Difference between revisions of "Print Class Rosters"

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The Print Class Rosters program will allow a user to print the class roster(s) for one teacher, a small group of teachers, or all teachers. There is a select teacher function or an all teachers function.
+
'''This program will provide a user a way to print the class roster(s) for one teacher, a small group of teachers, or all teachers. There is a select teacher function or an all teachers function.'''
  
−
===Video===
+
==Menu Location==
−
[[media:SC-PrintClassRosters.mov|Print Class Rosters video]]
 
  
−
===Getting Started===
+
'''Scheduling > Lists > Print Class Rosters'''
−
#Select '''Scheduling''' on the left side of the screen.
 
−
#Select '''Lists'''.
 
−
#Select '''Print Class Rosters'''
 
−
#The '''Setup Box''' will appear on the screen.
 
  
−
===Setup Options===
+
==Setup Options==
−
#Verify Year, District, and School. These default values are based on your security settings.
 
−
#Select Grade(s). Limiting the grade(s) to be printed via the Setup Box will display all grades on the next screen but will print rosters for the selected grade(s) only. If you leave the Grade field blank all grade levels will be included.
 
−
#The As-of-Date will default to the current day. Use the calendar icon at the right of the date field to change the calendar date or click on the individual pieces of the date fields to change the date.
 
−
#Checking the '''Print by Homeroom''' check box will give a class roster for each homeroom teacher for each teacher selected.
 
−
#Select '''Show''' either Select Teacher Function or All Teachers Function. The Select Teacher Function requires the selection of individual teacher(s) on the next screen.
 
−
#Select '''Show''' either All, Remote Only, or Non Remote. This will print class rosters based on whether or not they are remote classes.
 
−
#Select '''Show''' either All, Sped Only, or Non Sped. This option will print rosters with All students, Special Ed students only, or Non Sped (Regular ed) students only.
 
−
#Select '''Show''' either All, 504 Only, or Non 504. This option will print rosters with All students, 504 students only, or Non 504 students only.
 
−
#Click '''OK''' to move to the next screen.
 
  
−
===Definitions of Column Headers===
+
[[File:printclassrosterssetup4.png]]
−
#'''Teacher'''--name of teacher of the class
 
−
#'''Id'''--identification number of the teacher
 
−
#'''Course'''--name of the course
 
−
#'''Gd'''--grade of the course according to the master schedule
 
−
#'''Section'''--section of the course according to the master schedule
 
−
#'''Pd'''--period in which course is being taught
 
−
#'''Rm'''--room number when course is being taught
 
−
#'''S1-S4'''--indicator whether or not the course is taught in a specific semester(s)
 
−
#'''G1-G4'''--count (load) of students scheduled to the course
 
−
#'''Sch'''--school where the course is being taught
 
−
#'''Dist'''--district where the course is being taught
 
−
#'''Rem'''--if class is a remote this field will have a '''Y''', otherwise, the field will be blank
 
  
−
===Purpose of Buttons and Check Boxes at the Bottom of the Screen===
+
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
−
#'''Reset'''--removes all check boxes
+
 
−
#'''All'''--select all check boxes
+
'''District''' - Default value is based on the user's security settings. It will be limited to their district only.
−
#'''S1-S4 check boxes'''--semester(s) for which you need to print rosters
+
 
−
#'''Pd 1-Pd 8 check boxes'''--class period(s) for which you need to print rosters
+
'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.
−
#'''Oth check box'''--class period(s) other than periods 1-8
+
 
−
#'''Setup button'''--returns to the setup box to change selected classes
+
'''Grade''' -  Leave blank or select all to include all grade levels.  Otherwise, choose the desired grade level.
−
#'''Print Form button'''--prints the rosters for the selected classes
+
 
−
#'''Print Table button'''--prints the table
+
'''As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field.
 +
 
 +
'''Print by Homeroom (Form Type Only)''' - Checking this box will give a class roster for each homeroom teacher for each teacher selected using the '''Print Form''' button only.
 +
 
