maple2

=Agenda=

=ubershare.wikispaces.com/maple2=

1a. Report Builder
//Also see the April Workshop manual Section 4, Custom Reports on pages 23-24.// Body Fields - hold data that is pulled from the system. This will be different for each record (student) that you print. (blue box) Body Text - holds text that will be the same for each record that you print. (grey box) Body Picture - holds an image that will be the same for each record that you print. Header Fields - Same as body fields, except they are repeated on every page for multi-page reports. Header Text - Same as body text, except they are repeated on every page for multi-page reports. Header Picture - holds an image that will repeat on every page for multi-page reports.

Once a field or text box is placed, there are two modes they can be in; resize mode, and edit mode. You will know you are in resize mode when there are 8 black squares around the outside of the box. In this mode, you can change the size and shape of the box, as well as move it around on the screen. Often you need to click on the box once, and then click a second time and drag to move it around.

To switch between the resize and edit mode, right click on a box. Once in edit mode, you can double click to edit the box. If it is a text box, you can start typing into the box. If it is a field box, double clicking it brings up the "student tree". The student tree contains all the types of information you would want to pull from a student's record. Anything in the tree that ends with "..." has more information under it. Double click it to reveal the other information. If it does not have "..." after it, then it is something that can be put into the report. Double clicking on it will either place it in the blue field box or bring up an options screen where you can choose further settings.

By default, report builder prints one record (student) per page. However, you can print more than one record per page. For instance, if you wanted to create a class phone list that looked like this:



you will need to have several records per page. This is changed in the page setup under the File menu. You setup the fields you require for one record and then tell it to print a certain number per page. In the case of the phone list, you would also want to put a page break between homerooms.

To create a phone list like this, you will also need to include a header. Headers print the same information at the top of each page of a multi-page report. They also only print once per page, even if a page has several records on it. In the phone list example, the text boxes "Student Name" and "Student Phone Number" are Header Texts. "Mr. Munkler" is a header field. To include a header, click on Header under the options menu.

Some reports require lines to be drawn (i.e. elementary report card). To draw a line around a text box or a field box, click the box and then click the outline button on the tool bar. If you simply want a horizontal line, you can create a text box and use the underscore key to draw the line.

1b. Inquiries
An Inquiry gives you a list of students that match a certain criteria (are in Mr. Johnson's homeroom, or got less than 50% in any class). However, they don't don't tell you anything about the students, you just get a list. But you can combine an inquiry and a report to give you that information. You create the inquiry to give you the list of students, and then create a report and print it for the inquiry list.

2. New Report Cards
//Thanks to Garth Anderson for providing the base of this report card// The new middle years and high school report cards will soon be available in the Reports folder.

**3. Map to Conventional Marks**

 * Do a backup first by clicking **File>Maintenance>Backup/Restore**
 * "preMap" to the beginning of the "Backup Name"
 * Click the **Start** button
 * Click **Done**
 * Then correlate the database: **File - Maintenance - Topic Based Marks - Correlate Database**
 * **Marks>Topic Based Marks>Define Map to Conventional Marks**
 * Click the **Filter** Button
 * Filter by Term/Topic for "All Terms" and the topic of "Grade", Click OK
 * Under Terms, select "T1 Mid/High" in the first row
 * Click the "..." button in the same row and click on "Grade" then click the select button, then Done
 * Do the same for "T2 Mid/High" in the second row and so on until you have all 4 terms listed.
 * Select "Copy final mark to column 6"
 * After "Map marks of full year classes to term" choose "1 & 2" in the drop down box
 * Click the Map button, Click Yes, Click OK, Click Done.



**4. Enrolling and Withdrawing Students - The Complete Process**
Both enrolling and withdrawing a student centers in on the student enrollment tab of the student record. Begin by selecting a student record - click the **enrollment** tab and then **Edit.

