Main Help Menu      Return to Reports Menu      General Reporting Procedures      Quick  Instructions      Sample Report

 

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

The Student Directory Report produces a list of students' names from a selected school site or the entire district. The basic listing contains the student's last name, first name, ID number, birthday, grade, ethnicity, gender, student status, track, and advisor. Options allow the inclusion of the home address and/or phone number for each student as well as the students' contact information. The report is highly customizable through the use of queries applied to data fields as well as user defined sorting. All reports include an option for a cover page, summary page, and user defined title.

Login:
When the user is logged to a specific school site, only students enrolled in that school will be available for this report. To access all students in the district, login to the District Office. For more information, see Login.

1. Open the report
To locate the Student Directory report, open the Enrollment Menu and click on the Reports icon button. Select the report title from the list that appears and open the reports main screen (Fig. 1). See General Reporting Procedures, Step 1 for more information on finding and opening a report.

Fig. 1 - opening screen, default selections
 

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. 2). Select or deselect the various options using the mouse, as follows:


Fig. 2
 

• Listing -

Prints the main body of the report (default selection). This would be deselected only in the case where a cover page or summary page were the only data needed for the report.
• Summary -

Checking this option will print a summary page after the listing. The summary lists the breakdown of Ethnicity and Gender counts for each Grade, plus the total student count.

View Sample Summary Page
 

• Title -

The default title for this report is "Student Directory." This title may be edited by the user. Check this box to activate the edit mode of report title field to the right.
• Contact(s) -

Check this box to include students' contact names in the directory listing. When this option is checked a list of contact types will be activated in the field directly below. Use the scroll bar to view the entire listing. Select the type of contact to be included by clicking on the name until it is highlighted in gray, as in Fig. 3. More than one selection can be made by holding the CTRL key down while clicking with the mouse. To deselect a contact type, hold the CTRL key down and remove the highlight from the name by clicking it with the mouse. If no contact types are selected then all types will be reported. Whenever Contact(s) are activated, select one of the following three options directly below the list of contact types to indicate which type of data to include with each contact printed:
 
• 

will print only the contact names (default selection).
• 

prints contact names along with their primary phone number.
• 

prints contact names along with their primary phone number and home address.
 
For more information about student contacts, see Student Editor, Sec. 11, "Editing 'Contacts' Data"
 
• Include -

Check or uncheck the following four options to control what type of student data to include in the directory listing:
• Student Phone Only -
• Student Phone and Address -
• Student Address -
• Unlisted -
 



Click on the Reset command button to restore all Options to their default selections (Fig. 1).

2.2 Apply Queries
Click on the 'Select' tab. A list of data fields appears (Fig. 3). Use the vertical scroll bar to view the entire list. These are the data fields that are automatically included for each student printed in the report, with most coming from the Student Editor database. Within each field there is usually more than one possible criteria or parameter. Most data fields are set to include "All" criteria by default (with the exception of the Enrollment field that defaults to "Active Students"). The 'Select' screen allows a query (filter) to be applied to each field for the purpose of defining the parameters to be reported.


Fig. 3
 

2.2.1 Select a data field and activate the edit mode
Select a data field (as in Fig. 3)  in the list and click on the Edit command button. A criteria selection screen will open, specifically designed for the selected data field. The illustration of Fig. 4 is an example of the Grade selection criteria screen with the 'Ninth' and 'Tenth' grades selected for reporting.


Fig. 4 - sample criteria selection screen, Query Type 1

There are several possible formats for queries, depending on the data field selected. See General Reporting Procedures, Step 2.2.3. for more details on queries.

2.2.2 Select criteria and apply query
There are eleven criteria selection screens. Select criteria in each field. Click on the Done command button to apply the query for each field, or Cancel to abort.

• 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'.
• 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.
• 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.
• Student = Query Type 3. A specific student or set of specific students may be selected for reporting. If none are selected, then "All" will be reported.
• Counselor = Query Type 3. Students assigned to a specific counselor or set of counselors may be selected for reporting. If none are selected, then "All" will be reported. A "counselor" is normally a faculty member assigned to help a student for a long-range period, such as the duration of the student's attendance at a particular school site. A student can only have one counselor at a time. Counselors are designated in the Student Editor 'Misc' information screen.
• 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".
• 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.
• Group = Query Type 1. Students belonging to a specific group or set of groups may be selected for reporting. If none are selected, then "All" will be reported. Groups are custom sets of records pre-defined by the user via the Group Editor application.
• 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.
 

Apply queries to the above data fields, as needed.
 

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 *****

 

2.2.3 Review selected parameters
After parameters are set and applied as needed, the view will return to the 'Select' screen. Each data field in the list will display a code after the name signifying the parameters currently applied (Fig. 5). 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 Steps 2.2.1 -2.2.2


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 Sort order
Click on the 'Sort' tab. The 'Sort' screen displays the data fields used for sorting the records in the report (Fig. 6). In this report, the default sorting order is:

Grade = primary sort field
Ethnicity = secondary sort field
Gender = tertiary sort field
Name (student's Last Name) = fourth sort field

 

Fig. 6 - default sorting order
 
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 by shifting the position of a field in the list using the mover bar .
• 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 Gender field is being changed from Ascending to Descending

In the example of a customized sort order below (Fig. 8) the Advisor field was added to the list using the Add command button and then moved to the position of primary sort field by dragging and dropping it to the top of the list. The other fields were consequently moved down one position in the sorting order. The Gender field was changed from Ascending to Descending.


 Fig. 8 - sample customized sort order

 



To restore the sorting order to its default configuration, click on the Reset command button on the Sort screen.

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.

Main Help Menu      Return to Reports Menu      General Reporting Procedures      Quick  Instructions      Sample Report