 +
'''Print Student Mailing Addresses (Form Type Only)''' - Select to print the student's mailing address when using the '''Print Form''' button. This option cannot be used if 'Print Student Physical Addresses (Form Type Only)' is selected.
 +
 
 +
'''Print Student Physical Addresses (Form Type Only)''' - Select to print the student physical address when using the '''Print Form''' button. This option cannot be used if 'Print Student Mailing Addresses (Form Type Only)' is selected. If a physical address is not in the Student Master record the mailing address from the Student Master record will be used.
 +
 
 +
'''Print by Advisor (Form Type Only)''' - Checking this box will give a class roster for each advisor for each teacher selected using the '''Print Form''' button only. This will print either advisor or counselor, depending on which one is selected.
 +
 
 +
'''Print Team (Form Type Only)''' - Select to print the student's assigned team on the form.
 +
 
 +
'''Print 504 Status''' - Select to print each student's 504 status on the roster.
 +
 
 +
'''Print Sped Status''' - Select to print student's Special Education status on the roster.
 +
 
 +
'''Only Name and Signature On Report''' - When printing rosters using "Print Forms", show only the student name and a place for student signatures on the roster.
 +
 
 +
'''Print Telephone''' - Checking this box will print each student's home phone number on the roster and CSV export. This option will either print the student's phone number or the student's birthday, depending on which one is selected.
 +
 
 +
'''Print Special Codes''' - Adds a column to print Special Codes when using Print Form
 +
 
 +
'''Print only selected semesters and class periods''' - This affects the PRINTING of rosters.
 +
 
 +
*Check this if you want to print all 1st semester rosters even if they have a 2nd semester class. Then, only the semesters and class periods '''chosen at the bottom of the page''' will print. *Again, checking this box will give you only the semesters and class periods chosen on the bottom of the page.
 +
 
 +
*Uncheck this and classes that have students in the 1st semester will print AND the 2nd semester will print also.
 +
 
 +
'''Print LEP''' - Checking this box will print the student's LEP status.
 +
 
 +
'''Print by Counselor (form type only)''' - Checking this box will print the Counselor on the form. This will print either advisor or counselor, depending on which one is selected.
 +
 +
'''Print Co Teachers''' - Checking this box will show one or more co teachers on the roster.
 +
 
 +
'''Show SSN on Report''' - Checking this box will show SSN if you have security permission to see SSN.
 +
 
 +
'''Hide SIDNO and State ID''' - Hide the selection on the printed document.
 +
 
 +
'''Print SIS School''' - This option will print the SIS school instead of enrollment school.
 +
 
 +
'''Print Birthday''' - This will print the student's birthday. This option will either print the student's phone number or the student's birthday, depending on which one is selected.
 +
 
 +
'''Print Custom Codes''' - Adds a column to print Custom Codes when using Print Form.
 +
 
 +
'''Honor Codes''' - Select the honor code to have '''only'''the student with the chosen honor code appear on the rosters.  Honor codes are in the course catalog and link to the resource records.
 +
 
 +
'''Select Custom Codes to Display''' - Select the custom code to have '''only''' the student with the chosen custom code appear on the rosters. The user must also check the same custom codes from the Filters,
 +
Custom Codes field.  Note, this is not a filter and the Load count numbers will not change
 +
 
 +
'''Select Special Codes to Display''' -  Select the special code to have '''only''' the student with the chosen special code appear on the rosters. The user must also check the same special codes from the Filters,
 +
Special Codes field. Note, this is not a filter and the Load count numbers will not change.
 +
 
 +
To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
 +
 
 +
[[File:printclassrosterssetup2.png]]
 +
 
 +
===Filters===
 +
 
 +
'''Teacher''' - Select teacher's name(s)
 +
 
 +
'''Transcript Groups''' - Select transcript group(s)
 +
 
 +
'''Courses''' - Select course(s)
 +
 
 +
'''Special Codes''' - Choose the special code(s) to have only the student with the chosen special code appear on the rosters.
 +
 
