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SIS 2000+ Student Attendance Detail Detailed Instructions Last update: 1/13/2001 jmm

This report is located in the Attendance module and prints all Attendance codes entered in the system for each student for a specified date range. Page breaks are placed between each student's detail record. A line is generated for each week in the date range and the Attendance events for the student are displayed for each period for each day in the week. If the student is not enrolled on a day or the day is not a school day, blanks are displayed. A legend is included at the bottom of the page to translate the Attendance codes. The report is sorted in ascending alphabetical order by student's last name. The sorting order may be customized to sort by grade or student advisor. The report is further customizable through the application of select queries that act as data filters.

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 Attendance Detail Report". This field may be edited with a user-defined title.
• Date/To -

Specify a date range to report by entering a beginning date and ending date (default for both is Today's Date). Use the drop-down calendars activated by the field buttons to select and enter the target dates. Keep in mind that the report is organized to display attendance codes on a per week basis with the beginning day on a Sunday and the ending day on a Saturday. For optimum results, select a date range that begins on a Sunday and ends on a Saturday.
 
 


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). Use the vertical scroll bar to view the entire list. These are the data fields that will available for querying (use the vertical scroll bar to view the entire list). The default criteria is "All" for each data field (with the exception of Enrollment). 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). 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 Grade data field with 'Eleventh' and 'Tenth' grades selected for reporting.


Fig. 4 - sample, Query Type 1

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.
 

• Enrollment = Query Type 2. Select one category from five possible system-defined enrollment codes: 'Active Students' (default), 'This Year's Students', 'Future Students', 'Inactive Students', or 'All Students'.
• Student = Query Type 3. A specific student or set of students may be selected for reporting. If none are selected then "All" will be reported.
• Last Name = Query Type 4. A contiguous alphabetical range of students can be selected for reporting based on their last names. If no range is defined, then "All" will be reported.
• Student Group = Query Type 1. A specific student group or set of student groups may be selected for reporting. If none are selected then "All" will be reported. Student groups are pre-defined in the Group Editor program.
• Grade = Query Type 1. A specific grade level or set of grade levels may be selected. If none are selected, then "All" will be reported.
• Gender = Query Type 1. A specific gender may be selected for reporting. If none are selected, both male and female will be reported.
• Ethnicity = Query Type 1. A specific ethnicity or set of ethnicities may be selected. If none are selected, then "All" will be reported.
• Track = Query Type 1. A specific track or set of tracks may be selected. Only tracks defined for the logged on site will be available for reporting. If none are selected, then "All" will be reported. If more than one track is reported, student records from all tracks will be combined during the sorting process. There is no designation for which student belongs to which track.
• Advisor = Query Type 3. A specific student advisor (counselor) or a set of advisors may be selected for reporting. If none are selected then "All" will be reported. Students are assigned an advisor in the Student Editor program, usually during the initial enrollment process.
 

Define criteria for the above queries and apply the query by clicking on the Done command button within each criteria selection screen.
 
 

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). Use the vertical scroll bar to view the entire list. 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 Name/Ascending as the primary sort field.


Fig. 6 - default sorting order
 

• Additional sorting fields may be added via the Add command button, if available.
• 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
 

In the example below (Fig. 8) the Advisor field was moved to the top of the list via the mover bar, becoming the primary sort field. This action caused the Name field to be shifted down to the position of secondary sort field and the Grade field to the position of tertiary sort field. The sorting direction of the Grade 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.
 
 

For further instructions on previewing reports, see General Reporting Procedures, Step 3

Note:
Each student record can be printed as a separate report, but only from the Preview mode. Printing from the Print command will necessitate printing all the records at one time. To print a single record from the Preview mode, exit the Preview of the first record displayed and answer "No" to the 'Cancel Preview' prompt (Fig. 9). This action will forward the view to the next record. Repeat this process until the target record is displayed. Exit this preview and answer "Yes" to the prompt to advance to the Print option for that individual record.


Fig. 9
 
 

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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