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The Student Data Grid

THE STUDENT DATA GRID ........................................................................................................................................... 2 Work With Multiple Schools ............................................................................................................................................... 2

Work With One School ........................................................................................................................................................ 2

WORKING WITH THE STUDENT DATA GRID ......................................................................................................... 3 Student Data Grid Creation Process ................................................................................................................................... 3

Student Lists: Active Enrolled ............................................................................................................................................................... 4

Data Grid: Record Counts ..................................................................................................................................................................... 5

Data Grid: Additional Columns/Customization ................................................................................................................................... 5

Sort Order & Page Breaks ..................................................................................................................................................................... 6

TEMPLATES (RE-USABLE DATA GRID WITH PRE-SELECTED PREFERENCES) ........................................... 8 Pre-Loaded Templates ........................................................................................................................................................ 8

Templates – Using Pre-Loaded ............................................................................................................................................................. 9

Create a Template (Re-usable Data Grid With Pre-Selected Preferences) ....................................................................................... 10

Data Grid: Change The Default Grid ................................................................................................................................................... 11

Data Grid: Filter Students By A Field Value ........................................................................................................................................ 12

Data Fields – Learning & Printing ....................................................................................................................................................... 13

DATA FIELDS ................................................................................................................................................................... 14

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THE STUDENT DATA GRID

The Data Gird is a flexible spreadsheet tool that allows you to gather student information into rows and columns. You have full control of design, layout, and content sequence. With the Data Grid, an endless number of student data reports can be created.

Note: A maximum of 60 fields can be displayed on the Student Data Grid.

Work With Multiple Schools In order to work with multiple schools or a group of schools you must have the appropriate security allocated to your account. If you need additional security for this purpose please contact the Help Desk by e-mail helpdesk@kcmsd.net or by phone at 418-7888.

Work With One School Employees assigned to a particular school automatically log in to their school site when they log in to the student system. By default they will work with the school they are assigned to.

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WORKING WITH THE STUDENT DATA GRID

Student Data Grid Creation Process

1. Navigate to View / Maintain > Student Data Grid

OR

Favorites > Student Data Grid

OR

From the Home Screen

2. The Student Data Grid Appears

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3. The Student Data Grid Toolbar includes the following buttons:

Get All Active Enrollments

Get All By Homeroom Teacher

Add 1+ Students by Name/ID Select

Select Columns To Display

Sort Order & Page Breaks

Grid Options

Student Selection Criteria Rows

Programs & Services Criteria

STUDENT LISTS: ACTIVE ENROLLED

1. Click the Active Enrollment button to get a list of all active students at a school; this produces a list of names by grade level Example – Simple Student List

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DATA GRID: RECORD COUNTS

When the list of all Active Students displays a count of the total number of students in your list. One of the print options within the Data Grid allows you to include record counts in your printed reports.

DATA GRID: ADDITIONAL COLUMNS/CUSTOMIZATION

2. Add Additional Columns of information that you would liked to see listed with each student by clicking the Select Columns to Display button.

3. The following screen displays: 4. Click on any field in the right column to select it

5. Click the left arrow in the middle of the screen to move the selection to the left column

(up to 60 fields can be selected at one time)

6. The columns can be organized to display in a specific order by using the up and down arrows a. Select a field and use the up or down arrow to change the order it will appear in

7. Once your selections are completed click the Done button

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8. The screen appears with your new column selections

9. The screen appears with your new column selections

SORT ORDER & PAGE BREAKS

The order of the columns in the data grid and the way they break on the page during printing are customizable features.

To Change the Sort Order or add Page Breaks:

1. Click the Sort Order and Page Breaks Button

2. To Sort the columns: a. Decide which columns you want to appear and add those to the left column by clicking the left arrow

button

b. Organize the chosen columns by clicking on the line description and moving it up and down with the arrow keys at the bottom of the window

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3. Add Line or Page Breaks

a. Use the scroll bar to scroll to the right until the Page Break column is available

b. Double click on the line where you want to add the break, select Line or Page

c. Click Done

d. Click Print

Note: The Student Data Grid and Groupings screen displays with the sort order, but will not produce the line or page breaks until the list is printed.

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TEMPLATES (RE-USABLE DATA GRID WITH PRE-SELECTED PREFERENCES)

What Is A Template? A template is a custom data grid that you save for later use.

A template maintains the columns, sort order, line and page breaks you have established. Reoccurring reports, not already set up under the SISK12 Reports menu, may be saved as templates. Templates do not save student filters/lists. Thus when you load the template, it allows to you apply it to any student filter/list you choose. Each time the template is loaded, it applies to the student list you currently have in the Data Grid. Examples:

• Reoccurring custom report – Your district requires for student contact info (parents’ names, work and cell phone numbers, home phone number, cell phone, etc.) To be provided to each coach, teacher and activity/event sponsor when a group of students are taken off campus.

