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||SIS 2000+ Student Status
Last update: 1/25/2001 jmm
provides administrators with a detail and/or summary of specified student
status changes in a specified date range. The approach for this report
is to generalize the concept of printing an Entry/Exit report into printing
all kinds of status changes with the default being the Entry/Exit report.
However, the options provided allow the user the get a listing and summary
of changes for any fields in the student status record (Track, Grade, English
Proficiency, Service, Advisor, Entry/Exit Type (E or W), Entry/Exit Code)
with up to 5 levels of grouping and subtotaling.
To read more about student status records and how they are changed,
see Student Editor, Sec. 4, "Change
Enrollment / Edit Status / Withdraw a Student".
This report is most useful when logging on to the district office.
1. Open the report
From the SIS 2000+ Main Menu, click on the Enrollment icon button.
From the Enrollment Menu, click on the Reports icon button. Select
the report title from the list menu that appears (Fig. 1). See General
Reporting Procedures for more information on finding and opening a
Fig. 2 - 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
2.1 Choose Options
Click on the 'Options' tab (Fig. 3). Select or deselect the various
options as follows:
3. Print Preview
Fig. 3 - sample Options
2.2 Apply 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 (with the exception of Enrollment).
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.
2.2.1 Select data fields and apply queries
2.3 Define the Sort order
Select (highlight) 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 'Seventh' grade selected for reporting.
Fig. 4 - sample criteria selection screen, Query Type
There are several possible types of queries, depending on the data field
selected. Further instructions on how to select and apply each type of
query are found in the document titled General
Define criteria for the above queries and apply the query by clicking on
the Done command button within each query screen.
School = Query Type 1.
A specific school site within the district or a set of school sites may
be selected for reporting. If non are selected, the "All" will be reported.
This query is only relevant when logging on to the district office.
Track = Query Type 1.
A specific track or set of tracks may be selected for reporting. Only tracks
defined for the logged on site will be available for selection (when logged
on to the district office, this will include all tracks defined
for all school sites). If none are selected, then "All" will be
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.
English Proficiency = Query
Type 1. Students with a specific English Proficiency level or a set
of levels may be selected for reporting. If none are selected, then "All"
will be reported. English Proficiency levels are pre-defined by the district
and assigned to individual during the enrollment process via the Student
editor application. students
Service = Query Type
1. A specific service designation or set of designations may be selected
for reporting. If none are selected, then "All" will be reported. A "service
designation" is the same as the Primary Designation code (primary handicapping
condition) that is used in Special Education programs. All students receive
a default service code of "Regular" upon initial enrollment. This code
will be changed to a primary handicapping condition code if the student
is subsequently enrolled in a Special Education program.
Advisor = Query Type 3.
Students assigned to a specific advisor or set of advisors may be selected
for reporting. If none are selected, then "All" will be reported. An "advisor"
is a faculty member assigned to advise a student on a per track basis.
Advisors are usually assigned at the time of enrollment. If the student
is enrolled in more than one track at the same time, they could have more
than one advisor. Advisor assignments are can be viewed or edited in a
student's status records. See Sec.
7, "Edit 'General' Data".
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.
Status = Query Type 1.
A specific student status or set of statuses may be reported. If none are
selected, then "All" will be reported. These are user defined student statuses;
not to be confused with system defined status used in the Enrollment query
Group = Query Type 1.
A specific student group or set of student groups may be selected for reporting.
Student groups are pre-defined in the Group
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.
Membership = Query Type
1. Students belonging to a specific membership or a set of memberships
may be selected for reporting. If none are selected, then "All" will be
reported. A "membership" is a tribal designation assigned to a student
via the Student Editor application.
|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. 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
Click on the 'Sort' tab. The 'Sort' screen (Fig. 6) displays
the data fields used for sorting the records. The default sorting order
Fig. 6 - default sorting order
In the example below (Fig. 8) the Advisor field was added to the
list and then moved to the position of fourth sort field using the mover
bar. All other fields below that were subsequently moved down one position.
The sorting direction of the Grade field was changed from Ascending
Fig. 8 - sample customized sort order
For further instructions on defining the sort order of a report see
General Reporting Procedures, Steps
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
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