EXPORTING THE SCHOOL ROSTER INTO AN EXCEL SPREADSHEET

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1 EXPORTING THE SCHOOL ROSTER INTO AN EXCEL SPREADSHEET QUICK GUIDE Since Columbus City Schools were closed eight days during the school year due to weather, three of those days will be made up using the e-day plan. Students are being given the opportunity to complete work outside the classroom for each day. This completed work will be turned into and graded by the classroom teacher and students will receive a day of presence for any work submitted for the day. Generate Section Rosters The teachers will use Section Rosters to record attendance for the e-days. Include instructions on how to record the attendance when the rosters are distributed. Instructions are provided on page 9 of this document. To generate the rosters: On the Index tab, click Scheduling > Reports > Section Rosters \ 1. Term: do not change 2. Period: Secondary schools: All Periods. Elementary schools: select AM 3. Teacher: do not change 4. Roster Effective Date: do not change 5. Page Printing Options: do not change 6. Course: Secondary schools: All Courses. Elementary schools: select AM Attendance ES 7. Remove Defaults: check all 3 boxes 8. Add Extras: do not change 9. Sort Sections by: do not change 10. Click Generate Report The report will generate numerous pages at the secondary schools. Tip: make 2 copies (collated) of the Section Report to distribute for the next two e-days. Include a copy of the Teacher Instructions (see Page 9) with the teacher s rosters. Print out the instructions; write in the e-day date before making copies. 1 of 9

2 Export a Roster to Excel (Middle and High Schools Only) To document student s presence, create a student list in an Excel spreadsheet. When a student turns in lessons for e-day, the teacher will notify the office. Mark the student as being Present for the day if ANY work was turned in by any of the student s teachers. 1. Click on the Index tab. a. Make sure you are in the school year. 2. Click Ad Hoc Reporting. 3. Click Data Export. 4. Click the + sign beside the Secretaries folder to expand it. 5. Click Building List of Active Students. 6. Click Delimited Values (CSV). a. Do not select any of the other options. 7. Click Export. If you are in Infinite Campus using Chrome as your internet browser, you will probably see the extract in the lower left corner of your screen. Click on the extract to open the spreadsheet. Hint: Click the arrow to the right of the report name. Choose the option Always open files of this type. From this point on, whenever you open a csv report in Campus, it will open without having to click on the report in the lower left-corner. 2 of 9

3 Once the spreadsheet opens, a list of all students currently enrolled in your school should display in alphabetical order. If the information in the column does not display, (or looks like #####), expand the column by hovering the cursor between the columns at the top of the worksheet. The cursor will change to a bar with double arrows. Left click and hold, dragging the cursor to your right until the column is expanded to display all of the information. Release the left mouse button. Since you will not need the Birthday or Enrollment Type for this roster, you can hide those columns. See instructions below: 1. Left click on the E above Birthday to highlight the entire column. 2. Right click on the E above Birthday. a. A Contextual menu will appear. 3. Click Hide on the Contextual menu. 4. Repeat Steps 1 3 for Column F Click in the cell below column G. Enter the first e-day date, 5/3/14 Click in the cell below column H. Enter the second e-day date, 5/4/14 Click in the cell below column I. Enter the third e-day date, 5/10/14. 3 of 9

4 Save the Spreadsheet (Middle and High Schools Only) 1. Click File on the Ribbon. 2. Click Save As 3. In the Save In field, use the drop-down menu to choose where you want to save the file. 4. Rename the file to indicate the contents of the document. 5. In the Save as type field, use the drop-down menu to select Excel Workbook. Hint: after clicking the down-arrow, scroll up. 6. Click Save. 4 of 9

5 Enter Attendance on the Spreadsheet (Middle and High Schools Only) As teachers notify the office that a student has turned in work, mark a P in the column for the applicable date. Only mark 1 presence (P) per student in the column for the applicable date. Do not enter a presence (P) for every e-day assignment turned in and graded by teacher(s) for the same date. Enter Attendance in Infinite Campus (All Schools) If a student has not turned in any assignments for one or more of the e-days, the student is considered absent for each day that there are no assignments turned in. Tip1 (Middle and High Schools): Below is a suggestion to make it easier to enter attendance from the spreadsheet: Make 2 copies of the spreadsheet, so that you have 3 one for each day. On the first spreadsheet, highlight the 5/3/14 date in the cell under column G to indicate that attendance will be entered for that date. Highlight the name of each student without a P entered for that date, indicating that the student is considered absent. Follow the directions on the next page to enter the absences in Infinite Campus. 5 of 9

6 Tip 2, Advanced Excel users (Middle and High Schools): Use the Filter option to get a list of students who are considered absent for the day. 1. On the Ribbon, click the Data tab. 2. Click Filter. a. A down-arrow will display at each column heading. 3. Click the down-arrow in Column G for the 5/3/14 date. a. A Context menu will display. 4. Click the checkbox next to P to uncheck the box. 5. Click OK. a. Only students without a P (presence) for that day will display on the spreadsheet. Print out the spreadsheet for 5/3/14. 6 of 9

7 Secondary schools: before repeating the process for 5/4/14, click the down arrow next to 5/3/14 and check the box next to P to enter a check mark in the box. Click OK. All students will now display on the spreadsheet. Repeat the process for the following 2 days. All Schools: To enter the attendance in Infinite Campus: on the Index tab, click Attendance > Attendance Wizard. 1. Enter the date indicated on the spreadsheet 2. Select the Daily mode. 3. Middle and High Schools: Search for each absent student. 4. Elementary Schools: Enter the AM Attendance Course Number (000010) and the teacher s section number. 5. Click Search. a. The student names will display in Column B. 6. Click on the absent student s name in Column B. 7. The name will display in Column C. 8. From the Attendance Code drop-down menu, choose UNX: Un-Excused. 9. In the Comments field, enter Student failed to turn in e-day Lesson 10. Comments Options should remain Append comments. 11. Overwrite Existing Date is checked. 12. Click Save Attendance. Repeat the process above so that absences are recorded for each of the three e-days. Reminder: A student is considered present if ANY lesson is submitted to ANY of the student s teachers. 7 of 9

8 All Schools: Print Summary Report After entering all absences for the e-day, print a Summary Report: 1. On the Index Tab, click Attendance 2. Click Daily Attendance 3. Select the e-day date 4. Click Summary Report at the top of the Daily Attendance screen The Summary Report will generate into a PDF document. Print the report to keep with the e-day lessons. It is suggested that you also print a copy to keep with other daily attendance reports and notes. 8 of 9

9 E-Day Attendance Instruction for Teachers Attached please find a roster of students in each section of the courses you teach. Please follow the instructions below: 1. Write the e-day attendance date at the top of each roster. 2. If a student has turned in any part of the e-day lesson for the date above, mark a P beside the student s name. Attach this completed class roster to the top of the lessons to be sent to the office for the above e-day. 9 of 9

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