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SIS 2000+ Daily Call Report Detailed Instructions Last update: 04/15/2001 jmm

The Daily Call Report shows all student absences and tardies on a given day in the form of a call list. Each record listed in the report contains the student's name, ID #, home phone number, period, course ID #, course description, and attendance code (reason for absence). Two types of reports can be generated by customizing the sort order; one sorted by student and one sorted by teacher. The primary purpose of the report sorted by student is to be a call list for attendance clerks to call the student's home. The primary purpose for the report sorted by teacher is to supply each teacher with a list of daily absences for all of their classes.

Attendance Codes
Attendance codes reported for each absent or tardy student are generated in the various SIS 2000+ Attendance programs when daily attendance is taken. Attendance codes that were corrected to read "Present" after they were originally entered with an absent or tardy codes will be still listed in this report for the purpose of flagging a possible need for a confirmation call.

Teaching assistants
A student who is enrolled in a class as a teaching assistant will have a (TA) flag following the course description in the sort by student reports (Fig. 1) or a (TA) flag preceding the student's name in the sort by teacher reports (Fig. 2).
 

Fig. 1 - Teaching assistant flag

Fig. 2 -Teaching assistant flag

 

1. Open the report
From the SIS 2000+ Main Menu, click on the Attendance icon button.

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

Fig. 3  - 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 the previewing and printing procedures in Steps 3 & 4 using the default parameters.

2.1 Choose Options
Click on the 'Options' tab (Fig. 4). Choose various options as follows:


Fig. 4
 

•  Title -

The default title for this report is "Daily Call Report." This title may be edited by the user.
• Effective Date -

The default date is "Today's Date." To specify a different date, activate the drop-down calendar and enter the target date.
• Report Options -
• Single Spaced -

Default setting. Entries in the report are single spaced.
• Double Spaced -

Choose this option to double space the entries. This allows room for handwritten notes between entries.
 

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. 5). Use the vertical scroll bar to view the entire list. These are the data fields that will available for querying. The default criteria is "All" for each data field (with the exception of 'Enrollment', which defaults to 'Active Students'). 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. 5
 

2.2.1 Select data fields and apply queries
Select a data field in the list until it is highlighted in gray (Fig. 6) 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. 6 shows the criteria selection screen for the Attendance data field with three Attendance codes selected for reporting.


Fig. 6 - 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.
 

• Enrollment = Query Type 2. Select one category from five possible system-defined choices: '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. If none are selected, then "All" will be reported.
• Attendance Code = Query Type 1. A specific Attendance code or set of Attendance codes may be selected for reporting. If none are selected, then "All" 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.
• 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.
• 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.
• Student Group = Query Type 1. A specific student group or set of student groups can be selected for reporting. f none are selected, then "All" will be reported. Student groups are pre-defined in the Group Editor application.
• Track = Query Type 1. A specific track within the school site or set of tracks may be selected. If none are selected, then "All" will be reported.
 

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 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. 7). 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. 7 - sample review
 



To restore a field's default parameters, 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. 8) displays the data fields used for sorting the records in the report. In this report the default sorting order is:
 
Name (student last name) = primary sort field
Teacher (teacher's last name) = secondary sort field

 
Fig. 8 - default sorting order
 
Sort Commands:
 

• Additional sorting fields may be added via the Add command button (there are currently no additional sort fields available for this report)
• A sorting field can be deleted by 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 activating the Edit command (Fig. 9).


Fig. 9  - the sorting direction of the Teacher field is being changed from Ascending to Descending.
 

In the example of a customized sort order below (Fig. 10) the Teacher field was moved to the position of primary sort field by dragging it to the top of the list. The Name field was subsequently moved down to the position of secondary sort field. The sorting direction of the Teacher field was changed from its default Ascending to Descending.


Fig. 10 - 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



To restore global default parameters for all the screens, 'Options', 'Select' and 'Sort', click 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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