Library System User Essay
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Abstract The project focuses on the development skills of the user. The knowledge acquired proves to be helpful and effective, only if it is implemented. The implementation of the knowledge acquired is through project case studies based on real time scenarios. The “Library Management System” undertaken as a project is based on relevant technologies. The projects are done in groups where the students are learn to work in team, manage project schedules, follow the best coding standards and conventions and adhere to project documentation standards.
Here in this project we use front end as Visual Basic and back-end as Microsoft Access. We store information about the books and the students who have taken the books, reservation of books, requesting of books and book details. All these details are stored in the database by entering into Visual Basic and the details can be displayed in the database by writing the query in the Visual Basic. This project involves several modules to carry out each action. Hence in the existing system for Library Management System of Zamboanga Del Sur National High School, the performance evaluation system and the maintenance are done manually.
The proposed system will maintain all the information in standard database and will be able to generate reports as and when necessary. 1. 0 DESCRIPTION OF THE RESEARCH 1. 1 Overview of the Current State of Technology Zamboanga Del Sur National High School is raising a number of students, from the year 1976 onwards; the school gave the students a prestigious learning rendered by teachers and staff. Zamboanga Del Sur National High School provides the basic facilities needed by the students, one of those are reference books found in the school library.
Library is the center of knowledge of every school because it is a place where we can gather data and information and at the library, with the library, through the library and for the library we want to do new things with information. The school library of Zamboanga Del Sur National High School is manually operating its system of calculating the fines, searching, borrowing, and returning of book, validation of borrower’s card and generation of reports, Because of that, students found a hard time in doing research works, especially in finding the books they wanted to search.
With that case, it is time consuming on the part of the students and so with the instructors and staff they also found a hard time in asking the availability of books at the library. Another case is, in borrowing books, library staff records the borrowed books in an individual borrowing form. Considering the number of students in Zamboanga Del Sur National High School enrolled with individual borrowing forms, we can just imagine the number of borrowing forms kept by the library staff throughout the years.
In order to minimize inconvenience encountered by the students, instructors and staff, the researchers developed Library Management System for Zamboanga Del Sur National High School. It aimed to lessen the problem encountered by the current system used by its school library. 1. 2 Research Objectives The developed system endeavors to the current library system of Zamboanga Del Sur National High School. It aimed to convert the manual library system into an Automated Library Management System in order to minimize the problems and inconvenience encountered by the current system. General Objectives
To provide an Automated Library Management System to Zamboanga Del Sur National High School library processes accessible through a new form of technology. Convert the manual library system into an Automated Library Management System. Specific Objectives The system specifically does the following ? maximizes the functionality of Zamboanga Del Sur National High School library ? solves the problems encountered in the process of its operation ? it provides better and efficient service to the borrowers ? reduces the workload of the librarian ? organizes the records of the user ? fasters retrieval of information about the desired books?
All details will be available on a click 1. 3 Scope and Limitations of the System The developed system established good functionality, from calculating the fines, searching, borrowing, and returning of books, validation of borrower’s card and generation of reports. It would also provide basic set of features to add, edit and delete. Administrator has all the privileges to add, modify and delete the books. The system developed is concerned with the payment of fines for the unreturned books which are due on time for returning. Books reservation is also catered by the system. 1. 4 Significance of the Study.
Because of the new technologies arising, lots of manual procedures were converted into computerized systems in order to consume lesser time and make work easier and faster. The current Library Management System of Zamboanga Del Sur National High School was still using a manual process in calculating the fines, reservation, searching, borrowing, and returning of books, validation of borrower’s card and generation of reports. The researchers developed Automated Library Management System to enhance the Library System of Zamboanga Del Sur National High School in terms of its operation to solve the inconvenience encountered by the users.
The developed system empowers to be reliable and consistent in calculating the fines, searching, borrowing, and returning of books, validation of borrower’s card and generation of reports. 2. 0 Review of Related Literature Lots of universities and colleges developed their library into an automated one, for easier access of the students and with the researchers, this chapter aims to provide a more elaborative description to future researchers. The following researches related to the developed system. “Virtual University Library Management System”
Virtual University Library Management System is a multi-user and can take care of all the fundamental functions of a library like cataloguing, circulation and accessioning. Circulation deals with the issue and return of material in the library, it is a barcode and smart card enabled system it can issue a member card and also do the transaction . Virtual University Library Management System can satisfactorily cater to all the basic functions of a library. It can store the information about the books and other material it also controls the movements of the same.
