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#11
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Setting up tables for grades
I was thinking the problem was my tables. Here's my current structu
tblStudents: StudentID Last Name First Name Class # tblCourses: CourseID Course tblCourseGrades: GradeID (Primary Key) StudentID (Foreign Key) CourseID (Foreign Key) Grade tblStudents has other fields, but those are the only ones that pertain to setting up the grades. I know the naming convention for the field names isn't proper, but I inherited the database and I'm afraid of changing the field names because it might cause many other things to fail in the database. Here's how my school operates: Student shows up and is assigned to a class. The class takes the 13 classes sequentially. A few weeks later some more students show up, are assigned to a class, and they start the courses as well, taking them sequentially. Hopefully that helps clear up what I'm looking for and expecting. I was thinking I could just create a form that I could select the student from a combo box, and the subform would list the courses and allow me to input the student's grade for each class (to be stored in tblCourseGrades). Then I would create report(s) that would allow me to take those grades and output them in various formats (one individualized for the student, one for the class, and then whatever other ones I get tasked to provide). I really do thank you for helping me out and trying to make me understand how this is really supposed to work. |
#12
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Setting up tables for grades
On Fri, 23 Apr 2010 11:14:01 -0700, Gntlhnds
wrote: I was thinking the problem was my tables. Here's my current structu tblStudents: StudentID Last Name First Name Class # What's Class#? I'd remove the blanks from the fieldnames and avoid using # - it's a date delimiter and can cause problems in fieldnames. If you do keep them you must ALWAYS use [square brackets] around the fieldnames. tblCourses: CourseID Course tblCourseGrades: GradeID (Primary Key) StudentID (Foreign Key) CourseID (Foreign Key) Grade That appears to be correct. You might want to create a unique twofield index on StudentID and CourseID to prevent one student from being signed up to the same course twice. tblStudents has other fields, but those are the only ones that pertain to setting up the grades. I know the naming convention for the field names isn't proper, but I inherited the database and I'm afraid of changing the field names because it might cause many other things to fail in the database. Here's how my school operates: Student shows up and is assigned to a class. The class takes the 13 classes sequentially. A few weeks later some more students show up, are assigned to a class, and they start the courses as well, taking them sequentially. Hopefully that helps clear up what I'm looking for and expecting. I was thinking I could just create a form that I could select the student from a combo box, and the subform would list the courses and allow me to input the student's grade for each class (to be stored in tblCourseGrades). Then I would create report(s) that would allow me to take those grades and output them in various formats (one individualized for the student, one for the class, and then whatever other ones I get tasked to provide). I really do thank you for helping me out and trying to make me understand how this is really supposed to work. You're doing OK. I'd suggest basing a Form on tblStudents; use the combo box wizard to create an unbound combo on the form to navigate to a particular student's record (use the option "Use this combo to find a record" in the wizard). On the form you would put a Subform based on tblCourseGrades. This subform would use the StudentID as the master/child link field, and have a combo box for the CourseID; the combo's rowsource would be the Courses table to let you pick which courses for that student. The combo will show all the courses. Next to the combo you'ld have a textbox to enter the grade. -- John W. Vinson [MVP] |
#13
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Setting up tables for grades
Man, this helped so much. This is what I started to try to do, but for some
reason I couldn't get the darn thing to work properly. Your step-by-step instructions was just what I needed. About the naming conventions, I unfortunately inherited this database, so normally I would try to adhere to them, however, I'm afraid that if I change the names of things, they wouldn't propagate properly. I've already tried renaming various forms, tables, reports, and queries, and things ended up not working, and I'd spend hours going back through trying to find places where the changes didn't propagate. |
#14
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Setting up tables for grades
On Mon, 26 Apr 2010 07:04:04 -0700, Gntlhnds
wrote: Man, this helped so much. This is what I started to try to do, but for some reason I couldn't get the darn thing to work properly. Your step-by-step instructions was just what I needed. Glad to have been of help, and good luck with the database! Don't hesitate to post back if you still have problems. -- John W. Vinson [MVP] |
