Training Document

General Information for Using MyReports Student Reports:

The Student Reports are provided by the Enrollment Management Reporting Team with the intention that they be used for a broad range of applications and will provide various levels of detailed student information. They are meant to be flexible and comprehensive.

A Confidentiality Indicator is included on many of the reports. It is important to be mindful that some reports allow access to private student information and it is the responsibility of the user to protect the information and maintain confidentiality.

A Deceased Status field is available on some reports. It is recommended that this field be included in report output when the purpose of the data will include contacting students. Deceased students should be removed from the list in order to be sensitive to those family members who may be intercepting communications.

It is important to keep in mind that field titles such as Campus, Subject and Course can be attached to a student or to a course. When selecting fields to include in a report, there could be a choice between, for example, Student Campus and Course Campus and the data will reflect the perspective chosen.

Where possible, chaining files have been incorporated into the code that populates the selections. Because the chaining narrows down the options based on a previously selected choice and what data exists in the database, there may be a delay for the boxes to populate but the positive result is that only fields with data will be presented. Because of the chaining, database errors will be more visible. The box will populate with the available data choices. If there are errors in the data, they will populate as well. If a box populates with MISSING or a dash (-), a data error is indicated and neither option should be selected.

Example of a report interface with unpopulated boxes:

unpopboxes

Example of a report interface with populated boxes:

pop_boxes

Most reports will begin with the selection of an academic period or an academic period and a campus. Often the selection boxes will be physically arranged in the order that the lists populate. Waiting for the boxes to populate before clicking a field will be more efficient in the long run. In many cases, it is possible to select more than one choice in a box by highlighting one and using either “shift or ctrl, then click” to add more fields as desired.

Pre-selections of sort or data fields have been made based on those most often used and may be changed according to current need. The pre-selections will be on the right side and/or highlighted in blue. The fields on the right of the select box will be included in the report. To change the fields, highlight the desired field(s), click the small red box with the arrow pointing right to include it in the report. Highlighting item(s) on the right and clicking the arrow pointing left will remove the item(s) from the report. Alternatively, double-clicking on any item will move it to the opposite side. To change the order of the sort values, highlight and click the up and down arrows until the order of the fields is as required.

sort_box

Some reports offer checkboxes as a way to employ additional filters. Checkboxes require that one of the boxes be checked. Choosing No causes the report to bring back only data that is entered as no; choosing Yes means the report will bring back only data recorded as yes. No limit means that the particular filter in question will be ignored by the data retrieval programming.

check_box

Any users may take advantage of the Save Selections button to save a personalized report with the most commonly selected options for that user. Once the report options are selected, clicking the Save Selections button will open a window where the user may give the report a custom title and save it for future application in the user’s My Content folder.

save_sel

If a selection is required and the run button is clicked, the selection that must be completed will be encompassed by a thin, red rectangle indicating that a choice is required.

error_box

Almost all reports offer four options for display output. Most provide HTML as the default, however, a few are Excel or Active HTML based on feedback from the organization. If Excel is chosen, the files may be returned as separate Excel documents or as a single Excel file with multiple tabs.

display_out

If the data is being filtered on Major, the reports have been enhanced to also pull students with the same major listed as a 2nd Major. Therefore, at first glance it may appear that there are inaccuracies with the data. The same logic has been implemented for Minors and Concentrations.