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SIS 2000+ Special Program History Report Detailed Instructions Last update: 1/25/2001 jmm

This report prints a combined history of all student enrollment in Special Programs and Special Education programs from the logged on school site. Data included: Student name and ID, Program name, Entry Date, Exit Date/Code, Status, Instructional Setting, Service Time, Remarks, Custom information, and Membership assignments. The data is retrieved from the Student Program History, Special Education History, and Student Editor databases. The report is highly customizable through the use of queries.

See Student Program History and Special Education History for related information.
 

1. Open the report
From the Programs & Services Menu, click on the Reports icon button. Select the 'Special Program History' 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" to preview and/or print the report using the default options.

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 "Special Program History". The title may be edited by the user.
• Program Enrollment Between -

Designate the date range of programs to report using a begin date and end date in the two fields provided. Set the dates by activating the drop-down calendar activated by the field buttons. If no dates are entered all qualifying programs from any date will be reported..
• By Program -

Select this option to list the programs as the primary headings with the students enrolled in the programs as sub-headings. (See Sample Report #2)
• By Student -

Select this option to list the qualifying students as the primary headings with the special programs they are enrolled in as sub-headings. (See Sample Report #1)
• Include Remarks -

Checking this option will include in the report related text (if any) from the Remarks field of the Student Program History and/or the Special Education History databases.
• Include Custom -

Checking this option will include in the report related data from the 'Custom' tabs of the Student Program History and/or the Special Education History databases.
• Include Membership -

Checking this option will include in the report the students' tribal membership assignment, if applicable. Membership assignments are made in the 'Other' tab of the Student Editor application
 



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. The default criteria is "All" for each data field (with the exception of Enrollment which is 'Active Students'). 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 - 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 Grade data field with the 'Eleventh' and 'Twelfth' 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. 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 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 students may be selected for reporting. If none are selected, then "All" will be reported.
• Group = Query Type 1. Students belonging to a specific student group or set of student groups may be selected for reporting. If none are selected, then "All" will be reported. Student groups pre-defined in the Group Editor application.
• Special Program = Query Type 1. A specific special program or set of special programs may be selected for reporting. If none are selected, then "All" will be reported.
• Membership = Query Type 1. Students belonging to a specific tribal membership or set of memberships may be selected for reporting. If none are selected, then "All" will be reported. Memberships are assigned on a per student basis in the 'Other' tab of the Student Editor application.
 

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. 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 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:
 
Grade = primary sort field
Ethnicity = secondary sort field
Gender = tertiary sort field
Name = fourth 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 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.

 
In the example below (Fig. 7) the ID field was added to the list. Then the Name field was moved from the fourth position to the top of the list; making it the primary sorting field and displacing the Grade field to the position of secondary sort field. The Grade field's sorting direction 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 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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