REPORT CARD ATTENDANCE



2012-2013 REPORT CARD ATTENDANCE PROCEDURES

Progress Report (Term 1), Report Card 1 (Term 2), Report Card 2 (Term 3)

FOR ISSUES RELATING TO EXPORTING ATTENDANCE – PLEASE CONTACT YOUR SCHOOLS I.T. DEPARTMENT CONTACT OR USE THE ‘HELP DESK’

Attendance and Lates for Report Cards is stored on the Trevlac, User Definable, Page 3 Screen. User Definable screen will need to be initialized for all new students. Run the Utility…Student Information…Special Selection of Students…Select Table: User Definable…Special Options: None…Value to Store: Y …check off Build Select List Based Upon Query?...Select Field: SPECIAL SELECT…run on all Active students. (Change in timeframe of reporting periods, resulted with new students with blank atd/lates, new Nov 2010.)

Note: At the end/beginning of the school year perform a Universal Update to blank out the previous year’s attendance from the Trevlac, User Definable Screen, Page 3.

Determine where you would like to store the attendance for Progress Report (Term 1), Report Card 1 (Term 2), Report Card 2 (Term 3) and make note of the names of fields. You will need to know the names of the fields for the Utility and Query setup.

Helpful Hint: print a hard copy of this screen to use as a reference when running the Utility for the Absences, Lates and the query R.C. Attendance Export.

Areas…Student Area…Student Master

Click on Green checkmark

From the Pulldown, select User Definable screen

Select Page 3

Select Print icon

Select Green Checkmark

Print window will appear

Select OK

With a highlighter, highlight the name of the field to store the absences and lates.

The following procedures will be used with the Media-X Web based Report Card. Secretaries will perform the exports and import the file into the Report Card (new Oct 2007).

Use the RC Attendance Export query to run the Utility; it will include Active and Inactive students who will need a report card and attendance. Student Master Status has been added to the query to show the inactive students who will need a Report Card.

Before running the Utility open the Query called

RC Attendance Export.

On the Selection Criteria tab Withdrawal Date will need to be revised to reflect the Report Card timelines:

If a student moves on or after:

Progress Report (Term 1) October 5, 2012 Greater than 2012/10/05

Report Card 1 (Term 2) January 11, 2013 Greater than 2013/01/11

Report Card 2 (Term 3) June 5, 2013 Greater than 2013/06/05

The report card is the responsibility of the sending school. The report should be forwarded to the student’s new school at least two weeks in advance of the dates established for reports going home. (New March 2008, the RC Attendance Export query was changed by Software Support to include ALL grades: JK, SK and Grades 1 through 8. This will allow the one export of data to be used for both the JK/SK Report Cards and the Grades 1-8 Report Card.

The below view is for Term 1:

On the Fields to Display tab from the drop down select User Definable. In the box below scroll down to the required fields.

Very Important: Refer to the printout of the User Definable screen for the Field Name

Progress Report Term 1: S1 Term Total Absences OR S1 Final Total Absences (pick one)

Progress Report Term 1: S1 Term Total Lates OR S1 Final Total Lates (pick one)

Report Card 1, Term 2: S2 Term Total Absences OR S2 Final Total Absences (pick one)

Report Card 1, Term 2: S2 Term Total Lates OR S2 Final Total Lates (pick one)

Report Card 2, Term 3: S3 Final Total Absences

Report Card 2, Term 3: S3 Final Total Lates

The below view is for Term 1, using the Final fields:

Utilities -> Attendance -> Attendance Selection

You can create this file any time after the end attendance date.

The start - end date for each term is:

Progress Report, Term 1 September 4 – October 5

Report Card 1, Term 2 October 6 – January 11

Report Card 2, Term 3 January 12 – June 5

You will need to run the Attendance Selection process twice (2x): 1. Absences and 2. Lates.

1. ABSENCES:

Select the template ABS Absences for Report Cards. Click Open.

Selection tab:

Fill in the date range as shown below for Term 1, or 2, or 3. You will be using your Query for RC Export Attendance.