 +
'''Custom Codes''' - Select the custom codes created in the [[Custom Code Management]] to filter the student list.
 +
 
 +
'''Exceptionality''' - Students exceptionality.
 +
 
 +
'''Sped''' - Choose All:  Sped Only, or Non Sped to print rosters with All students, Special Ed students only, or Non Sped (Regular ed) students only.
 +
 
 +
'''Remote''' 
 +
*'''Choose All''' - Processes all sections. If section is remote (host site is running the program), then show all students from the host site and remotely scheduled to it from remote sites.  If section is remotely scheduled (remote site is running the program), then show students remotely scheduled to the host site. 
 +
*'''Remote Only''' -   Processes only remote or remotely scheduled sections.  If section is remote (host site is running the program), then show all students from the host site and remotely scheduled to it from remote sites.  If section is remotely scheduled (remote site is running the program), then show students remotely scheduled to the host site. 
 +
*'''Non Remote''' -  Process only sections remote is not checked and the remote district and school is the same as the district and school.
 +
 
 +
'''504''' - Choose All, 504 Only, or Non 504 to print rosters with All students, 504 students only, or Non 504 students only.
 +
 
 +
'''LEP''' - Choose LEP only, or non LEP to print rosters with All students, LEP students only, or Non LEP students only.
 +
 
 +
'''OK''' - Click to continue.
 +
 
 +
'''Cancel''' - Click to cancel your selections.
 +
 
 +
==Main==
 +
 
 +
[[File:printclassrostermain3.png]]
 +
 
 +
===Column Headers===
 +
 
 +
'''Teacher Name''' - Name of the teacher of the course in which the student is enrolled.
 +
 
 +
'''Teacher ID''' - Identification number of the staff.
 +
 
 +
'''Course''' - Name(s)/Codes(s) of the course(s) in which the student is enrolled or as listed in the [[Master Schedule Editor]] or [[Course Catalog]].
 +
 
 +
'''State Course Code''' - State Course Code number.
 +
 
 +
'''GD''' - Grade of course.
 +
 
 +
'''Section''' - Section number of courses/subjects as generated from the [[Master Schedule Editor]].
 +
 
 +
'''PD''' - Section's class period.
 +
 
 +
'''Room''' - Section's class room.
 +
 
 +
'''Sem, S1, S2, etc.''' - Semester, Ex: 1st semester, 2nd semester.
 +
 
 +
'''Count, C1, C2, etc.''' - Student count in each course.
 +
 
 +
'''Sch''' - School number.
 +
 
 +
'''School Name''' - School name.
 +
 
 +
'''District (Dist)''' - District in which the student is enrolled.
 +
 
 +
'''Rem''' - Displays a "Y" if this course is a Remotely Scheduled Course.
 +
 
 +
'''Team''' - Team name.
 +
 
 +
'''Email''' - Teacher's work email.
 +
 
 +
To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
 +
 
 +
==Bottom==
 +
 
 +
[[File:print rosters bottom.png]]
 +
 
 +
'''Reset''' - removes all check boxes
 +
 
 +
'''All''' - select all check boxes
 +
 
 +
'''Semester''' - click in box to choose semester(s) for which you need to print rosters
 +
 
 +
'''Class Period''' - class period(s) for which you need to print rosters
 +
 
 +
'''Setup''' - Click to go back to the Setup box.
 +
 
 +
'''Print Form button''' - prints the rosters for the selected classes
 +
 
 +
'''Print Table button''' - prints the table
 +
 
 +
'''Export Roster''' - export using a list format to a 'csv' file
  
 
===Printing Rosters for a Teacher or Group of Teachers for a Single Period or Multiple Periods===
 
