HOW TO Create and Print WVEIS Reports

Creating and Printing WVEIS Reports February 2008

Research and Technology Dept

HOW TO Create and Print

WVEIS Reports

Research and Technology Dept February 2008



UWVEIS REPORTS Each school has the authority to pull data from WVEIS Student Management System records in the form of a printed report – for data verification, documentation, or informational purposes. These reports can be printed as “hardcopy”, archived electronically as a saved report, or downloaded to a PC for further manipulation through mail merge or custom labels. This document addresses only the basics of Report Writing ‐‐ report creation and printing. Nearly every element of information stored in a Student Record, from the name fields, through homeroom designation and enrollment code, is retrievable and can be part of a printed report. Some data fields available are actually combinations of individual items. As an example, the student Last Name, First Name, Middle Name are individual fields, but can be printed as either individual fields or combined as Last, First M., or First M. Last. Over 200 retrievable data fields are available as report writer “Items” which can be combined to form a columnar report. A listing of items and an abbreviated field description follows.



Item Description Size 1 UNIVERSAL ID 9 2 NUMBER 9 3 LAST NAME 15 4 LAST NAME INITIAL 1 5 FIRST NAME 10 6 FIRST NAME INITIAL 1 7 MIDDLE NAME 10 8 MIDDLE INITIAL 1 9 NAME(LAST, FIRST M.) 30

10 NAME(FIRST M. LAST) 30 11 SEX 3 12 SOCIAL SECURITY NUMBER 11 14 PHONE AREA CODE 4 15 PHONE NUMBER 8 16 CURRENT DISTRICT 3 17 CURRENT SCHOOL 3 18 CURRENT DIST & SCHOOL 6 19 CURRENT CLASS 2 20 NEXT YEAR DISTRICT 3 21 NEXT YEAR SCHOOL 3 22 NEXT YEAR DIST & SCHL 6 23 NEXT YEAR CLASS 2 24 BIRTHPLACE CITY 15 25 BIRTH STATE / PROVINCE 4 26 BIRTHDATE 8 27 CITIZEN FLAG 1 28 UNLISTED PHONE FLAG 1 29 CUMULATIVE CREDIT EARNED 8 30 CUMULATIVE CREDIT ATTEMPTE 8 31 CUMULATIVE GPA 10 32 STUDENT AGE ON CUTOFF DATE 3 33 FAMILY NUMBER 7 34 FAMILY AREA 4 35 STUDENT OTHER NAME 11 36 NEXT LOCAL SCHOOL NUMBER 5 37 LAST LOCAL SCHOOL NUMBER 5 38 LAST DISTRICT ATTENDED 3 39 LAST SCHOOL ATTENDED 3 40 LAST CLASS ATTENDED 2 41 LAST ATTENDED (DESCRIPTION 19 50 1 ABSENCES BY PERIOD TERM 1 45 50 3 ABSENCES BY PERIOD TERM 3 15 50 5 ABSENCES BY PERIOD TERM 5 45

51 TAG ID (IF ASSIGNED) 3 52 TAG SIMPLE DATA (IF ASSIGN 16 53 1ST TAG WHERE ID=CATEGORY 3 60 YEAR OF GRADUATION 2 61 YEAR OF GRADUATION 16 62 NATIVE LANGUAGE CODE 2 63 NATIVE LANGUAGE 16 64 ETHNIC GROUP 2 65 ETHNIC GROUP DESC 16 66 TRANSPORTATION CODE 2 67 TRANSPORTATION CODE 16 68 CHILD NUTRITION PROGRAM 2 69 CHILD NUTRITION PROGRAM 16 70 GRADUATION PLAN 2 71 GRADUATION PLAN 16 72 CAREER CLUSTER 2 73 CAREER CLUSTER 16 74 TITLE I 2 75 TITLE I 16 78 PATHWAY 2 79 PATHWAY DESCRIPTION 16 82 MEDICALLY FRAGILE 2 83 MEDICALLY FRAGILE 16 90 PRIVACY FLAG 1 91 STUDENT RESIDES WITH 1 92 FAMILY # 1 ID 11 93 FAMILY # 2 ID 11

