SASI Basic Applications Guide

SASI Basic Applications Guide
SASI Basic Applications Guide
Pearson School Systems Part Number 606 000 527 A
Third Edition (November 2003)
Fourth Edition (November 2005)
Revision A (April 2006)
This edition applies to Release 7.0 of the SASI student information series software and to all subsequent
releases and modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of individuals,
companies, brands, and products. All of the data and names are fictitious; any similarities to actual names
are entirely coincidental.
NCS ABACUSxp is a trademark of Pearson School Systems.
eScholar is a registered trademark of eScholar, LLC.
Macintosh is a registered trademark of Apple Computer, Inc.
Microsoft and Windows are registered trademarks of Microsoft Corporation.
Adobe and Reader are registered trademarks of Adobe Systems Incorporated.
Copyright © 2006 Pearson School Systems. All rights reserved. No part of this book may be
reproduced in any form or by any means without permission in writing from Pearson School
Systems.
Contents
Summary of Changes ................................................................... xiii
Using SASI Information Series Software ................................... 1
Starting and Logging In ...................................................................... 1
Exiting the SASI Software ....................................................... 2
Setting Up and Changing Passwords ................................................. 3
Changing Your Password ....................................................... 3
Touring the Desktop ........................................................................... 4
Workspace Items ................................................................................ 5
Toolbar ............................................................................................... 6
Creating a Toolbar .................................................................. 7
Displaying a Toolbar ............................................................... 7
Opening Atoms with an Alias .................................................. 7
Renaming Toolbars ................................................................ 7
Removing Aliases from a Toolbar ........................................... 8
Emptying Toolbars .................................................................. 8
Deleting Toolbars .................................................................... 8
Toolbar Exercise ........................................................................... 8
Message Center ................................................................................. 9
Icons in the Status Bar .......................................................... 11
Personal Data Center ....................................................................... 11
SASI Software Considerations .............................................. 12
Selecting Fields for Information Menus ................................. 12
Replacing Fields in Information Menus ................................. 12
Removing Fields from Information Menus ............................ 12
Drag-and-Drop Capabilities .............................................................. 13
Using the Drag-and-Drop Technique .................................... 13
Folders .............................................................................................. 14
Opening a Folder .................................................................. 14
Activating an Open Folder .................................................... 14
Repositioning an Open Folder in the Workspace ................. 14
Viewing Items in Folders by Name or Icon ........................... 14
Viewing Atoms Beyond a Window Edge ............................... 15
Copying Atoms from a Folder ............................................... 15
Resizing Folders ................................................................... 15
Closing Folders ..................................................................... 15
Closing All Open Folders ...................................................... 15
Creating Folders ............................................................................... 16
Creating New Folders ........................................................... 16
Adding or Copying Atoms to Open Folders .......................... 16
Adding Atoms into Closed Folders ........................................ 16
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Erasing Folders ..................................................................... 17
Folder Exercise ........................................................................... 17
Menu Bar .......................................................................................... 18
Working with Menus ................................................................... 18
Selecting Options from SASI Software Menus ..................... 18
File Menu Options ....................................................................... 19
Edit Menu Functions ................................................................... 20
Windows Menu Functions ........................................................... 21
Data Menu Functions .................................................................. 22
Atom Menu Options .................................................................... 23
Help Menu Options ..................................................................... 23
Atoms ............................................................................................... 23
Program-Generated Atoms ......................................................... 24
User-Generated Atoms ............................................................... 24
Opening an Application Atom from the Workspace .............. 25
Opening Atoms with an Alias ................................................ 25
Activating Open Atoms ......................................................... 25
Closing Atoms ....................................................................... 25
Closing All Open Atoms ........................................................ 25
Screen Elements .............................................................................. 26
Atom Screen Elements ..................................................................... 26
Displaying Records in a Screen ............................................ 29
Finding One Record .............................................................. 29
Data Functions ............................................................................ 29
Adding New Records ............................................................ 29
Modifying Existing Records ................................................... 30
Deleting Records .................................................................. 30
Running Reports ............................................................................... 31
Generic versus Custom Reports ...................................................... 31
Guidelines for Using Sort Fields ....................................................... 31
Report Interface ................................................................................ 32
Report Interface Fields ............................................................... 33
Custom Reports ................................................................................ 36
Custom Report Fields ........................................................... 36
Printing Generic Reports ....................................................... 38
Saving Generic Reports in Report Atoms ............................. 38
Checking Alignment for Preprinted Forms ........................................ 39
Dot Matrix Printer .................................................................. 39
Laser Printer ......................................................................... 39
Customizing Reports ........................................................................ 40
Creating Custom Reports ..................................................... 41
Printing Existing Custom Reports ......................................... 42
Sending Reports to the Job Queue .................................................. 43
Job Queue Option Fields ...................................................... 43
Creating Job Queue Patterns ........................................................... 45
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Job Queue Patterns Screen ............................................................. 45
Job Queue Patterns Fields ................................................... 46
Using the Job Queue Patterns Atom .......................................... 47
Inactivating a Recurring Pattern ............................................ 47
Activating an Inactive Recurring Pattern ............................... 48
SASI Software Terminology ............................................................. 48
Enrolling Students ........................................................................51
Using Enrollment Screens ................................................................ 51
Current Screen ........................................................................... 52
Current Fields ....................................................................... 52
Enrolling Students ....................................................................... 55
Enrolling New Students ........................................................ 56
History Screen ............................................................................ 58
History Fields ........................................................................ 59
Activating and Inactivating Students ........................................... 60
Inactivating Student Records ................................................ 60
Reactivating Records ............................................................ 61
Marking Students as No Shows ............................................ 61
Deleting Student Records ........................................................... 62
Enrollment Atom Menu Options .................................................. 63
Changing Data in the Name...ID Line ................................... 63
Changing Enrollment History ................................................ 63
Show Student Data ............................................................... 63
Fast Access Atoms ..................................................................... 64
