4 1 6 b uses of ict in education 2 use of computers for school college administration n.
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4.1.6(b) Uses of ICT in Education/2 Use of computers for school/college administration. Starter: DST Check. Week 3 DST you will receive back with your Mark Where can you improve highlight answers and write any improvements in a different colour pen. 10 Mins. Task:.

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starter dst check
Starter: DST Check

Week 3 DST you will receive back with your Mark

Where can you improve highlight answers and write any improvements in a different colour pen.

10 Mins


How many different ways could a student be registered by a school/college?

Take it in turns in pairs to list out possible ways


ict systems used for school college administration
ICT systems used for school/college administration

Schools use ICT systems to help with:

  • Employing staff
  • Paying for goods and services
  • Keeping records of student attendance
  • Keep records of students

There are 2 main systems used in schools/colleges:

  • The system used for student registration
  • The student record-keeping system
student registration paper based
Student Registration: Paper Based

The old paper-based registration system

  • Marks were made on a register
  • Marks were completed by the teacher
  • Registers were collected and kept at a central point for reference and health and safety reasons.
  • Marks were added up by the form teachers each term so attendance statistics could be produced.


  • Registers were left unattended which meant pupils could easily alter it
  • Mistakes on registers meant they were hard to understand
  • Statistics on attendance were only produced each term.


student registration computer based
Student registration: Computer based

Any ICT system used for student registration in schools or colleges should:

  • Capture student attendance accurately
  • Capture the student attendance automatically
  • Be very fast at recording attendance details
  • As far as possible avoid the misuse of the system
  • Enable not only morning and afternoon attendance but also to record attendance at each lesson
  • Be relatively inexpensive
  • Be able to interface with the other ICT systems used in the school.

There are many methods used in school - Can you think of any?

student registration computer based1
Student registration: Computer based

Optical mark recognition (OMR)

The teacher marks a student’s attendance by shading in boxes.

The forms are passed to the administration office where they are collected and processed automatically using an optical mark reader.

This removes the problems of making mistakes when the marks are typed in using a keyboard.

Once input, this is processed and reports can be generated outlining students for whom attendance is a problem.

student registration computer based2
Student registration: Computer based

Optical mark recognition (OMR)


  • Registration is not checked in real time so it is impossible to take immediate action
  • Teachers may leave them on their desks and not return them for processing
  • Registers have to be physically passed to the admin office.
  • If they are not filled in correctly they are rejected by the reader.
student registration computer based3
Student registration: Computer based

Wireless systems

RFID (Radio Frequency Identification) obtains data stored on a tag (a small chip) using radio signals, which means that the reading device and tag do not have to come into contact with each other.

The data on the tag, which is usually attached to a credit card sized plastic card, can be read from a distance


Card stays in your pocket or bag as the tag can still be read.

Automatic Registration – As soon as student comes into contact with college


student registration computer based4
Student registration: Computer based

Smart cards

Size of a credit card that contains a microprocessor and memory chip.

They can hold more information that cards with a magnetic strip.

They are encrypted incase they are lost/stolen so it can’t be misused.

They can be topped up with money during the week.

student registration computer based5
Student registration: Computer based

Smart cards

They can be used in the following ways:

  • Monitoring attendance
  • Payment for meals in the school canteen
  • Registration of students
  • Access to the school site, building and rooms to improve security
  • Access to certain facilities eg photocopier
  • Record borrowings and returns of school library books, digital cameras week.
student registration computer based6
Student registration: Computer based

Swipe Cards

Used for registration by swiping the card using a card reader.

They consist of a magnetic strip containing a limited amount of data on it.

It may also be used to identify a student in the library system, school meals or access buildings.




student registration computer based7
Student registration: Computer based

Swipe Cards


  • The cost of cards and readers is low
  • They can be almost vandal proof


  • Often lost
  • Students can be swiped in by someone else.
student registration computer based biometric methods
Student registration: Computer based Biometric Methods

Fingerprint recognition

  • Finger is pressed onto a scanner (the scanner acts as an input device)
  • The scanner reads unique patterns and stores this as mathematical code.
  • The software then compares this with all the fingerprint codes stored previously.
  • The person whose finger has been entered is identified from the student database.
  • Details of their attendance are recorded.
student registration computer based biometric methods1
Student registration: Computer basedBiometric Methods

Retinal scanning

  • The retina is a think tissue at the back of the eye containing millions of tiny blood vessels which are uniquely arranged.
  • The pattern of these can be used to uniquely identify a person.
  • Retinal scanners (input devices) send a low level light beam into a person’s eye and analyse the reflected pattern.
  • This is coded and stored in a computer database.
midway quiz
Midway Quiz

Quick Quiz computer based methods of registration.

