Database Definition and Common Database Terminologies Computer Studies JSS 3 First Term Lesson Notes Week 7

Subject: Computer Studies

Class: JSS 3
Term: First Term
Week: 7
Age: 13 – 15 years
Topic: Database

Sub-topic: Definition of Database and Database Terminologies

Duration: 40 minutes

Behavioral Objectives:

By the end of the lesson, students should be able to:

1. Define what a database is.
2. Identify and explain key database terminologies such as fields, records, files, and keys.
3. Understand the importance of databases in organizing and storing information.
4. Give real-life examples of databases used in education, business, and daily life.

Keywords:

• Database
• Field
• Record
• File
• Key

Set Induction:

The teacher asks students if they have ever used a school library or registered for an online account. This introduction helps students understand that organizing information, just like a database, is essential for quick access.

Entry Behavior:

Students have prior knowledge of using spreadsheets and organizing data from previous lessons.

Learning Resources and Materials:

• A sample database screenshot (e.g., a student registration form)
• Flashcards with database terms like Field, Record, File, Key
• Whiteboard for definitions and examples

Building Background/Connection to Prior Knowledge:

This lesson builds on students’ earlier knowledge of organizing data in spreadsheets. They will now explore how databases store, retrieve, and manage information efficiently.

Embedded Core Skills:

• Critical thinking
• Data management
• Organization

Reference Books:

• Lagos State Approved Computer Studies Textbook
• Online resources on introductory databases

CONTENT

Definition of a Database

A database is a collection of organized data that can be easily accessed, managed, and updated. Databases are used to store information systematically, allowing users to search, retrieve, and modify the data quickly.

Database Terminologies

1. Field:
   A field is a single unit of information in a database. For example, in a student database, “First Name” and “Age” are fields.
2. Record:
   A record is a complete set of fields. For instance, all the information about one student (like Name, Age, Class) makes up a record.
3. File:
   A file is a collection of related records. For example, the complete student database containing all students’ records is a file.
4. Key:
   A key is a unique identifier for a record. In a student database, the “Student ID” serves as a key to identify each student uniquely.

Evaluation

1. A __________ is a collection of organized data.
   a) database
   b) folder
   c) spreadsheet
   Answer: a) database
2. The __________ stores a single piece of information in a database.
   a) field
   b) file
   c) key
   Answer: a) field
3. A complete set of fields is known as a __________.
   a) file
   b) record
   c) folder
   Answer: b) record
4. The collection of all records in a database is called a __________.
   a) file
   b) field
   c) table
   Answer: a) file
5. A __________ is used to uniquely identify a record.
   a) password
   b) key
   c) record
   Answer: b) key
6. In a student database, “First Name” is an example of a __________.
   a) record
   b) field
   c) file
   Answer: b) field
7. The unique number assigned to each student is called a __________.
   a) key
   b) field
   c) folder
   Answer: a) key
8. A __________ is made up of multiple records.
   a) key
   b) file
   c) field
   Answer: b) file
9. Databases allow users to __________ information quickly.
   a) forget
   b) access
   c) ignore
   Answer: b) access
10. A __________ organizes data into fields and records.
    a) database
    b) graph
    c) chart
    Answer: a) database
11. A student’s name is stored in the __________ field of the database.
    a) key
    b) name
    c) age
    Answer: b) name
12. A student database contains many __________ with information about individual students.
    a) records
    b) fields
    c) folders
    Answer: a) records
13. A database makes it easy to __________ information.
    a) update
    b) delete
    c) guess
    Answer: a) update
14. Files in databases are made up of related __________.
    a) fields
    b) records
    c) charts
    Answer: b) records
15. A __________ ensures no two students share the same student ID.
    a) key
    b) field
    c) file
    Answer: a) key

A database is a collection of data that can be accessed by computers. A database can be divided into two basic components: a table and a database package.

A table is the basic structure of a database. It is a collection of data that is organized into rows and columns. Each row represents a record, and each column represents a field.

A database package is a software application that helps you create and manage databases. It provides a user interface that allows you to access, edit, and query data. Access is the most popular database package. It is produced by Microsoft.

Definition of Database

A database is a collection of related data about a particular subject that is organized in a way that it can be easily stored, accessed, managed, and updated to meet a particular goal.

