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SIS 2000+ Master Absence List Detailed Instructions Last update: 1/25/2001 jmm

This Attendance report provides administrators with a summary list of all absences, tardies, an other attendance codes entered in the Attendance database on a specified day in a specified track. Each attendance code queried will produce a list of student names, grade levels, and all periods that apply. The list can be sorted by student name or by grade level - in ascending or descending order. The report is further customizable through the application of select queries that act as data filters.
 

1. Open the report
From the Attendance 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 "Master Absence List". This field may be edited by the user.
• Track -

Only one track can be reported at a time. Select and attendance track to report from the drop-down list.
• Date -

Specify a date to report using the drop-down calendar activated by the field button.
 


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 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 Attendance Code data field with three codes 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 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'.
• Attendance Code = Query Type 1. A specific attendance code or a set of attendance codes may be selected for reporting. If none are selected then "All" will be reported. Attendance codes are pre-defined using the Table Editor program during the configuration of SIS 2000+ according to district policy
• 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.
• 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 for reporting. 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.
• Student Group = Query Type 1. Students belonging to a specific student group or set of student groups may be selected for reporting. If none are selected, then "All" will be reported. Student groups pre-defined in the Group Editor application.
• Period = Query Type 1. A specific periods or set of periods may be selected for reporting. 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 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.

In the sample below, only records for three attendance codes will be reported for male students in the 10th grade.


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 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. 6 - default sorting order

Sort Commands:
 

• Additional sorting fields, if available, may be added via the Add command button. (There are currently no additional sorting fields available for this report.)
• A sorting field may be deleted by first selecting it in the list and then clicking on the Delete command button.
• The default sorting order may be changed by shifting the position of a field in the list by activating and dragging the mover bar with the mouse.
• 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. 7).


Fig. 7 - the sorting direction of the Grade field is being changed from Ascending to Descending
 

In the example below (Fig. 8) the Grade field was moved to the top of the list via the mover bar, becoming the primary sort field. This action caused the Name field to be shifted down to the position of secondary sort field. The sorting direction of the Grade field was then 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
 

5. Exit report

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

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