• Controls the movement of books and other material and avoid losing the same • Search specific book based on the title, author etc. • Find what a specific person has borrowed from you System Comparison • Similarity Both systems can take care all the fundamental and basic functions of a library. It can all search specific book based on title, author, ISBN and etc. Provides prevention from unauthorized user through the usage of built-in username and password on the system, and allows the administrator to quickly search and print on the selected library records. • Difference.
The ZSNHS Automated Library Management System does not have the features of issuing and returning the books in the library in a barcode and smart card enabled system. “Saint Columban High School” The system accepts the general library transactions of book issue; return and renewals of the members. It is an online application for assisting the librarian in managing book in the library. The system would provide basic set of features to add/update members, add/update books and manage check specifications for the system based on the client’s statement of need. http://www. scc. edu. com. ph System Comparison.
• Similarity Both systems accept the general transactions in a library. The ZSNHS Automated Library Management System can also add/update members, add/update books. Easy to view the available books in the library and ensures efficient service to the borrowers. • Difference The ZSNHS Library Management System is not an online application but the system provides easier and faster procedure of searching, borrowing and returning of books. Anyways, the ZSNHS Automated Library Management System still has the hold on maintaining its efficiency on record management and a good service to the library and its borrowers.
“Pagadian Technological and Marine Sciences (PTMS)” Pagadian Technological and Marine Sciences is the school that performs Automated Library Management system. This system allows their students and teachers to view the availability of books, as well as they can also borrowed books in the library and reserve for a book. The students must have a record in their library according to their Data specially the ID number. The students and teachers cannot allow borrowing books when they are not registered in the library database. Upon returning of books the librarian will accept it and edit the student data that the book is already returned.
About their fines they used manual in calculating fines. The teacher allows to borrow books without fines but if the book will lost they will pay it. System Comparison • Similarity Both systems are not online applications. The features are closely similar with each other especially in lending and returning of books, the borrower’s will secure a borrower’s card in order to lend books. The features of the ZSNHS Automated Library Management System are enough to solve its errors and inconvenience during its operations. • Difference The ZSNHS Library Management System will not cater the reservation of books.
Calculating of fines will be catered by our system. 2. 1 Software Quality and Management 2. 1. 1 Software used for the development of the system • Microsoft Access • Visual Basic 6. 0 • Microsoft Word • Microsoft Excel • Microsoft Windows XP and onwards 2. 2 Summary and Conclusion The developers analyzed the processes of the Library Systems used by different schools through research and interviews, such as Virtual University Library System, Saint Columban High School Online Library System and Pagadian Technological and Marine Sciences (PTMS).
In creating Automated Library System each process must be planned and organized in order to satisfy the needs of the library users. 3. 0 The Developed System Western Mindanao State University-Pagadian City External Studies Unit school Library is currently facing, particularly the manual process of library operations as well as the constant whimper of the students, teachers and staff for very satisfactory library operations on calculating the fines, searching, borrowing, returning of books, validation of borrower’s card and generation of reports .
The developers recommend the developed system to be adopted by the administration of Western Mindanao State University Pagadian City, Zamboanga del Sur. 3. 1 System Objectives The developed system entitled “Automated Library Management System” for Zamboanga Del Sur National High School creates good development and improvement of the school library because it serves the needs of the students through automated library system which will facilitate the library operations and offer them inconvenience in their research works and helping them know the availability of books in the school library.
The developed system will surely enhance the library operations in calculating the fines, searching, borrowing, and returning of books, validation of borrower’s card and generation of reports. Basically, there are three views for the convenience of the user. In the catalogue view the user can find the available books in library, in My Account view the user can know the details of books he borrowed and in Administrator view the user can have all the rights to add, delete, modify etc. Advanced search, searches according to author, book name, category, ISBN number.
Another button by name Search which is used to search depending upon any one of the categories like author, book name etc. , these are the main functions of the system. Context Diagram summarizes all processing activity and also helps users to view highest level of system with system boundaries. The system overview can be shown in the form of context diagram. This Library System will be created primarily using Visual Basic as its front-end Graphical User Interface (GUI). The system will be using MS Access as its back-end database storage. 3. 2 System Overview.
