For CounselorsDOTS Site Support

6/11/08

Attendance Reports Behavior Reports

ADM and ADA Summary and Detail

SummaryDetail

Consecutive Absence Reports

Day Count

Daily exact – total of days absent based on minutes absent per student day

Day Count

Daily approximation – whole and half day attendance is calculated, and these days are summed

Period Count

Attendance Register - student

Attendance Register - class

In IC with your own accounts, run some of these reports

Suggestions:◦ Use 01/08/08 for the start date, 5/29/08 for the

end date◦ Limit your options to one or two criteria for now

DoTS staff will be circulating for questions and assistance

Back to Reports Menu

Event

Resolution

Behavior Mockup– the behavior mockup brings up a pdf report that has total numbers of unduplicated incidents broken down into results and ethnic/gender data

Behavior Summary – the behavior summary brings up a pdf report that has data organized by admin, staff, location, time, ethnicity, and gender

In IC with your own accounts, run some of these reports

Suggestions: Use 01/08/08 for the start date, 5/29/08 for

the end date Limit your options to one or two criteria for

now DoTS staff will be circulating for

questions and assistance

STOP

Take a break

Divide into Excel groups – Basic & Advanced

How to get the information from Exceland what to do after that…

First thing is to run the report (the example used here is

Index>Attendance>Reports>ADM ADA Report

1. Run the report.2. When the report comes

up in Adobe Reader, use the text select tool to highlight the text you want to put in MS Excel.

Selecting Text in Adobe Reader

Select the text by clicking, holding, and dragging the mouse from the start point to the end point of the text you want to select. Once you have selected the text, you will need to copy it to the clipboard for the purpose of pasting into the Excel Spreadsheet. Do this by using the Edit/Copy menu, or hitting control+C key.

Once you have copied the text, open Microsoft Excel and click in the cell, and use the paste function to get the text into the Excel spread sheet.

After the text is pasted into Excel, the data in the column/rows do not always align properly, and you will need to adjust this. In this example, the data starts mis-aligning in column D. (Some students have middle initials and some do not.) 1.Go to the Data pull down menu and select sort. (When prompted, choose the option to expand selection.)2.In the Sort by Field, choose Column D from the pull down menu, then click Sort.

Once the data is sorted, now select the cells that are mis-aligned and use the cut and paste function to move the information over to align it.

Example of aligned data after the copy and paste.

Re-sort the data from the columns that you are targeting to get the results. (Again, go to the Data pull down menu and choose Sort.)

Here I sorted by last name, first name.

In Excel, you can group and data by different criteria in order to give you data that is easier to use…after you have sorted by your favorite column…

From the Data menu, select the subtotal option

This will allow you to choose your option for grouping your data…

In this file, we have exported an ad-hoc report to an Excel file, which we can now sort and group…

Microsoft Office Excel Worksheet

This presentation will be available online through IC in the near future. If you have any questions, please feel free to contact the DoTS Hotline at:◦ 720-423-3888◦ Dots_Hotline@dpsk12.org