Producing Student List, Student Analysis and Timetable Reports. applicable to onwards

Producing Student List, Student Analysis and Timetable Reports applicable to 7.152 onwards

Revision History Version Change Description Date 7.152-1.0 Initial release. 07/05/2013 Capita Business Services Ltd 2013. All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, translated or transmitted without the express written consent of the publisher. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Capita Doc Ref: SS_STREPORTS7152/HBK/070513/NR Providing Feedback on Documentation We always welcome comments and feedback on the quality of our documentation including online help files and handbooks. If you have any comments, feedback or suggestions regarding the module help file, this handbook (PDF file) or any other aspect of our documentation, please email: publications@capita.co.uk Please ensure that you include the module name, version and aspect of documentation on which you are commenting. Capita SIMS, Franklin Court, Priory Business Park, Cardington, Bedfordshire MK44 3JZ Tel: 01234 838080 Fax: 01234 832036 Email: info@capita-sims.co.uk Web: www.capita-cs.co.uk

C Contents 01 Introduction... 1 Overview... 1 What's New in this Release?... 2 Permissions Required... 2 02 Producing Student List Reports... 5 Understanding Student List Reports... 5 Running the General Student List Report... 5 Running the Class List Report... 7 Selecting a Filter for the Class List Report... 11 Running the Registration Group List Report... 16 Managing Student List Reports... 19 Opening a User-Defined Student List Report... 19 Saving a Student List Report... 20 Deleting a User-Defined Student List Report... 21 Running a Student List Report from Another Student List Report... 22 Producing a Student List Photographs Report... 23 Exporting a Report... 24 Producing a Quick Print of the Report... 25 Modifying a Student List Report... 25 Applying a Filter to a Student List Report... 25 Specifying a Sort Order for a Student List Report... 34 Showing and Hiding Pupil/Students in a Student List Report 37 Navigating Through Multiple Page Reports... 38 Setting the Print Options and Printing a Report... 39 Setting the Font for the Report Output... 40 Selecting the Report Layout... 41 Setting the Regularity of Grid Lines... 41 Nesting Report Columns... 41 Removing Column Nesting... 43 Renaming a Column Heading... 44 Selecting the Automatic Column Width... 45 Removing Report Columns... 45 Defining Additional Report Settings... 46 Viewing a Pupil/Student s Timetable... 47 Viewing a Pupil/Student s Classes... 47 Adding Additional Fields to a Student List Report... 48

Changing the Column Order... 49 03 Producing Student Analysis Reports... 51 Running Student Analysis Reports... 51 Student Totals for Year Groups Report... 51 Student Totals for Years and Bands Report... 52 Student Totals for Year and Registration Groups Report... 53 Student Totals for Vertical Registration Groups Report... 54 Age Breakdown for Year Groups Report... 55 Student Totals for Classes in a Year Group Report... 57 Classes Active on a Particular Period Report... 58 Student Totals for Each Subject Report... 59 Pairings for One Subject Report... 60 Ordered Totals for Subject Pairings Report... 61 Selecting the Layout and Output Options for a Report... 62 Selecting Layout Options... 63 Selecting Output Options... 63 04 Producing Timetable Reports... 65 Running Timetable Reports... 65 Staff Timetable(s) Report... 65 Room Timetable(s) Report... 67 Non-class code Timetable(s) Report... 69 Student Timetable(s) Report... 70 All Staff Timetable Report... 72 All Rooms Timetable Report... 73 Year/Band Timetable Report... 74 Selection Timetable Report... 76 Subjects Timetable Report... 79 Non-class codes Timetable Report... 81 Free Staff Timetable Report... 82 Free Rooms Timetable Report... 83 Periods Timetable Report... 84 Saving Selection Criteria... 85 Loading Search Criteria... 86 Deleting Search Criteria... 87 Selecting Additional Report Filters... 87 of a role... 88 of a subject... 89 of a room... 90 of a student... 91 of a staff member... 92 Year(s)... 93

Registration Group(s)... 94 Band(s)... 95 Subject(s) studied... 96 House(s)... 97 Advance selection... 98 Configuring the Layout of a Timetable Report Output... 102 Saving the Report Layout... 102 Returning to the Default SIMS Layout... 103 Printing a Report... 103 Exporting a Report... 103 Flipping the Timetable Display... 104 Changing the Report Page Orientation... 104 Selecting the Page Size... 104 Changing the Page Margins of the Report Output... 104 Changing the Sort Order... 105 Selecting the Report Layout Settings... 105 Applying Styles to the Report Title... 106 Applying Styles to Row Labels and Column Headings... 107 Defining the Information Displayed on a Timetable... 107 Viewing the Selected Elements of the Report... 108 Toggling the Display of the Layout Settings Panel... 109 Toggling the Display of the Cell Settings Panel... 109 Zooming In and Out of the Report Output... 109 Setting the On-Screen Display Size of the Report... 109 Selecting a Report Page to Display... 110 Changing the Items you wish to Report On... 110 Index... 111

