students.
8- Create a query and a report that contains the following fields: Student ID, First Name, Last Name, Course Term, Grade, Grade Date, and Course Name printed in Grade Date order that lists all student records that have taken any Accounting or Math course. Save your query and name your report Accounting or Math. To do this you will have to use the wild card * to get all Math courses and Accounting – such as MATH* and ACCT* that way, it will only pull any course that begins with Math or Accounting
9- Create a query and report which shows a list of students who have earned a grade of C or better in any Economics course containing the needed fields to demonstrate which students earned the grades. You choose the appropriate fields to complete this report. Save your query and name your report Econ Grades. Hint: the grade column should be limited in the query <=C to get grades that are less than C in alphabetical order or A or B. Create a Form for the Registrar table so that a future user can enter their data into the database using a more user friendly method. You may be simple or add pictures. You might have done this in the beginning to make data entry simpler.
10- Save your completed database and prepare it to be sent to me in iCollege. You may need to zip the database down. Once Access is closed, find the file in your Folders, Right mouse click on it and click Send to then click Compressed (zipped) folder. Windows will automatically compress the file for you. When you send it to me, in the iCollege dropbox, send me the Compressed file (.zip format only; no .RAR files accepted) – I will expand and open on my end for grading. Make sure that you are not sending me the .accdb file without zipping and also make sure not to send a .lnk file as it is only a link and not something I can open.
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