SQL Reporting Tool. Academic Registry

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1 SQL Reporting Tool Accessing reports SQL Server Reporting Services is the online tool currently used for extracting information from SITS, the student administrative system, and Syllabus Plus, the timetabling software. It is accessed via a standard Web url: Access is provided via an authenticated check of your university UserID. However, initially, users have been set up manually, so if you find you cannot access the link, then you should log a call with the IT Helpdesk on extension 4242 requesting your ID be added. Finding Reports Reports are occasionally added, so it is worth checking for new ones every so often. A list of available reports can be found in the Reports Catalogue on the first page: Please be aware that there are some reports/folders which are inaccessible as they have restricted access (such as accessibility). Using the Reports Most reports are based on optional criteria selection. Where asked for, all of these must be completed appropriately. The main cause of a report not appearing tends to be something wrong with the criteria (i.e. it does not exist or has been input incorrectly) or has not been completed. Academic years should always be typed in full, e.g. 2007/8, 2008/9 in order for the system to recognise them. In later reports, the use of drop-down boxes is utilised. However, some earlier reports may not currently have this facility, although we are in the process of standardising the documents. If you are in any doubt as to what to insert, please ask your School Administrators for advice. Example: 1 of 8 SQL Reporting Tool

2 In some searches, wildcards may be used. These use the % character. The reports do not calculate or perform actions. All data is an instant snapshot taken directly from source (currently either the student or timetable system). However, depending on whether necessary actions have been performed on the records, data may or may not appear. For instance, if a School has not generated their module result records, or input and processed marks for a student, that student will not appear on some of the exam board reports. Most reports can be exported out of SQL Reporter. Simply select a format (PDF and Excel are the most common) and then click on the Export button. Please note that some reports have been specifically written for certain purposes, and may not appear correctly in some formats (e.g. labels appear oddly on screen, but print correctly onto labels). 2 of 8 SQL Reporting Tool

3 Useful Reports Module Data Folder Module Descriptor (with or without MAP (Module Assessment Pattern) and student listing) Module Programme Collection (shows which programme structures a module is currently appearing on) Programme Diets Checklist (course structure) Timetabling Folder (reports from Scientia, not SITS) Timetabling Registers by Activity Timetabling Classlists with Photos Student Data Folder Student Module Classlist with Photos Student Route Classlist with Photos Student Contact List Student Programmes from ID (student details, including a view of their transcript to date and a photo if available - coming soon) Student Search by Name (as above - coming soon) Course Data Folder Programme Codes Lookup (searches programme names and shows which family/route they appear in wildcard search included) Admissions Applicants by Course Family Progression and Awards PAB Report Checking Only MCRF (Module Marks Record Form) 3 of 8 SQL Reporting Tool

4 SITS Terminology Programme/Course Family A collection of programmes with the same qualification aim and mode of study, regardless of branch specialism. Coding is made up of the qual aim (e.g. BSC(H)=21), Mode (e.g. F, P or S), and a generic family code (e.g. BEU = Built Environment Undergraduate) followed by generic area (e.g. N for Newcastle, C for China, M for Malaysia etc) So a full time BA (Hons) Business Studies student studying in Newcastle would be on the 21FBUS-N family Qualification Aims as below: 10 PhD 21 Hons Degree (BA (Hons), BSc 34 Short course (Hons), B.Eng (Hons), LLB (Hons) 11 Professional Doctorate 22 Degree (ab initio) 35 Exchange Programme 12 MPhil 23 Foundation degree 36 Bridging Course 13 MRes 24 HND 37 Adv Dip HE 14 PGT Masters (MA MSc, 25 DipHE 38 Other MEng, Med, MPH, LLM etc) 15 PGDip 26 HNC 16 PGCert 27 Diploma 17 Grad Dip 28 Cert HE 18 PGCE 29 Cert 19 Grad Cert 30 Foundation Diploma 20 Adv Diploma 31 Foundation Cert 32 Professional Exam 33 Access Course Programme (Route) A specific programme a student will study. e.g. BUS1 = Business single Honours. Coding is made up of a programme code (e.g. BUS = Business), followed by a number denoting a type of award. Type of Award 1 = Single Honours, 2 = Joint Honours, 3 = Major/Minor, 4 = Sub-degree, 5 = Foundation Degree, 6 = PGT, 7 = PGR, 8 = Other Where a programme is a joint or major/minor, the type is denoted by the relevant number joining the two codes. e.g. History (HIS) and Politics (POL) would have a code HIS2POL, and History with Politics would be HIS3POL. 4 of 8 SQL Reporting Tool

