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SIS 2000+ Student Locker Assignments Report Detailed Instructions Last update: 1/25/2001 jmm

The Student Locker Assignments report is based on a list of student names as primary entries. Under each student name is a sub list of all lockers assigned to that student. Included in the default report is basic student demographic information, such as Student ID#, gender, birth date, and age. Options allow the inclusion of student ethnicity codes, student's home phones, locker combinations, and the names of locker partners (students who share the same locker). The report may be further customized by the application of select queries and by modifying the sorting order.

The related Locker Listing Report provides much of the same information as this report but it is based on a listing of lockers as the primary entries with the assigned students as sub entries.

See Locker Editor for more information on how student lockers are defined. See Student Lockers for more information on how students are assigned to lockers.
 

1. Open the report
From the SIS 2000+ Main Menu, open the Enrollment program module. From the Enrollment 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 report 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 Locker Assignments". The title may be edited by the user.
• Students to include in the list -

Students are assigned to lockers via the Student Lockers program. The following options allow filtering of the student records based on their assignment status as follows:
• All -

Check this option to list all students in the school's database, whether they have a locker assignment or not.
• With Locker Assignments -

Checking this option will show only those students that have been assigned to at least one locker.
• No Locker Assignments -

This option will list only students who have no lockers assigned.
• Limit Report to Lockers of Type -

Check this option to filter the report according to Locker Type selected from the drop-down list below. If left unchecked, all locker types will be reported.
• Optional Student Settings -
• Show Student Ethnicity -

Student's ethnicity code will be displayed.
• Show Student Home Phone -

Student's home phone will be listed.
• Print One Student Per Page -

This option will insert a page break between each primary student record.
• Optional Locker Settings -
• Show Lock Combination -

The current lock combination will be displayed.
• Show Locker Partners -

Students who share the locker will be displayed in a sub list (with some demographic data).
 
 


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 or sets of 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 (except for the Enrollment field, which is '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. 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 the 10th grade for reporting.


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.
 

• 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' (all of the above).
• 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.
• 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.
• Group = Query Type 1. A specific student group or a set of student groups may be selected for reporting. Student groups are pre-defined in the Group Editor application. If none are selected, then 'All' will be reported.
 

Define criteria for the above queries and apply the query by clicking on the Done command button within each query 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 at all. 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. In the example below (Fig. 5), the queries applied will retrieve only active students from the tenth grade who are male Hispanics from the 1998 Vocational student group.

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 locker records. The default sorting order is:
 
Grade = primary sort field
Name (student's last name) = secondary sort field
Gender = tertiary sort field
Ethnicity = fourth sort field


Fig. 6 - default sorting order

Sort Commands:

 
• Additional sorting fields may be added via the Add command button. Added fields will be placed at the bottom of the list by default.
• A sorting field may be deleted from the list by first selecting it and and then clicking on the Delete command button.
• The default sorting order may be changed by clicking on a field to activate mover bar and then dragging and dropping the field to another position in the list. All other fields will be moved down one position accordingly.
• The default sorting direction of all fields is Ascending. The direction of a sort field may be edited by selecting the sort field from the list, executing the Edit command, and selecting then desired sorting direction (Ascending or Descending) from the 'Edit Sort Field' dialog (Fig. 7). Click on Done to save the sort direction, or Cancel to abort.


Fig. 7
 

In the example below (Fig. 8) the ID field was added to the end of the list and then moved to the position of primary sort field by dragging it to the top of the list with the mover bar. All other fields were subsequently moved down one position. The sorting direction of the Name field was 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, Options, Select and Sort, 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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