#15
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Setting up tables for grades
I am actually having another problem. I'm trying to do a report and in the
footer of StudentID I have an unbound text box to calculate the average grade for each student. Here is the formula I'm using: =Avg(IsNumeric([Grade])). It doesn't return the correct grade (-0.825), and it gives the same answer for each student. Any thoughts? I know this is the Forms thread, so I can move this question to the Reports if need be. "John W. Vinson" wrote: On Mon, 26 Apr 2010 07:04:04 -0700, Gntlhnds wrote: Man, this helped so much. This is what I started to try to do, but for some reason I couldn't get the darn thing to work properly. Your step-by-step instructions was just what I needed. Glad to have been of help, and good luck with the database! Don't hesitate to post back if you still have problems. -- John W. Vinson [MVP] . |
#16
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Setting up tables for grades
On Tue, 27 Apr 2010 05:43:01 -0700, Gntlhnds
wrote: I am actually having another problem. I'm trying to do a report and in the footer of StudentID I have an unbound text box to calculate the average grade for each student. Here is the formula I'm using: =Avg(IsNumeric([Grade])). It doesn't return the correct grade (-0.825), and it gives the same answer for each student. Any thoughts? I know this is the Forms thread, so I can move this question to the Reports if need be. IsNumeric() is a function which returns True (-1) if the value in [Grade] is numeric, and False (0) if it isn't. Your expression isn't averaging the grades; it's averaging the -1's and 0's, not what you want at all! Try =Avg(IIF(IsNumeric([Grade]), [Grade], Null) This will check to see if the field is numeric; if it is it will include it in the average, if it isn't the NULL will be ignored in the average. Why the need to check? What does the Grade field contain that isn't numeric, and why are you trying to average non-numeric values? -- John W. Vinson [MVP] |
#17
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Setting up tables for grades
I know it has been a while since this post was made, but I've finally been
able to devote some time into trying to finish this. I've run into a problem, though. In my subform, I have a datasheet with two columns, Course and Grade. Course is a combo box with CourseID as its control sourse (from tblCourseGrades), its row source is tblCourses, its bound column is 1, it is set up with two colums, column widths being 0";1". Grade has its control sourse as Grade from tblCourseGrades. The problem comes when I try to select the course to input a grade for it. It won't let me select any course and tells me in the lower left of the screen "control can't be edited; it's bound to AutoNumber field "ControlID". If I try to make it an unbound control, then the courses column appears blank, and when I try to select a course, it makes that the course for all the records in the datasheet. If I try to use Course from tblCourses as its control source, I get a message that pops up when I try to select a course that says "Field cannot be updated", and if I click "ok" on that it will leave my input as it is, and if I go to another record and back to that original record, it will allow me to input a grade. The side effect is that in tblCourseGrades there is a new record, but nothing in the StudentID field, and tblCourses has a new record that isn't supposed to be there. What do I need to do to get this seemingly straightforward form to work properly? Thanks for the help. "John W. Vinson" wrote: On Fri, 23 Apr 2010 11:14:01 -0700, Gntlhnds wrote: I was thinking the problem was my tables. Here's my current structu tblStudents: StudentID Last Name First Name Class # What's Class#? I'd remove the blanks from the fieldnames and avoid using # - it's a date delimiter and can cause problems in fieldnames. If you do keep them you must ALWAYS use [square brackets] around the fieldnames. tblCourses: CourseID Course tblCourseGrades: GradeID (Primary Key) StudentID (Foreign Key) CourseID (Foreign Key) Grade That appears to be correct. You might want to create a unique twofield index on StudentID and CourseID to prevent one student from being signed up to the same course twice. tblStudents has other fields, but those are the only ones that pertain to setting up the grades. I know the naming convention for the field names isn't proper, but I inherited the database and I'm afraid of changing the field names because it might cause many other things to fail in the database. Here's how my school operates: Student shows up and is assigned to a class. The class takes the 13 classes sequentially. A few weeks later some more students show up, are assigned to a class, and they start the courses as well, taking them sequentially. Hopefully that helps clear up what I'm looking for and expecting. I was thinking I could just create a form that I could select the student from a combo box, and the subform would list the courses and allow me to input the student's grade for each class (to be stored in tblCourseGrades). Then I would create report(s) that would allow me to take those grades and output them in various formats (one