School Information System

The Main school database managed by Overseer Admin is a repository of extensive information relevant to the operation of a local school.  This information is classified and managed under three major areas: reference information, directory information and session information.  Although classified under these headings, there are many linkages between data entities within this relational database, and there are a variety of ways of gaining access to information for the purpose of browsing or generating reports.

Reference Information

 Current information of a general nature is maintained for reference purposes.  This includes the following entities:

• The names and locations of all rooms available for student use.  Overseer links teachers to classes via their respective home-room numbers. Room numbers are also used with reference to teacher duties and class time-tables.
• Core information about all staff members, including formal name, position, email/login ID, Overseer password and emergency information.
• School contacts: organizations, adults, children or families who have specific duties or roles within the local school (e.g. the coordinator for hot-dog days, the bus company for student transportation, the school’s service company for electrical work, the family in charge of gym rentals, the Student’s Council president).
• A record of all alumni of the school.
• Recognized divisions and their respective ranges of grade levels.
• Authorized marking schemes and their approved usage.

Directory Information

Current information pertaining to persons or organizations other than the local school is maintained for the following entities:

• Residential families where one or more persons (adults or children) share accommodation at a fixed address.
• Children, who may be students in the local school or simply prospects.  The enrolment status of children may be maintained for both students in the local school and for prospects who may currently attend other schools.
• Adults, including teachers, volunteers, supporters and parents or relatives of children.
• Groups of children, adults, families and/or organizations selected for the purpose of a report, or for tracking purposes (e.g. school clubs, sports teams, school society members, financial supporters or volunteers).
• Committees of adults, including their terms of office and positions.
• Organizations, classified as schools, churches, medical/professional agencies, businesses or other non-profit agencies. More detailed sub-classifications for each of these five types of organizations may be defined as part of the school preferences (see above).

Session Information

A session within Overseer typically corresponds to a school year, although it could be a partial school year (e.g. a semester).  Information may be maintained for more than one session simultaneously.  For example, most staff could be actively referencing information for the current session while the principal is planning student placements and teacher duties for the next session.  Within Overseer, the current session is the one which encompasses today’s date.  The active session is the one in which a user is actively working, which may be a past session, the current session or a future session.

Each session must have a start and end date, and a designated number (1 to 4) of terms, each of which must also having designated start dates.  Session information is maintained for the following entities:

• Students.  Unless stated otherwise, students within Overseer are always assumed to be children who are enrolled in the local school as of the active date and session.  Extensive information is maintained for each student, including a student photo, emergency information, class assignment, attendance record, student number, report card marks and teacher comments for each term, and bus route information.
• Teachers.  Teachers are assigned home-room classes and other specific duties for full or partial sessions within Overseer.
• Classes.  Classes are explicitly created for each grade level and school session.  Within Overseer, the concept of a class is further restricted to mean: all children, at the same grade level, who have the identical time-tables for the weekly (or other) program teaching cycle. While each class must be defined for a full session, individual students may be assigned to classes for either the full session or for a partial session (defined by a date range). Time-tables and reporting categories and report card templates are defined for each class independently.
• Bus routes.  Within Overseer, a named bus route (e.g. “Telford”) consists of a pick-up route before school and/or a drop-off route after school.  Each of the pick-up and drop-off routes consists of one or more bus stops at which students are boarded or deboarded.
• School Calendar.  The days in the school calendar for each session are classified as instructional days, PA/PD days, event days, holidays, weekend days, and even school closure days (when the school was closed because of bad weather, or other cause).

Download the Overseer Database Overview for additional information about the Overseer school information system.