INFocus Graduate Tracking System (GTS) Report

Transcription

1 INFocus Graduate Tracking System (GTS) Report Purpose of this Document The following is a detailed description of the INFocus Graduate Tracking System report including instructions for modifying the report parameters. Accessing The Report To access the report go to Reports INFocus. Click the Shared Reports tab. Click the STI folder. Click Graduate Tracking System to generate the report. Note: Click to Rename, Copy, Move, Schedule, View Dependencies or Delete this report. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 1

2 This dashboard/report will generate counts/lists of students who might be at risk using graduate tracking system criteria including grades, unexcused absences and dispositions. The view displays both a table and graph.. The report includes students who have met 0, 1, 2 or 3 of the risk factors selected. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 2

3 The Grades option will evaluate grades for the latest grading period for the academic session of the count date when determining if the student is at risk. NOTE: These are report card grades, not classroom averages from the teacher grade book. Unexcused Absences will count all unexcused absences that occur during the year to date for the academic session of the count date and for the selected attendance reasons. Suspensions/Dispositions will count each occurrence disposition year to date for the academic session of the count date. Drill-Down In either the table or graph view, the school name is a hyperlink that may be used to drill-down to view more details. Users may click to drill-down to grade level and then student level details, based on the number of risk factors chosen (3, 2, 1, 0). Summary and Total rows are available. The bar chart is also hyperlinked for drill-down to grade level and then student by number or risk factors. When the user clicks to drill-down to the student level the information is no longer shown in a bar chart, but in table format. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 3

4 Drill-Down from Table View From the table view, when a user clicks the school name, the following is displayed, showing the school s detail by grade level: The grade level is also a hyperlink. Click to drill-down to student details: The preceding screen shot shows the specific student information, including risk factors (Attendance, Grades, Suspensions), as well as pertinent demographic information. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 4

5 Drill-Down from Graph View The drill-down on the bar chart is slightly different, but allows access to the same data. When a user clicks a school name at the bottom of the bar chart, a new bar chart will display for the selected school. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 5

6 When a grade level bar is selected, the same detail screen will display when drilling down to student detail from the table view. How the Report Calculates The Graduate Tracking System report includes counts and calculations on grades, absences and discipline. The count date is used to determine the student s status. That date will be used to determine what status (enrolled, withdrawn, etc.) to show. The count date is used to filter the students enrolled on the selected date. The YEAR of the count date is used to determine which academic session to use for grades, attendance and discipline. Grades Average (Grade Avg column) is the numeric average across all sections for all grading periods in the academic session that the student for the academic year associated with the count date entered. The calculation is on posted grades (Report Card grades) and not on classroom grades (averages). The section average is taken from posted grade for the graded item that is marked as used to determine GPA Points for the grading period. If no graded item is marked GPA Points for the grading period, the system will use the numeric average posted to the graded item marked Display in Gradebook. If the graded item is marked as Post as Alpha, the system will use the averaging equivalent for the alpha grade from the assigned scale of the student/section or student or section or grade level. If there is no traditional grade posted (only a standards grade), the section is not included in the average calculation. The section does not have to be marked for A.Credit or Print on report card on the Master Schedule. If the section does not have a posted grade for the grading period, it is not used in the calculation for average on the Graduate Tracking System report. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 6

7 Examples Numeric average posted for GP1, Graded Item = GPA points Formula Used Section A 75 ( ) / 2 = Section B 85 Section C (blank, no posted grade) Numeric average posted for GP1, Graded Item = GPA points Numeric average posted for GP2, Graded Item = GPA points Formula Use Section A ( ) / 5 = Section B Section C (blank, no posted grade) 87 Absences Unexcused absences (U Abs column) counts the number of unexcused absences from the selected reason list for the academic session. If the transaction is marked as Level is other, it is not counted even if the reason matches the selected list and is a category of Unexcused. If the absence is a half-day, it is counted as Total Absences (Total Abs column) shows the total daily absences (excused and unexcused) the student has for the selected reason list for the academic session. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 7

8 Discipline Suspensions (Sus column) is the number of disposition entries from the selected disposition list for the date range. It is not a count of days. For example, a student could have a disposition of In school suspension for 3 days. On the report, the count is 1, not 3. Graduation Credits Graduation Credits (Grad Credits column) shows the total number of graduation credits the student has earned (as reflected on the student s transcript). Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 8