Progress Report, Term 1 Sept 4, 2012 – Oct 5, 2012 (2012/09/04-2012/10/05)

Report Card 1, Term 2 Oct 6, 2012 – Jan 11, 2013 (2012/10/06-2013/01/11)

Report Card 2, Term 3 Jan 12, 2013 – Jun 5 2013 (2013/01/12-2013/06/05)

The below view is for Term 1:

[pic]

Actions tab:

Click the Print Report and Group by Home Room boxes to get a hard copy report by Home Room. This tab also allows you to select the location where to store the data once processed. You will notice in the sample below, shows that the results for Term 2 are stored on the User Definable, Page 3 screen in the field called S2 Term Total Absences. (See setup on the previous page.)

Very Important: Refer to the printout of the User Definable screen for the Field Name

Progress Report, Term 1: S1 Term Total Absences OR S1 Final Total Absences (pick one)

Report Card 1, Term 2: S2 Term Total Absences OR S2 Final Total Absences (pick one)

Report Card 2, Term 3: S3 Final Total Absences

Absence Code Selection tab:

DO NOT SPECIFY CODES.

Once setup is completed, return to the Selection tab and click on the green √ to proceed. You will receive a printed report by Home Room for all absences selected in your date range.

Select Query button.

Select RC Attendance Export (ensure all changes have been completed and saved prior to running)

Select Query

Select Green checkmark.

Save changes before continuing? Yes

Print Preview appears.

Select Print.

2. LATES:

Select the template LATES Lates for Report Cards. You will be using your Query for RC Export Attendance.

The start - end date for each term is:

Progress Report, Term 1 Sept 4, 2012 – Oct 5, 2012 (2012/09/04-2012/10/05)

Report Card 1, Term 2 Oct 6, 2012 – Jan 11, 2013 (2012/10/06-2013/01/11)

Report Card 2, Term 3 Jan 12, 2013 – Jun 5 2013 (2013/01/12-2013/06/05)

Selection tab:

Fill in the date range fields as shown below for current term. You will be using your Query for RC Export Attendance.

The below view is for Term 1:

[pic]

Actions tab:

Set up the fields as shown above for Term 1, or 2, or 3 Lates. Click the Print Report and Group by Home Room boxes to get a hard copy report by Home Room. This tab also allows you to select the location where to store the data once processed. You will notice in the above picture that the results for Term 2 are stored on the User Definable, Page 3 screen in the field called S2 Term Total Lates. (See setup on the previous page.)

Click on the √ to process.

Very Important: Refer to the printout of the User Definable screen for the Field Name

Progress Report, Term 1: S1 Term Total Lates OR S1 Final Total Lates (pick one)

Report Card 1, Term 2: S2 Term Total Lates OR S2 Final Total Lates (pick one)

Report Card 2, Term 3: S3 Final Total Lates

The below view is for Term 1:

Absence Code Selection tab:

DO NOT SPECIFY CODES.

Once setup is completed, return to the Selection tab and click on the green √ to proceed. You will receive a printed report by Home Room for all lates selected in your date range.

Select Query button.

Select RC Attendance Export

Select Query

Select Green checkmark.

Save changes before continuing? Yes

Print Preview appears.

Select Print.

The attendance and lates have now been gathered and is ready to be exported.

To verify go to User Definable, Page 3 Screen in Trevlac:

Areas…Student Area…Student Master…Active

Click on Green checkmark

From the Pulldown, select User Definable screen

Select Page 3

EXPORTING ATTENDANCE FOR STUDENTS FROM TREVLAC:

Open the Query called RC Attendance Export.

Click on the Fields To Display tab and Order of Records tab and make sure that the appropriate fields are listed.

Ontario.Ontario Ed Number

User Definable.(this must equal the field used to store the ABSENCE and must be changed each term)

Progress Report, Term 1: S1 Term Total Absences OR S1 Final Total Absences (pick one)

Report Card 1, Term 2: S2 Term Total Absences OR S2 Final Total Absences (pick one)

Report Card 2, Term 3: S3 Final Total Absences

User Definable.(this must equal the field used to store the LATES and must be changed each term)

Progress Report, Term 1: S1 Term Total Lates OR S1 Final Total Lates (pick one)

Report Card 1, Term 2: S2 Term Total Lates OR S2 Final Total Lates (pick one)

Report Card 2, Term 3: S3 Final Total Lates

Student mon Last Name

Student mon Given Name

Status

Below is a view from a Term 1 Report Card:

Make adjustments, save and run the RC Attendance Export query.

