Know and understand school management systems are used to manage learner registration and attendance

ICT 0417 – School Management Systems (SMS): Learner Registration & Attendance

1. Overview of a School Management System

• Definition: A specialised software package that supports the administration of a school – e.g. learner records, staff data, timetables, fees, examinations, registration and attendance.
• Typical modules: Admissions, Attendance, Timetabling, Finance, Reporting, Communication.
• Key terminology (AO1): database, user interface, server, client, cloud‑based, on‑premise, API.

2. Computer Hardware & Software Foundations (Syllabus blocks 1‑5)

2.1 Hardware basics

• CPU (central processing unit): Executes instructions; the “brain” of the computer.
• RAM (random‑access memory): Temporary storage for data being processed – larger RAM = smoother multitasking.
• Primary storage: Hard‑disk drive (HDD) or solid‑state drive (SSD) where the operating system and SMS files reside.
• Secondary storage: USB flash drives, external hard disks, cloud storage – used for backups and archiving.
• I/O devices: Keyboard, mouse, scanner (for documents), digital camera (learner photos), printer, barcode scanner.

2.2 Software basics

• System software: Operating system (Windows, macOS, Linux) that manages hardware resources.
• Application software: The SMS itself plus supporting tools (word processor, spreadsheet, web browser).
• Utility software: Anti‑virus, backup programmes, compression tools (ZIP).

2.3 Networking essentials (Syllabus block 5)

• LAN (local area network): Connects computers within the school – typically via Ethernet cables and a switch.
• Router & Wi‑Fi access point: Provides wired and wireless connectivity and links the LAN to the Internet.
• NIC (network interface card): Hardware that enables a computer to communicate on the network.
• Cloud‑based SMS: Data stored on remote servers; accessed through a web browser over the Internet.

3. Effects of Using IT & Health & Safety (Syllabus block 6)

• Positive effects: Faster data processing, reduced paperwork, instant communication, data‑driven decision‑making.
• Negative effects: Over‑reliance on technology, risk of data loss, possible distraction for learners.
• Physical health: Repetitive‑strain injury (RSI), eye strain, poor posture.
• Mitigation strategies: 20‑20‑20 rule (look 20 ft away for 20 seconds every 20 minutes), ergonomic chairs, adjustable monitor height, regular breaks.
• E‑safety & digital citizenship: Safe internet use, respecting copyright, avoiding cyber‑bullying, using strong passwords.

4. Communication, Audience & Media (Syllabus blocks 7‑9)

4.1 Communication media

• Email (formal notifications, invoices)
• Instant messaging (e.g. Microsoft Teams for staff chats)
• Video‑conferencing (parent‑teacher meetings)
• Intranet posts (school‑wide announcements)
• Extranet (restricted portal for external partners such as exam boards)

4.2 Audience analysis activity

Students prepare a short message about a new attendance‑alert policy for three different audiences:

1. Head of School – formal, data‑focused.
2. Parents – friendly, clear instructions on how to read the alert.
3. Inspectors – concise, referencing statutory requirements.

4.3 Copyright & Licensing

• Use of Open Educational Resources (OER) and Creative Commons licences.
• Proper attribution for images, charts, and code snippets.
• Avoiding plagiarism by paraphrasing and citing sources.

5. File Management (Syllabus block 10)

• Folder hierarchy: School/2025/Registration/, School/2025/Attendance/, School/2025/Reports/.
• Naming conventions: LRN12345RegistrationForm.pdf, Class10AAttendance_Jan2025.xlsx.
• Compression: ZIP multiple learner photos before bulk upload.
• Backup strategy: Daily incremental backup to an off‑site cloud service + weekly full backup.

6. Learner Registration Process (AO2)

1. Data capture: Personal, contact, and academic details entered via an online form.
2. Verification: Check birth certificate, immunisation record, previous school reports.
3. Allocation: System generates a unique Learner ID, assigns a class, and creates a timetable entry.
4. Confirmation: Auto‑generated enrolment letter, fee invoice and welcome email are sent to parents.

7. Attendance Management (AO2)

1. Teacher logs in (username, password, optional two‑factor authentication).
2. Selects class and period from the timetable view.
3. Marks each learner as Present, Absent, Late or Excused.
4. System updates the cumulative attendance record instantly.
5. Automatic alerts (SMS/email) are sent when a learner exceeds a predefined absence threshold (e.g., 5 consecutive days).
6. Reports can be exported (CSV, PDF) for analysis or statutory submission.

8. Core Database Design (Syllabus block 16)

Sample query (AO2):

SELECT l.firstname, l.lastname, a.date, a.status
FROM Attendance a
JOIN Learners l ON a.learnerid = l.learnerid
WHERE a.status = 'Absent' AND a.date BETWEEN '2025-01-01' AND '2025-01-31';

9. Data Presentation – Graphs & Charts (Syllabus block 11)

• Bar chart: Monthly attendance % per class.
• Line graph: Individual learner’s attendance trend over a term.
• Pie chart: Proportion of absence reasons (illness, family, unexplained).

