Difference between revisions of "Enrollment Audit"

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===How-to===
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__NOTOC__
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'''This program is an audit of student enrollment data.'''
  
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#Log into WebPams
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==Menu Location==
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#On the left, the Student Master panel should be open. Click on "Lists"
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#Under "Lists", select "Alpha/Recruit List"
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'''Student > Reports > Enrollment Audit'''
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#On the setup box
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#*Select the desired "Year"
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==Setup Options==
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#*"District" and "School" should be defaulted based on security
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#*Under "Report Options":
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[[File:editing setup.png]]
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#*#Select to "Report" or "Don't Report" "Suspicious Birthdays" in the drop down on the right
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#*#Select to "Report", "Don't Report", or "Fix" "Illegal Name Characters" in the drop down on the right
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'''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.
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#*#Select to "Report" or "Don't Report" "Missing SSNS" in the drop down on the right
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#Click "OK" after all fields of the setup box have been set as desired. A list of students will appear based on the settings of the setup box
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'''District''' - Default value is based on the user's security settings. It will be limited to their district only.
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#All list programs are numbered along the left side so you can see a total.
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#By clicking on down arrow on the right side of any column header, additional options are available to you
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'''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.
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#*"Sort Ascending" - alpha order
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#*"Sort Descending" - reverse alpha order
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'''Report Options''' - Each drop down will have the option to select '''Report''' or '''Don't Report''' for the following items:
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#*"Configure Sort" - allows you to do a custom sort by multiple columns
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#*#"Clear Sort" - Clears the "Configure Sort"
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'''Suspicious Birthdays''' -  Birthdates that don't match with the grade level of the student.
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#*"Auto fit all Columns" - allows you to adjust all columns’ width to fit the text in each field automatically
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#*"Auto Fit" – does the same but only in the column you are working on
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'''Illegal Name Characters''' - Any character in their name other than the alphabet, apostrophe, or a hyphen.
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#*"Column" - allows you to hide columns by unchecking the columns you do not want to see
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#*"Group By" - when grouping, all items are sorted and then collapsed into drop down items to make the information easier to access in an organized fashion.  It is an expanded level of sorting
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'''Missing SSNS''' - Students with no SSNs on the Student Master.
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#*#"Ungroup" - Clears the "Group By"
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#*Freeze - allows you to keep a chosen column stationary while scrolling from left to right
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'''Missing State ID''' - Students with missing state IDs.
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#By clicking "Print", you will be given a box that allows you to make a choice of saving or printing in different formats
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#*By highlighting rows within the list and then clicking print, the rows highlighted will be the only rows printed
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'''OK''' - Click to continue.
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#*Click + Drag
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#*Control + Click
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To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
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==Main==
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[[File:enrollmentauditmain3.png]]
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===Column Headers===
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'''SIDNO''' - Student's identification number.
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'''Student Name''' - Student's full name.
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'''SSN''' - Student's Social Security Number.
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'''Gen''' - Student's gender.
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'''Eth''' - Student's ethnicity.  
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'''Birth Date''' - Student's date of birth.
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'''GD''' - Student's enrollment grade.
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'''School''' - Student's school of enrollment.
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'''District''' - Student's district of enrollment.
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'''ECode''' - Student's entry code into school.
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'''Entry Date''' - Student's entry date into school.
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'''LCode''' - Student's leave code from school.
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'''Leave Date''' - Student's leave date from school.
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'''Error''' - Type of error. Examples are below and also note that the bottom section of the program is a legend of the error codes.
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:Error 11 - Missing fund code Pre-K means that a Special Code of P 01-11 (which are funding codes), would need to be added to the student.
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:Error 33 - Missing Pre-K experience codes means that a Special Code of K 01-07 (which are experience codes), would need to be added to the student.
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:Error 35 - Used to identify records that have an invalid length for the State ID field.  This should be 10 characters long.
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:Error 36 - Duplicate State ID.
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To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
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==Bottom==
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[[File:mb402.png]]
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'''Setup''' - Click to go back to the Setup box.
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[[Standard Print Options | '''Print''']] - This will allow the user to print the report.
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'''Help''' - Click to view written instructions and/or videos.
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'''Legend''' - Select this button to printout the legend error codes. Use the legend at the bottom of the screen to identify errors.
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Sorting and other data manipulations are explained in the following link:  [[List Programs Instructions/Video]]
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----
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[[Student Master|'''Student Master''' Main Page]]
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----
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[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 09:59, 5 June 2024

This program is an audit of student enrollment data.

Menu Location

Student > Reports > Enrollment Audit

Setup Options

Editing setup.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.

Report Options - Each drop down will have the option to select Report or Don't Report for the following items:

Suspicious Birthdays - Birthdates that don't match with the grade level of the student.

Illegal Name Characters - Any character in their name other than the alphabet, apostrophe, or a hyphen.

Missing SSNS - Students with no SSNs on the Student Master.

Missing State ID - Students with missing state IDs.

OK - Click to continue.

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

Main

Enrollmentauditmain3.png

Column Headers

SIDNO - Student's identification number.

Student Name - Student's full name.

SSN - Student's Social Security Number.

Gen - Student's gender.

Eth - Student's ethnicity.

Birth Date - Student's date of birth.

GD - Student's enrollment grade.

School - Student's school of enrollment.

District - Student's district of enrollment.

ECode - Student's entry code into school.

Entry Date - Student's entry date into school.

LCode - Student's leave code from school.

Leave Date - Student's leave date from school.

Error - Type of error. Examples are below and also note that the bottom section of the program is a legend of the error codes.

Error 11 - Missing fund code Pre-K means that a Special Code of P 01-11 (which are funding codes), would need to be added to the student.
Error 33 - Missing Pre-K experience codes means that a Special Code of K 01-07 (which are experience codes), would need to be added to the student.
Error 35 - Used to identify records that have an invalid length for the State ID field. This should be 10 characters long.
Error 36 - Duplicate State ID.

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

Bottom

Mb402.png


Setup - Click to go back to the Setup box.

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

Help - Click to view written instructions and/or videos.

Legend - Select this button to printout the legend error codes. Use the legend at the bottom of the screen to identify errors.


Sorting and other data manipulations are explained in the following link: List Programs Instructions/Video

Student Master Main Page

JCampus Main Page

Retrieved from EDgear Wiki