The developers believed that if a school has a good Library System, students will be more motivated to do research work. The developed system can do the following: ? gives easy access to the administrator of the system ? provides easier and faster procedure of searching, borrowing and returning of books ? minimizes the effort of the students, teachers, and staff in their research works ? provides and organized recording of books ? lessen the task of the librarian ? Provides lesser time in knowing the availability of the books. 3. 3 System Scopes and Limitations.
The system entitled “Automated Library Management System” for Zamboanga Del Sur National High School has the following scopes and limitations on its functionality. The scopes of the system are as follows: ? Issue books ? Books issued ? borrower’s ID number ? book items ? library transaction records ? number of books available ? number of books borrowed per day ? number of books returned past due ? books available at the library ? fines on borrower’s who are not returning books due for return ? validation of borrower’s card The limitations of the system are as follows: ? does not concern in replacing lost books by user.
3. 3 Architectural Design Hierarchical Input Process Output (HIPO) 3. 3 Architectural Design Hierarchical Input Process Output (HIPO) Input Process Output (IPO) | | | | |INPUT |PROCESS |OUTPUT | | |Log-in |The system will load the main form | |LOG-IN |-The user will input his/her user name and | | | |password. | | | |User Account |The user will be successfully added in the system | |USER ACCOUNT |-If the user will add a new user he/she will input| | | |the data | | | |Borrow Books |Borrowed books will be added in the system | |BORROW BOOKS |-If the users will borrowed books you should input| | | |the data of the user.
| | | |Returned Books |Calculation of prices | | |- If the user will returned the books after due | | |RETURNED BOOKS |date it must be pay according the no. or days | | | |delayed | | | |Catalogue View |Viewing availability of books | |CATALOGUE VIEW |-It views the availability of books | | | |Search |View the search book or author | | |- according to book name or book author, ISBN, | | |SEARCH |Accession Number | | | |Reports |Reports | |REPORTS |-Generating reports | | Context Diagram Dataflow Diagram BOOK INFO DATA BOOKS_REC RETRIEVE DATA ASSIST.
FILL-UP SAVE DATA B_CARD_REC BORROWERS LOCATE BOOKINFO CARD BORROW INFO ASSIST DATA BORROWED_REC BOOKS_INVENTORY RETURN VALIDATE VERIFY ASSIST VALIDATE VALIDATE PREPARE SUBMIT REPORT REPORT Expansion 4. 0 BOOKS_INVENTORY BOOKS_INFO BORROWERS_CARD BORROWER’S_CARD BOOK_INFO RESERVE BOOKS RECORD RESERV_REC ASSIST BOOKS BOOKS_INVENTORY ISSUE BOOKS BOOK_INVENTORY BORROWED_RECORD Expansion 5. 0 BOOKS_INFO VALIDATE VALIDATEB_CARD_REC RECEIPT/CHANGE VALIDATE BORROWED_REC VALIDATEVERIFYBOOKS_INVENTORY RECIPT/CHANGE PAYMENTS PAYMENT 3. 4 System Functions.
The Automated Library Management System help to facilitate the students in their research works in the school library of Zamboanga Del Sur National High School. In accessing the Automated Library Management System ZSNHS it allows the users to know the availability of books and view books. This system would provide an efficient circulation process of borrowing and returning of books that would give a complete recording through the borrower’s card, to identify borrowers, item borrowed, and due dates. Book records and library transaction records are protected on a database. 3.
5 Expected Physical Environment The Automated Library Management System for Zamboanga Del Sur National High School gives a functional function that is highly recommended for other schools for usage, to minimize common problems of library systems. The system developed is envisioned to give great improvement if library system standardized aimed. Graphical User Interface [pic] LOG IN FORM [pic] MAIN SCREEN [pic] ADD NEW BOOK [pic] UPDATE BOOK [pic] BOOK SEARCH FILTER [pic] STUDENT TRANSACTION FORM [pic] BORROW BOOK (STUDENT) [pic] TEACHER TRANSACTION FORM [pic] BORROW BOOK (TEACHER) [pic].