It is always set up for a special purpose like students’ records, inventory, address book etc. This database has a particular software that could be used to perform the above functions e.g. Paradox, MS Access, Dbase etc.

A database is composed of several tables.

You need to create separate tables to store different types of data. For example, if you have a School Management Software, you may need to create the following tables:

• Students – to store list of all students
• Educators – to create a list of all educators.
• Address – to store the addresses of students and educators.
• Grades – to store the mark scores of all students.

 Database Terminologies

Entity: A person, object, event or transaction (e.g. student, employee, patient).

Entity Group: A class of people, objects, events or transactions sharing very similar characteristics (e.g. students, employees, women, patients, engineers etc.).

Field: This refers to a column of data in a table, each column or field in a table contains similar types of data for all the members of the entity group whose data are stored in the table. Field is also called attributes.

Record: This refers to a row of data in a table, each row or record in a table contains the data for a specific member or the entity group (entity) whose data are stored in the table. Record is also called tuple.

Table: A data structure that stores a collection of data in tabular form.

View: A logical representation of one or more tables from the database, which may be a subset of the columns and/or rows from those tables. Views are also sometimes called “virtual tables”.

Index: A pointer to a location in a table, which may be used to speed up the retrieval of data from that table.

Query: A set of instructions for retrieving data from a database.

Form: A layout for entering and displaying data in a database.

Report: A formatted presentation of data from a database.

Macro: A set of pre-defined instructions for performing a task, which may be stored in a database and run when needed.

Trigger: A set of instructions that are automatically executed in response to an event, such as the insertion or deletion of a record in a table. Triggers are sometimes also called “event-driven procedures”.

Class Activity Discussion

1. What is a database?
   A database is a collection of organized data for easy access and management.
2. What is a field in a database?
   A field is a single piece of information, such as a student’s name or age.
3. What is a record in a database?
   A record is a complete set of related fields, like all the data about one student.
4. What is a file in a database?
   A file is a collection of related records.
5. What is the function of a key in a database?
   A key uniquely identifies each record.
6. Can a database store different types of information?
   Yes, databases can store text, numbers, and multimedia files.
7. What is an example of a database?
   A school’s student information system is a database.
8. Why are databases important?
   They help organize and manage data efficiently.
9. What does it mean to retrieve information from a database?
   It means accessing stored data for use.
10. How do fields and records relate?
    Fields are pieces of data, and records are sets of those fields.
11. What makes a key essential in a database?
    It prevents duplication and ensures unique identification.
12. Can a record exist without a key?
    No, a key is required to identify records uniquely.
13. What type of information is stored in a student database?
    Names, ages, classes, and student IDs.
14. How does a database differ from a spreadsheet?
    A database manages large sets of related data more efficiently.
15. What tool can we use to manage databases?
    Software like Microsoft Access or MySQL.

Evaluation:

Define the following

1. Access
2. A Table
3. Database package.
4. Form
5. Index
6. View
7. Trigger
8. Report
9. Macro
10. Query

Objectives

1. A _______is a single store of related information.
2. A ________consists of records, and each record is made up of a number of fields.
3. You can think of the phone book as a _____: It contains a record for each telephone subscriber, and each subscriber’s details are contained in three fields – name, address and telephone.
4. A database package is a piece of ____________that enables you to organize and store related data together, so that specific pieces of information can be retrieved easily and quickly.
5. Access is a database program, created by __________Office 2007
6. An organised collection of related records is a________
7. ____________ is a selected field in table that uniquely identifies a record.
8. A database has to be named before any work is started on it. True or false?
9. The use of a file cabinet to store information is called____________
   the manual method b. The computerised method
   the ancient method d. none of the above.
10. ________ is a means of storing and answering questions about information in a database
11. The following are example of database program except_________
    Dbase3+ b. Microsoft Word
    Dbase 4 d. Microsoft Access

Evaluation Questions:

1. Define a database.
2. What is a field in a database?
3. How does a record differ from a field?
4. Explain the importance of a key in a database.
5. What is an example of a database used in school?
6. How are records organized in a file?
7. Why are databases better for managing large data sets?
8. Give two examples of information stored in a student database.
9. Mention one software used for managing databases.
10. How can a key prevent data duplication?

Conclusion:

Databases help organize and store information efficiently, making data management easier. Understanding database terminologies like fields, records, files, and keys is essential for working with databases effectively.