Administration. Admissions Reports PREPARED BY RICHARD WALLING WCBS. Somerset House Magdalene Street Glastonbury Somerset BA6 9EJ. Tel Fax Web

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1 Somerset House Magdalene Street Glastonbury Somerset BA6 9EJ Tel Fax Web Admissions Reports PREPARED BY RICHARD WALLING WCBS

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3 Sample Reports This document contains examples of reports produced using the standard Report Builder Templates that are supplied with PASS version 2.5, as well as some of the standard reports contained within PASS. The key difference between the templates and the standard report is that the Report Builder Templates can be modified by the user to suit the school s particular requirements. At the end of this document is a list of the templates that are available as standard templates within the software. Terminology used in this document Admissions The process of managing future pupils for entry into the school: A subsection of the PASS module devoted to the management of this process. Registration Inquirers The parent(s) or other adults making an Inquiry for admission for a child or children. Registration Pupils Records for potential pupils for whom an Inquiry has been made, but at this stage has not been progressed to the Prospective Pupil stage. Prospective Pupils Records for future pupils where the process has advanced to the next stage, either on receipt of a Registration Form and/or Fee or the achievement of another significant milestone in the process as defined by the school. Inquiry Source How the Inquirer heard of the school initially. Feeder School A school currently attended by future pupils of your school. 1. Inquiries by Date Range. This report is run regularly to show the Inquiries received within a given date range. The required date range and other criteria are prompted for at the time the report is run. The dialog box is shown below: Note that any of the data fields can be added as required to the dialog box. 10 July 2012 Page 2

4 The resultant report is shown here. From the original template, it s easy to make changes. The example below shows how this report can be used in a single gender school, where the colour bands and gender field are not important. 10 July 2012 Page 3

5 2. Analysis of Inquiry Sources for the Current Year This report provides important marketing information for the school. It shows how potential parents have heard of the school, and can be used to analyse the success of particular campaigns or attendance at Independent Schools exhibitions or other events. Note that the Inquiry Source descriptions can be general as in the case of the Cheltenham Gazette, where the publication date is not analysed, or more specific as in the case of the Farnham Herald This is controlled when the Inquiry Source records are set up. 10 July 2012 Page 4

6 As with the previous report, it s easy to customise the report to suit the individual school s needs. With Report Builder as used in PASS you can save a report as a template, then create another report based on the same data and report design. The example below shows how the data in the above report can be represented in a different format. In this case the graph is showing the percentage of Inquiries received in each month, whilst maintaining the summary by source as in the previous example. 10 July 2012 Page 5

7 3. Number of Inquiries received this year compared to last year It s often very useful for the school to be able to compare the number of Inquiries received during the current year compared with last year. This will help the school to see what the effect of specific marketing activity is, and seasonal variations in the number of inquiries received. In the example shown, the school has updated its website and introduced an online registration form in July This has clearly had a significant effect already on the number of inquiries received. Once again, the report can be used as a template and modified as required by the school. 10 July 2012 Page 6

8 4. Summary of Inquiries by Feeder School This is a simple Crosstab type report listing the inquiries received between specified dates and for specific entry years by feeder school. 5. List of Feeder Schools This is a simple list of all the schools that have been put into a user defined Category of Feeder in the Other Schools list. As with any report, it s easy to amend any aspect of the report as required in individual circumstances. Note that on this report the default address and website for the school are shown as hyperlinks. This is a very useful feature and by clicking on the hyperlink the school s website can be accessed or an message opened to the address specified. 10 July 2012 Page 7

9 6. List of Pupils and Full details for a particular Feeder School In many schools, regular contact is maintained between the Head and the Heads of Feeder Schools. This report is extremely useful in summarising the details held in PASS on the school, active Registration Inquiries, Prospective and Current Pupils, and also any Notes held on the pupils. Viewing of notes in this report has been made optional and is controlled by the View notes label next to those pupil names where notes are entered. As with the previous report, the address and website fields are hyperlinks that can be used to access the school s website or send an to the school as required. Selection of the required school is from a drop-down list when Preview is selected. The default layout for the report is as shown below: 10 July 2012 Page 8

10 In order to view the notes for a particular pupil or pupils, simply click on the View Notes label and the report will be shown as follows: 10 July 2012 Page 9

11 7. Registration Conversion Report This report is a standard report within PASS which analyses the conversion rate from Inquiry to Prospective to Current pupils for each Inquiry Source in the database, which will give useful information as to the effectiveness of advertising and other methods of raising awareness of the school. There is an option to export to Excel, and a range of filters can be applied to the report as shown in the first illustration overleaf. 10 July 2012 Page 10

12 8. School Visits This report provides information on Pupils who will be visiting on any particular day. This can be analysed by month, year, compared with previous years etc as required. The information displayed can be extended to include contact details, Special Needs and Medical Information, or any notes that may be relevant for the visit. 10 July 2012 Page 11

13 9. Reference Request Form Most schools will request a reference from the current school for prospective pupils. Increasingly these requests are sent via to the feeder school. PASS Report Builder allows you to send the reference requests automatically via as PDF attachments to the feeder school, using the address field stored in the database. When the button is clicked, the message is sent from Outlook as shown. The text and Subject of the message can be edited as part of the report setup within Report Builder.. 10 July 2012 Page 12

14 10. Entrance Exam Results PASS includes a comprehensive system to manage Entrance Exams. These can range from a simple single exam to a series of exams in different subjects. Pupils can be entered for multiple exams and there is a variety of ways to report the results. Exam Results Grid Standard PASS format. This shows the results of the entrance exam as they are shown in the results grid on screen. There is a facility to export the grid to Excel, and the resulting spreadsheet can then be manipulated in a variety of ways. In the example shown high and low scores have been conditionally formatted to show more clearly. 10 July 2012 Page 13

15 11. Information Sheet for Pupils who are about to join the school This report contains all the details of the pupils who are going to start at the school in the new Academic Year. It can be distributed to housemasters or form tutors, and kept on file as required. Note that the fields included on this example can be added to as required. 10 July 2012 Page 14

16 12. Other reports available The following list shows a selection of reports that are available as templates in the PASS Admissions module. The list of templates is regularly updated and added to and new templates are included in PASS updates. DESCRIPTION Pupils For Admission Withdrawn Pupils By Form Year Deferred Pupils By Form Year Offered Pupils By Form Year Conditional Offer Pupils By Form Year Declined Pupils By Form Year Rejected Pupils By Form Year Feeder Schools by Type Registered and Prospective Pupils by Feeder school List of inquiries by month List of inquiries by month single gender Inquiry Source analysis Current year List of Pupils for Entrance Exams Places Accepted by Form Year Follow Up Report by Date Range Registered and Prospective Pupils Alphabetical Closed Applications Summary By Form Year Registered and Prospective Pupils by Year of Entry Registered and Prospective Pupils by Year of Entry and Form Year Pupils for Entrance Exams by Feeder School Inquiry Summary by Month last year comparison Registered and Prospective Pupils by Place Status Registered and Prospective Pupils by Year of Entry, Form Year and Gender Other specific requirements can be catered for by the design of additional templates as required. Dependent on the report, these costs will be included as part of the WCBS support/service package. 10 July 2012 Page 15