===Printing Rosters for a Teacher or Group of Teachers for a Single Period or Multiple Periods===
−
#Scroll to the teacher(s) whose class rosters are needed.
+
To select the teacher, click the check box to the left of the teacher's name for each period for which rosters are needed or use the filter tab and choose the teacher.  
−
#To select the teacher, click the check box to the left of the teacher's name for each period for which rosters are needed.  
+
 
−
#Select the '''semester''' at the bottom of the screen. If you select more than one semester, you will get a roster for each semester selected.
+
Select the semester at the bottom of the screen. If you select more than one semester, you will get a roster for each semester selected.
−
#Selection of the period(s) at the bottom of the screen is not necessary.
+
 
−
#However, if you do select a period at the bottom of the screen, only that period will be printed.
+
Select period(s) at the bottom of the screen. If you leave the class period blank, all class periods will print.
−
#NOTE: there is no need to select the period(s) at the bottom of the screen.
 
−
#To print this report, click the '''Print Form''' button.
 
−
:#Click the '''print button''' at the bottom of the screen. A popup will appear with a set of document print options--PDF, XLS, CSV, HTML. Click the print button on this popup and a print preview window will appear.
 
−
:#'''To get the print icon''' on this window, hover the mouse in the bottom right area of the preview. A grey rectangle will appear with several icons. Click the print icon at the right end of this rectangle. Another print preview will appear; click the print button at the top left to print the report. Close the print preview.
 
  
 
===Printing Rosters for One or More Periods for ALL Teachers===
 
===Printing Rosters for One or More Periods for ALL Teachers===
−
#Click the '''ALL''' button at the bottom of the screen.
+
Click the '''ALL''' button at the bottom of the screen to choose all teachers.
−
#All check boxes by the teacher names, the semesters, and the class periods will be checked.
 
−
#Unselect the semester(s) for which you do not need rosters.
 
−
#Unselect the period(s) for which you do not need rosters.
 
−
#To print this report, click the '''Print Form''' button.
 
−
:#Click the '''print button''' at the bottom of the screen. A popup will appear with a set of document print options--PDF, XLS, CSV, HTML. Click the print button on this popup and a print preview window will appear.
 
−
:#'''To get the print icon''' on this window, hover the mouse in the bottom right area of the preview. A grey rectangle will appear with several icons. Click the print icon at the right end of this rectangle. Another print preview will appear; click the print button at the top left to print the report. Close the print preview.
 
  
−
===Exporting Rosters Using the 'Export' Button===
+
Select the semester(s) and class period(s) or leave blank for all semesters and class periods.
−
#Click on the '''Export Roster''' button at the bottom of the screen.
 
−
#A popup will appear with a set of document print options--PDF, XLS, CSV, HTML.
 
−
#Select '''CSV''' and click the '''Print''' button. Due to the variety of Excel versions, XLS is not recommended.
 
−
#A file name will appear below the list of options. This name can be edited. Do not include an extension; it is already found outside the name field.
 
−
#Click the '''print''' button and the file will be downloaded to your computer. Depending on the operating system the file can be accessed from the screen or from the downloads folder on your computer.
 
−
#Find the file and save it/move it to the location desired.
 
  
 +
[[Standard Print Options | '''Print''']] - This will allow the user to print the report.
  
 +
===Exporting Rosters Using the 'Export Roster' Button===
 +
Click on the '''Export Roster''' button at the bottom of the screen.
 +
 +
A popup will appear with a set of document print options--PDF, XLS, CSV, HTML.
 +
 +
Select '''CSV''' and click the '''Print''' button. Due to the variety of Excel versions, XLS is not recommended.
 +
 +
A file name will appear below the list of options. This name can be edited. Do not include an extension; it is already found outside the name field.
 +
 +
Choose the export type delimiter, then click '''OK'''
 +
 +
Click the '''print''' button and the file will be downloaded to your computer. Depending on the operating system the file can be accessed from the screen or from the downloads folder on your computer.
 +
 +
Find the file and save it/move it to the location desired.
 +
 +
 +
'''Print Form'''
 +
 +
In the '''printout''', numbers will be displayed to show '''Ethnic''' codes '''UNLESS''' a student has both a primary ethnic value and a secondary ethnic value in the Student Master. In this case, an '''M''' will be displayed to show '''multiple''' ethnic values chosen for that student.
  
