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SIS 2000+ Attendance Collection Status Detailed Instructions Last update: 3/28/2001 jmm

This attendance report provides administrators with a list of classes (course sections) for which attendance has or has not been entered for a specified date. The report retrieves up-to-the-minute data indicated by a time stamp at the top of the page thus providing a quick method to assess the current status of the daily attendance taking. Each entry prints the faculty name, period code, course description, and section number.

For a general outline of the attendance taking process, see Attendance.
 

1. Open the report
From the Attendance Menu, click on the Reports icon button. Select the report's title from the list menu that appears. See General Reporting Procedures, Step 1 for more information on finding and opening a report.

Fig. 1 - opening screen, default Options
 

2. Define Parameters
The opening screen of this report (Fig. 1) contains three information screens: 'Options', 'Select', and 'Sort'. Click on each tab to view and define various parameters for the report or continue to the Step 3, "Print Preview" for viewing and/or printing the reports using the default parameters.

2.1 Choose Options
Click on the 'Options' tab (Fig. 2). Choose options as follows:

Fig. 2 - sample user-defined options
 
• Title -

The default title for this report is "Student Advisor List". This title may be replaced by the user. Put a check in the Title check box to enable a user-defined title to be entered in the field to the immediate right. The user-defined title will remain in memory until the report is closed and can be enabled or disabled by using the check box. If a user-defined title is disabled the report will print with no title.
• Track -

Select a track to report from the drop-down list.
• Date -

This report only retrieves attendance data for one day at a time. The default is Today's Date. Select the specified day to report by activating the drop-down calendar via the field button.
• Print -
• Sections NOT reported

This option will report only course sections for which attendance has not yet been taken for the specified day (default selection).
• Sections Reported

This option will report only course sections for which attendance has been taken for the specified day.
 
 


Click on the Reset command button to restore all Options to their default selections (Fig. 1).
 

2.2 Apply Select queries
SIS 2000+ reports can be instructed to print specific sets of records through the application of queries. A query is essentially a data filter. By defining criteria (parameters) for selected data fields, specific records can be retrieved. Click on the 'Select' tab. A list of data fields is displayed (Fig. 3). These are the data fields that will available for querying. The default criteria is "All" for each data field. To apply a select query to any data field, continue with Step 2.2.1. If no queries are needed, continue to the sorting procedure in Step 2.3.


Fig. 3
 

2.2.1 Select data fields and apply queries
Select a data field in the list until it is highlighted in gray (Fig. 3) and then click on the Edit command button. A criteria selection screen will open that is specifically designed for the selected data field. The sample in Fig. 4 shows the criteria selection screen for the Faculty data field with three teachers selected for reporting.


Fig. 4 - sample criteria selection screen, Query Type 3

There are several possible types of queries, depending on the data field selected. Instructions on how to select and apply each type of query are found in the document titled General Reporting Procedures.
 

• Faculty = Query Type 3. A specific faculty member or set of faculty members may be selected for reporting. If none are selected, then "All" will be reported.
• Course = Query Type 3. A specific course or set of courses may be selected for reporting. If none are selected, then "All" will be reported. (All course sections of selected courses will be reported)
• Faculty Group = Query Type 1. A specific faculty group or set of faculty groups may be selected. If none are selected, then "All" will be reported. Faculty groups are pre-defined in the Group Editor program.
• Course Group = Query Type 1. A specific course group or set of course groups may be selected. If none are selected, then "All" will be reported. Course groups are pre-defined in the Group Editor program.
• Track Period = Query Type 1. A period or set of periods may be selected for reporting. If none are selected, then "All" will be reported. Periods available for reporting are only those defined for the track chosen in the 'Options' tab.
 

Apply queries as needed for each of the above data fields.
 
 

Note on Query results:  Use caution when making multiple queries across data fields. Only records that satisfy all queries will be reported. Some queries may be mutually exclusive, causing the report to yield no records. In this type of situation there will be no pages to preview or print for the body of the report. This status will be indicated by the following error message appearing at the bottom of the cover sheet:  ***** NO RECORDS SELECTED FOR REPORT *****

 

2.2.2 Review selected parameters
After parameters are set and queries applied as needed, the view will return to the 'Select' screen. Each data field in the list will display a code after its name signifying the parameters currently applied (Fig. 5). Review the parameters. If all are satisfactory, continue to the sorting procedure in Step 2.3. If editing is required, repeat Step 2.2.1.


Fig. 5 - sample review
 



To restore a field's parameters to its default selection, highlight the field name in the 'Select' screen and click on the Reset command button.
 

2.3 Define the Sort order
Click on the 'Sort' tab. The 'Sort' screen (Fig. 6) displays the data fields used for sorting the records in the report. In this report the default sorting order is:
 
Faculty Last Name = the primary sort field
Faculty First Name = secondary sort field
Faculty ID = tertiary sort field
Period = fourth sort field, and so on...
 

Fig. 6 - default sorting order
 
• Additional sorting fields may be added via the Add command button.
• A sorting field may be deleted by first selecting it in the list and then clicking on the Delete command button.
• The sorting order may be changed by shifting the position of a field in the list by dragging the mover bar with the mouse.
• The direction of a sort field (ascending or descending) may be edited by selecting the sort field from the list and using the Edit command (Fig. 7).


Fig. 7 - the sorting direction of the Period field is being changed from Ascending to Descending
 

In the example below (Fig. 8) the Course Description field was added to the end of the list and then moved to the top of the list via the mover bar, becoming the primary sort field. This action caused the Faculty Last Name field to be shifted down to the position of secondary sort field. All fields below were subsequently shifted downwards on position on the list. The sorting direction of the Period field was then changed from its default Ascending to Descending.


Fig. 8 - sample customized sort order

For further instructions on defining the sort order of a report see General Reporting Procedures, Steps 2.3-2.3.4

2.4 Resetting global defaults



Global default parameters for all the screens can be reset by clicking on the Reset All command button at the bottom of the main screen.
 
 

The customized or default report can be previewed at any time before actual printing by clicking on the Preview command button. An option to print the report is available when the Preview is exited. For further instructions on previewing reports, see General Reporting Procedures, Step 3
 

4. Print the report to printer or to a file

Click on the Print command button to print the report to a printer or to a file without previewing it. For further instructions on printing reports, see General Reporting Procedures, Step 4
 

5. Exit report

Click on the Quit command button to exit the report screen at any time.

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