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Building An Automated Record System : Back to Home National Forum on Education Statistics
Introduction Purpose of this Booklet Contents of this Booklet Description of a Student Record Description of a Student Record System Benefits of a Well-Designed Automated Student Record System Steps for Designing and Implementing an Automated Student Record System Summary Resource List
Step 1Step 2Step 3Step 4Step 5Step 6Step 7Step 8Step 9Step 10Step 11Step 12

Careful attention to these steps will help to ensure that important issues are resolved and implementation facilitated.

Steps for Designing and Implementing an Automated Student Record System

The recommended process for designing or redesigning an automated student record system is described below. These twelve steps detail the sequence to use and the issues that should be resolved when identifying the solution for your education organization. As with most systems, however, these steps and their associated issues are never fully resolved because the whole process is ongoing. The standards and principles upon which the system is designed will have to be continually monitored and revised as needed by an organization.

Steps for designing and implementing a student record system

  1. Determine the desired uses of the student record system.
  2. Identify federal, state, and local regulations affecting the maintenance of student records.
  3. Select the overall contents of the student record system.
  4. Select the data elements to be kept in the student record system.
  5. Select a system for assigning a unique identifier to each student.
  6. Determine the physical design of the student record system.
  7. Identify the format for the data within the student record system.
  8. Determine how you will enter or import data into the student record system.
  9. Determine your procedures for providing access to the system.
  10. Plan ways to ensure the integrity of the data in the student record system.
  11. Plan procedures for doing standard and ad hoc analysis and reporting.
  12. Develop procedures for appropriate reporting of student data.

The support of the organization is critical to successful implementation of a student record system. Data are not free. Organizational resources, including manpower, dollars and time, must be dedicated to the design, collection, processing, analysis, and reporting aspects of the student record system. Ongoing maintenance, operations, and training must be planned and funded from the beginning. Policies and procedures are needed that will provide for sound management of the system and elicit the highest quality, most accurate data from system users. Finally, users - those who will enter, analyze, and otherwise access the data - must be prepared to effectively maintain and utilize the system. Effective management will ensure that their concerns and needs are addressed in decisions made about the system, and will provide for training to ensure effective usage of the system.

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