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SIS 2000+ Student Status Changes Report Detailed Instructions Last update: 1/25/2001 jmm

This 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".
 
Login -
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 report.

Fig. 1

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 parameters.

2.1 Choose Options
Click on the 'Options' tab (Fig. 3). Select or deselect the various options as follows:

Fig. 3 - sample Options
 
• Title -

The default title for this report is "Student Status Changes". This title may be edited by the user. Put a check in the Title field to activate the title entry mode.
• Date Selection -

Select a date range for records to be reported by defining a Start date and End date. Click on the field button in each date field to activate a drop-down calendar (Fig. 4). Use the VCR buttons in the calendar to scroll backward or forward through the months. Click on the target date until it is highlighted in yellow, then click on the Select command button to post the date in the field, or Cancel to abort. Use the Today command button to restore today's date (System Date).


Fig. 4
 

• Print Detail Fields -

The student's name is automatically included for each status change reported. Various other data fields from student status records may be included or excluded with each record by selecting or deselecting the detail fields. The default fields selected are Entry/Exit Code, Grade, Gender, and Ethnicity. More may be selected, if required. The Print Detail Fields box must be checked in order for the selections to take effect, otherwise no detail fields will be included, even if the are checked.



Click on the Reset command button to restore all 'Options' to their default selections (Fig. 2).
 

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.


Fig. 3
 

2.2.1 Select data fields and apply queries
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 1

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 Reporting Procedures.
 

• 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 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.
• 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 below.
• 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 Editor application.
• 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.

 
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. 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 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. The default sorting order is:
 

Fig. 6 - default sorting order
 
Sort Commands:
 
• Additional sorting fields may be added via the Add command button.
• A sort field may be deleted by selecting it and then clicking on the Delete command button.
• The sorting order may be changed by shifting the position of a field in the list by dragging the mover bar with the mouse.
• The default sorting direction of all fields is Ascending. The direction of a sort field (Ascending or Descending) may be edited by selecting the sort field from the list, executing the Edit command, and selecting the desired sorting direction from the 'Edit Sort Field' dialog (Fig. 7). Click on Done to save the sort direction, or Cancel to abort.


Fig. 7 - the sorting direction of the Grade field is being changed from ascending to descending.
 

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 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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