5 Block: This is basically the year of the programme the student is studying. e.g. 1, 2, 3. In the case of spanning students, there may also be 11, 12, 21, 22 etc. In case of uncertainty, it may be worthwhile using a wildcard. Module Occurrences These are coded beginning with the start month in which the students commence their programme (see below) Start Month A = August, B = September, C = October, D = November, E = December, F = January, G = February, H = March, I = April, J = May, K = June, L = July This is then followed by the location code of where the programme is taught (see below) Location Code Full name CB CN CO CS CW CZ EA EB EC EM EP ER ES ET EV EW HC HH HP HS HT HV IW MA MB CHINA - RAFFLES LASALLE, BEJING CHINA - NANJING-JINCHENG COLLEGE, CHINA CHINA - OCEAN UNIVERSITY OF CHINA CHINA - RAFFLES LASALLE, SHANGHAI CHINA - WUHAN UNIVERSITY OF CHINA CHINA - ZHENGZHOU UNIVERSITY, CHINA EUROPE - ABW AKADEMIE, GERMANY EUROPE - COLLEGE OF SPORT SCIENCES, GREECE EUROPE - CHALMERS LINDHOLMEN UNIVERSITY COLLEGE EUROPE - MEDITERRANEAN COLLEGE, GREECE EUROPE - PARMA UNIVERSITY ITALY EUROPE - RESPOND EUROPE - STAVANGER UNIVERSITY COLLEGE, NORWAY EUROPE - TFH BERLIN EUROPE - AVANS (AVANS HOGESCHOOL) NETHERLANDS EUROPE - TFH SWEDEN HONG KONG - CITY UNIVERSITY OF HONG KONG HONG KONG - HK POLYTECHNIC UNIVERSITY HONG KONG - HK INST OF VOCATIONAL EDUC SHA TIN HONG KONG - HK POLYTECHNIC UNIVERSITY: SPEED HONG KONG - HK COLLEGE OF TECHNOLOGY HONG KONG - HK INST OF VOCATIONAL EDUC CHAI WAN INDIA - WELINGKAR INST OF MANAGEMENT DEVELOPMENT MALAYSIA - MALAYSIAN ALLIED HEALTH SCIENCES ACAD MALAYSIA - BINARY COLLEGE 5 of 8 SQL Reporting Tool

6 MD MK DISTANCE DELIVERY MALAYSIA MALAYSIA - KOLEJ DAMANSARA UTAMA (PJ) ML MM MP MR MS MT MU ND NN OA OK OM SI SM SN SR SS UC UD UG UH UK UN UP UQ US UT UZ VB VC VD VE VJ VK VL VM VS VT VU WD MALAYSIA - STAMFORD MALACCA MALAYSIA - MIDAS (PENANG) MALAYSIA - KOLEJ DAMANSARA UTAMA (PENANG) MALAYSIA - STAMFORD COLLEGE (RSE) MALAYSIA - STAMFORD COLLEGE (PJ) MALAYSIA - TAFE MALAYSIA - UNIVERSITY COLLEGE, SEDAYA INTL DISTANCE LEARNING NEWCASTLE OTHER - APTECH, DUBAI OTHER - SEOL NUT, SOUTH KOREA OTHER - MOSCOW SUN SINGAPORE - INFORMATICS HOLDINGS LTD SINGAPORE SINGAPORE - MARKETING INSTITUTE OF SINGAPORE SINGAPORE - NANYANG ACADEMY OF FINE ARTS SINGAPORE - RAFFLES LASALLE SINGAPORE SINGAPORE - STANSFIELD GROUP UK LOCAL - NEWCASTLE COLLEGE UK LOCAL - DERWENTSIDE COLLEGE UK LOCAL - GATESHEAD COLLEGE UK LOCAL - HEATON MANOR SCHOOL, NEWCASTLE UK LOCAL - KENTON COLLEGE UK LOCAL - NORTHUMBERLAND COLLEGE UK LOCAL - PRUDHOE COMMUNITY HIGH SCHOOL UK LOCAL - QUEEN ELIZABETH HIGH SCHOOL, HEXHAM UK LOCAL - SOUTH TYNESIDE COLLEGE UK LOCAL - TYNE METROPOLITAN COLLEGE UK LOCAL - Q E SIXTH FORM COLLEGE, DARLINGTON BEECHES MANAGEMENT CENTRE, BELFAST UK NAT - CARLISLE COLLEGE DISTANCE LEARNING UK NAT - EDINBURGH TELFORD COLLEGE UK NAT - JAMES WATT COLLEGE UN NAT - KENSINGTON CONSULTATION CENTRE FOUNDATION UK NAT - LONDON SCHOOL OF COMMERCE UK NAT - MANCHESTER COLLEGE OF ARTS & TECHNOLOGY UK NAT - NORTH EAST SURREY COLLEGE OF TECHNOLOGY UK NAT - SUTTON COLDFIELD COLLEGE UK NAT - CARLISLE CAMPUS (UCLAN) SCITT - LANGDALE SCITT 6 of 8 SQL Reporting Tool

