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SIS 2000+ Class Rosters Report Detailed Instructions Last update: 3/28/2001 jmm

This report prints a list of students for each course section (class) in the Master Schedule for the logged on school site. It is commonly used for distribution to teachers. All students in a class are identified by their Last Name, First Name, Gender, Grade, and Teaching Assistant status. The rosters can be produced in the form of simple rosters, blank checklists for taking attendance or recording marks, address lists, or birthday lists. Additional demographic and scheduling data can be added to some of the formats, such as the student's home phone number and/or Exit/Entry dates and codes. The Class Rosters entries are retrieved from the Scheduling module. Course section data is displayed at the top of each roster. Page breaks are inserted between each class. The report is highly customizable through the use of select queries and sorting.

See Step-by-Step Instructions for quick, step-by-step instructions for creating this class rosters report.
See General Reporting Procedures for more information about creating SIS 2000+ reports.

Detailed Instructions

Prerequisites:
Only students scheduled in course sections in the SIS 2000+ database will appear in class rosters. See Master Schedule Editor, Student Loader, and Student Schedule Editor for information on scheduling students in classes.
 

1. Open the report
From the Scheduling Menu, click on the Reports icon button. Select the "Class Rosters" 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 depends on the selection made in the Form field below: "Class Rosters", "Grading Rosters", or "Checklist Rosters". The default title may be edited by the user. Put a check in the Title check box to activate the edit mode. The user-defined title will remain in memory until the report is closed and can be enabled or disabled by using the check box.
• Effective Date -

Enter the date for reporting class rosters. Default date is Today's Date. Use the field button to activate the drop-down calendar. The date entered will be displayed after the title in the header of each roster .
• Form -

Rosters can be printed in six basic formats. Select one from the drop-down list:
• Class Rosters  - See Sample Report #1.
• Checklist Rosters -  See Sample Report #2.
• Attendance Rosters - See Sample Report #3.
• Address Rosters - See Sample Report #4.
• Birthdate Rosters - See Sample Report #5.
• "22 hole" Rosters - See Sample Report #6.
 

 
• Print Options -

Extra data can be added to the rosters by checking any of the following options:
• Show Student Home Phone -

This option is only available when 'Class Rosters' is chosen in the Form field above.
• Show Entry Date/Code -

Displays the first day the student was enrolled in the course section with the Entry Code (reason for enrolling). This option is only available when 'Class Rosters' is chosen in the Form field above.
• Show Exit Date/Code -

Only applies if 'Include Exited Students' is checked. Displays the last day of enrollment in the course section with Exit Code (reason for leaving). This option is only available when 'Class Rosters' is chosen in the Form field above.
• Include Exited Students -

Names of students who have exited the course section will remain on the roster. This option is available for all Forms.
 
 


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 Period data field with the Third and Fifth period selected. Click on the Done command button to apply the selection criteria.


Fig. 4 - sample criteria selection screen, 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.
 

• Track = Query Type 1. A specific track or set of tracks may be selected. If none are selected, then "All" will be reported.
• Faculty = Query Type 3. A specific faculty member (Advisor) or set of faculty members may be selected. If none are selected, then "All" will be reported.
• Course = Query Type 3. A specific course or set of courses may be selected. If none are selected, then "All" will be reported. All course sections for the selected course(s) will be printed.
• Period = Query Type 1. A specific period or set of periods may be selected. If none are selected, then "All" will be reported. Periods are defined for each track in the Track Editor application. In this criteria selection screen the system-defined period codes will appear in the left column and the user-defined mapping codes they are associated with will appear in the right column. See Track Editor for more information.
• Faculty Group = Query Type 1. A specific faculty group or set of faculty groups may be reported. If none are selected, then "All" will be reported. Faculty groups are pre-defined in the Group Editor application.
• Course Group = Query Type 1. A specific course group or set of course groups may be reported. If none are selected, then "All" will be reported. Course groups are pre-defined in the Group Editor application.
 

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. 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 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
Course Code = fourth sort field
Section Number = fifth sort field


Fig. 7 - 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 using the mover bar .
• 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. 8).


Fig. 8 - the sorting direction of the Section Number field is being changed from Ascending to Descending
 
 

In the example below (Fig. 9) the Course Description field was added to the end of the list. Then the Course Code field was moved to the top of the list, making it the primary sorting field and displacing the Faculty Last Name field to the position of secondary sort field. The Section Number field's sorting direction was changed from its default Ascending to Descending.


Fig. 9 - 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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