9 Edit Parameters The Edit button in the top right corner allows the user to edit the report parameters and regenerate the dashboard. Count Date: Defaults to today s date or click the calendar icon to select a different date. School(s): Defaults to All. Will list all schools to which the logged-in user has access. Select a single school or use Ctrl/Shift + click to select multiple schools. Gender: Select All, Female or Male. Will list the name of all defined genders in the lookup bank. Grades: Select Less than or equal to <=, Equal To = or Greater than or equal to >=. Grade to Check: Enter the numeric score to check, in conjunction with selection from the Grades option above. Defaults to 70. This is the average of numeric grade for all classes for report card grades. Race: Defaults to All. Select a single race or use Ctrl/Shift + click to select multiple races. Hispanic Ethnicity: Defaults to All. Select Yes or No to include/exclude students who have been checked as Hispanic on their Main tab under Students Student Maintenance. Special Education: Defaults to All. Select Yes or No to include/exclude students who have been assigned a Primary Exceptionality on their Misc tab under Students Student Maintenance. Absences: Select Less than or equal to <=, Equal To = or Greater than or equal to >=. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 9

10 No. of Absences: Defaults to 4. Enter the number of unexcused absences to check, in conjunction with selection from the Unexcused Absences option above. Absence Reasons: Defaults to All or use Ctrl/Shift + click to select multiple reasons. The report calculates the risk factors for unexcused absences by counting student s unexcused absences for the unexcused absence reason selected in list. Lunch: Defaults to All. To filter the report to a single specific lunch code, select that code from the list or use Ctrl/Shift + click to select multiple lunch statuses. Suspensions: Defaults to 1. Select Less than or equal to <=, Equal To = or Greater than or equal to >=. No. of Suspensions: Enter the number of dispositions to check, in conjunction with selection from the Suspensions option above. Dispositions: Defaults to All. Select one code or use Ctrl/Shift + click to select multiple dispositions. Course Types: Defaults to All or the user may select the course types to use when determining the grades to check. If changes were made, click Save to save the modifications. This saves the changes for this user only. The report will re-generate automatically after the save. To exit the screen without saving click Cancel. Report Outputs The Graduate Tracking System report may be exported to either PDF or Excel, using the controls in the upper left corner. PDF : If exporting from the main display, the output will be produced in a table that does not include the drill-down options. If the user drills down to a grade level or student display and exports, the drilleddown display is what will be exported to.pdf. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 10

11 Excel : When exporting to Excel, only the table is exported. No graphics are included. If exporting from the main view (i.e., not drilled-down), only the highest level table is exported. If exporting after drilling down to grade level or student view, the grade level or student information is exported. Example: Exporting Main Report View Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 11

12 Example: Exporting From Student View Scheduling the Graduate Tracking System Report The Graduate Tracking System report may be scheduled to automatically be generated and ed. On the Shared reports menu, select Schedules. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 12

13 Select Scheduled Reports. On the Scheduled Task List, use the drop-list to select the Graduate Tracking System Report (GTS report) and then click New Task. The screen on the following page will appear, with options for setting up specific report parameters as well as the desired schedule. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 13

14 Report parameters listed here function the same as when the report is generated manually. The count date will automatically assume the date on which the report is run. Schedule parameters include the following: Enabled: Defaults = <checked>. When checked, this schedule is enabled and will run. Alert Threshold: Defaults = 1. This setting indicates that number of risk facts that must be met to generate the report. Example: 1 means that at least one student meets at least one risk factor. Recipients: Default = <blank>. This should be the list of addresses, separated by a semi-colon, to which the report will be sent. Schedule: Default = Once. This indicates how often the schedule will run: Daily, weekly, monthly or once (one time only). o If weekly is chosen: The user may define a span of a particular number of weeks as well as the day of the week on which the report is to be generated. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 14

15 o If monthly is chosen: The user may define the day of the month on which the report should generate and also select the months of the year during which the report will generate. o If any option other than Once is chosen, the End Date option will appear. Start Time: Default = 8:00 am. This indicates, in military time, when the schedule should run. Run On: Default = today. This indicates the start date for the schedule. End Date: Default = <unchecked>. If checked, the user may specify a particular date at which the schedule task will automatically expire. The Save button will save the schedule task. The Cancel button will cancel the task and return the user to the task menu screen. Once the schedule task is complete, it will show in the Scheduled Task List. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 15

16 The Schedule Task List shows all tasks, along with: whether or not each task is enabled; the last time each task was executed; and the next time each task is scheduled to execute. The Actions column allows the user to perform three actions. Allows the user to RUN the selected task now. Allows the user to EDIT the selected task. Allows the user to DELETE the selected task. Quick Reference Guide Chalkable_ INFocus Graduate Tracking System (GTS) Report 16