01 Introduction 01 Introduction Overview Overview... 1 What's New in this Release?... 2 Permissions Required... 2 This handbook provides you with details of a range of pupil/student related reports supplied in SIMS. These reports were originally provided as part of Nova-T4 but have now been transferred into SIMS. The reports provided are in three categories; Student List reports, Student Analysis reports and Timetable reports. Each Student List report (Reports Student Lists) provides you with a list of pupil/students, sorted initially by surname. There are three Student List reports: General Student List displays every pupil/student currently on-roll at your school. Class List provides you with class lists for every class in your current pastoral structure, for pupil/students who are currently on-roll. Registration Group List provides you with registration group lists for every registration group in your current pastoral structure, for pupil/students who are currently on-roll. Once a Student List report is generated, the report structure can be altered and saved, enabling you to create a structure that suits the requirements of your school. Student Analysis reports (Reports Student Analysis Reports) enable you to review and analyse pupil/student totals by year group, by year and registration group, by year and bands, etc. Timetable reports (Reports Timetables) replace the reports that have until now been available in Nova-T4. More Information: Producing Student List Reports on page 5 Producing Student Analysis Reports on page 51 Producing Timetable Reports on page 65 Producing Student List, Student Analysis and Timetable Reports 1

01 Introduction What's New in this Release? The following changes have been made in this release. Setting the Default Output Type for Student List Reports and Student Analysis Reports When running any of the Student Analysis reports (via Reports Student Analysis Reports), or running and subsequently exporting any of the Student List reports (via Reports Student List), the Output type now defaults to the option selected the last time you ran that specific report, even if you have since restarted SIMS. This functionality enables each SIMS user to set a default option for each Student Analysis and Student List report. More Information: Exporting a Report on page 24 Selecting the Layout and Output Options for a Report on page 62 Reporting on Specific Classes and Registration Groups on the Class List Report and the Registration Group List Report When running the Class List report (via Reports Student List Class List) or the Registration Group List report (via Reports Student List Registration Group List), a new option enables you to report on only the selected classes or registration groups. More Information: Running the Class List Report on page 7 Running the Registration Group List Report on page 16 Selecting an Effective Date on the Class List Report When running the Class List report (via Reports Student List Class List), you can now specify an effective date so that the report can be generated, viewed, printed and exported before the start of term. More Information: Running the Class List Report on page 7 Permissions Required You will need to be a member of one or more of the following System Manager user groups to ensure you have the permissions required to run the Student List reports outlined in this handbook. Administration Assistant Admissions Officer Assessment Coordinator Assessment Operator Attendance Manager Attendance Operator Class Teacher Curricular Manager Cover Manager Exams Officer 2 Producing Student List, Student Analysis and Timetable Reports

01 Introduction Exams Operator Pastoral Manager Profiles Coordinator Profiles Operator Registration Tutor Returns Manager Returns Operator School Administrator (members of this group can also edit the default report template and delete public reports). SEN Co-ordinator Senior Management Team System Manager Timetabler Receipts Clerk Bursar. You will need to be a member of one or more of the following System Manager user groups to ensure you have the permissions required to run the Student Analysis reports outlined in this handbook. Administration Assistant Curricular Manager School Administrator SEN Co-ordinator Senior Management Team Timetabler. Please contact your System Administrator if you are unsure whether you have the applicable permissions. Additional Resources: Managing SIMS Users, Groups and Databases handbook All handbooks can be accessed from the Documentation Centre which is launched by clicking the Documentation button on the Home Page in SIMS. Once open, click the Handbooks button, select the required category, then click the required handbook from the Handbooks page. For a list of the permissions available for each release, please refer to the appropriate permissions spreadsheet. Copies can be obtained from SupportNet (http://support.capitaes.co.uk/) by entering PERMLIST in the Site Search field on the Home page. Alternatively, SupportNet can be accessed via Tools SupportNet. Producing Student List, Student Analysis and Timetable Reports 3