  
 
----
 
----
 
[[Scheduling|'''Scheduling''' Main Page]]
 
[[Scheduling|'''Scheduling''' Main Page]]
 +
 +
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 10:58, 6 June 2024

This program will provide a user a way to print the class roster(s) for one teacher, a small group of teachers, or all teachers. There is a select teacher function or an all teachers function.

Menu Location

Scheduling > Lists > Print Class Rosters

Setup Options

Printclassrosterssetup4.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user's security settings. It will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Grade - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.

As of Date - This choice will list only those students who are actively enrolled as of the date selected in the date field.

Print by Homeroom (Form Type Only) - Checking this box will give a class roster for each homeroom teacher for each teacher selected using the Print Form button only.

Print Student Mailing Addresses (Form Type Only) - Select to print the student's mailing address when using the Print Form button. This option cannot be used if 'Print Student Physical Addresses (Form Type Only)' is selected.

Print Student Physical Addresses (Form Type Only) - Select to print the student physical address when using the Print Form button. This option cannot be used if 'Print Student Mailing Addresses (Form Type Only)' is selected. If a physical address is not in the Student Master record the mailing address from the Student Master record will be used.

Print by Advisor (Form Type Only) - Checking this box will give a class roster for each advisor for each teacher selected using the Print Form button only. This will print either advisor or counselor, depending on which one is selected.

Print Team (Form Type Only) - Select to print the student's assigned team on the form.

Print 504 Status - Select to print each student's 504 status on the roster.

Print Sped Status - Select to print student's Special Education status on the roster.

Only Name and Signature On Report - When printing rosters using "Print Forms", show only the student name and a place for student signatures on the roster.

Print Telephone - Checking this box will print each student's home phone number on the roster and CSV export. This option will either print the student's phone number or the student's birthday, depending on which one is selected.

Print Special Codes - Adds a column to print Special Codes when using Print Form

Print only selected semesters and class periods - This affects the PRINTING of rosters.

  • Check this if you want to print all 1st semester rosters even if they have a 2nd semester class. Then, only the semesters and class periods chosen at the bottom of the page will print. *Again, checking this box will give you only the semesters and class periods chosen on the bottom of the page.
  • Uncheck this and classes that have students in the 1st semester will print AND the 2nd semester will print also.

Print LEP - Checking this box will print the student's LEP status.

Print by Counselor (form type only) - Checking this box will print the Counselor on the form. This will print either advisor or counselor, depending on which one is selected.

Print Co Teachers - Checking this box will show one or more co teachers on the roster.

Show SSN on Report - Checking this box will show SSN if you have security permission to see SSN.

Hide SIDNO and State ID - Hide the selection on the printed document.

Print SIS School - This option will print the SIS school instead of enrollment school.

Print Birthday - This will print the student's birthday. This option will either print the student's phone number or the student's birthday, depending on which one is selected.

Print Custom Codes - Adds a column to print Custom Codes when using Print Form.

Honor Codes - Select the honor code to have onlythe student with the chosen honor code appear on the rosters. Honor codes are in the course catalog and link to the resource records.

Select Custom Codes to Display - Select the custom code to have only the student with the chosen custom code appear on the rosters. The user must also check the same custom codes from the Filters, Custom Codes field. Note, this is not a filter and the Load count numbers will not change

Select Special Codes to Display - Select the special code to have only the student with the chosen special code appear on the rosters. The user must also check the same special codes from the Filters, Special Codes field. Note, this is not a filter and the Load count numbers will not change.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Printclassrosterssetup2.png

Filters

Teacher - Select teacher's name(s)

Transcript Groups - Select transcript group(s)

Courses - Select course(s)

Special Codes - Choose the special code(s) to have only the student with the chosen special code appear on the rosters.

