Student Information Databases in Schools
Schools and districts increasingly use databases to maintain student information--demographics, attendance, discipline, courses, grades, program participation, prior educational experience, etc. Most schools and districts have purchased student information system software; commonly used products include WinSchool and MacSchool, Administrator Plus, PowerSchool, and MMS. While these databases are quite comprehensive, other databases may have been developed for a particular purpose. Examples are locally-developed databases to track extra-curricular participation or participation in a special program (career ed, after school). This instrument applies to all databases set up by the school or district to maintain information, particularly information on students.

 

The Importance of Quality
The quality of these databases is essential for a number of reasons. First, many educators depend on the data to be accurate, complete, and up-to-date. Second, schools and districts are required to produce numerous reports based on data in the student information system, and these reports impact funding, program evaluation, and compliance with accountability requirements. Third, data from these systems are the central component of an integrated database used to generate data reports that show relationships among student characteristics and behaviors, educational factors, and performance. Without a quality database, none of these essential functions can be performed accurately.

 

Categories and Indicators of Quality
The specific quality indicators for student databases are organized in five categories:

How to Use The Database Assessment Checklist
The checklist is designed to enable school and district personnel to determine the status of their databases, protocols, and procedures. It is also a useful tool for helping those with a limited knowledge of databases to understand the critical features of these important educational resources. After completing the checklist, a Database Improvement Plan can be developed to bring all elements to the desired status.