01 Introduction 4 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports 02 Producing Student List Reports Understanding Student List Reports... 5 Running the General Student List Report... 5 Running the Class List Report... 7 Running the Registration Group List Report... 16 Managing Student List Reports... 19 Modifying a Student List Report... 25 Understanding Student List Reports Each Student List report (Reports Student Lists) provides you with a list of pupil/students, sorted initially by surname. The following Student List reports are available in SIMS: General Student List displays every pupil/student currently on-roll at your school (Reports Student List General Student List). Class List provides you with class lists for every class in your current pastoral structure, for pupil/students who are currently on-roll (Reports Student List Class List). Registration Group List provides you with registration group lists for every registration group in your current pastoral structure, for pupil/students who are currently on-roll (Reports Student List Registration Group List). Once a Student List report is generated, the report structure can be altered and saved, enabling you to create a structure that suits the requirements of your school. For example, you may wish to build on the default report layout to include additional report columns, pupil/student filters, etc. and to change the default sort order. Each Student List report is available via its menu route, as well as via the output from any other Student List report and from the SIMS Home Page. The method of manipulating and saving the report structure is the same for all three reports. More Information: Running the General Student List Report on page 5 Running the Class List Report on page 7 Running the Registration Group List Report on page 16 Running the General Student List Report The General Student List report provides a basic pupil/student report, displaying all pupil/students on-roll today and accepted applicants, regardless of their enrolment status (i.e. guest pupil/students and dual registration pupil/students are included in the report output). The Effective Date of the report can be changed, if required so that you can view the report output as it would be on a different date. Producing Student List, Student Analysis and Timetable Reports 5

02 Producing Student List Reports This report can be run as a report in its own right or used as a template from which you can create and save your own report design. Saving your own report designs may reduce the amount of time spent recreating the same report each time you wish to view the same set of data. If you amend a report and then save it, the original SIMS report design is retained but you are invited to save your changes with a different report name. The report initially displays each pupil/student s Full Name (surname and forename), Gender, Date of Birth, Year Group and Reg Group, sorted alphabetically by surname and forename. To run the report, select Reports Student List General Student List to display the General Student List as of <Today s Date> page. The output of the report is displayed on screen, based on the data stored in your system on today s date. The structure of the report can now be amended, as can the effective date (the date for which the report is run). Filters can also be applied and the sort order can now be set. Once any such amendments have been made, the report can be saved as a user-defined report, without overwriting the original report provided by SIMS. The format and layout of the report can also be changed. NOTE: This report is also available from within the Class List report and the Registration Group List report, by selecting its name from the List drop-down list. More Information: Modifying a Student List Report on page 25 Running the Class List Report on page 7 Running the Registration Group List Report on page 16 6 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports Running the Class List Report The Class List report is similar in structure and purpose to the General Student List Report but enables you to produce a list of pupil/students (both on-roll and accepted applicants) where the class is the focus. For example, you can produce a report that displays class membership as of a specific date, members of a class at a specified period, members of a class in a specified room at a specified period, etc. An effective date can be specified, enabling the report to be generated, viewed, printed and exported before the start of term, for example. Each Class List report is displayed separately and navigation between the classes included in the report is achieved using the navigation buttons on the toolbar. This report can be run as a report in its own right or used as a template from which you can create and save your own report design. Saving your own report designs may reduce the amount of time spent recreating the same report each time you wish to view the same set of data. If you amend a report and then save it, the original SIMS report design is retained but you are invited to save your changes with a different report name. The report initially displays each pupil/student s Full Name (surname and forename), Gender, Date of Birth, Year Group and Reg Group, sorted alphabetically by surname and forename. IMPORTANT NOTE: Class teachers may instead wish to run a Class List report from the My Classes Today timeline on the Home Page. Right-click a class on the timeline and select Student List from the pop-up menu to run the Class List report for the selected class. Running the report in this way means that you do not have to select the class manually. System Administrators or members of the Senior Management Team should run the Class List report using the following method. Producing Student List, Student Analysis and Timetable Reports 7