Custom Codes - Select the custom codes created in the Custom Code Management to filter the student list.

Exceptionality - Students exceptionality.

Sped - Choose All: Sped Only, or Non Sped to print rosters with All students, Special Ed students only, or Non Sped (Regular ed) students only.

Remote

  • Choose All - Processes all sections. If section is remote (host site is running the program), then show all students from the host site and remotely scheduled to it from remote sites. If section is remotely scheduled (remote site is running the program), then show students remotely scheduled to the host site.
  • Remote Only - Processes only remote or remotely scheduled sections. If section is remote (host site is running the program), then show all students from the host site and remotely scheduled to it from remote sites. If section is remotely scheduled (remote site is running the program), then show students remotely scheduled to the host site.
  • Non Remote - Process only sections remote is not checked and the remote district and school is the same as the district and school.

504 - Choose All, 504 Only, or Non 504 to print rosters with All students, 504 students only, or Non 504 students only.

LEP - Choose LEP only, or non LEP to print rosters with All students, LEP students only, or Non LEP students only.

OK - Click to continue.

Cancel - Click to cancel your selections.

Main

Printclassrostermain3.png

Column Headers

Teacher Name - Name of the teacher of the course in which the student is enrolled.

Teacher ID - Identification number of the staff.

Course - Name(s)/Codes(s) of the course(s) in which the student is enrolled or as listed in the Master Schedule Editor or Course Catalog.

State Course Code - State Course Code number.

GD - Grade of course.

Section - Section number of courses/subjects as generated from the Master Schedule Editor.

PD - Section's class period.

Room - Section's class room.

Sem, S1, S2, etc. - Semester, Ex: 1st semester, 2nd semester.

Count, C1, C2, etc. - Student count in each course.

Sch - School number.

School Name - School name.

District (Dist) - District in which the student is enrolled.

Rem - Displays a "Y" if this course is a Remotely Scheduled Course.

Team - Team name.

Email - Teacher's work email.

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Bottom

Print rosters bottom.png

Reset - removes all check boxes

All - select all check boxes

Semester - click in box to choose semester(s) for which you need to print rosters

Class Period - class period(s) for which you need to print rosters

Setup - Click to go back to the Setup box.

Print Form button - prints the rosters for the selected classes

Print Table button - prints the table

Export Roster - export using a list format to a 'csv' file

Printing Rosters for a Teacher or Group of Teachers for a Single Period or Multiple Periods

To select the teacher, click the check box to the left of the teacher's name for each period for which rosters are needed or use the filter tab and choose the teacher.

Select the semester at the bottom of the screen. If you select more than one semester, you will get a roster for each semester selected.

Select period(s) at the bottom of the screen. If you leave the class period blank, all class periods will print.

Printing Rosters for One or More Periods for ALL Teachers

Click the ALL button at the bottom of the screen to choose all teachers.

Select the semester(s) and class period(s) or leave blank for all semesters and class periods.

Print - This will allow the user to print the report.

Exporting Rosters Using the 'Export Roster' Button

Click on the Export Roster button at the bottom of the screen.

A popup will appear with a set of document print options--PDF, XLS, CSV, HTML.

Select CSV and click the Print button. Due to the variety of Excel versions, XLS is not recommended.

A file name will appear below the list of options. This name can be edited. Do not include an extension; it is already found outside the name field.

Choose the export type delimiter, then click OK

Click the print button and the file will be downloaded to your computer. Depending on the operating system the file can be accessed from the screen or from the downloads folder on your computer.

Find the file and save it/move it to the location desired.


Print Form

In the printout, numbers will be displayed to show Ethnic codes UNLESS a student has both a primary ethnic value and a secondary ethnic value in the Student Master. In this case, an M will be displayed to show multiple ethnic values chosen for that student.


Scheduling Main Page

JCampus Main Page

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