101 PRIMARY LAST NAME 15 102 PRIMARY LAST NAME INITIAL 1 103 PRIMARY FIRST NAME 10 104 PRIMARY FIRST NAME INITIAL 1 105 PRIMARY MIDDLE NAME 10 106 PRIMARY MIDDLE INITIAL 1 107 PRIMARY NAME(LAST, FIRST M 30 108 PRIMARY NAME(FIRST M. LAST 30 109 SECONDARY LAST NAME 15 110 SECONDARY LAST INITIAL 1 111 SECONDARY FIRST NAME 10 112 SECONDARY FIRST INITIAL 1 113 SECONDARY MIDDLE NAME 10 114 SECONDARY MIDDLE INITIAL 1 115 SECONDARY NAME(LAST, FIRST 30 116 SECONDARY NAME(FIRST M. LA 30 117 PRIMARY STREET ADDRESS 45



118 PRIMARY MAILING ADDRESS 45 119 PRIMARY FAMILY CITY CODE 4 120 PRIMARY FAMILY CITY NAME 25 121 PRIMARY FAMILY STATE CODES 4 122 PRIMARY FAMILY ZIP CODES 10 123 PRI FAMILY CITY, STATE AND 30 124 FAMILY MAP GRID 6 125 PRIMARY EMPLOYER 30 126 SECONDARY EMPLOYER 30 127 PRIMARY WORK AREA CODE 4 128 PRIMARY WORK PHONE NUMBER 8 129 PRIMARY WORK EXTENSION 6 130 SECONDARY WORK AREA CODE 4

131 SECONDARY WORK PHONE NUMBE 8

132 SECONDARY WORK EXTENSION 6 133 PRIMARY FEDERAL EMPLOYEE F 1 134 SECONDAR FEDERAL EMPLOYEE 1 135 PRIMARY STREET # 9 136 PRIMARY STREET PREFIX 2 137 PRIMARY STREET NAME 20 138 PRIMARY STREET TYPE 4 139 PRIMARY STREET SUFFIX 2 140 PRIMARY STREET APT# 5 141 SECONDARY STREET # 9 142 SECONDARY STREET PREFIX 2 143 SECONDARY STREET NAME 20 144 SECONDARY STREET TYPE 4 145 SECONDARY STREET SUFFIX 2 146 SECONDARY STREET APT# 5 147 PRIMARY OCCUPATION 30 148 SECONDARY OCCUPATION 30 149 PRIMARY E-MAIL 70 150 SECONDARY E-MAIL 70 151 STUDENT LOCKER NUMBER 6 152 COUNSELOR ID 6 153 COUNSELOR'S NAME 15 154 HOMEROOM NUMBER 6 155 HOMEROOM TEACHER ID 6 156 HOMEROOM TEACHER'S NAME 15 157 MORNING BUS NUMBER 4 158 AFTERNOON BUS NUMBER 4 159 REGISTRATION FEES PAID 8 160 PAYS TUITION FLAG 1