Adding Supplemental Data the Fast Access Way ................ 64
Defining and Using Student Demographics ........................... 65
Student Atom .................................................................................... 65
Student Page 1 ........................................................................... 66
Student Page 1 Fields .......................................................... 66
Entering Student Data ................................................................ 70
Completing Student Records from the Student Tabs ........... 70
Student Page 2 ........................................................................... 71
Student Page 2 Fields .......................................................... 71
Student Page 3 ........................................................................... 74
Student Page 3 Fields .......................................................... 74
Adding New Students from Student Atom ............................ 75
Student Menu Reports .......................................................... 76
Student Menu Options ................................................................ 78
Attaching Student Photos ..................................................... 78
Changing Data in Name...ID Line ......................................... 78
Locating Students ............................................................................. 79
Finding Students ................................................................... 79
Locating Students on Campus .................................................... 80
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Locating an Elementary Student ........................................... 80
Locating Middle School or High School Students ................. 80
Creating Parent or Guardian Profiles ....................................... 81
Entering or Modifying Parent Guardian Data .................................... 81
Personal/Employment Page ....................................................... 81
Personal/Employment Fields ...................................................... 82
Using the Parent Guardian Atom ................................................ 86
Adding the First Parent/Guardian Record ............................. 86
Adding Additional Parent/Guardian Records ........................ 86
Deleting Parent/Guardian Records ....................................... 87
Comments Screen ...................................................................... 88
Comments Fields .................................................................. 88
Multi-Record Selection Bar ......................................................... 89
Parent/Guardian Menu Report .................................................... 89
Defining Emergency Records .......................................................91
Working with Emergency Records .................................................... 91
Emergency Contacts Tab ........................................................... 92
Emergency Contacts Fields .................................................. 92
Other Contacts Tab .................................................................... 94
Other Contacts Fields ........................................................... 94
Emergency Information Tab ....................................................... 95
Emergency Information Fields .............................................. 97
Using the Emergency Atom ........................................................ 97
Adding Emergency Records ................................................. 97
Deleting Emergency Records ............................................... 98
Emergency Menu Report ............................................................ 98
Viewing Student Phone Numbers ..............................................99
Viewing the Phone Numbers Screen ................................................ 99
Phone Numbers Screen ........................................................... 100
Phone Numbers Fields ....................................................... 100
Changing a Phone Number’s Original Record .................... 100
Using the Student Data Utility ............................................... 103
Entering or Modifying Student Data ................................................ 103
Student Data Entry Screen ....................................................... 104
Student Data Entry Fields ................................................... 105
Entering Data in the Student Data Entry Screen ...................... 105
Establishing Sibling Records .....................................................107
Sibling Screen ........................................................................... 108
Sibling Fields ...................................................................... 108
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Copying Sibling Data ................................................................ 110
Sibling Menu Option ................................................................. 111
Clear Sibling Search Information ........................................ 111
Entering and Maintaining Health Records ............................. 113
Health Record Tabs ........................................................................ 113
Health History Tab .................................................................... 114
Health History Fields ........................................................... 114
Health History Detail Screen ..................................................... 115
Health History Detail Field .................................................. 116
Immunizations Tab ................................................................... 116
Immunizations Fields .......................................................... 117
Immunization Detail Screen ...................................................... 118
Immunization Detail Field .................................................... 119
Medical Tab .............................................................................. 119
Medical Tab Fields .............................................................. 119
Health Screening Tab ............................................................... 120
Health Screening Tab Fields ............................................... 121
Health Screening Detail Screen ................................................ 122
Health Screening Detail Fields ............................................ 123
Scoliosis Screening Tab ........................................................... 124
Scoliosis Screening Fields .................................................. 124
Adding Scoliosis Records ................................................... 125
Entering Data in Health History Screen .................................... 125
Adding Health Incidents ...................................................... 125
Adding Health Incident Comments ..................................... 126
Entering Data in Immunizations Screen ................................... 126
Entering Vaccination Dates ................................................ 126
Adding Exemption Codes for Immunizations ...................... 127
Updating Compliance Fields for Students ........................... 127
Entering Data in Medical Screen .............................................. 127
Adding Tuberculin (TB) Skin Test Records ......................... 127
Entering Health Screening Information ..................................... 128
Health Menu Options ................................................................ 128
Vaccine Definitions ............................................................. 128
Update Compliance ............................................................ 128
Health Menu Reports ................................................................ 129
Creating Matrixes ........................................................................ 131
Working with Results from Multiple Records .................................. 131
Matrix Rows .............................................................................. 132
Matrix Columns ......................................................................... 132
Resizing Matrixes ..................................................................... 133
Creating Matrixes within Student .............................................. 133
Finding Multiple Records that Display Matrixes .................. 133
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Finding Specific Records in Matrixes .................................. 134
Displaying One Record from the Matrix .............................. 134
Displaying Multiple Records from the Matrix ....................... 134
Deselecting Highlighted Rows and Columns ...................... 135
Closing Single Screens Opened from a Matrix ................... 135
Closing Screens Opened from Matrixes ............................. 135
Sorting Records in Matrixes ...................................................... 135
Sorting Matrixes in Reverse Order ...................................... 135
Performing Multi-Level Sorts ............................................... 136
Graphing Matrixes .................................................................... 137
Graph Window Options ....................................................... 138
Graphing Matrixes .............................................................. 139
Exporting Matrixes .................................................................... 140
Exporting Lists .................................................................... 140
Creating Data Atoms for Lists ................................................... 140
Matrix Exercise ......................................................................... 141
Entering Discipline Incidents .................................................... 143
Working with Discipline Incidents ................................................... 143
Discipline Menu Options ........................................................... 144
Discipline Codes ................................................................. 144
Create Disposition Table ..................................................... 144
Discipline Menu Reports ..................................................... 144
Discipline Overview Screen ...................................................... 145
Discipline Overview Screen Fields ...................................... 147
