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

Student Data Labels is a report function that produces student bar code labels. The bar codes correspond to the Student Identifier number. These are utility labels that may be used for a variety of purposes, such as file folders labels, ID card labels, etc. Labels may be generated for specific grades, specific course sections, student groups, tracks, etc. The labels can be sorted alphabetically by name or numerically by grade, ascending or descending respectively.

Prerequisites:

• Bar Code font must be installed for the local printer (such as True Type font C39HrP36DmTt).
• The print format is on single sheet Avery Address labels, 1" x 2 1/2" wide each, 3 across x 10 down.


Print format
 

1. Open the report
From the Enrollment Menu, click on the Reports icon button. Select the 'Student Data Labels' 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 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 "Student Labels". This may be edited with a user defined title.
• Report Type -

Select one of two types of reports:
• Bar Code label -

Prints Student ID number, Last Name, First Name, and Bar Code (See Sample Report #1).
• Name, Grade, Ident -

Prints Last Name, First Name, Grade Level, and Student ID number (no bar code included)
 
 


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). Use the vertical scroll bar to view the entire list. These are the data fields that will available for querying. 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 - use the vertical 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 Ethnicity field data field with Asian and Hispanic 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 system-defined enrollment code 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 for reporting. If none are selected, then "All" will be reported.
• Last Name = 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.
• Class = Query Type 1.Students from a specified course section or set of course sections can be selected from within a specified track may be selected for reporting. To highlight more than one selection, hold the CTRL key down while clicking (Fig. 5). If none are selected, then "All" will be reported.


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 may be selected for reporting. If none are selected, both male and female 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. 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.
 

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). Use the vertical scroll bar to view the entire list. 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 sort field may be deleted by selecting it in the list and then clicking on the Delete command button.
• The sorting order may be changed dragging and dropping a field 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 Grade field has been added to the list. Then the Name field was moved from the position of primary sort field to the position of secondary sort field. The sorting direction of the Track field was changed from the 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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