02 Producing Student List Reports To run the report, select Reports Student List Class List to display the Select classes dialog. The Effective Date is the date on which you wish to report class memberships. This defaults to today's date but can be edited, if required, either by entering a different date or clicking the Calendar button and selecting the required date. If you edit the date, click the Search button to update the list of classes to display current classes as of that date. By default, all classes on the curriculum plan for the current academic year are displayed in the panel on the right-hand side of the screen. This list of classes can be filtered by selecting the required filter from the panel on the left-hand side of the page. Multiple filters can be applied to the Select classes dialog, if required. For example if you are a class teacher, you may wish to view a class list for any class that you teach containing a particular pupil/student. Any filter set is displayed in the area above the radio buttons on the Select classes dialog. The selection of filters available is determined by the current view, indicated by the selection of a radio button at the top of the dialog. Classes displays all classes on your curriculum plan. A full range of selection criteria is available, enabling you to filter the class list to display all classes in Year 7, for example. All Staff (Curriculum) displays all classes on your curriculum plan, together with the name of the main class supervisor (i.e. the main class teacher). The class list can be filtered by Classes of years, Classes of subjects and Classes at period. 8 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports All Staff (Timetable) displays all classes on your curriculum plan. Multiple lines may be displayed for a class if there is more than one class teacher associated with a class. For example, Anita Abell may be the main class supervisor, but Adrian Blacker takes the class for one period a week. This results in the class being displayed twice in the list, one for Anita Abell (AB For AB in the Staff column) and one for Adrian Blacker (ABL For ABL in the Staff column). The class list can be filtered by Classes of years, Classes of subjects and Classes at period. Select the radio button that indicates your method of selecting classes. Select the required filter(s) (if appropriate) by double-clicking the required Selection Type(s) and making your selection. Once one or more filters have been set, the list of classes in the panel on the right-hand side of the screen is refreshed. The classes displayed here are current as of the Effective Date and will be produced by the report Each class has an associated check box, which indicates whether the class will be included on any subsequent printed or exported output. IMPORTANT NOTE: The check box does not indicate which classes you wish to show on the screen output. The classes shown on the screen output are defined by the filters set. All of the class check boxes are selected by default. Deselect the check box of any class you do not wish to be included on any subsequent printed or exported output. Alternatively, all classes can be excluded from printed or exported output by clicking the Uncheck All button. All classes can be included by clicking the Check All button. Highlight one or more classes (using Shift + click or Ctrl + click) then click the Selected Only button to remove from display any of the classes that were not highlighted. This may facilitate class selection. It is possible to generate a report that consists of only a subset of the classes available for selection, using the Preview Classes that have been selected for Export/Print check box. For example, you may want to generate class lists for three out of the six English classes in Year 7 that are available for selection from the Select classes dialog. To achieve this, select the check box of the classes you wish to report on (e.g. 7A/En, 7B/En and 7C/En) and leave every other check box on the display deselected (e.g. 7D/En, 7E/En and 7F/En). Select the Preview Classes that have been selected for Export/Print check box. When the report is generated, class lists for only 7A/En, 7B/En and 7C/En are produced. To remove any filters that you may have set, click the Reset button. NOTE: Clicking the Reset button retains any selection or deselection of class check boxes that you have made and reverts the view to the Classes radio button. Once the appropriate classes have been selected, click the OK button to display the Class List Report page. Producing Student List, Student Analysis and Timetable Reports 9

02 Producing Student List Reports NOTE: To produce a Class List report for a single class, double-click its name in the panel on the right-hand side of the page. Only the selected class is then displayed. The output of the report is displayed on screen, based on the classes selected and based on the data stored in your system on today s date. The structure of the report can now be amended, as can the effective date (the date for which the report is run). A sort order can also be set. Once any such amendments have been made, the report can be saved as a user-defined report, without overwriting the original report provided by SIMS. The format and layout of the report can also be changed. NOTES: Class teachers may wish to run a Class List report from the My Classes Today timeline on the Home Page. Right-click a class on the timeline and select Student List from the pop-up menu to run the Class List report for the selected class. Running the report in this way means that you do not have to select the class manually. This report is also available from within the General Student List report and the Registration Group List report, by selecting its name from the List drop-down list. More Information: Selecting a Filter for the Class List Report on page 11 Modifying a Student List Report on page 25 Running the General Student List Report on page 5 Running the Registration Group List Report on page 16 10 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports Selecting a Filter for the Class List Report When running a Class List report via the Reports menu, the list of classes can be filtered. Depending on the radio button selected, one of the following filters can be selected. Multiple filters can be applied to the Select classes dialog, if required. For example if you are a class teacher, you may wish to view a class list for any class that you teach containing a particular pupil/student. To run a Class List report for a single Any filter set is displayed in the area above the radio buttons on the Select classes dialog. Classes of years Available in all views The Select year group dialog displays all the year groups in your current pastoral structure. Highlight the required year group then click the OK button to return to the Select classes dialog, where classes of the selected year group are displayed in the panel on the right-hand side of the screen. NOTES: Applying this filter together with other filters reduces the number of classes displayed. The filters currently applied are displayed in the panel above the radio buttons at the top of the screen. To clear all current filters and then apply only this filter, click the Reset button in the Select classes dialog then repeat this process. Producing Student List, Student Analysis and Timetable Reports 11