Discipline Detail Screen ............................................................ 150
Discipline Detail Screen Fields ........................................... 150
Disposition Screen .................................................................... 154
Disposition Fields ................................................................ 154
Using the Discipline Screens .................................................... 158
Converting Discipline Disposition Data ............................... 158
Adding Discipline Disposition Information ........................... 158
Adding Discipline Incidents ................................................. 159
Updating Discipline Incidents .............................................. 159
Deleting Discipline Incidents ............................................... 160
Incident Reporting ....................................................................... 161
Working with Incident Reporting Setup atom ................................. 161
Incident Reporting Setup Options ............................................. 162
General Tab .............................................................................. 163
General Fields .................................................................... 163
Reporting Periods Tab .............................................................. 165
Reporting Fields .................................................................. 165
Adding/Modifying Reporting Periods ................................... 166
Incident Reasons Tab ............................................................... 166
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Incident Reasons Fields ..................................................... 167
Adding/modifying Incident Reasons .................................... 167
Services Offered Tab ................................................................ 168
Services Offered Fields ....................................................... 169
Adding/Modifying Services Offered ..................................... 170
Working with Incident Reporting atom ............................................ 171
Incident Reporting Options ....................................................... 171
Incident Identification ................................................................ 171
Incident Identification Fields ............................................... 172
General Tab .............................................................................. 173
General Fields .................................................................... 174
To find, add or delete an incident: ...................................... 175
Victims Tab ............................................................................... 175
Victims Fields ...................................................................... 176
Special Education Codes .................................................... 177
Adding/modifying Victims Profile ......................................... 178
Offenders Tab ........................................................................... 178
Offenders Fields ................................................................. 179
Adding/modifying Offenders Profile .................................... 180
Scheduling Conferences ............................................................. 181
Conference Screen ................................................................... 182
Conference Fields ............................................................... 182
Adding Conference Records ............................................... 183
Deleting Conference Records ............................................. 184
Conference Detail Screen ......................................................... 184
Conference Detail Field ...................................................... 185
Conference Menu Option .......................................................... 185
Conference Codes .............................................................. 185
Using Generic Selection ............................................................ 187
Generic Selection Screen ......................................................... 187
Generic Selection Fields ..................................................... 188
Buttons on Generic Selection Form .................................... 189
Navigating within Generic Selection ......................................... 189
Establishing Student Groups ................................................... 191
Groups Screen .......................................................................... 192
Groups Fields ..................................................................... 192
Adding Students to Groups ................................................. 194
Inactivating and Deleting Group Members .......................... 194
Inactivating Students in Groups .......................................... 194
Identifying Home Languages .....................................................197
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Home Language Info Screen .................................................... 198
Home Language Info Fields ................................................ 198
Home Language Comments Screen ........................................ 200
Printing Home Language (AHLN) Data .................................... 200
Sample AHLN Query Statement ......................................... 200
Recording Student Fees ............................................................ 201
Fees Screen ............................................................................. 202
Fees Fields ......................................................................... 202
Fees Detail Screen ................................................................... 204
Paying Student Fees .......................................................... 204
Fees Menu Report .................................................................... 205
Fees Menu Option .................................................................... 205
Fee Codes .......................................................................... 205
Entering GATE Student Information ......................................207
GATE Screen ............................................................................ 208
GATE Fields ....................................................................... 208
Maintaining Student Service Programs ...................................211
Using the Service Program ............................................................. 212
Student Service Program Screen ............................................. 212
Student Service Program Fields ......................................... 212
Student Service Program Detail Screen ................................... 214
Student Service Program Detail Fields ..................................... 214
Service Programs Menu Reports .............................................. 215
Service Programs Menu Options .............................................. 215
Service Programs Codes .................................................... 215
Performing Year End Processes ......................................... 215
Performing Beginning Year Processes ............................... 216
Tracking Student Activities .......................................................217
Student Activities Information ......................................................... 217
Activities Menu Reports ............................................................ 218
Activities Menu Options ............................................................ 218
Updating History Records ................................................... 218
Determining Eligibility for Student Activities .............................. 219
Comparison Update Process Screen ....................................... 221
Comparison Update Process Fields ................................... 222
Running the Comparison Update Process .......................... 222
Student Activities Tab ............................................................... 223
Student Activities Fields ...................................................... 223
Student Activities Detail Screen ................................................ 225
Student Activities Detail Fields ............................................ 225
Using the Student Activities Atom ............................................. 229
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Student Activities History Tab ................................................... 230
Student Activities History Fields .......................................... 230
Modifying Records Using Student Activities History Tab .......... 231
Identifying Schools Previously Attended .............................. 233
Schools Attended Screen ......................................................... 234
Schools Attended Screen Fields ......................................... 234
Checking Student Distribution ................................................237
Student Distribution Screen ...................................................... 238
Viewing Student Distribution ............................................... 238
Deleting Orphan Records ...........................................................241
Working with Delete Orphan Records Atom ................................... 241
Delete Orphan Records Screen ................................................ 242
Delete Orphan Records Atom Options ............................... 242
Delete Orphan Records Atom Buttons ................................ 242
Selecting Files to Delete Orphan Records .......................... 242
Deleting Orphan Records ................................................... 244
Viewing the Log File information ......................................... 244
Deleting Temporary Files .......................................................... 245
Working with Delete Temp Files atom ............................................ 245
Delete Temp Files Screen ........................................................ 245
Delete Temp Files Atom Fields ........................................... 247
Deleting or Moving Temporary Files ................................... 248
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Summary of Changes
This revision of the user’s guide contains the following changes.
Page Number
Change
Deleted the "Navigating in Adobe Reader" chapter.
129
Modified description of the Immunization Summary
(IMM05) report in the "Health Menu Reports" section.