ADD BOOK STOCK FORM [pic] BORROWER FORM (STUDENT) [pic] ADD NEW BORROWER (STUDENT) [pic] UPDATE BORROWER RECORD (STUDENT) [pic] VALIDATION FORM [pic] VALIDATE BORROWER CARD [pic] VIEW STUDENT ACCOUNT [pic] BORROWER FORM (TEACHER) [pic] ADD NEW BORROWER (TEACHER) [pic] UPDATE BORROWER (TEACHER) [pic] TEACHER SEARCH FILTER [pic] VIEW TEACHER ACCOUNT [pic] LIST OF BORROWER [pic] LIST OF BOOKS [pic] BORROWED BOOK RECEIPT [pic] LIST OF BOOK BORROWED [pic] LIST OF OVERDUE BOOKS [pic] VIEW USER ACCOUNTS [pic] ADD NEW USER ACCOUNT [pic] USER ACCOUNT FORM 4. 0 Methodology 4. 1 Waterfall Model.
The method used in the design of the system is SDLC Model. Analysis of the principles, study and procedures were considered very important in the development of the project, especially in the application of data processing methods. System Development Life Cycle (SDLC) or Waterfall Model is believed to be an organized method that would easily lead developers to the fulfillment of a system’s objectives. The model is consists of seven (7) phases namely, System Planning, Analysis , Design, Coding, Testing, Implementation and maintenance, the diagram below shows the SDLC Model. 4.
2 System Planning In this phase the developer conduct a research interview to know and analyze the problems and needs of Zamboanga Del Sur National High School. According to the research interview of the researchers the ZSNHS school library is manually operating its system in calculating the fines, validation of borrower’s card, searching, borrowing, and returning of books and generation of reports. In this case it is time consuming on the part of the students and also to the teachers and staff they also found a hard time in asking for the availability of books at the library.
The researchers developed Automated Library Management System for Zamboanga Del Sur National High School to solve the problems encountered by the current system used by its school library. The system has a log in with a username and password for system security. The researchers analyzed the study that the manual process of the current library must be enhanced. 4. 3 System Analysis In this analysis phase we are analyzing the requirements what we want to the project. We have to collect the requirements needed to develop the project one of this is the software that is suitable for this project.
This Library System will be created primarily using Visual Basic for it is suitable to be used because it worked in interface forms and any code written would be package in the development, aside from that Visual Basic is so popular there are many good resources like books, Web sites that can help us learn the language . Visual Basic provides intuitively appealing view for the management of the program structure in the large and the various types of entities (classes, modules, procedures and forms) 4. 4 Design In this design stage we are designing the project according to the user satisfaction.
A software design specification shall be created by the developer. The designed will be reviewed by the librarian for requirements verification. The project has to contain all the details about the members in the library and books in the library and the details the members who taken the books and this details has to store in the database. 4. 5 Coding In this stage the researchers create a code for the new system created primarily using Visual Basic Programming Language as its front-end Graphical User Interface (GUI) linked with the Microsoft Access as its back-end database storage.
The developers done a three steps in creating a code for the system the first is the user account, next is log-in command and lastly the add/edit/delete members in the system. 4. 6 Testing In this phase the researchers install the system to conduct and evaluate the system compliance with its specified requirements because at this phase is the stage wherein we can detect any inconsistencies between the software units that are integrated together, it seeks to detect defects both within the “inter-assemblages” and also within the system as a whole.
The researchers will also train the user how to operate or manipulate the system. 4. 7 Maintenance The researchers create a maintenance group that specializes in providing consulting services. In the maintenance group there is a maintenance programmer he or she must analyze the request of the user, confirm and evaluate before proposing a better solution. 4. 8 List of Activities and Duration |Establish System |3 | |Create system title.
|1 | |Set interview schedule |1 | |Conduct Interview |3 | |Gather data |1 | |Analyze gathered data |1 | |Make introduction |1 | |Description of research and system |1 | |Define overview of the current state of technology and system |1 | |create objectives of the research |1 | |Identify the score and limitation |1 | |Define the significance of the research and system |1 | |Research Related Literature |5 | |Define and Create Architectural design |5 | |(HIPO, Context Diagram, DFD, System Flowchart) | | |Describe the system Module |1 | |Create the propose system (Physical Environment) |20 | |Define Phase of System Development |2 | |Identify and Create list of activities and duration |2 | |Create Gantt Chart |1 | |Identify hardware configuration.