161 PRIMARY TITLE 4 162 SECONDARY TITLE 4 163 PRIMARY (TITLE FIRST M. LA 35 164 SECONDARY(TITLE FIRST M. L 35 165 P MAILING CITY, STATE AND 30 166 PRIMARY MAILING CITY NAME 25 167 PRIMARY MAILING STATE CODE 4 168 PRIMARY MAILING ZIP CODES 10 169 PRIMARY FAMILY AREA CODE 4 170 PRIMARY FAMILY PHONE NUMBE 8 171 SECONDARY FAMILY AREA CODE 4 172 SECONDARY FAMILY PHONE 8 173 PRIMARY PHONE 1 DESCRIPTIO 5 174 PRIMARY PHONE 1 AREA CODE 4 175 PRIMARY PHONE 1 PHONE NUMB 8 176 PRIMARY PHONE 1 EXTENSION 6 177 PRIMARY PHONE 2 DESCRIPTIO 5 178 PRIMARY PHONE 2 AREA CODE 4 179 PRIMARY PHONE 2 PHONE NUMB 8 180 PRIMARY PHONE 2 EXTENSION 6 181 SECONDARY PHONE 1 DESCRIPT 5 182 SECONDARY PHONE 1 AREA COD 4 183 SECONDARY PHONE 1 PHONE NU 8 184 SECONDARY PHONE 1 EXTENSIO 6 185 SECONDARY PHONE 2 DESCRIPT 5 186 SECONDARY PHONE 2 AREA COD 4 187 SECONDARY PHONE 2 PHONE NU 8 188 SECONDARY PHONE 2 EXTENSIO 6 189 SECONDARY STREET ADDRESS 45 190 SECONDARY MAILING ADDRESS 45 191 SECONDARY FAMILY CITY NAME 25 192 SECONDARY FAMILY STATE COD 4 193 SECONDARY FAMILY ZIP CODES 10 194 SEC FAMILY CITY, STATE AND 30 195 S MAILING CITY, STATE AND 30 196 SECONDARY MAILING CITY NAM 25 197 SECONDARY MAILING STATE CO 4 198 SECONDARY MAILING ZIP CODE 10 201 1ST DATE ENROLLED THIS YEA 8 202 LAST DATE ENROLLED 8 203 1ST DATE WITHDRAWN THIS YE 8 204 LAST DATE WITHDRAWN THIS Y 8 205 LAST ENROLLMENT LOAD 4 206 LAST ATTENDANCE REGISTER 4



207 FIRST ENTRY/WITHDRAWAL COD 4 208 LAST ENTRY/WITHDRAWAL CODE 4 209 LAST ENTRY/WITHDRAWAL COMM 16 251 GPA WHERE ID=GRADE ID 7 275 PRIMARY MAILING STREET # 9 276 PRIMARY MAILING STREET PRE 2 277 PRIMARY MAILING STREET NAM 20 278 PRIMARY MAILING STREET TYP 4 279 PRIMARY MAILING STREET SUF 2 280 PRIMARY MAILING STREET APT 5 281 SECONDARY MAILING STREET # 9 282 SECONDARY MAILING STR PREF 2 283 SECONDARY MAILING STREET N 20 284 SECONDARY MAILING STREET T 4 285 SECONDARY MAILING STR SUFF 2 286 SECONDARY MAILING STREET A 5 301 CONTACT LAST NAME 15 302 CONTACT LAST NAME INITIAL 1 303 CONTACT FIRST NAME 10 304 CONTACT FIRST NAME INITIAL 1 305 CONTACT MIDDLE NAME 10 306 CONTACT MIDDLE INITIAL 1 307 CONTACT NAME(LAST, FIRST M 30 308 CONTACT NAME(FIRST M. LAST 30 309 CONTACT STREET ADDRESS 45 310 CONTACT MAILING ADDRESS 45 311 CONTACT CITY NAME 25 312 CONTACT STATE CODES 4 313 CONTACT ZIP CODES 10 314 CONTACT CITY, STATE AND ZI 30 315 CONTACT EMPLOYER 30 316 CONTACT WORK AREA CODE 4 317 CONTACT WORK PHONE NUMBER 8 318 CONTACT WORK EXTENSION 6 319 CONTACT STREET # 9 320 CONTACT STREET PREFIX 2 321 CONTACT STREET NAME 20 322 CONTACT STREET TYPE 4 323 CONTACT STREET SUFFIX 2 324 CONTACT STREET APT# 5 325 CONTACT OCCUPATION 30 326 CONTACT E-MAIL 70

327 CONTACT TITLE 4 328 CONTACT (TITLE FIRST M. LA 35 329 C MAILING CITY, STATE AND 30 330 CONTACT MAILING CITY NAME 25 331 CONTACT MAILING STATE CODE 4 332 CONTACT MAILING ZIP CODES 10 333 CONTACT AREA CODE 4 334 CONTACT PHONE NUMBER 8 335 CONTACT PHONE 1 DESCRIPTI 5 336 CONTACT PHONE 1 AREA CODE 4 337 CONTACT PHONE 1 PHONE NUM 8 338 CONTACT PHONE 1 EXTENSION 6 339 CONTACT PHONE 2 DESCRIPTI 5 340 CONTACT PHONE 2 AREA CODE 4 341 CONTACT PHONE 2 PHONE NUM 8 342 CONTACT PHONE 2 EXTENSION 6 343 CONTACT MAILING STREET # 9 344 CONTACT MAILING STREET PRE 2 345 CONTACT MAILING STREET NA 20 346 CONTACT MAILING STREET TYP 4 347 CONTACT MAILING STREET SU 2 348 CONTACT MAILING STREET APT 5 502 ABSENCES BY PERIOD TERM 2 45 504 ABSENCES BY PERIOD TERM 4 45 506 ABSENCES BY PERIOD TERM 6 45 507 ABSENCES BY PERIOD YTD 15 603 Career Major Code 6 604 Career Path Code 6 901 SPACES (ID = NUMBER) 1