157
Added the Sequence field and description to the
"Disposition Fields" section.
214
Updated the image in the "Using the Service Program"
section.
214–215
Added the following fields and descriptions to the
"Using the Service Program" section:
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z
eScholar® Prog ID
z
Exit Rsn 2
z
Exit Rsn 3
z
St Loc ID
z
Prog Int
z
Entry Rsn 1
z
Entry Rsn 2
z
Entry Rsn 3
z
Prog Cmnt
z
Orig St Dt
z
Part Cd
xiii
Summary of Changes
xiv
Copyright © 2006 Pearson School Systems
Using SASI Information Series Software
This section provides information about the basics of using SASI software.
No matter which atoms you use, the basic program functions behave the
same way. This section provides an overview to guide you as you work
with the SASI software.
Starting and Logging In
1. Double-click the SASI software icon. The Welcome window displays.
2. In the User ID field, type your SASI software user ID.
3. Tab to the Password field and type your password. (For security
reasons, asterisks display instead of your password.)
4. Click Login. You also can press the Return key (Macintosh®) or the
Enter key (Windows®).
If the system displays a message, you typed an invalid user ID or
password. Click OK to clear the message. Retype your user ID and
password in the Welcome window fields. Click Login.
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Starting and Logging In
1
After three failed login attempts, a message appears indicating that the
SASI software will quit. Click OK to clear the message and return to
the Macintosh Desktop or to Windows.
If the Welcome window is idle for five minutes before you log in, the
SASI software closes automatically.
Click the Version Info button to view installation information such as
Package (release) Name, Date of installation, Start Time, and End Time
(of the installation).
Exiting the SASI Software
From the File menu, click Quit to exit from the SASI software.
2
Starting and Logging In
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Setting Up and Changing Passwords
A SASI software Security Officer assigns your initial system password. You
can change your password at any time from the Welcome window or from
the lockout screen used to hide the SASI software desktop.
Changing Your Password
1. Double-click the SASI software icon. The Welcome window displays.
2. In the User ID field, type your SASI user ID.
3. In the Password field, type your SASI password. For security reasons,
asterisks display instead of your password.
4. Click Change Password. The User Password window displays.
5. In the Enter your new password field, type a new password.
6. In the Enter your new password again field, retype your new password.
7. Click Change to record your password and return to the Welcome
window.
8. Click Login to log in using your new password. You also can click Exit
to save your password and quit the program.
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Setting Up and Changing Passwords
3
Touring the Desktop
The SASI software desktop is your working environment. The desktop
consists of four main components:
z
Menu Bar
z
Toolbar
z
Workspace
z
Message Center
Toolbar
Vertical bar with docking
bays for atom aliases.
Workspace
The largest part of the Desktop, and the area
where you work with applications and data.
4
Touring the Desktop
Menu Bar
Horizontal bar displaying File, Edit, Windows,
Data and Help menus, plus any Application menu
associated with the current atom.
Message Center
Horizontal bar with message bays for
information about fields and functions.
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Workspace Items
z
SASI Modules Globe
z
Folders
z
Atoms
z
In Folder
z
System Folder
z
Eraser
Folders
Storage areas for atoms
and other folders.
In Folder
Receives atoms from other
users over the network.
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Atoms
Basic components of the SASI
software, atoms run applications
and display data.
System Filter Folder
Contains active filter atoms.
SASI Modules Globe
Contains the folders and
application atoms set up by
the System Administrator.
Eraser
Removes folders, atoms, and
atom aliases from the Desktop.
Workspace Items
5
Toolbar
The Toolbar displays on the left side of the desktop. It provides a place to
store aliases for atoms that you use frequently so that the atoms are easy
to find and readily accessible. An alias represents an atom that is stored
elsewhere on the desktop. You can click an alias in the toolbar to open the
atom and use it.
6
Toolbar
z
Create multiple toolbars with different atoms for different tasks.
z
Create multiple aliases for one atom and store in different toolbars.
z
Create an alias for any SASI software atom (system-supplied or usercreated).
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Creating a Toolbar
1. From the Toolbar Selection Box, select the New Toolbar option. The
system displays a window for naming the new toolbar.
2. In the Enter New Toolbar Name field, type a name for the new toolbar.
3. Click OK to create and save the new toolbar. The new toolbar displays
with empty areas.
4. Open the folder that contains the atom that you want to add to the
toolbar.
5. Click the atom, then drag and drop it into any empty bay on the toolbar.
This step creates an atom alias in the toolbar while the original atom
remains in the same location. The system displays the same icon for
the atom alias that is used by the original atom.
6. Repeat steps 4 and 5 until you have aliases for all the atoms that you
want. The toolbar is saved automatically.
Displaying a Toolbar
From the Toolbar Selection Box, select a toolbar. You also can use the
Forward/Back arrows to cycle through a list of available toolbars.
Opening Atoms with an Alias
1. Display the toolbar that contains the atom alias that you want.
2. Click the atom alias on the toolbar to open the atom. You can work with
pages and data in the atom as you normally would.
Renaming Toolbars
1. Display the toolbar that you want.
2. From the Toolbar Selection Box, select the Rename Toolbar option.
The system displays a window for renaming the toolbar.
3. Type a new name for the new toolbar.
4. Click OK to save the new toolbar name.
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Toolbar
7
Removing Aliases from a Toolbar
1. Display the toolbar that you want.
2. Hold down the Option key (Macintosh) or the Alt key (Windows) and
click the alias that you want to remove, then drag and drop it over the
Eraser icon in the lower right corner of the workspace. The Eraser
moves back and forth as chalk dust displays, and the system places
the removed atom alias in the Eraser folder.
3. From the File menu, select the Empty Eraser option to remove the
atom alias and all other erased contents from the system permanently.