|1 | |Identify and use of programming tools |3 | |Create Security Consideration |2 | |Programming Standard & Design Convention |10 | |Identify Software requirements |10 | |Identify Overall Description |3 | |Create External Interface Requirements |3 | |Create other non functional requirements |2 | |Create test plan overview |1 | |Perform Test and analyze result |5 | |Debug Errors |4 | |Final System |1 | |Create conclusion and recommendation |1 | |Discussion relating to objective of the study |1 | |Finalize Project Documents |5 | |Print & Bound Finalize documents |5 |
5. 0 Design and Implementation Constraints / Issues 5. 1 Hardware • Personal Computer Two units of computer must be installed to facilitate the Client-Server system. It must be installed in the ZSNHS Library to process all transactions. To come up with a good output, the user must follow the system specifications and requirements to avoid errors. The following are the hardware specification of its type.
|Motherboard |Intel® D945GCLF Little Falls Motherboard with built-in Audio, Video, and | | |LAN Chip | |Casing with Processor |- Computer Cover with CBX Logo | | |- Intel Core 2 Extreme/Quad/Duo/Pentium Extreme/Pentium D/Pentium 4 | |RAM |- 1GB DDR2 PC-800 Kingston Memory | |Video Card |- Sapphire Radeon HD 5750 Video Card | |Sound Card |- Asus Essence STX | |Hard Disk |- 160GB HDD Western Digital SATA | |CD-ROM Drive |- Asus BC-1205PT Blu-Ray Drive | |UPS |- Tom Made W/ 500W Power Supply | |Mouse and Keyboard |
– Keyboard INTEX IT-2014B PS/2 Black Mouse – – INTEX OP-36 Blk PS/2 | | |Optical | |Laser Print |- Canon Pixma MX338 All-In-One Printer | |Switch |- Blue LED Rocker Switch | |Cabled Wired |- Coax, Twinax and Multi-Conductor Cable Assemblies | |AVR (Automated Voltage Regulation) |- SX460 AUTOMATIC VOLTAGE REGULATOR | |17” AOC Monitor |- 15. 6″ Monitor BENQ LCD | |LAN Card |- D-Link DFE-528TX | 5. 2 Security Considerations.
The LIBRARY MANAGEMENT SYSTEM of Zamboanga Del Sur National high school had security maintenance of password blocking for non-administrator such as student, teachers, and staff of the school because only the administrator or the librarian can load or add book information.
The system had the ability to resist unauthorized attempts to used or modify while still providing services to legitimate users. 5. 3 Programming Standards and Design Convention To learn is one of the reasons why a person needs to study and gain additional knowledge that can be applied to any field of work. The system’s developers carefully chose the software to be used in order to achieve the objectives of the project.
Everything from the programming techniques and languages were assessed. To develop and to implement the project. 5. 4 Other Issues Software Requirement Specification helped the developers understand the client’s requirements and dependencies, prior to the design/ development work.
It is a two way insurance policy that ensures the clients and developers understand other requirements at a given point of time. To have a well designed project. The developers had done the following: ? Accepted feedback from the users, particularly the Librarian ? Gathered ideas for eliciting and articulating user requirements. They balanced the type and amount of the information extracted from the users, which helped them improve the system ?
Applied the specification and documentation to ensure that the User Interfaces models the user’s requirements 5. 4. 1. Software Requirements Specifications The following are the software requirement fitted to the system: ? Operating System ? Software Utilities ? Microsoft Office 5. 4. 1. 1. Purpose.
The developers of the Library Management System of had been concerning with the welfare of the students and teachers of Zamboanga Del Sur National High School. It was a great that the following purpose were created ? A database that records the list of books at ZSNHS library ? A page view of the books available in the library with easy features and user friendly ?
A page view of the book’s such as title, author, subject, year published and publisher ? A page view which lets students and staff access library information, electronically 5. 4. 1. 2. Documents Conventions The Library management System of Zamboanga Del Sur National high school can run in any Operating System. Buttons Front end -contains the following buttons Search – use to search books information Login – used to access the system.
Cancel – used to clear all file Change password – used to change the password Back End -contains the following buttons Login – used to access the system Submit – used to submit data Save – used to save data into the database Save changes – used to save changes when updating data Select – used to select data on afield Borrower – used to submit a transaction especially in borrowing a books Return – used to submit a certain data especially in returning a book Delete – used to delete data on the field Forms – composed of text boxes for combo boxes for entering data to the database 5. 4. 1. 3 Project Scope The team had created a Library management System as a proposed.