individualized for the student, one for the class, and then whatever other ones I get tasked to provide). I really do thank you for helping me out and trying to make me understand how this is really supposed to work. You're doing OK. I'd suggest basing a Form on tblStudents; use the combo box wizard to create an unbound combo on the form to navigate to a particular student's record (use the option "Use this combo to find a record" in the wizard). On the form you would put a Subform based on tblCourseGrades. This subform would use the StudentID as the master/child link field, and have a combo box for the CourseID; the combo's rowsource would be the Courses table to let you pick which courses for that student. The combo will show all the courses. Next to the combo you'ld have a textbox to enter the grade. -- John W. Vinson [MVP] . |
#18
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Setting up tables for grades
When asking about forms you should always describe the Record Source. Going
back to the table structu tblStudents: StudentID Last Name etc. tblCourses: CourseID Course tblCourseGrades: GradeID (Primary Key) StudentID (Foreign Key) CourseID (Foreign Key) Grade Click View Relationships. There should be a relationship between the two StudentID fields, and between the two CourseID fields. The linking fields in tblCourseGrades need to be the same data type as in tblStudent and tblCourses, except that if CourseID in tblCouse is autonumber, it needs to be Long Integer in tblCourseGrades. Your main form is bound to tblStudent, and your subform to tblCourseGrades. In design view, click the subform control (the "box" on the main form that contains the subform), and click View Properties. Be sure the Link Child and Link Master properties are set to StudentID, as it is the linking field between the two tables. On the subform, the Course combo box is bound to StudentID. Remember, the subform is bound to tblCourseGrades only, so the combo box has CourseID in tblCourseGrades as its Control Source. The Row Source for the combo box is tblCourse, with CourseID as the first (hidden) column and Course as the second (visible) column. The Bound Column for the combo box is 1, and the Column Count is 2. It sounds like you have the combo box set up correctly, but I am just reviewing. tblCourseGrades serves two purposes: It lets you assign students to classes, and when the class is complete it lets you assign grades. Before the grades are assigned you can use it to produce a listing of students who are supposed to be there (so you can take attendance, or whatever). You would do this by either creating a report based on tblCourse, with a subreport based on tblCourseGrades; or you could make a query that includes tblCourse and tblCourseGrades. Make a report based on this query, and group the report (View Sorting and Grouping) by CourseID. When you say your subform has a datasheet with two columns, I assume you mean your subform uses Datasheet as the Default View. It sounds as if your subform may be bound to something other than tblCourseGrades. Gntlhnds wrote: I know it has been a while since this post was made, but I've finally been able to devote some time into trying to finish this. I've run into a problem, though. In my subform, I have a datasheet with two columns, Course and Grade. Course is a combo box with CourseID as its control sourse (from tblCourseGrades), its row source is tblCourses, its bound column is 1, it is set up with two colums, column widths being 0";1". Grade has its control sourse as Grade from tblCourseGrades. The problem comes when I try to select the course to input a grade for it. It won't let me select any course and tells me in the lower left of the screen "control can't be edited; it's bound to AutoNumber field "ControlID". If I try to make it an unbound control, then the courses column appears blank, and when I try to select a course, it makes that the course for all the records in the datasheet. If I try to use Course from tblCourses as its control source, I get a message that pops up when I try to select a course that says "Field cannot be updated", and if I click "ok" on that it will leave my input as it is, and if I go to another record and back to that original record, it will allow me to input a grade. The side effect is that in tblCourseGrades there is a new record, but nothing in the StudentID field, and tblCourses has a new record that isn't supposed to be there. What do I need to do to get this seemingly straightforward form to work properly? Thanks for the help. I was thinking the problem was my tables. Here's my current structu [quoted text clipped - 51 lines] pick which courses for that student. The combo will show all the courses. Next to the combo you'ld have a textbox to enter the grade. -- Message posted via http://www.accessmonster.com |
#19
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Setting up tables for grades
I don't know how I missed my subform not being bound to tblCourseGrades. I
