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SIS 2000+ Student Mailing Labels Detailed Instructions Last update: 1/25/2001 jmm

Student Mailing Labels is a report function that produces mailing labels addressed to the student's home address, parent or guardian, or specified contact. Labels may be generated for specific grades, specific course sections, student groups, tracks, etc. The labels can be sorted ascending or descending by last name, grade level, or zip code.

Prerequisites:
The print format is on single sheet Avery Address labels, 1" x 2 1/2" wide each, 3 across x 10 down.

Login:
Login to any track of the target school site. The Student Mailing Labels can be generated for any track within the site. See the document titled Login for further instructions on login procedures.

1. Open the report
From the Enrollment Menu, click on the Reports icon button. Select the title of the report 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 to preview and/or print the report using the default parameters.

2.1 Choose Options
Click on the 'Options' tab (Fig. 2). Choose options as follows:

Fig. 2 - sample options
 
• Title -

The default title of this report is "Mailing Labels". This may be edited by the user.
• Name /Address -

Designate the type of address to be used by selecting one of the following options:
• Student -

The mailing address of the student is used first. If there is no mailing address in the database for the student, the home address is used.
• P/G of Student -

The student's home address is used but the mailing is addressed "To the Parents or Guardians of" the student by adding an extra line above the student's name:


 

• Contact Only -

The student's contact address will be used instead of the student's address, and only for those contacts who have been designated to receive at least one of the mailing categories specified in the Contact Mailing Category flags below. (Student contacts are defined in the Student Editor program.)
• Contact or P/G -

Same as 'Contact Only' above except that if no contacts have been defined for a student (in the Student Editor application) or none of the student's contacts meet the Contact Mailing Category criteria, this option will make a label for the parents or guardians instead; as is done with the 'P/G of Student' option above.
• Contact Mailing Category -

These fields are only enabled when either the 'Contact Only' or the 'Contact or P/G' option is selected. The twelve check boxes are database flags for specifying the type of contact mailing(s) for which labels are to be printed. (The description for each flag field is defined in using the Database Manager program and corresponds to the 12 mailing flags fields in the Student Editor. See Student Editor, Sec. 11, "Edit 'Contacts' 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 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. Use the vertical scroll bar to view the entire list. The default criteria is "All" for each data field (with the exception of Enrollment 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 - use the scroll bar to view the entire list
 

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 Grade field with the Ninth and Tenth grades selected 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 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'.
• Student = Query Type 3. A specific student or set of students may be selected. If none are selected, then "All" will be reported.
• Class = Query Type 1. Students from a specified course section or set of course sections can be selected from within a specified track. To select or deselect more than one selection, hold the Ctrl key down while clicking (Fig. 5).


Fig. 5
 

• Ethnicity = Query Type 1. A specific ethnicity or set of ethnicities may be selected for reporting. 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 for reporting. If none are selected, then "All" will be reported.
• Group = Query Type 1. A student Group or set of Groups may be selected for reporting. If 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 or set of tracks may be selected for reporting. If none are selected, then "All" will be reported.
• Lastname = 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.
 

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. 6). 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. 7) displays the data fields used for sorting the records in the report. In this report, the default sorting order is:

Name (student's last name) = primary sort field.


Fig. 7

Sort Commands:
 

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

In the example below (Fig. 8) the Zip Code field Grade field have been added to the list. Then the Zip Code field was moved to the top of the list as the primary sort field, displacing the Name field to the position of secondary sort field. The Grade field's sorting direction 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 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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