(No notes)

What 2 types of biometric methods are there?

What do we mean by biometric?

What is an advantage of using a swipe card?

What is a disadvantage of using a swipe card?

How does fingerprint scanning work?

Describe a wireless system of registering?

What is meant by OMR and how is this used in registration?

using ict systems for registration
Using ICT systems for registration

Advantages and Disadvantages

using ict systems for registration1
Using ICT systems for registration


  • Details are recorded in real time so it is possible to identify absent students immediately.
  • Teacher don’t have the responsibility for attendance marking.
  • Students can’t abuse the system.
  • If there is a fire the system can provide information about everyone in the building.
  • Encourages students to be responsible
  • It will record how late a student is.
  • Accessed using any terminal
  • Reports can be generated quickly
  • Takes up less space than paper registers.


  • Biometric readers are expensive
  • Human rights issues when fingerprint systems are used even though the fingerprint can not be recreated from the code.
  • Readers must be clean.
  • The system could develop faults.


What sort of information does a school need to keep on it’s students? Pass it on e.g. Surname

student record keeping
Student record keeping

The following information for each student will be held in a large school database:

  • Unique pupil number
  • Surname
  • Forename
  • DOB
  • Gender
  • Position in family
  • Ethnic origin
  • Language of home
  • Religion
  • Names of parents and/or guardians with contact details.
  • Name of the school, date of admission & date of leaving.
  • Name of the pupil’s doctor.
  • Emergency contact details.
  • These are the minimum, also included will be…
  • Any reports written about the student
  • National curriculum results sheet
  • Important medical information
  • Information on exclusions
  • Information on any major incidents involving the student
  • Examination results
  • Correspondence with outside agencies
  • Child protection reports/disclosure

The school has a responsibility under the DPA act 1998 to ensure the privacy and the security of the information it holds about its students.

school s info management systems
School’s info management systems

There are many different pieces of information stored by a school. By integrating all the systems it is possible to extract data needed from the system in the form of reports.

Advantages of using information management systems:

  • They reduce the workload for teachers in the classroom and in the school office.
  • They can provide up-to-date information for parents.
  • They can support decision making for school managers.
  • They can tackle truancy effectively.
  • They can be used to plan timetables.
  • They can be used to strengthen the home-school links.

What Software can be used?

use of ict systems to support administration in schools
Use of ICT systems to support administration in schools

Some examples of other ways schools use computers:

  • Internet (used for research by staff etc)
  • Intranet (used for email and to exchange information)
  • Word-processing (used for writing schemes of work etc).
  • Spreadsheet (used for manageing department budgets).
  • Presentation software (used for the preparation of lessons by staff).
  • Timetabling software (used to plan timetables and allocate resources)
activity worked example
Activity: Worked Example
  • Schools use ICT to remove some of the administrative burden. For example, registering pupils’ attendance can be done using ICT rather than by using a paper-based register where the form teacher would record attendance.
  • Describe three different methods by which ICT systems can be used to record pupil attendance (6).
  • Give two advantages in using ICT systems to record and process student’s attendance details.

(Mark the 2 student answers form the book you will then be given the examiners answer).

10 mins


The school database contains the following fields. For each write a sentence to explain why the data is needed by the school:


Language of home


Emergency contact details

Unique pupil Number


The name of the pupil’s doctor

5 mins

plenary case studies
Plenary: Case Studies

Work with the person next to you to complete one of the case studies (Go through answers in tomorrows lesson)

5 mins

plenary extra class quiz
Plenary Extra: Class Quiz


5 mins

extension questions
Extension Questions
  • A student’s date of birth is incorrectly input as 3/4/90 instead of 4/3/90. The date of birth is accepted into the system for processing.
  • Explain with reference to the example in the question what is meant by a transposition error. (1)
  • Explain with reference to the example why data can be both valid and incorrect. (2)
  • Explain how verification could be used to spot the error. (2)
extension questions1
Extension Questions

2. When a pupil joins a school, they are given an 8 digit unique pupil number.

  • Give one reason why each pupil at the school is given a unique number (1).
  • Name and describe two validation checks that could be performed on this number (4).

3. ICT-based student registration systems in schools offer the advantages of speed and accuracy to the form teacher. Discuss two other advantages to the school in using ICT to register students. (2