thought it was, but it had a SELECT statement as its record source. Thanks for the help. Now it is working the way that it should. "BruceM via AccessMonster.com" wrote: When asking about forms you should always describe the Record Source. Going back to the table structu tblStudents: StudentID Last Name etc. tblCourses: CourseID Course tblCourseGrades: GradeID (Primary Key) StudentID (Foreign Key) CourseID (Foreign Key) Grade Click View Relationships. There should be a relationship between the two StudentID fields, and between the two CourseID fields. The linking fields in tblCourseGrades need to be the same data type as in tblStudent and tblCourses, except that if CourseID in tblCouse is autonumber, it needs to be Long Integer in tblCourseGrades. Your main form is bound to tblStudent, and your subform to tblCourseGrades. In design view, click the subform control (the "box" on the main form that contains the subform), and click View Properties. Be sure the Link Child and Link Master properties are set to StudentID, as it is the linking field between the two tables. On the subform, the Course combo box is bound to StudentID. Remember, the subform is bound to tblCourseGrades only, so the combo box has CourseID in tblCourseGrades as its Control Source. The Row Source for the combo box is tblCourse, with CourseID as the first (hidden) column and Course as the second (visible) column. The Bound Column for the combo box is 1, and the Column Count is 2. It sounds like you have the combo box set up correctly, but I am just reviewing. tblCourseGrades serves two purposes: It lets you assign students to classes, and when the class is complete it lets you assign grades. Before the grades are assigned you can use it to produce a listing of students who are supposed to be there (so you can take attendance, or whatever). You would do this by either creating a report based on tblCourse, with a subreport based on tblCourseGrades; or you could make a query that includes tblCourse and tblCourseGrades. Make a report based on this query, and group the report (View Sorting and Grouping) by CourseID. When you say your subform has a datasheet with two columns, I assume you mean your subform uses Datasheet as the Default View. It sounds as if your subform may be bound to something other than tblCourseGrades. Gntlhnds wrote: I know it has been a while since this post was made, but I've finally been able to devote some time into trying to finish this. I've run into a problem, though. In my subform, I have a datasheet with two columns, Course and Grade. Course is a combo box with CourseID as its control sourse (from tblCourseGrades), its row source is tblCourses, its bound column is 1, it is set up with two colums, column widths being 0";1". Grade has its control sourse as Grade from tblCourseGrades. The problem comes when I try to select the course to input a grade for it. It won't let me select any course and tells me in the lower left of the screen "control can't be edited; it's bound to AutoNumber field "ControlID". If I try to make it an unbound control, then the courses column appears blank, and when I try to select a course, it makes that the course for all the records in the datasheet. If I try to use Course from tblCourses as its control source, I get a message that pops up when I try to select a course that says "Field cannot be updated", and if I click "ok" on that it will leave my input as it is, and if I go to another record and back to that original record, it will allow me to input a grade. The side effect is that in tblCourseGrades there is a new record, but nothing in the StudentID field, and tblCourses has a new record that isn't supposed to be there. What do I need to do to get this seemingly straightforward form to work properly? Thanks for the help. I was thinking the problem was my tables. Here's my current structu [quoted text clipped - 51 lines] pick which courses for that student. The combo will show all the courses. Next to the combo you'ld have a textbox to enter the grade. -- Message posted via http://www.accessmonster.com . |
#20
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Setting up tables for grades
I meant to mention that a query based on a table can be used as the Record
Source for a form or report. If tblCourseGrades can be the Record Source, so can a query based on tblCourseGrades. A query is a SELECT statement with varying levels of detail, so the correct SELECT statement should work as the Record Source just as a named query could. You could get a query working as the Record Source for a form, then open the query in SQL view, copy the text, and use that instead of the query name as the Record Source. It's all essentially the same to Access. There may be some performance advantages one way or the other, but nothing you would be likely to notice in your project. Gntlhnds wrote: I don't know how I missed my subform not being bound to tblCourseGrades. I thought it was, but it had a SELECT statement as its record source. Thanks for the help. Now it is working the way that it should. When asking about forms you should always describe the Record Source. Going back to the table structu [quoted text clipped - 77 lines] pick which courses for that student. The combo will show all the courses. Next to the combo you'ld have a textbox to enter the grade. -- Message posted via AccessMonster.com http://www.accessmonster.com/Uwe/For...forms/201005/1 |
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