Clerical Workshop

1. Clerical Workshop • Adhoc reports and Custom Reports • Overview of Custom Reports • Overview of Adhoc reporting • Overview of Student/Staff Labels • Student/School Reports • How to request new reports • Parent Portal • Locker Management • “Hot List” items (Discussion)

2. Overview of Custom Reports • Reporting Services is our current standard • Web based reporting program • Supported program with SQLServer (Campus database) • Username: reports • Password: campus

3. Overview of Custom Reports • Advantages of Reporting Services: • Web Based – No installs needed • Customized Parameters • Date ranges, Drop down list options, etc. • Customized output format • Labels, Excel (spreadsheet), PDF • Written in standard SQL

4. Overview of Custom Reports • Disadvantages of Reporting Services: • Currently Works properly only in IE (not Firefox) • Which means only in Windows • (Not Macintosh)

5. Overview of Custom Reports • ISD728 Reports • Reporting Services Custom Reports • Filter Designer • Creates/Edits filters for Data Export • Report Designer • Create student detail reports • Report Builder • Runs a Designer report with 1 or more Student Filters • Data Export • Extracts data from a Ad-Hoc Filter

6. Overview of Custom Reports • School Labels • 10 x 3 labels for ISD 728 use ONLY! • Not for outside vendors/clients • Public Labels • Limits to student information that can be send out to vendors/clients • Excludes households that requested not to be contacted (marked private) • Report Cards • Miscellaneous Reports

7. Overview of Custom Reports • Custom Report Parameters • Many parameters will have a default value • Some parameters need a value selected • Parameters have tried to be consistent

8. Calendar School Grade Starting Col/Row Mailing Sorting Defaults to current in Campus Doesn’t limit to a specific calendar “ALL” or specific within calendar For labels to reuse sheets For Main household and/or secondary household Specifies how data is organized Common Parameters

9. Overview of Ad Hoc Reporting • Filter Designer to select students/select fields • Used for selecting students for Campus reports • Used for generating list of data elements on students • Be careful about data privacy, may allow others see items not under their user rights

10. Ad Hoc Filter Designer • Selection Editor • Useful for picking specific students for a specific list • Ex: quick mailing label for a handful of students

11. Ad Hoc Filter Designer • Select the specific students you want reported on • De-select students you don’t need • Control-Click and Shift-Click supported

12. Ad Hoc Filter Designer • Query Wizard • More flexible in selecting students • Able to select column to be printed with Data Extract

13. Ad Hoc Filter Designer • Select fields that you will want extracted • Select fields for limiting student records

14. Ad Hoc Filter Designer • Common fields used: • Demographics • Current Calendar fields • Active Enrollment • Any enrollments without an end date • Enrollment History • Any enrollments

15. Ad Hoc Filter Designer • Selection Criteria Summary • =, <> Equal to, Not equal to • Is Null, Is Not Null Field is empty, field is not empty • Ex: student.middleName IS NULL would mean that the student does not have a middle name • = ‘ ’ Field is not empty, but has a blank • IN, NOT IN Field is equal to one of the values within the list seperated by commas and no spaces • Ex: student.grade NOT IN 01,02 would mean all students not in 1st or 2nd grade

16. Ad Hoc Filter Designer • Selection Criteria Summary cont. • LIKE Pattern matching equation • Student.lastName LIKE JOHN% • Finds Johnson, Johnston, John • Student.lastName LIKE %son • Finds Anderson, Johnson, Sampson • Student.lastName LIKE [ABCDEFG]% • Finds all students starting A though G

17. Overview of Mailing Labels • Mailing labels use Avery 5150 Labels • 3 Columns by 10 Rows • Student Labels • Household Labels • Staff Labels

18. Student Labels • Labels Main (under ISD728) • Most common used • Address Spreadsheet • Creates Excel file of addresses • Useful for mail merge processes • Mailing Labels (under Census) • Campus canned mailing labels • Useful for printing selected students

19. Household Labels • Labels Household • One label, no matter how many students • Sorted by address • Household Label Detail • Spreadsheet detailing students with each label, including homeroom • List Household • Spreadsheet of Labels Household

20. Staff Labels • Staff Labels under ISD 728 Reports • Only people currently assigned to your school • Mailing address is what is defined in Campus (not linked to HR/Finance system)

21. Other Custom Reports • Birthday List • Enter date range for kids’ birthdays, sorted by date • Credit Earned Warning • Lists students who haven’t received the credits entered yet.

22. How to request new Reports • What type of report will it be • Label, summary, student detail? • What will be the scope of the data • Grade, Calendar, entire school for 1 year, entire district • Data fields needed • How you want the data sorted (in what order) • Wanted by date -> what date you would like it by • Drop Dead date -> can’t get work done by this date

23. Parent Portal update

24. Locker Management

25. “Hot List” • Group Discussion of what’s coming up