02 Producing Student List Reports Classes of a teacher (Curriculum) and Classes of a teacher (Timetable) Classes radio button only The Select teacher dialog displays all the teachers recorded in SIMS. Highlight the required teacher then click the OK button to return to the Select classes dialog, where classes of the selected teacher are displayed in the panel on the right-hand side of the screen. NOTES: Applying this filter together with other filters reduces the number of classes displayed. The filters currently applied are displayed in the panel above the radio buttons at the top of the screen. To clear all current filters and then apply only this filter, click the Reset button in the Select classes dialog then repeat this process. 12 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports Classes of a subject Available in all views The Select subject dialog displays all the subjects recorded in SIMS. Highlight the required subject then click the OK button to return to the Select classes dialog, where classes of the selected subject are displayed in the panel on the right-hand side of the screen. Alternatively, enter the first few characters of the Description. The first matching item in the subject list is highlighted automatically. NOTES: Applying this filter together with other filters reduces the number of classes displayed. The filters currently applied are displayed in the panel above the radio buttons at the top of the screen. To clear all current filters and then apply only this filter, click the Reset button in the Select classes dialog then repeat this process. Producing Student List, Student Analysis and Timetable Reports 13

02 Producing Student List Reports Classes of a room Classes radio button only The Select room dialog displays all the rooms recorded in SIMS. Highlight the required room then click the OK button to return to the Select classes dialog, where classes held in the selected room are displayed in the panel on the right-hand side of the screen. NOTES: Applying this filter together with other filters reduces the number of classes displayed. The filters currently applied are displayed in the panel above the radio buttons at the top of the screen. To clear all current filters and then apply only this filter, click the Reset button in the Select classes dialog then repeat this process. 14 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports Classes of a student Classes radio button only The Select student dialog enables you to search for the pupil/student whose classes you wish to report on. Search for the required pupil/student using the search fields provided then click the Search button. Highlight the required pupil then click the OK button to return to the Select classes dialog, where the selected pupil/student s classes are displayed in the panel on the right-hand side of the screen. NOTES: Applying this filter together with other filters reduces the number of classes displayed. The filters currently applied are displayed in the panel above the radio buttons at the top of the screen. To clear all current filters and then apply only this filter, click the Reset button in the Select classes dialog then repeat this process. Classes at a period Available in all views The Select day and period dialog enables you to search for all classes that take place at the selected period. Producing Student List, Student Analysis and Timetable Reports 15

02 Producing Student List Reports Highlight the required Day and Period, then click the OK button to return to the Select classes dialog, where classes that take place at the selected period are displayed in the panel on the right-hand side of the screen. NOTES: Applying this filter together with other filters reduces the number of classes displayed. The filters currently applied are displayed in the panel above the radio buttons at the top of the screen. To clear all current filters and then apply only this filter, click the Reset button in the Select classes dialog then repeat this process. My Classes Classes radio button only All classes for which you are the main teacher are displayed in the panel on the right-hand side of the screen. NOTES: Applying this filter together with other filters reduces the number of classes displayed. The filters currently applied are displayed in the panel above the radio buttons at the top of the screen. To clear all current filters and then apply only this filter, click the Reset button in the Select classes dialog then repeat this process. Running the Registration Group List Report The Registration Group List report is similar in structure and purpose to the General Student List report but enables you to produce a list of pupil/students (both on-roll and accepted applicants) where the registration group is the focus. For example, you can produce a report that displays registration group membership as of a specific date. Each Registration Group List report is displayed separately and navigation between the classes included in the report is achieved using the navigation buttons on the toolbar. This report can be run as a report in its own right or used as a template from which you can create and save your own report design. Saving your own report designs may reduce the amount of time spent recreating the same report each time you wish to view the same set of data. If you amend a report and then save it, the original SIMS report design is retained but you are invited to save your changes with a different report name. The report initially displays each pupil/student s Full Name (surname and forename), Gender, Date of Birth, Year Group and Reg Group, sorted alphabetically by surname and forename. 16 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports IMPORTANT NOTES: Registration group tutors may instead wish to run a Registration Group List report from the My Classes Today timeline on the Home Page. Right-click a registration group on the timeline and select Student List from the pop-up menu to run the Registration Group List report for the selected registration group. Running the report in this way means that you do not have to select the registration group manually. System Administrators or members of the Senior Management Team should run the Registration Group List report using the following method. To run the report, select Reports Student List Registration Group List to display the Registration Group dialog. The check box of all of the registration groups in the lowest year group in your pastoral structure are selected automatically by default. Running the report without changing this default setting will produce a separate report page for each registration group in the lowest year group defined in your pastoral structure. If you wish to alter the selection of registration groups on which you wish to report, select the appropriate method of achieving the correct set of registration groups: To run the report for a large number of registration groups, click a year group name in the Select Years panel to display its associated registration groups in the panel on the right-hand side of the page. Select or deselect the check box of each required registration group in the right-hand panel. By default, the check box of all registration groups are selected. To run the report for a small number of registration groups, click a year group name in the Select Years panel to display its associated registration groups in the panel on the right-hand side of the page. Click the Uncheck All button to remove all of the registration group selections then select the check box of each required registration group in the right-hand panel. Producing Student List, Student Analysis and Timetable Reports 17