Emptying Toolbars
1. Display the toolbar that you want to empty.
2. From the Toolbar Selection Box, select the Empty Toolbar option. The
system removes all aliases from the toolbar but retains the name of the
toolbar. You can add new aliases to the toolbar at this point.
Deleting Toolbars
1. Display the toolbar that you want to delete.
2. From the Toolbar Selection Box, select the Delete Toolbar option. The
system removes the toolbar contents and name so that they are no
longer accessible.
Toolbar Exercise
1. Create a new toolbar named ‘Student.’
2. Open the SASI Modules Globe.
3. Open the Student Info folder.
4. Create atom aliases in the new toolbar for these atoms:
z
z
z
Enrollment atom
Student atom
Parent Guardian atom
5. Open the Health/Emergency folder.
6. Create atom aliases in the new toolbar for these atoms:
z
z
8
Toolbar
Emergency atom
Health atom
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7. Remove the Enrollment atom alias from the toolbar.
8. Display another toolbar.
9. Display the toolbar named ‘Student.’
10. Open the Student atom from the toolbar.
11. Close the Student atom using the close box in the title bar.
12. Empty the toolbar named ‘Student.’
13. Delete the toolbar named ‘Student.’
14. Close all remaining open folder windows at once.
Message Center
The Message Center is located at the base of the SASI software desktop.
It contains four information bays, two on either side of the XP icon. A Mini
Pic box that displays photos is located next to the XP icon.
Screen Area
Description
Top Left Information
Menu
Displays a description of any desktop
component or field where the mouse pointer
is currently pointing. As you move the mouse
pointer around the desktop, the displayed
information changes.
Lower Left Information
Menu
Displays the customer identification assigned
to you. When you use functions that take
time, such as queries or reports, the lower left
bay displays a progress bar that indicates
how much of the function is complete. The
progress bar or an error message temporarily
covers the customer identification
information. This bay also displays any error
messages generated when you enter data or
perform a function.
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Message Center
9
Screen Area
Description
Right Information Menu
Provides a Personal Data Center designed to
display supplemental data as you work in
atom screens that do not contain fields for
that data. You can select up to four data fields
to be used (two in each bay). For example,
as you are working in the Health atom, you
might display birth date and teacher from the
Student atom. As you’re working in the
Attendance atom, you might display Enter
Date from the Enrollment atom.
Status Bar
Spans the top of the Message Center and
displays:
z
Name of the school
z
Number of the school
z
School year currently selected
z
The current NCS ABACUSxpTM data set
z
User ID used for log in
z
Current date
The bar indicates if the user is a Security
Officer.
Double-click the status bar to display the
Change School/Year window.
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Message Center
Mini Pic
Displays an individual’s photo (if available)
when the record for a student, teacher, or
staff member is active. Double-click the photo
to display a larger photo for use with screens
that don’t display photos.
XP Icon
Displays the version of the software in the top
left information bay when you position the
cursor on the logo.
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Icons in the Status Bar
Table 1:
Finder Icon (Macintosh only). Click this
icon to temporarily drop to the Macintosh
Finder to work with other programs
without exiting the SASI software (open
screens remain open and on display). To
return to the SASI software, click again
on the Finder icon.
Data Lock Icon. Click this icon to put all
data fields in view-only mode so that data
cannot be entered or accidentally
changed. To unlock data, click this icon
again, enter your password in the dialog
box provided, and click OK.
Screen Lock Icon. Click this icon to hide
the SASI software desktop behind a
lockout screen so that data cannot be
viewed. To unlock the screen, enter your
password in the field provided and click
OK. To quit the application, click Exit.
Filter Atom Icon. This icon displays only
if a Filter atom is contained in the System
Filter folder and thus active. It serves as
a reminder that a filter is active. You can
click this icon as a shortcut to opening
the System Filter folder.
Personal Data Center
The two bays on the right side of the Message Center provide you with a
Personal Data Center. The Personal Data Center enables you to display
supplemental data (from the Student file only) as you work in atom forms
that do not contain fields for that data. Each data bay hold two fields so
you can display up to four fields in the Personal Data Center.
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Personal Data Center
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SASI Software Considerations
z
As you display different records within an atom, data in the information
bays displays for the currently selected record.
z
As you open different atoms, the fields used in the information bays
remain the same. You can select new fields at any time.
z
Data does not display in information bay fields if there is no link
between these fields and the current form. For example, Parent/
Guardian data does not display if you are working in the Teacher form.
Selecting Fields for Information Menus
1. Open the Student atom.
2. Click and hold any available data field even if it is blank. A dotted line
displays around the selected field.
3. Drag the dotted outline over one of the Personal Data Center fields
and drop it there. The system activates the selected field within the
Personal Data Center.
Replacing Fields in Information Menus
1. Open the Student atom.
2. Click and hold any available data field in the form even if it is blank. A
dotted line displays around the selected field.
3. Drag the dotted outline over a Personal Data Center field that already
contains an active form field and drop it there. The system activates
the newly selected data form field in the Personal Data Center.
Removing Fields from Information Menus
Hold down the Option key (Macintosh), the Alt key (Windows), or the right
mouse button (Windows) then click each field you want to remove. The
system removes the field from the Personal Data Center.
12
Personal Data Center
Copyright © 2006 Pearson School Systems
Drag-and-Drop Capabilities
The drag-and-drop capability gives you added speed and flexibility in
working with folders, atoms, screens, and fields. You can move objects
around the desktop and access data with a click of the mouse button.
Examples of what you can do include:
z
Drag and drop folders and atoms to reposition them on the desktop.
z
Drag and drop a student record field from one screen onto another
screen.
z
Drag and drop a student record field from one screen onto any
student-related atom to open that atom and display the student’s
record.
z
Drag and drop fields from a record or list to create a data atom for that
record or list. You can then double-click that atom to instantly access
the record or list.
z
Drag and drop an atom into a toolbar bay to create an alias for that
atom. Click the alias to open the atom.