7 WG WH WL XA SCITT - GATESHEAD SCITT SCITT - HIGH FORCE SCITT SCITT - LINDISFARNE SCITT CORPORATE - NE AMBULANCE SERVICE TRUST XB XC XK XP CORPORATE - NG BAILEY CORPORATE - CUMBRIA AMBULANCE SERVICE CORPORATE - KENSINGTON CONSULTATION CENTRE CORPORATE - PROCTOR & GAMBLE So, for a September start student, studying at Binary in Malaysia, the occurrence would be B (Sept) MB (Malaysia Binary) Student Occurrence The two digit occurrence the student is on relates to their start month, (as in the module occurrence), followed by the generic place they are studying. However, the second digit also depends on the country identifier of the family code. e.g. for a familybn = September start Newcastle student, GN = February start Newcastle student, BK = September start Malaysia student. See separate coding document available in the Public Folders on how to compile these. Periods The current periods in use are: Period Code Full name SEM1 Semester 1 SEM2 Semester 2 SEM3 Semester 3 SEMX Semester X YL Year Long YLSEM1 Year Long (semester 1) (Sept start) spanning students only YLSEM2 Year Long (semester 2) (Jan start) spanning students only YLSEM3 Year Long (semester 3) spanning students only The periods are used to denote when a module is offered within the year. For instance, a student starting in February (G start) would firstly be on semester two module for the first part of their programme, followed by a semester one module commencing in September. A September start student would take a semester one module first, followed by a semester two. YLSEM1, YLSEM2 and YLSEM3 periods are used only in the case of spanning students, i.e., those where the module teaching expands over the end of the academic year. These replace 7 of 8 SQL Reporting Tool

8 normal YL modules which a standard, September start student would be taught on. In other words, a February/March student, taking a year long module would be attached to both YLSEM2 and YLSEM1 occurrences of the same module. This would be the same site within elp. Diet (Programme Structure) A diet is what a programme structure is called within SITS. It is a collection of both core and optional modules that a student may study. There is no relationship between a diet and a student once the structure has been attached A diet does not have to exist in order for a module to be attached to a student. Diets are now versioned, in that the diet code starts with the academic year. i.e. a 2008/9 academic year diet will start with 2008********. E:Vision Student Marks You can now view exactly what marks the student can see on e:vision. Go to e:vision (currently via the SITS tab in elp), and click the link. Once in e:vision, at the bottom of the page you will see a link as below click on this: Search for the student either by their name or student ID, and select the correct student record by clicking on the student code. This will take you to the screen below click on the Module Results link: From here, you are logged in as the student, and everything you see is identical to what the student sees. Please note that at certain times of the year (normally around MEBs and PABs) this service is withdrawn for the students whilst marks are entered and verified. 8 of 8 SQL Reporting Tool