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SIS 2000+ Teacher's Summary of Attendance Detailed Instructions Last update: 1/25/2001 jmm

This application provides teachers with a report of all attendance activities in their classes (course sections). For each class (or section), a student roster is created that lists all students that have been in the class at any time and shows the detail of their attendance by displaying Attendance codes entered for the specified date range. The absences are totaled per student and per class within the date range specified. In cases where a course section meets for more than one period, a separate line will be displayed in the roster for each period for those students that are scheduled in both periods (segments) of the course section (See Sample Report #2). A line for a teacher's signature is provided for cases where the district requires the teacher's review of the information contained in the report. The report is customizable through the application of queries and by manipulating the sorting order.
 

1. Open the report
From the Attendance Menu, click on the Reports icon button. Select the report's 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, "Print Preview" for viewing and/or printing the reports 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
 
• Title -

The default title for this report is "Teacher's Summary of Attendance". The title may be edited by the user. 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. If a user-defined title is disabled the report will print with no title.
• Track -

Only one attendance track can be reported at a time. Select a track to report from the drop-down list.
• Date Selection -

The date range to report is automatically calculated against the system date and the Current/Previous option that is selected when one of the following options is selected:
• Calendar Month -

Date range begins from the first calendar day of the current month and ends the last calendar day of the current month. Check the Previous option to show the previous month. The actual date range will be displayed in the Start and End fields in read-only mode.
• Attendance Month -

Date range begins from the first day of the current attendance month and ends the last day of the current attendance month. Check the Previous option to report the previous attendance month. The actual date range will be displayed in the Start and End fields in read-only mode. Attendance months are pre-defined periods set up for a track in the Track Editor program using Month and Month End markers in the Track Calendar. See Track Editor, Step 3. for more information on the Track Calendar.
• Two Weeks -

Calculates a date range to start at the beginning of the week before the current week and end at the end of the current week. Check the Previous option to move this date range back 7 days. The actual date range will be displayed in the Start and End fields in read-only mode.
• Week -

Shows the current week only. The actual date range will be displayed in the Start and End fields in read-only mode. Check the Previous option to show the previous week only.
• Custom -

Checking this option will disable the Current/Previous options and enable the Start and End date fields. Manually enter a beginning and ending date for any range to report or, for convenience, use the drop-down calendars activated by the field buttons to select target dates.
• Class Selection -

Select one of the following:
• All Classes -

Include homeroom classes and regular classes in the report.
• Only Regular Classes -

Include only regular (non-homeroom classes) in the report.
• Only Homeroom Classes -

Excludes non-homeroom classes.
 
 


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 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. 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). 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 Faculty data field with one faculty member selected for reporting.


Fig. 4 - sample criteria selection screen, Query Type 3

There are several possible types of queries, depending on the data field selected. Instructions on how to select and apply each type of query are found in the document titled General Reporting Procedures.
 

• Faculty = Query Type 3. A specific faculty member or set of faculty members may be selected for reporting. If none are selected then "All" will be reported from the selected track.
• Course = Query Type 3. A specific course or set of grade courses may be selected for reporting. If none are selected, then "All" will be reported.
• Faculty Group = Query Type 1. A specific faculty group or set of faculty groups may be selected for reporting. If none are selected then "All" will be reported. Faculty groups are pre-defined in the Group Editor program.
• Course Group = Query Type 1. A specific course group or set of course groups may be selected for reporting. If none are selected then "All" will be reported. Course groups are pre-defined in the Group Editor program.
 

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 in the report. In this report the default sorting order is:
 
Faculty Last Name = primary sort field
Faculty First Name = secondary sort field
Faculty ID = tertiary sort field
Course Code = fourth sort field
Section Number = fifth 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 it 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 by dragging the mover bar  with the mouse.
• 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
 

In the example below (Fig. 8) the Course Description field was added to the end of the list and then moved to the position of primary sort field by dragging it to the top of the list using the mover bar. The Course Code field was moved to the position of secondary sort field. All other fields were subsequently moved down two positions on the list. The sorting direction of the Section Number field was then changed from its 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

Click on the Quit command button to exit the report screen at any time.
 

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