Using the Drag-and-Drop Technique
1. Click any object on the desktop (field, student photo, atom, folder) until
an outline displays around it, then hold down the mouse button while
dragging the mouse across the desktop.
2. Release the mouse button to drop the object onto the desktop, into an
open or closed folder, or onto an atom icon or an open atom screen.
When an object is over an atom, brackets display. When an object is
over a closed folder, directional arrows display.
Copyright © 2006 Pearson School Systems
Drag-and-Drop Capabilities
13
Folders
Folders store atoms. They are represented on the desktop by briefcase
icons. You can arrange folders any way you want on the desktop. You can
also create your own folders to store and organize user-generated atoms
or atom aliases.
Opening a Folder
Double-click a briefcase icon to open a folder. You can open as many
folders as you want simultaneously. These folders remain open in the
background as you work with other SASI software items and functions.
Activating an Open Folder
Click anywhere in the folder screen. Black lines display around the folder’s
title bar to indicate the folder is active, and the folder displays in the
foreground of the desktop.
OR
Display the Windows menu from the desktop menu bar. This menu
includes all open folders and atoms. Select a folder from the menu.
Repositioning an Open Folder in the Workspace
1. Click and hold the mouse button anywhere on the folder’s title bar. An
outline displays around the folder window indicating that the folder is
mobile.
2. Drag and drop the folder to a new position in the workspace.
Viewing Items in Folders by Name or Icon
From the File menu on the desktop menu bar, select the View by Name
option to display folders by their names.
OR
From the File menu on the desktop menu bar, select the View by Icon
option to display folders with their icons.
14
Folders
Copyright © 2006 Pearson School Systems
Viewing Atoms Beyond a Window Edge
Use the horizontal and vertical scroll bars that display on an open folder
window when the open folder contains atoms (or other folders) that are not
immediately visible.
Copying Atoms from a Folder
1. Double-click any folder.
2. Hold down the Option key (Macintosh) or the Alt key (Windows), then
drag and drop any atom within that folder into the Workspace.
Resizing Folders
1. Click Resize in the lower right corner of an open folder. An outline
displays around the folder indicating it is mobile.
2. Use the mouse to drag the lower right corner of the outline to the left or
right, or upward or downward, depending on what size and shape you
want the window to be.
3. Release the mouse button when the window is the size that you want.
Closing Folders
Click anywhere in an open folder to make it the active folder and bring it to
the foreground of the desktop. You can then:
z
Use the Close button in the left corner of the title bar (Macintosh).
z
Double-click the Control-menu box in the left corner of the title bar
(Windows).
Closing All Open Folders
Depending on your system, you can close all folders at once.
z
Hold down the Option key and click the Close button of the active folder
at the foreground of the desktop (Macintosh).
z
Hold down the Alt key and double-click the Control-menu box in the left
corner of the title bar (Windows).
Copyright © 2006 Pearson School Systems
Folders
15
Creating Folders
Create an unlimited number of folders in the SASI software. You can use
folders for many purposes, such as storing different types of atoms (data,
report, query, or filter atoms). Also, you can move folders that you create
within the workspace and you can copy atoms into them.
Creating New Folders
1. From the File menu, select the New Folder option. The system
displays the screen for creating folders.
2. In the top field of the screen, select a folder storage area from the list.
3. In the Save as field, enter a name for the new folder.
4. Click Save to create and save the new folder (or click Cancel to
discard the folder). A briefcase icon for your new folder displays in the
selected storage area.
5. Click the new folder. From the File menu, select Info. From this option,
you can enter a folder description, assign a Hot Key, or lock the folder.
Adding or Copying Atoms to Open Folders
Click the atom that you want to add to the open folder, then drag-and-drop
it into the folder.
If you want to add a copy of an atom to the open folder, hold down the
Option key (Macintosh) or the Alt key (Windows), then click the atom, and
drag and drop it into the open folder. The original atom remains unaffected
while a copy is stored in your folder.
Adding Atoms into Closed Folders
1. Click the atom that you want to add to the closed folder, then drag it
over the folder icon until the folder icon is highlighted.
2. Drop the atom onto the folder when four arrows point to the folder’s
center to indicate that the item is positioned correctly over the folder.
16
Creating Folders
Copyright © 2006 Pearson School Systems
Erasing Folders
1. Click and hold the folder that you want to delete.
2. Drag and drop the folder over the Eraser icon in the lower right corner
of the workspace. The Eraser moves back and forth as chalk dust
displays, and the system places the selected folder in the Eraser
folder.
z
To restore an erased folder, double-click the Eraser folder. From the
Eraser folder, select the folder to restore, then drag and drop it back
into the workspace. (Any items that you leave in the Eraser folder
remain there until you permanently delete them.)
z
To delete the erased folder permanently, select Clean Eraser from the
File menu. The system permanently deletes all items in the Eraser
folder.
Folder Exercise
1. Create a new folder and name it ‘Enrollment.’
2. Open the SASI Modules Globe.
3. Open the Student Info folder, then copy the Enrollment atom and the
Student atom into the Enrollment folder.
4. Open the Enrollment folder.
5. Copy the Parent Guardian atom from the Student Info folder into the
Enrollment folder.
6. Reposition the Enrollment folder window to the center of the
workspace.
7. Resize the Enrollment folder window to accommodate the three atoms.
8. Close both open folders at once.
9. Erase the Enrollment folder.
10. Clean the Eraser on the desktop.
Copyright © 2006 Pearson School Systems
Creating Folders
17
Menu Bar
The menu bar displays File, Edit, Windows, and Data menus with options
for use in within the system. It also displays menus for each active
application atom.
You can use most options on the File and Windows menus with all folders
and atoms. You can also use options on the Edit and Data menus with all
atoms. Use of options on menus that display when an atom is active is
limited to the active atom.
Working with Menus
When you click any SASI software menu, one or more menu options
display below the menu. Active menu options display in black. Inactive
options are dimmed, indicating these options are unavailable.