From the Building Coordinator Menu (others are similar) STUDENT MANAGEMENT SYSTEM

STUDENT REPORTS MENU General Report Writer Formats

o Use this program to ADD, CHANGE, DELETE, LOOKUP, or INDEX Reports for your school.

Each report has a three‐digit trigraph (letter‐number combination). The first of three digits is reserved for assignment to a specific location. For example, all formats created by personnel at Hedgesville High School must begin with the letter B; all formats created by personnel at Eagle School must have the number 1 in the first digit . . . and so forth. The second and third digits are used by the User who is creating the format to name the specific report. These digits may be either alphabetic or numeric.

UCODE U USITEU

A _ _ Board Office B _ _ Hedgesville High C _ _ Martinsburg High D _ _ Musselman High E _ _ Hedgesville Middle F _ _ North Middle G _ _ South Middle H _ _ Musselman Middle I _ _ Back Creek Valley ElementaryJ _ _ Bedington Elementary K _ _ Berkeley Heights ElementaryL _ _ Bunker Hill Elementary M _ _ Burke Street ElementaryN _ _ Gerrardstown ElementaryO _ _ Hedgesville ElementaryP _ _ Inwood Primary Q _ _ Marlowe Elementary R _ _ Opequon Elementary S _ _ Rosemont Elementary T _ _ Tomahawk ElementaryU _ _ Tuscarora Elementary V _ _ Valley View ElementaryW _ _ Winchester Avenue ElementaryX _ _ Pikeside Learning CenterY _ _ Potomack IntermediateZ _ _ Mill Creek Intermediate1 _ _ Eagle School Intermediate2 _ _ Orchard View Intermediate3 _ _ Spring Mills Middle 4 _ _ Mountain Ridge Intermediate



As an example, any General Report Writer report beginning with the letter “V” was created by or for Valley View Elementary. To see the available reports, type “I” for Index as shown:

A screen shot of their reports displays the following image. Format is the 3‐digit trigraph, followed by the user‐defined description, the report width, line spacing in lines per inch, character spacing in characters per inch, page length expressed in lines, and line spacing on the page.



Adding a new report begins this way:

Press Enter This is the Format creation window. Here you are prompted for a description of your report, (this one has now named the format VDL), the contents of the report, and the variables of sorting and spacing.



On the new report VDL, the title is MY DEMO FORMAT OF STUDENT NAMES ONLY. The items to be displayed on this report include numbers 3, 5, 7, 9, and 10. 3 is LAST NAME 5 is FIRST NAME 7 is MIDDLE NAME 9 is NAME(LAST, FIRST M.) 10 is NAME(FIRST M. LAST) The SORT BY option was by 9 –NAME(LAST, FIRST M.) The page spacing and line spacing are the default values for the program.

Press Enter. These steps have Created a Report Format which will print in this format. Press Enter again.



Press “E” for End and leave the Report Writer Formats. Next, choose Select & Print Your Own Report

I selected Index of the V series in 004..

And selected my new report, the VDL



Here I’ve specified format VDL, given the report a title REPORT WRITING DEMONSTRATION, and further restricted my data to students in class 03. Press Enter.

If needed, you CAN change printer overrides here by changing the N to Y, otherwise it prints directly.



Your report prints (!!) with this report cover as the first page. Note that this cover page repeats, within the starred border, the report options – Class 03. It also lists the item numbers of the data fields printed on successive pages.



