For Counselors DOTS Site Support 6/11/08

Attendance Reports Behavior Reports

 ADM and ADA Summary and Detail Summary Detail

 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 Excel and 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…

 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: ◦ ◦