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SIS 2000+ Student Birthday List Detailed Instructions Last update: 3/28/2001 jmm

The Student Birthday List prints a listing of students' birthdays. Optional fields can be added: Student ID, Grade, Teacher, Gender, Ethnicity, Status, Phone, AM Bus, or PM Bus. The report is highly customizable by defining a birthday date range, applying queries to selected data fields, and applying user-defined sorting.

Login:
When the user is logged to a specific school site, only students enrolled in that school will be available for this report. To access all students in the district, login to the District Office. For more information, see Login.

1. Open the report
From the SIS 2000+ Main Menu, click on the Enrollment icon button. From the Enrollment Menu, click on the Reports icon button. Select the report title from the list menu that appears (Fig. 1).

Fig. 1

See General Reporting Procedures, Step 1 for more information on finding and opening a report.

Fig. 2 - opening screen, default Options
 

2. Define Parameters
The opening screen of a report contains three information screens: 'Options', 'Select', and 'Sort'. Click on each tab to view and define the available parameters for the report, or continue to Step 3 to preview and/or print the report using the default parameters.

2.1 Choose Options
Click on the 'Options' tab (Fig. 2). Select or deselect the various options using the mouse, as follows:

Fig. 3 - sample user-defined Options
 
• Title -

The default title for this report is "Student Birthday List". This title may be edited by the user. Put a check in the Title field to activate the title entry mode.
• Birthday Selection -

Select a date range of the birthdays to be reported by defining a From Month/Day and a To Month/Day. The default selection will be the first and last day of the current month. In the example above (Fig. 3) a date range has been defined as April 1st to June 15th.
• Included fields -

Various student demographic data fields may included or excluded from the birthday records by selecting or deselecting the check boxes. The default fields selected are ID, Birthdate, Grade, Gender, Ethnicity, and Status.
 



Click on the Reset command button to restore all 'Options' to their default selections (Fig. 2).
 

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. 4). Use the vertical scroll bar to view the entire list. These are the data fields that will be available for querying. The default criteria is "All" for each data field (with the exception of Enrollment which is 'Active Students'). To apply a 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. 4
 

2.2.1 Select data fields and apply queries
Select a data field in the list until it is highlighted in gray (Fig. 4) 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. 5 shows the criteria selection screen for the Gender field with 'Female' selected for reporting.


Fig. 5 - sample criteria selection screen, Query Type 1

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

• Enrollment = Query Type 2. Select one category from five possible choices: 'Active Students' (default), 'This Year's Students', 'Future Students', 'Inactive Students', or 'All Students'.
• 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 code or set of gender codes may be selected for reporting. If no gender code is selected, then 'Male', 'Female', 'Unknown', and '< unset >' 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. If none are selected, then "All" will be reported.
• Student = Query Type 3. A specific student or set of students may be selected. If none are selected, then "All" will be reported.
• Student Group = Query Type 1. A student group or set of student groups may be selected. Student Groups are pre-defined in the Group Editor application. 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.
• Advisor = Query Type 3. Students assigned to a specific advisor or set of advisors can be selected for reporting. If none are selected, then "All" will be reported.
• Membership = Query Type 1. Students belonging to a specific membership or a set of memberships may be selected for reporting. If none are selected, then "All" will be reported. A "membership" is a tribal designation assigned to a student via the Student Editor application.
 
 

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 applied as needed, the view will return to the 'Select' screen. Each data field in the list will display a code after the name signifying the parameters currently applied (Fig. 6). 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 Steps 2.2.1 -2.2.2


Fig. 6 - 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 Sort order
Click on the 'Sort' tab. The 'Sort' screen (Fig. 7) displays the data fields used for sorting the records in the report. In this report, the default sorting order is:
 
• Grade = primary sort field
• Name (student's last name) = secondary sort field
 

Fig. 7

Sort Commands -
 

• Additional sorting fields may be added via the Add command button.
• A sort field may be deleted by selecting it in the list and then clicking on the Delete command button.
• The sorting order may be changed dragging and dropping a field to a different position in the list using the mover bar .
• The direction of a sort field (ascending or descending) may be changed using the Edit command.
 

In the example below (Fig. 8) the Birthday field has been added to the list and moved to the position of primary sort field by dragging it to the top of the list. The other fields were subsequently moved down one level. The sorting direction of the Grade field was changed from the 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
 

To restore the sorting order to its default configuration, click on the Reset command button on the 'Sort' screen.

 
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

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

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