The printed report contains the following information. Note the columnar headings correspond to the items selected for this report. (I’ve scrambled some text)

$DKINS M$K#NZI# V#RLIN $DKINS, M$K#NZI# V. M$K#NZI# V. $DKINS $LB#RT W#STON L#VI $LB#RT, W#STON L. W#STON L. $LB#RT $NG#LO #LIZ$B#TH $NN $NG#LO, #LIZ$B#TH $. #LIZ$B#TH $. $NG#LO $RCH#S S$M$NTH$ B$RR#TT $RCH#S, S$M$NTH$ B. S$M$NTH$ B. $RCH#S $RONH$LT TRISTON NO$H $RONH$LT, TRISTON N. TRISTON N. $RONH$LT B$RTL#S DYL$N TYL#R B$RTL#S, DYL$N T. DYL$N T. B$RTL#S BL#DSO# #TH$N J$COB BL#DSO#, #TH$N J. #TH$N J. BL#DSO# BROOKS SOPHI$ #LIZ$B# BROOKS, SOPHI$ #. SOPHI$ #. BROOKS BROWN $NDR#W L## BROWN, $NDR#W L. $NDR#W L. BROWN BROWN D#MOY $M#R# BROWN, D#MOY $. D#MOY $. BROWN BROWN KI$R$ $L#XIS BROWN, KI$R$ $. KI$R$ $. BROWN BROWN M$K$YL$ DOMINQU BROWN, M$K$YL$ D. M$K$YL$ D. BROWN BURK# GR$NT $LL#N BURK#, GR$NT $. GR$NT $. BURK# BURR#SS J$SON L#VI BURR#SS, J$SON L. J$SON L. BURR#SS C$LHOUN JR $NTHONY G$IL C$LHOUN JR, $NTHONY G. $NTHONY G. C$LHOUN JR C$STILLO C$RLOS R$NDYL# C$STILLO, C$RLOS R. C$RLOS R. C$STILLO C$UGH BR$D#N M$TTH#W C$UGH, BR$D#N M. BR$D#N M. C$UGH CL$RK CH#LS#$ #LIZ$B# CL$RK, CH#LS#$ #. CH#LS#$ #. CL$RK CL$RK #RIC W#SL#Y CL$RK, #RIC W. #RIC W. CL$RK CLIN# J$R#D $USTIN CLIN#, J$R#D $. J$R#D $. CLIN# COL# TYL#R SCOTT COL#, TYL#R S. TYL#R S. COL# COOP#R JR K#VIN DOUGL$S COOP#R JR, K#VIN D. K#VIN D. COOP#R JR COX B$IL#Y IRVIN COX, B$IL#Y I. B$IL#Y I. COX CR$IG HOLLY$NN# T#SS CR$IG, HOLLY$NN# T. HOLLY$NN# T. CR$IG CRUS$N P$UL$ L#$H$NN CRUS$N, P$UL$ L. P$UL$ L. CRUS$N D$VIS H#L#N J#$N#TT D$VIS, H#L#N J. H#L#N J. D$VIS D#RITO BR$DL#Y MICH$#L D#RITO, BR$DL#Y M. BR$DL#Y M. D#RITO DUG$N COURTN#Y R#N$# DUG$N, COURTN#Y R. COURTN#Y R. DUG$N DUNC$N RY$N SCOTT DUNC$N, RY$N S. RY$N S. DUNC$N DUV$LL BROOK# L## DUV$LL, BROOK# L. BROOK# L. DUV$LL #ST#P BR$DY LOG$N #ST#P, BR$DY L. BR$DY L. #ST#P F$IRCLOTH $SHL#Y MICH#LL F$IRCLOTH, $SHL#Y M. $SHL#Y M. F$IRCLOTH F$RNSWORTH BR#NT J$M#S F$RNSWORTH, BR#NT J. BR#NT J. F$RNSWORTH FINL#Y ISI$H M$L#K# FINL#Y, ISI$H M. ISI$H M. FINL#Y FITZP$TRICK J$M#S DON$LD FITZP$TRICK, J$M#S D. J$M#S D. FITZP$TRICK FORD J$COB ORION FORD, J$COB O. J$COB O. FORD

HOW TO Create and Print WVEIS Reports

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