Frequently Asked Questions
Hardware
What does the Network Controller do?
The network controller controls and holds all information relevant to the school network.
It is constantly polling all devices on the network to make sure they are functioning correctly, this is depicted by the flickering green light on the reader and network controller. When someone registers, the reader asks the network controller for confirmation the card or fingerprint is valid is valid. If it is, the reader gives a single beep. If not, it gives a double negative beep.
If the reader makes a warbling sound the data has not been entered properly the person must re-register.
The network controller memory has the ability to store:
- The date and time
- All room information
- All repeater information
- All pupil information
- All staff information
- All fire zone information (if selected which rooms are in which fire zone)
- All access control information (if selected which room has access control and which staff and/or pupils have access)
- All registrations that have not been downloaded to the host PC
What about vandalism to readers?
Sentinel readers are hardened against the punishment pupils can give such items in schools. In the last four years, only three out of thousands of regularly used readers have been vandalised. One was hit many times with a sledgehammer a new unit has been fitted), one was on a plastic backing plate and came off the wall (it has been refitted properly to the wall) and recently someone tipped ink into a reader (now cleaned out and working fine).
Why is the Sentinel system not using the existing hardwired network?
The Sentinel system works on a stable and reliable RS485 protocol separate from the school network.
This is for two reasons: -
- Firstly, the network is very robust and works well in this environment with up to 255 devices available on any network.
- Secondly, it stops any confusion as to which system has caused disruptions in the network. This often occurs when multiple systems share the facility.
Software
How is data initially input into the system?
Prior to installation, Radun Controls will input all relevant school information into the system. Data for staff, pupils and timetables are generally taken from the school MIS system in a CSV format. Interfaces for SIMS and CMIS are already built in. Other systems are relatively easy to include. At year-end the school databases rollover to the new school year with a copy of the old year database kept live for easy historical access.
What language is the Sentinel system software written in?
The Sentinel software on the PC is Microsoft’s Visual Basic and the database is Microsoft’s Access Database. The firmware in the Network Controller, Card Reader, Repeater and Access Controller is written in the version of C for the specific device microprocessor.
How are changes made to the registration details for pupils?
Different schools have different procedures for doing this. Some schools download data to, and update from SIMS. Some manually adjust the data on the Sentinel system, while others use an Optical Marker Reader (OMR) interface which we have recently introduced.
Can information be passed to Messaging Systems for parent communication?
Yes, Sentinel will work directly with Voice Connect and Truancy Call systems. As Sentinel and these systems operate in real-time, this facility can work automatically or on confirmation by the School Administrator.
Will Sentinel download data to School MIS systems?
Yes it will. For SIMS and CMIS a daily file is generated to present data to the Attendance Module. However, with continuous product development other interfaces are always being added to our capabilities.
Installation, Support and Maintenance
Does the system take much installing?
Yes it does.
But we always aim to keep disruption to a minimum, and once installed, maintenance is minimal. We recommend the reader head unit in swipe card readers is tested and/or replaced after a minimum of 7 years of use. This, of course, is dependent upon how much it is used.
Installation should be carried out in school holidays because of the wiring, drilling and safety aspects of trailing cables. All readers and access control points are daisy-chained together, with an amplifier boosting the power and signal every 20 readers or 100 metres of Sentinel Cable.
This cable, specially manufactured for us in Germany, contains two twisted pairs of data-com wires and a twisted pair of power wires, all screened off from each other.
We calculate on average three man-hours to install each reader or access controller including cable running between each item.
How is the system serviced once installed?
The hardware requires little preventive maintenance. If heavily used, swipe card readers may occasionally require a cleaning pad to be run through the head.
The software requires the host PC to have a connected modem and the software interface package PCAnywhere installed. With this in place Radun engineers can dial in and perform most software and data changes remotely. Without this link, engineering visits will be charged on a visit-by-visit basis.
Is there a maintenance contract?
In the first year, maintenance is included free of charge. After that year, a separate maintenance agreement is set up. Rolling the data forward to the next school year is part of that maintenance agreement.
If the school chooses not to have a contract then engineering visits will be charged on a visit-by-visit basis.