02 Producing Student List Reports If you have altered the selection of registration groups and wish to select all registration groups for the selected year group, click the Check All button. Highlight one or more registration groups (using Shift + click or Ctrl + click) then click the Selected Only button to remove from display any of the registration groups that were not highlighted. This may facilitate registration group selection. It is possible to generate a report that consists of only a subset of the registration groups available for selection, using the Preview Reg Groups that have been selected for Export/Print check box. For example, you may want to generate registration group lists for three out of the six registration groups in Year 7 that are available for selection from the Registration Group dialog. To achieve this, select the check box of the registration groups you wish to report on (e.g. 7A, 7B and 7C) and leave every other check box on the display deselected (e.g. 7D, 7E and 7F). Select the Preview Reg Groups that have been selected for Export/Print check box. When the report is generated, registration group lists for only 7A, 7B and 7C are produced. To remove any filters that you may have set, click the Reset button. Once the appropriate registration groups have been selected, click the OK button to display the Registration Group List page. NOTE: To produce a Registration Group List report for a single registration group, double-click its name in the panel on the right-hand side of the page. Only the selected registration group is then displayed. The output of the report is displayed on screen, based on the registration groups selected and based on the data stored in your system on today s date. The structure of the report can now be amended, as can the effective date (the date for which the report is run). A sort order can also be set. Once any such amendments have been made, the report can be saved as a user-defined report, without overwriting the original report provided by SIMS. The format and layout of the report can also be changed. 18 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports NOTES: Registration Group tutors may wish to run a Registration Group List report from the My Classes Today timeline on the Home Page. Right-click a registration group on the timeline and select Student List from the pop-up menu to run the Registration Group List report. This report is also available from within the General Student List report and the Class List report, by selecting its name from the List drop-down list. More Information: Running the General Student List Report on page 5 Running the Class List Report on page 7 Managing Student List Reports Opening a User-Defined Student List Report Once you have modified a Student List report and saved it as your own, it is available for selection each time you use SIMS and you can run your report rather than use the standard Student List reports provided by SIMS. 1. With a Student List report open, click the Browse button to display the Browse Report dialog. 2. Select either the My Reports or All radio button to indicate the range of reports you wish to browse. Producing Student List, Student Analysis and Timetable Reports 19

02 Producing Student List Reports NOTES: Selecting the All radio button displays all Student List report definitions. If you have the appropriate permissions, the System Template is also available for selection. This template determines the structure of the Student List reports and is provided by SIMS. This template can be edited to suit the requirements of your establishment. Any changes made to the System Template affect the default Student List reports for all users. 3. Enter all or part of the Report name you wish to delete in the Search Report field. The list of available reports filters as you type, to display only the reports that match the search criteria entered. 4. Highlight the report you wish to open then click the Open button. More Information: Managing Student List Reports on page 19 Modifying a Student List Report on page 25 Running the General Student List Report on page 5 Running the Class List Report on page 7 Running the Registration Group List Report on page 16 Saving a Student List Report The standard Student List reports provided by SIMS can be modified and saved as reports in their own right. If you have changed the structure or format of the report and choose to save the new report definition, the original Student List report is not affected. NOTE: It is not possible to overwrite a Student List report provided by SIMS. Once you have saved the modified report structure, it can be re-opened and amended as required by any user with the appropriate permissions. Any further changes can be made to the modified report and you can overwrite the existing report, or you can use the Save As functionality (similar to that provided in Microsoft Word, for example) to create a modified copy of the report. IMPORTANT NOTE: If you make changes to a Student List report, you must save the report to retain its format and structure. If you close the report output without manually saving the report, all changes will be lost. 20 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports 1. With a Student List report open, click the Save button to display the Save Report dialog. 2. The sort order of the reports can be amended by clicking the appropriate column header, or by right-clicking in the report list then selecting the appropriate option. 3. If you want all other SIMS users with appropriate permissions to be able to run this report, ensure that the Private check box is deselected. If you do not want other users to have access to this report, select the Private check box. 4. There are a number of methods available for saving a Student List report. Please select from the following: Click the Save button to overwrite the existing, user-defined Student List report with the amended report structure. If this is the first Student List report that has been created, you must enter a unique Report name prior to clicking the Save button. Select the Save as check box and enter a unique Report name to create a new report definition. This leaves the original report unchanged. Highlight the report you wish to overwrite in the Report name list then enter a unique name, to overwrite the original report and to rename it. 5. Click the OK button to save the report then return to the report output. Deleting a User-Defined Student List Report If you have modified one of the default Student List reports and saved the changes, it is possible to delete this modified report if it is no longer required. You can delete any report that you have created and any other user-defined report for which you have permission to delete. NOTE: Student List reports provided by SIMS are not displayed in this dialog because it is not possible to delete them. Producing Student List, Student Analysis and Timetable Reports 21