Enrolling a student**


 * typically **students** - **add new students** or **students - transfer - from past to present** does the trick
 * enter in the pertinent info and click ok
 * 1 - you may need to alter the enrollment reason via the enrollment tab prior to transferring to sds. (a must for past students!)
 * make sure the entry to sec. school and attendance type is right.
 * next transfer the new record to sds -
 * **reports - sds data transfers - send info to sds**
 * select **new students: enrolment and demographics information** with appropriate date
 * if you have kept your sds current selecting a date a day earlier than current is sufficient.
 * create the transfer file using **create**
 * once the file is created use the **send** to upload in real time and a student number will be sent back if needed or errors displayed.
 * * NOTE * - for a larger transfer you will need to log into the sds web interface and upload the xml file created and retrieve the response it generates. You will then need to **import the response file from SDS** to update your student numbers and pertinent information.


 * Withdrawing a student**


 * Begin by selecting a student record - click the **enrollment** tab and then **Edit.**
 * 2 - change status of record to **deleted** and edit the **retirement reason**
 * **reports - sds data transfers - send info to sds**
 * select **Deleted Students: Withdrawal Infomation** and with an appropriate retirement date
 * if you have kept your sds current selecting a date a day earlier than current is sufficient.
 * create the transfer file using **create**
 * once the file is created use the **send** to upload in real time




 * Sending a student to past**

@@ note @@ - this procedure should be done after doing the withdrawal procedure in the sds transfer.

If and only if you are sure that a student will not return in the current school year then it would be good to transfer the student to past students: **students - transfer - from present to past.** You should not delete a student record completely from your system unless you have a duplicate or unwanted record.
 * begin using **select** and select desired student.
 * click **transfer** to hike the record to past!

5. Bussing

 * **Students - Custom Fileds/Tables - Transportation Lists - Transportation Types.**
 * Add one called Bus, and click the box for bus needed. Not sure what ministry code is, so leave it as 01.
 * **Students - Custom Fileds/Tables - Transportation Lists - Inbound Bus Routes**
 * Click Add. In Name, put something that will make sense to you. In Number, put the route number, I believe each route has one. If you are unsure, check with the Transportation Manager. You can change it later if you need to. Under Operator, put the driver's name.
 * Optional: you can add stops as well, but this isn't necessary.
 * Click OK. Repeat for each bus route.
 * **Students - Custom Fileds/Tables - Transportation Lists - Outbound Bus Routes**
 * Repeat the steps from inbound bus routes.
 * **Student - Student Record - choose a bus student**
 * Click the transportation tab and click edit.
 * In Via: bus
 * Out Via: bus
 * Commences and Dismisses are the start and end time of your school day, unless this student has a different schedule. Don't worry about spares.
 * Under Inbound, choose the route name and stop (if you created them)
 * Under Outbound, choose the route name and stop, (if you created them)
 * The Pickup and Drop Off buttons are for entering the location they are to picked up or dropped off when not riding a bus. IE if they take a cab to school, you would create another transportation type called Taxi and not check off the bus needed box. Then you would not get the route stops, but instead would fill in the pickup and drop off areas.

**6. Preparing for second semester**
Our experience is limited to one school for flipping over to semester two. Here are some stuff you need to be made aware of!


 * Course Scheduling**

Now that you have nailed down you course offering for semester 2 you will have to:
 * add needed courses
 * add needed classes and assign teachers / exam info and other details.
 * pattern in the classes new classes semester 2 classes only and add them to the appropriate students timetables.
 * add a new pattern to full year classes for semester 2. If you are lucky they won't change! Ha ... whats the chance of that!
 * then count / alphabetize and correlate the database so timetabling, marks and attendance have a fighting chance of working!


 * SDS updates**
 * **class marks** from the past semester will need to be sent to sds.
 * you will need to update sds **class information** and class registration information for **semester 2** as well.

7. Other
Requests for changes - what would you like to see changed about maplewood. It won't necessarily happen, but it can't hurt to ask!
 * Send to SDS button on the enrollment tab
 * Principal "sign off" on report cards before they can be printed
 * Transportation entries copy from one sibling to another (like address etc does)
 * add option for inbound // outbound copy
 * same for student record
 * One "Send to SDS" instead of all the individual ones
 * supress final mark sent until final exam mark is back
 * fix it so high school teachers can code the board reasons for missing
 * Interview scheduling
 * add more common reports -
 * morning and afternoon homeroom attendance

SDS transfers - what gets done when importing photos (individual basis?)