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SIS 2000+ Student Advisor List Detailed Instructions Last update: 1/25/2001 jmm

This report prints a listing of student Advisors and the students assigned to each Advisor. Options allow for selecting enrollment or withdrawal date cutoff points, the printing of a listing only or summary only (or both), and the inclusion of extra data fields, such as Student ID#, Gender, Birthdate, Grade, etc. The data is retrieved from the Student Editor database where student Advisors and student demographics are recorded. The report is highly customizable through the use of select queries and sorting. When sorting by Faculty Name there will be a page break between each teacher and their group of students. An optional Summary page will summarize the student counts per teacher by grade, ethnicity and gender.
 

1. Open the report
From the Enrollment Menu, click on the Reports icon button. Select the title of the report 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 four information screens: 'Options', 'Select', 'Sort', and 'Columns'. Click on each tab to view and define various parameters for the report, or continue to the Step 3 to preview 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
 
• Enrollment Criteria -

Student names retrieved can be selected according to enrollment or withdrawal cutoff dates. Select one of the four options and then enter the cutoff date in the enabled date field provided.
• Enrolled Before -
• Enrolled After -
• Withdrew Before -
• Withdrew After -
 
• Print List -

Check this option to print the main body of the report (default)
• Print Summary -

Check this option to print a summary page that contains totals and subtotals of student distribution per Advisor by Grade, Ethnicity, and Gender. (See Sample Report #2.)
• Title -

The default title for this report is "Student Advisor List". Put a check in the Title check box to enable a user defined title to be entered in the field to the immediate right. The user defined title will remain in memory until the report is closed and can be enabled or disabled by using the check box.
 



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. 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 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 Status data field with the 'Primary site of multiple sites' and 'Part-time' status codes selected.


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 category from five possible system-defined student status codes: 'Active Students' (default), 'This Year's Students', 'Future Students', 'Inactive Students', or 'All Students'.
• 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.
• 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.
• Faculty = Query Type 3. A specific faculty member (Advisor) or set of faculty members may be selected to report. If none are selected, then "All" 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.
• 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.
• 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.
• Faculty Group = Query Type 1. A specific faculty group or set of faculty groups may be selected for reporting. Faculty groups are pre-defined in the Group Editor application.
 
 
Apply queries as needed for each of the above data fields. Click on the Done command button within each query to save the criteria.
 

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). In the example below, only 11th grade students assigned to faculty ID #2 in track T 262 98/99 will be reported. 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 in the report. In this report, the default sorting order is:

Faculty Name = primary sort field
Student Name = secondary sort field.


Fig. 6

Sort Commands:
 

• Additional sorting fields may be added via the Add command button.
• A sorting field may be deleted by first selecting it in the list and then clicking on the Delete command button.
• The sorting order may be changed by dragging and dropping a field name 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. 7) the ID field and the Grade field were added to the list. Then the Grade field was moved to the top of the list, making it the primary sorting field and displacing the Faculty Name field to the position of secondary sort field. The sorting direction of the Grade field was changed from its default Ascending to Descending.


Fig. 7 - 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 Include Extra Columns
The default report contains only Advisor names and their assigned Student Names. Additional data fields can be added to the student names as columns in the report. Click on the 'Columns' tab to view nine possible columns to add (Fig. 8).


Fig. 8

Up to seven fields out of nine may be added. Select any combination of data fields by clicking on them in the order they are to appear across the page from left to right. A selected data field will appear in blue font with a sequential number preceding it (Fig. 9). All data is from the various student demographics recorded in the Student Editor application.


Fig.  9
 

ID	Student Identification number
Gender	(M)ale of (F)emale
Birthdate	Student's birthday
Grade	Assigned grade level
Ethnic	Ethnicity code
Phone	Primary home phone number
Status	Student status (Enrollment) code
AM Bus	Morning bus code
PM Bus	Afternoon bus code

 

 
2.5 Resetting global defaults



Global default parameters for all the information 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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