You must open an atom to display the menu and menu options that apply
specifically to that atom.
Selecting Options from SASI Software Menus
Click a folder or atom (to highlight it) so that you can use menu options
that apply to folders and atoms. When you select a menu option for a
folder or atom, the option applies only to those folders or atoms that you
highlighted.
z
Macintosh: Click the menu name in the menu bar and continue to hold
the mouse button to display the menu option. Use the mouse to
highlight the option that you want, then release the mouse to select the
option.
z
Windows: Click the menu name in the menu bar. The menu options
display until you click an option on the menu.
Use SASI software Hot Keys to select some menu options. Hot keys
display to right of the menu option name on the menu. Hot keys are letters
preceded by the command symbol a (Macintosh) or by Ctrl + (Windows).
Hold down the Command key or Control key while pressing the letter
assignment to select the menu option.
18
Menu Bar
Copyright © 2006 Pearson School Systems
File Menu Options
T
Option
Description
New Folder
Ctrl+N or aN
Enables you to create folders. Contains a
Save As field for naming new folders and
enables you to specify where a folder should
be stored.
Open
Ctrl+O or aO
Opens a selected folder or atom. Click a
closed folder or atom icon to select it. You
also can open folders and atoms by doubleclicking them.
Close
Ctrl+W or aW
Closes a selected folder or atom. Click a
closed folder or atom icon to select it.
View by Name
OR
View By Icon
Enables you to view atoms in an open folder
by name in alphabetical order. If the atoms in
a folder are already displayed by name, this
option is called View by Icon.
Atom / Form Info
Ctrl+I or aI
Displays a window with information about the
selected folder or atom. If an atom is open,
this option is entitled Form Info.
Duplicate
Ctrl+D or aD
Copies an atom so that it can be stored in
more than one location on the desktop. To
copy an atom, first click it to select it. From
the File menu, select Duplicate Atom. You
can also hold down the Option key –
Macintosh, or the Alt key – Windows, click
the atom, then drag the outline that displays
to the workspace. Data changes performed
after opening any copy of the atom get
reflected in all atom copies.
Install Atom
Installs an atom from the network on your
SASI software desktop.
Save Desktop
Ctrl+S or aS
Saves the desktop in its current arrangement.
If any atoms are open, this option is called
Save Data. You can also use this option to
save data on the currently selected form.
Copyright © 2006 Pearson School Systems
Menu Bar
19
Option
Description
Find Atom
Locates a folder or atom. Use the lists to
select entries for the first two fields (defaults
are name and starts with, respectively) and
type data in the third field. Your search
criteria to locate the Emergency atom might
read name starts with emergency. Click Find.
The system highlights the atom that matches
your criteria. The system might open a folder
to locate the atom. You can search on partial
words in the third field – stu for student.
Find Atom Again
Finds the next atom or folder that matches
your Find Atom search criteria. You might get
a copy of the atom or a different atom that
begins with the same letters.
Page Setup
Displays window with setup options for
printing atoms and reports. Settings include
paper size and page orientation.
Print
Ctrl+P or aP
Prints an open screen on the desktop. If
multiple items are open, the active item (in
the foreground) prints.
Clean Eraser on
Desktop
Permanently deletes all contents – atoms
and folders – in the Eraser.
Quit
Ctrl+Q or aQ
Enables you to exit from the SASI software
and return to the Macintosh desktop or to
Windows. The system saves the current
desktop arrangement and closes any open
atoms.
Edit Menu Functions
Function
Undo
Ctrl+Z or aZ
20
Menu Bar
Description
Undoes the entry you just typed. With the
cursor still positioned in the same field, select
Undo. The text is removed and the previous
entry is restored.
Copyright © 2006 Pearson School Systems
Function
Description
Cut
Ctrl+X or aX
Copies and removes the data from a field.
Highlight the field contents, then select Cut.
You can use the Paste function immediately
to put the cut contents into a different field on
any form.
Copy
Ctrl+C or aC
Copies data in a field. Highlight the field
contents, then select Copy. You can use the
Paste function immediately to put the copied
contents into a different field on any form.
Paste
Ctrl+V or aV
Puts cut and copied data into a field. Click the
field in which you want to put the cut or
copied data, then select Paste.
Clear
Removes data from a field. Highlight the field
contents then select Clear.
Select All
Selects all closed folders and all atoms in
open folders. You can move them all, erase
them all, or select the same option for them
all, such as Open or Atom Info. Click once
anywhere on the desktop to deselect all
items.
Windows Menu Functions
Function
Description
Arrange Windows
Arranges all open forms in an overlapped
cascading pattern so that the Title Bar of
each one is visible. Most forms cascade from
the upper left corner of the workspace. The
forms display in the order in which you
opened them with the most recently opened
form visible at the front.
Names of Open
Folders and Atoms
Displays the names of all open folders and
atoms. This function makes it easy to find
forms hidden behind other forms. Select an
item from this list to display it on top.
Copyright © 2006 Pearson School Systems
Menu Bar
21
Data Menu Functions
Function
22
Menu Bar
Description
Find
Ctrl+F or aF
Clears all form fields and enables you to
search the active form according to criteria
you specify in any field.
Add
Ctrl+A or aA
Clears the displayed form and enables you
add a new record to a file.
Delete
Permanently removes a selected record from
the system file.
Inactivate
Inactivates a selected record, but maintains it
in the file.
Next
Ctrl+] or a]
Advances to the next available record, like
the Forward arrow.
Previous
Ctrl+[ or a[
Returns to the previous record, like the
Backward arrow.
Sort List
Enables you to organize a matrix list
according to the values in one or more matrix
columns. Click a column heading, then select
this option to sort by the selected column.
Reset Columns Width
Resets all matrix widths to their original size.