02 Producing Student List Reports 1. With a Student List report open, click the Browse button to display the Browse Report dialog. 2. Select either the My Reports or All radio button to indicate the range of reports you wish to browse. 3. Enter all or part of the Report name you wish to delete in the Search Report field. The list of available reports filters as you type, to display only the reports that match the search criteria entered. 4. Highlight the report you wish to delete then click the Delete button. Running a Student List Report from Another Student List Report Student List reports can be by selecting Reports Student List and then selecting the required report. To make Student List reports more accessible, they can also be run from the toolbar of any currently open Student List report output. For example, if the General Student List report is currently on-screen, you can open the Class List report or the Registration Group List report by clicking the drop-down arrow adjacent to the List button and selecting the appropriate report name. This method of running a Student List report offers the identical functionality available from the Reports menu. All Student List reports can also be run by right-clicking anywhere in a Student List report output and selecting the required report from the pop-up menu. The Class List report and the Registration Group List report can also be run from the My Classes Today timeline on the Home Page. Right-click a class or a registration group on the timeline and select Student List from the pop-up menu to run the Class List report. 22 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports More Information: Managing Student List Reports on page 19 Modifying a Student List Report on page 25 Running the General Student List Report on page 5 Running the Class List Report on page 7 Running the Registration Group List Report on page 16 Producing a Student List Photographs Report The default report output displays a list of pupil/student names, together with any other default fields and additional fields that you have selected to display. From this report output, you produce a report that displays photographs of the pupil/students included in the report together with their names. This would be particularly useful for supply teachers, as it provides them with the opportunity to identify pupil/students in their class. The photograph report takes into account any filter or sort order you have applied to the original report output. For example, if you have filtered a report to display only females then only females will be displayed on the photograph report. 1. With the required report open, apply a sort order and any required filters. 2. Click the Photo button to display the Photo Lists Setup dialog. 3. A default Title is provided but this can be edited, if required. 4. In the Layout panel, select the number of pupil/student photographs you wish to display on each line of the report output by selecting the appropriate radio button. Selecting the Auto radio button selects a best fit value, based on the size of the pupil/student photographs. To assist you with the task of laying out the report, the total number of pupil/students in the report output is displayed at the bottom of the Layout panel. 5. In the Captions panel, select the radio button that corresponds with the format you wish to use for pupil/student names. 6. In the Lists panel, select the radio button that corresponds to how you want to present the report. To produce a single report that contains males and females, select the Single list radio button. To separate the report so that there is one list for males and one list for females, select the Separate list for male and female radio button. Producing Student List, Student Analysis and Timetable Reports 23