• Create your Contact Info template ahead of time and save it.

• Today, FBLA and Swim Team have off-campus activities. Load the template, then load the student group, FBLA,

and print their Contact Info report. Next, load the Swim Team to the Template and print their Contact Info report.

• Create a template to check student data fields commonly used for district, state and federal reporting.

• Elementary staff members create a monthly student birthday list.

• District staff creates a district template for student data fields used for state reporting cycles. Prior to the reporting cycle, the sites load the template and check the student information in the Data Grid.

Pre-Loaded Templates Note: The IT department has pre-built several useful templates including:

1. Rosters 0-12th grade 2. Fitness Tests 3. Gifted 4. Graduation Plan 5. LEP/ELL Program 6. Other Programs

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TEMPLATES – USING PRE-LOADED

1. To use pre-built templates/data grids:

1) Navigate to: Actions > Load or Save Grid Templates > Load

2) Select the template/saved data grid that you wish to use by clicking on the blue arrow beside it

Pre-Loaded Templates/Data Grids Examples & Useage:

• You can use a pre-loaded template/data grid to run a report

• You can modify the template for your own use, then save it if it is a report that can be run as often as needed

• Modify the report then go to to Actions > Load or Save Grid Templates > Save or Save As

• Name it and click Done

• Templates can be used to create a report that you can Edit

• After you create the report/template and display the data in the grid you can click the Edit Button and update information that is displayed

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CREATE A TEMPLATE (RE-USABLE DATA GRID WITH PRE-SELECTED PREFERENCES)

Templates allow you to create and run customized data grids/reports without having to re-select all the options every time you want to run one.

1. Get a list of students, the Get All Active Enrollments button is the most commonly used

1) We must load a group of students so we can see the grid

2. Customize the list as desired by sorting and filtering

3. Save Once a grid is created it can be saved for future use or set as the default grid

a. Actions Menu > Save AS

b. In the Description field give the grid a name

c. Select whether you want the grid to be private or available to your school

d. Click Done

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4. Open The Saved Grid/Template

1) From The Student Data Grid

2) Click Actions Menu > Load of Save Grid Templates > Load

3) Select the blue arrow beside the file name to view it or the pencil to edit your grid selections Select the

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DATA GRID: CHANGE THE DEFAULT GRID

By default the Data Grid displays with minimal columns, student name, grade and or teacher. You can change the default settings and save any customized grid to appear as the default each time you load the data grid.

To Set A Customized Grid As The Default Data Grid

1. Once the grid has been customized to your specifications

2. From the Student Data Grid click the Student Data Grid options button

3. Check the box beside Save These Options

4. Click Done

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Data Grid: Filter Students By A Field Value

Student Selection Criteria (Rows) is a filter which uses one or more student data fields to create your student selection criteria. 1. Click the Icon Get All Active Enrollments or Get All by Homeroom Teacher. This allows you to work with a list of all currently enrolled students in your site-year

• This Icon offers a student list of all students who currently are actively enrolled at the site

• This Icon offers a student list presorted by the homeroom teacher. Homeroom teacher is a field in the student’s enrollment record and is an often used elementary sort criteria

A list of the school’s students appears When working with a list of all students, there are a few considerations to make before you begin.

1. First decide who the students are that you want to include

2. Next, decide what fields you want to include

3. Last, decide how the report is to be sorted and used For example, Grade = 12 and GPA > or = 3.0

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DATA FIELDS – LEARNING & PRINTING To be proficient with the Data Grid, you must be familiar with the data fields used to create your custom student selection and student data displayed in your custom reports. The data fields are categorized by Type: System, User and Extended.

• System fields Preset student data fields used by Tyler-SIS for specific reasons Examples: Student name and ID fields

• User fields Student data fields found in the Student User-defined data screens, including fields you create and add to these screens

• Extended student data fields Calculated fields or fields found in family record or state reporting fields Example: Address 1 = street #, direction, name, apt; Address 2 = city, state and zip code

• Wild Card fields There are various wild card fields which allow you to look for any occurrence of the field value. For example, use PxSubjCd to find all students enrolled in a particular subject regardless of the attendance period. Example: Px = any attendance period

You may print all available fields when selecting rows or columns.

1. From the Row Selection Criteria screen, click Actions > List All Fields for Printing

2. Use the printer icon to print the list , fields are displayed in alphabetic order

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DATA FIELDS

The arrow indicates commonly Used Fields

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