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Using MS Access/Including alphanumeric in fields in Grades database

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Transcript Mockup
Transcript Mockup  
QUESTION: Hello,
I need an addition to a current Access Database. It is used for entering students' grades for a nonprofit. Currently I can only add numerical values that correspond to grades A, B etc, but I want to be able to have A (Audit), I (Incomplete), P (Pass), F (Fail)etc. If those match with numbers 1, 2, 3, etc that's fine. But I don't want those numbers to calculate in GPA. I'm not sure if this problem is too big, or what. I'm happy to make changes myself or send the files.

Here are the alternatives I'd like for grades. The numbers are arbitrary, obviously, but right now in the database students are entered with these numbers and I'd change them if this is not the direction you'd go to make the change.
0 = (NP) No Pass
1 = (P) Pass
2 = (AD)Audit
3 = (W) Withdrawal
4 = (I) Incomplete
I also am curious about the possibility of having (I) Incomplete override grades that are already in for the semester.
I've attached a mock-up of the transcript and how I'd like it to look. This would also apply to the report cards. I could send the database minus some information.
Thoughts?

ANSWER: So you have a grades field in your table that accepts a numeric value. But you want to alos provide for the other types without adding an additional field?

I'm assuming here that it unlikely for a student to have a grade of 4 or less entered in reality? If so, you can have a table that translates all the numbers to a letter grade. You can then test to exclude grades less than 5.

Hope this helps,
Scott<>
Blog: http://scottgem.wordpress.com
Website: http://www.diamondassoc.com
Microsoft Access MVP 2007
Author: Microsoft Office Access 2007 VBA


---------- FOLLOW-UP ----------

QUESTION: Hi,
Thanks for the response!
Yes, I don't really want to create another field. It is very unlikely for them to get a 4 or less.
I do have a table that changes ranges of numbers to letter grades (A, B, C etc), but I would like to be able to put in these numbers (0-4), have them correspond to a "letter" grade (ie, (AD - Audit) but I don't want the numbers (0-4) to count towards GPA, which is what happens. Maybe this is what you mean when you say to "test to exclude grades less than 5). How do I do that?
Thanks! I really appreciate the help.

ANSWER: Without knowing how you calculate GPA, its hard to be specific. Basically, somewhere in the calculation you have to test where the value of the grade is < 5. and filter it out of the calc.

Hope this helps,
Scott<>
Blog: http://scottgem.wordpress.com
Website: http://www.diamondassoc.com
Microsoft Access MVP 2007
Author: Microsoft Office Access 2007 VBA

---------- FOLLOW-UP ----------

Students and Classes Table
Students and Classes T  

Report Card By Year Design View
Report Card By Year De  
QUESTION: I attached a couple screen shots of the form in design view and the tables. I don't know how to explain how I calculate GPA. Where would I find that?
Thanks!

Answer
Its either in one of the calculated columns of your query or in a calculated control on your form. It may be a custom function or an expression. But I can't see those in the screen shots you sent me.

Hope this helps,
Scott<>
Blog: http://scottgem.wordpress.com
Website: http://www.diamondassoc.com
Microsoft Access MVP 2007
Author: Microsoft Office Access 2007 VBA

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Scottgem

Expertise

I can answer almost all types of questions relating to Microsoft Access usage and application design. My strengths are database and interface design.

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I've been designing databases for over 25 years working with dBase, FoxPro, Approach and Access.

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Author of Microsoft Office Access 2007 VBA
Techncial Editor for Special Edition Using Microsoft Access 2007 and Access 2007 Forms, Reports & Queries From Que Publishing

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Brooklyn College BA

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