02 Producing Student List Reports 7. Click the OK button to display the pupil/student photograph report. The number of printed report output Pages is displayed. 8. Click the Print button to print the pupil/student photograph report or click the OK button to close the photograph report without printing. Exporting a Report The report output can be exported so that its content can be modified in an external application and included as part of another report, for example. Prior to exporting, you should ensure that the format of the report output is as you want to view it in the external application. For example, you should check the order of the columns, column widths, the sort order, row dividers, etc. With the required report open, click the Export button. If you are running a Class List report or a Registration Group List report, the Export option dialog is displayed. Select the Export all selected lists radio button if you wish to export all of the lists produced by the report, e.g. all classes or all registration groups. 24 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports To export only the list currently displayed on screen, select the Export displayed list only radio button. When exporting a Class List report, selecting the Include period information check box displays on the output the period at which the class is scheduled, the staff initials of the class teacher and the room in which the class takes place. The Include period information check box is disabled when running the Registration Group List report. Click the OK button to display the Run a Screen Based Report dialog. Select the output options. If you are running a General Student List report, the Run a Screen Based Report dialog is displayed. More Information: Selecting the Layout and Output Options for a Report on page 62 Producing a Quick Print of the Report A Student List report can be printed by clicking the Quick Print button on the Print ribbon. This is a method of attaining a print out quickly, because you are not asked to select print options. Clicking the Quick Print button uses the same printing options as the last Student List report you printed in this SIMS session. If this is the first Student List report you have printed in this SIMS session, the default printing options are used. Instead, the printing options can be reviewed prior to printing. More Information: Setting the Print Options and Printing a Report on page 39 Modifying a Student List Report Applying a Filter to a Student List Report General Student List report only NOTE: When you save a copy of a Student List report after you have set a filter, the filter is saved as part of the report definition. One or more filters can be applied to a General Student List report, enabling you to view only the pupil/students who meet the specified criteria. For example, from the full list of pupil/students currently on-roll, you may wish to view only those in a specific registration group or those who study a particular subject. Multiple filters can be set, enabling you to report on students in year 11 who study Biology, for example. The field(s) selected as a filter do not need to be displayed as columns on the report output. Producing Student List, Student Analysis and Timetable Reports 25

02 Producing Student List Reports IMPORTANT NOTE: If you make changes to a Student List report, you must save the report to retain its format and structure. If you close the report output without manually saving the report, all changes will be lost. 1. Click the Filter button to display the Student Filter dialog. When a filter is set, it is displayed in the panel at the top of the screen. This panel remains blank until a filter is set. The Filter Types list displays the criteria available for selection. 2. Additional criteria is also available and can be viewed in the Other Fields list on the right-hand side of the page by clicking the Other Fields option in the Filter Types list. 3. To set a filter for the report, double-click the required filter in the Filter Types list. Alternatively, click Other Fields in the Filter Types list and double-click an item in the Other Fields list. The selected filter is displayed in the panel at the top of the screen. 26 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports The following graphic shows that students in Year 9 has been selected as a filter. Producing Student List, Student Analysis and Timetable Reports 27

02 Producing Student List Reports Additional filters can be added to further refine the report output. For example, if you want to display all males in Year 9, double-click the Males item in the Filter Types list to add this filter to the list, as displayed in the following graphic. 28 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports Instead of reporting on all males in Year 9 (as described in the previous example), you may wish to report on all students in Year 9, together with all males in all year groups. This is achieved by selecting Year 9 from the In Years filter, then clicking the Plus button (to add the as well as clause) and selecting Males from the Filter Types list. The report output now displays all students in Year 9 and all on-roll male students in your school (not all on-roll male students in Year 9). NOTE: Care should be taken when setting up one or more report filters to ensure that the required report output is achieved. 4. Continue to select criteria until all criteria are set. 5. To edit a filter, highlight it then click the Reselect button to display the associated dialog (as described in the following sections). Highlight the required item then click the OK button to return to the Student Filter dialog. 6. If you add a filter in error, highlight it in the panel at the top of the dialog then click the Clear Line button to remove it. To remove all filters from the report, click the Clear All button. 7. Click the OK button to return to the report output, where the selected set of filters is applied automatically. The following sections provide information on the filters that can be applied to a General Student List report. Producing Student List, Student Analysis and Timetable Reports 29

02 Producing Student List Reports In Years This filter is used to display pupil/students of the selected year group. 1. Double-click In Years in the Filter Types list to display the In Years dialog. 2. Highlight the year group you wish to add as a filter then click the OK button to return to the Student Filter dialog. Alternatively, enter the first few characters of the year Description to search for the required year, highlight it then click the OK button. In Registration Groups This filter is used to display pupil/students of the selected registration group. 1. Double-click In Registration Groups in the Filter Types list to display the In Registration Groups dialog. 30 Producing Student List, Student Analysis and Timetable Reports

02 Producing Student List Reports In Bands 2. Highlight the registration group you wish to add as a filter then click the OK button to return to the Student Filter dialog. Alternatively, enter the first few characters of the registration group Description to search for the required group, highlight it then click the OK button. This filter is used to display pupil/students who have membership of a specific band. 1. Double-click In Bands in the Filter Types list to display the In Bands dialog. 2. Highlight the band you wish to add as a filter then click the OK button to return to the Student Filter dialog. Alternatively, enter the first few characters of the band Description to search for the required band, highlight it then click the OK button. Producing Student List, Student Analysis and Timetable Reports 31