The Library management System of Zamboanga Del Sur National High School informs the users of what materials are available in their database and how to access information the system can be used in other wish to make use of it. They may somehow add some features to the system according to the standards of the school to make it more applicable. The capability of the system can: ? Search ? View ? Update ? Delete 5. 4. 2. Overall Description 5. 4. 2. 1 Product Perspective The Library Management System for the library of Zamboanga Del Sur National High School is designed to eliminate the manual operation of the library and change with the system which is easier, comfortable to use.
The implementation of the said system will greatly help to improve of the school library of ZSNHS into a computerized system in terms of searching and cataloging of books. 5. 4. 2. 2. Product Features The system is not only concerned with the students, teachers, librarian of the Zamboanga del Sur National High School but as well as the people who wish to visit the library. The first page of the system is intended for the community who wants to visit the library. They can view and search information by title, author, publisher, or year published for the students and teachers of Zambonaga del Sur National High School. It has a login button to access the system. It has page capable for viewing and searching books information.
It also features viewing of borrowers of a certain book and a page that contains the number of copies available in the library. 5. 4. 2. 3. User Classes and Characteristics The system has two user groups, first the students and teachers who are the main client of the system they can only view and search for the availability of books in the library of ZSNHS. Second, library personnel who will manage the system, they can add, delete and update books information. They have all the capabilities to make the system work properly. The librarian of ZSNHS should enter all the appropriate data of the books that will be stored on the database. 5. 4. 2. 4. Operating Environment.
The developers created a library system which is fully accessible of all the student, teachers, and staff. 5. 4. 2. 5. User Documentation Library Management System for Zamboanga Del Sur National high school has produced a user’s manual output or screen shots of the system to view its structures. The total user’s manual output of the system can be found in the CD installer indicated in this copy.
5. 4. 2. 6. Dependencies The developers used foreign key as a field to have a relational table that matches the primary key column of another table. It can be used to cross reference tables. Library Management System has its own database. 5. 4. 3 External Interface Requirements 5. 4. 3. 1 User Interface.
A user friendly page don’t just happen, they are planned. The developer of Library Management System begins each project detailed research and discovery, in order to bring a thorough understanding of the project. After brainstorming internally on creative direction, the developers then set about drafting flowcharts for intuitive navigation and wire frames for logical layout. Each of these steps is then refined and approved by the client before we tackle the next. Library System has two types of users which is determined through security measure. The system will definitely specify the individual roles of the two user groups mentioned. Front-End Users ? Students and Teachers.
-Log-in- They must log-in first to access the system using their username and password. After logging-in, it displays the following Browse Catalogue -Title- you can view the information of a certain book like ISBN, Book Title, Author, Dewey Decimal, Copy right date, Place of Publication. · Author- you can search the information of a certain book like Author Number, Name, and Book Published. · Subject- subject of a certain book. · Publisher-publishing company or organization wherein the book is made. · Year Published – year of publication. Search- the search button is intended for searching the specific book information like ISBN, book title, author, subject and publisher. Back-End User Librarian.
? Administrator Log-in area- he needs to log-in to access the system and to manage the flow of the system. · ? Administrator Data Entry- librarian should be someone who has a capability and right to control the flow of processing with regards to the system. The librarian has the authority to record or add, delete and update books. 5. 4. 3. 2 Software Interface The development of a successful software interface design requires more than creating screens that looks good. The developers of library management system, worked together to achieved the goal of creating a user-friendly, intuitive interface which allows the user to accomplish the task easily as possible.
The developers used efficient design principles to create a valuable page that provides functionality to the user and focuses on accomplishing the objectives of the system. The developer’s knowledge and thorough understanding of information architecture enable them to develop a simple but well-organized interface, amidst the challenging software program used.
5. 4. 4. Other Nonfunctional Requirements 5. 4. 4. 1 Security Requirements The developers used the following requirements for the security of the system. System Password Control- it has a password in the user identification process. Passwords are to be assigned to the students, teachers, and to the librarian of ZSNHS as a part of the school. Identification and Authentication-the system used a log-in for the students and teac.