Card Queries
Why use plastic cards?
Plastic cards are universal entities that are recognised and used throughout the world. Most people interact regularly with them, on a daily basis so students and teachers readily accept the Sentinel cards. In fact, pupils relish being given their own plastic as it helps them to feel adult. It is considered a right of passage to the big world.
The media is fast in physical speed terms of entering data, which means there are no hold-ups going into the classroom.
Plastic cards are also highly robust. Because we use Hi-Co magnetic stripes the cards are remarkably resilient and can even go through washing machines without problems.
Magnetic Stripe Cards cost between 50p - £1, volume and design dependent. Schools are able to charge pupils (parents) for the replacement of lost cards. At start up, the cards for a new 1200 pupil school cost approximately £800. The revenue gained from lost cards this year can be used to pay for next year’s new pupil cards and more!
Magnetic swipe cards are the lowest cost plastic card media. Smart and Proximity Cards cost far more than Magnetic Stripe Cards. Therefore, if either of these types were to be used instead, schools would need to charge pupils (parents) far more and these costs may be unacceptable to parents. A new 1200 pupil school at start up could cost £3,600 just for the cards.
How can I make the cards more acceptable?
The more value the card has, the more easily it is accepted. Individualising cards with the user’s name and/or digital photograph, having Access Control, Cashless Catering or Library Control all improve usage and reduce loss or forgetfulness. For example, allowing only FE students and staff to enter a Sixth Form Common room works very well. Having toilets dedicated to early years has also proved to be successful.
How do the students carry the cards?
We have a full selection of lanyards and holders to choose from. Three of our most popular methods are:
Fabric Lanyards:
Available in a variety of colours, including options of school colours and logo or school name, these lanyards are the most attractive and secure method of carrying the cards. They can have an easy break seal for safety around pupils’ necks.
Metal ball necklace:
A lower priced option than the fabric lanyards these necklaces are a popular choice for girls.
Fabric Wallet:
These fashionable wallets are especially popular with the boys.
What happens when a card is lost or forgotten?
Different schools have different procedures when dealing with lost and forgotten cards. Some schools give pupils a sheet for teachers to sign in each lesson and then enter the data manually later. Alternatively, a number of schools designate new or temporary cards which are either free of charge, must be paid for up front or must be returned or paid for later.
However, in all schools, teachers must make sure pupils realise that it is unacceptable not to swipe when entering lessons. They must understand that there should be a record of registration for ALL of their classes.
What if somebody is swiping a friend in during the day?
First of all, fellow pupils are not in all of the same lessons throughout the day. The timetable facility on the system will highlight students swiping into non-scheduled rooms.
Secondly, school rules should severely discourage the practice with penalties.
Thirdly, any fire alarm or spot check infringements should be well publicised.
To date our many customers have not found this to be a problem.
What options are available to schools for the design and production of their cards?
The design and production of cards is an extremely flexible process. It can be managed by Radun, your own external card sub-contract house or by yourself. The only inhibitors are the unit cost of the finished product, the extent of your design requirement and the speed of production.
Cards can be pre-encoded and pre-printed for the specific school in Sentinel standard or School design. A photograph of the cardholder can be included to individualise the cards or you can choose to keep them plain. The whole production process can take place at Radun Controls or on the school site with your own digital camera and card production equipment linked directly into the Sentinel Database.
How long do the cards last?
Cards are specified at a minimum of 20,000 swipes. A pupil is at school for a maximum of 7 years with 40 weeks per year. Each pupil may have up to 7 lessons per day. This can result in nearly 10,000 swipes.
= 7 x 40 x 5 x 7 = 9,800
We have numerous examples of pupils going through the whole of their school time with one card.
What data is held on the Sentinel cards?
The only data held on the card is the school unique Staff or Pupil Card Number encoded on track two of the magnetic stripe. No personal details are recorded onto the card.
Can a Magnetic Stripe Card lose its data or become corrupt?
Yes it can, if misused.
However, if schools make it clear to pupils that this practice is not acceptable misuse will be minimal.
Corrupt cards can be dealt with in similar ways to lost and forgotten cards.