Go to List view.

Click on the Export icon.

Change the Type field to: CSV – Comma Separated

In the To field: choose U: drive – fileserver/users (U:)

Open (U:) … create a new folder, if not done already.

Rename folder: Right click on the folder and rename to Workshop YYYYMMDD. This folder will be accessible on any computer that you log onto with your Employee ID#.

In the Export Window name the file:

SchoolName_TermName_Attendance_YYYYMMDD.

Click Save.

Click √.

At prompt Schedule as Task, click No.

This file is now saved in the location you specified above.

Attendance Import into MxWeb Report Card

Download the attendance file to Report Card Attendance folder on your desktop.

Open a copy of the file to ensure it is in the OEN, Absence, Lates order.

Select Site Manager

Select School Name

Select Import

Select Import Standard File

Import File Format: select an import format

Relational Report Card Attendance (pull down menu)

Import file format: Relational Report Card Attendance

Import into period: Report ___ (pull down menu)

Report 1 = Progress Report, Term 1

Report 2 = Report Card 1, Term 2

Report 3 = Report Card 2, Term 3

Student ID: Primary ID

Values are totals: blank

Attendance file: Browse to the file to be imported

Select Browse

In the To field: choose U: drive – fileserver/users (U:)

Open (U:) …

Select and Open the folder Workshop YYYYMMDD

Select the file created earlier: SchoolName_TermName_Attendance_YYYYMMDD.

Select the File

Select Open

Select Upload file

Once the file has been imported the following message will appear:

To verify attendance has been successfully imported into the Report Card, use the Attendance Selection by Homeroom printed from Trevlac, created on page 6 of these instructions and proof against eTeacher.

eTeacher…

Report Card…

Select School Name…

Select Teacher…

Select Homeroom…

Select appropriate Report (Progress Report, Report Card 1, Report Card 2)

Select List View

Report 1 attendance was successfully imported into the Report Card.

Below is a sample of a student’s attendance is missing because the Trevlac User Definable screen had not been initialized. The Late and Absence boxes appear as blank and there is no attendance showing in the Report Card for Report 1.

-----------------------

PR - Greater than 2012/10/05

RC1 - Greater than 2013/01/11

RC2 - Greater than 2013/06/05

PR - S1 Term Total Absences OR S1 Final Total Absences (pick one)

S1 Term Total Lates OR S1 Final Total Lates (pick one)

RC1 - S2 Term Total Absences OR S2 Final Total Absences (pick one)

S2 Term Total Lates OR S2 Final Total Lates (pick one)

RC2 - S3 Final Total Absences +,;DF\^iktuvÀÅÐ×ãîïðú ! ' 0 > M N P qùïåÞÓÈÓÈÓÈÓ

S3 Final Total Lates

Progress Report, Term 1 (2012/09/04-2012/10/05)

Report Card 1, Term 2 (2012/10/06-2013/01/11)

Report Card 2, Term 3 (2013/01/12-2013/06/05)

Progress Report, Term 1 (2012/09/04-2012/10/05)

Report Card 1, Term 2 ((2012/10/06-2013/01/11)

Report Card 2, Term 3 (2013/01/12-2013/06/05)

Progress Report, Term 1: S1 Term Total Absences OR S1 Final Total Absences (pick one)

Report Card 1, Term 2: S2 Term Total Absences OR S2 Final Total Absences (pick one)

Report Card 2, Term 3: S3 Final Total Absences

Progress Report, Term 1: S1 Term Total Lates OR S1 Final Total Lates (pick one)

Report Card 1, Term 2: S2 Term Total Lates OR S2 Final Total Lates (pick one)

Report Card 2, Term 3: S3 Final Total Lates

ABSENCES – USER DEFINABLE

Progress Report, Term 1: S1 Term Total Absences OR S1 Final Total Absences (pick one)

Report Card 1, Term 2: S2 Term Total Absences OR S2 Final Total Absences (pick one)

Report Card 2, Term 3: S3 Final Total Absences

LATES – USER DEFINABLE

Progress Report, Term 1: S1 Term Total Lates OR S1 Final Total Lates (pick one)

Report Card 1, Term 2: S2 Term Total Lates OR S2 Final Total Lates (pick one)

Report Card 2, Term 3: S3 Final Total Lates

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