Students should be able to interpret the chart and suggest an intervention (AO3).

10. Document Production (Syllabus block 12)

• Enrolment letter template: Uses merge fields (<>, <>, <>).
• Mail‑merge: Generates personalised fee invoices for all learners in one step.
• Proof‑reading: Spell‑check, grammar check, peer review before sending.
• Export to PDF: Secures the document for electronic distribution.

11. Presentation Skills (Syllabus block 13)

• Slide deck for staff training – consistent master slide, logo, colour scheme.
• Embedding screenshots of the attendance module and sample charts.
• Speaker notes to guide the presenter and keep timing under control.

12. Spreadsheets (Syllabus block 14)

• Attendance percentage formula: =COUNTIF(B2:B31,"Present")/COUNTA(B2:B31)
• Conditional formatting: Highlight rows where attendance < 75 % in red.
• Pivot table: Summarise total absences by class, month, and reason.

13. Website Authoring – Intranet Page (Syllabus block 15)

Simple HTML/CSS page that allows parents to view their child’s attendance summary after logging in securely.

<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<title>Attendance Summary</title>
<link rel="stylesheet" href="styles.css">
</head>
<body>
<h1>Attendance Summary – <></h1>
<table>
<tr><th>Date</th><th>Period</th><th>Status</th></tr>
</table>
<p>Download as CSV: <a href="attendance.csv">attendance.csv</a></p>
</body>
</html>

Accessibility notes: alt‑text for images, sufficient colour contrast, keyboard‑navigable forms, HTTPS encryption.

14. Benefits & Evaluation (AO3)

• Reduces paperwork → fewer transcription errors.
• Instant, up‑to‑date data for teachers, parents and administrators.
• Rapid generation of statutory reports (e.g., attendance percentages required by the education authority).
• Automated notifications improve home‑school communication.
• Data‑driven early‑warning system for at‑risk learners.
• Enhanced security – role‑based access, audit trails, encryption.
• Possible disadvantage: High initial cost and need for ongoing technical support; reliance on electricity and internet may cause disruption.

15. Systems Development Life‑Cycle (SLDC) – Artefacts for an SMS Project

1. Analysis: Requirement specification document (e.g., list of registration fields, attendance rules).
2. Design: Data‑model diagram (ER diagram) and UI mock‑ups.
3. Development & Testing: Source code repository and unit‑test reports.
4. Implementation: Installation guide and training hand‑out for staff.
5. Documentation: User manual and online help files.
6. Evaluation: Post‑implementation questionnaire and performance metrics (e.g., time saved per registration).

16. Safety & Security (Syllabus block 8)

Physical safety

• Ergonomic workstations, cable management, fire‑extinguishers, clear evacuation routes.

E‑safety

• Safe internet use policies, netiquette, anti‑cyberbullying guidelines.

Data protection (GDPR‑style principles)

• Consent for data collection, right to access, right to be forgotten, secure storage.

Threats & Counter‑measures

• Malware – anti‑virus and regular updates.
• Phishing – user awareness training.
• Ransomware – offline backups and immutable snapshots.

Encryption & Authentication

• SSL/TLS for web access (HTTPS).
• Password policies (minimum length, complexity) and two‑factor authentication for teachers.

Case‑study snippet

A secondary school secures its SMS by encrypting the database at rest, restricting attendance entry to the “Teacher” role, and scheduling nightly backups to an off‑site cloud service. Audit logs record every login and data change.

17. Representative ICT Applications (Beyond School Management)

• Banking applications: Online account management, transaction monitoring, fraud detection.
• Expert systems: Medical diagnosis tools, rule‑based decision support.
• Satellite navigation: GPS mapping, real‑time traffic updates.
• Retail point‑of‑sale (POS): Inventory control, sales reporting.

18. Flowchart – Registration to Reporting

19. Review Questions (AO1–AO3)

1. List the personal and academic information collected during learner registration and explain why each item is required.
2. Describe how an SMS can automatically generate a parent alert when a learner’s attendance falls below 75 %.
3. Identify three advantages of using an SMS over a paper‑based system for attendance tracking, and evaluate one possible disadvantage.
4. Explain the relationship between the Learners and Attendance tables in a relational database, using the terms “primary key” and “foreign key”.
5. Outline the six stages of the Systems Life‑Cycle and give one artefact that might be produced at each stage for an SMS project.
6. Discuss two security measures that should be applied to protect the school’s attendance data.
7. Using a spreadsheet, show how you would calculate the monthly attendance percentage for a class of 30 learners.
8. Produce a simple bar chart (hand‑drawn or using software) that compares the attendance percentages of three classes for the month of March.
9. Write a short email to parents informing them of a new attendance‑alert policy; adapt the tone for (a) staff, (b) parents, and (c) inspectors.
10. Explain two health‑related risks of prolonged computer use and how they can be mitigated in the school environment.