Export List
Exports matrix data to a file in a format
compatible for use with other applications,
such as spreadsheets or word processing
applications.
Graph
Displays matrix data in various graph
formats. Select one column or hold down the
Shift key and click the heading for each
column you want to include in the graph.
Copyright © 2006 Pearson School Systems
Function
Description
Show Item Boxes
Displays gray outlines around all editable
fields in the selected screens. This function
makes it easier to see where each field
begins and ends. The name of the function
changes to Hide Item Boxes after item boxes
display. Item Boxes display for all forms if this
option is selected in your User record.
Show Control Buttons
Displays three buttons at the bottom of all
data forms. On the left and right are larger
versions of the Forward/Backward Arrows
found at the top of forms. In the center is a
magnifying glass that quickly activates the
Find mode.
Atom Menu Options
Atom menus list the functions and reports available for specific atoms.
These atom-specific menus display in the menu bar when an atom is
opened and change as you open different atoms.
Help Menu Options
Option
Description
SASI software Help
Opens the SASI software help system.
Online Documentation
Opens the Adobe Reader and the SASI
software Online Training Guides. See
Navigating in Adobe Reader.
Atoms
The SASI software contains two atom types:
z
z
Program-generated atoms
User-generated atoms
Copyright © 2006 Pearson School Systems
Atoms
23
Program-Generated Atoms
Program-generated atoms open SASI software that display data forms for
viewing records. Many of these atoms activate their own atom-specific
application menu on the desktop menu bar. Program-generated atoms
typically remain grouped in folders by related function. The system
identifies these atoms as Action atoms in the Message Center.
User-Generated Atoms
Atoms that you create from application or that are program-generated
atoms use the same icon as the originating atom. However, these atoms
display a special symbol in the upper left corner to help you identify them
as user-generated.
Table 2:
Data atoms enable you to save single or multiple
records in separate atoms. You can open these
atoms to quickly access records. The symbol for
a data atom is an orange data form.
Query atoms enable you to save the results of
query statements for repeated use. The symbol
for a Query atom is a yellow question mark.
Filter atoms enable you to save query
statements as filters for screening data so that
only certain records are available when you print
reports or perform a Find. The symbol for a Filter
atom is a green funnel.
Report atoms are used to save custom reports
for repeated use. The symbol for a Report atom
is a pink page emerging from a printer.
24
Atoms
Copyright © 2006 Pearson School Systems
Opening an Application Atom from the Workspace
Double-click the atom. You also can click the atom to highlight it, then go to
the File menu and select the Open option.
Opening Atoms with an Alias
1. Find the toolbar that contains the atom alias for the atom that you want
to open.
2. Click the atom alias to launch and use the atom as usual. You can
open additional atoms without closing any open atoms.
Activating Open Atoms
Click anywhere in the atom form. Black lines display around the atom
window’s title bar to indicate the atom is active, and the atom displays in
the foreground of the desktop.
OR
Display the Windows menu from the desktop menu bar. This menu
includes all open atoms and folders. Select an atom from the menu.
Closing Atoms
Click anywhere in an open form to make it the active form in the
foreground of the desktop. You can then:
z
Click Close on the atom form.
z
From the File menu, select the Close option.
z
Use the Close button in the left corner of the title bar (Macintosh).
z
Double-click the Control-menu box in the left corner of the title bar
(Windows).
Closing All Open Atoms
Click in any open screen to make it active in the foreground of the desktop.
Close all open atoms simultaneously using one of these steps:
z
Hold down the Option key and click the Close button of the active
folder at the foreground of the desktop (Macintosh).
z
Hold down the Alt key and double-click the Control-menu box in the left
corner of the title bar (Windows).
Copyright © 2006 Pearson School Systems
Atoms
25
Screen Elements
Forward/Back
Arrows
Pop-up Lists/
Down Arrow
Title Bar
Close Button
Data Fields
Tabs
Item Box
Photo
Box
Close and Find
Buttons
Control Buttons
Atom Screen Elements
Element
Close Button
26
Screen Elements
Description
Closes an atom screen with one click.
Copyright © 2006 Pearson School Systems
Element
Description
Control Buttons
Optional buttons that display at the bottom of forms. The left and
right control buttons are larger versions of the forward/ backward
arrows at the top of data forms. The center button is a magnifying
glass that activates the Find mode. From the Data menu, select
Show Control Buttons to display the buttons in an individual form.
Data Fields
Display data in atom screens. As you move the mouse pointer over
data fields, each field’s label displays in the top left bar of the
Message Center along with the number and type of characters
(alpha or numeric) the field accepts.
Down Arrow
Displays in fields that contain pop-up lists of predefined field values.
Find Button
Starts the Find function, which enables you to display one or more
records that match criteria you define.
Forward and Back
Arrows
Enable you to advance forward or backward through individual
records displayed in a screen. Forward and backward arrows are
located next to the first data field heading.
Item Boxes
Optional gray boxes that outline all data fields in a screen to make it
easier to see where each field begins and ends. From the Data
menu, select Display Item Boxes to display boxes in individual
screens.
Link Arrows
Small arrows in atom screens that provide links to other atoms. In
some cases, arrows point to fields where data came from another
atom. Click a link arrow to launch the second atom. When you close
the second atom, you return to the original screen.
Page Selection Box and
Up and Down Arrows
Enable you to access additional pages in atoms. Click the page box
to display a pop-up list of available pages, then use the mouse to
select a page. Click the arrows in the box to the left to select pages
sequentially. Dark arrows indicate whether pages are available
before or after the one currently displayed.
Tabs
An alternative to Page Box and Up and Down Arrows for accessing
additional pages in atoms. A tab indicates the name of the page that
displays when you click the tab.
Photo Box
Displays a photo in the Student, Teacher, and Staff screens when
one is available for the current record.
Copyright © 2006 Pearson School Systems
Atom Screen Elements
27
Element
Pop-up Lists
Description
Contain program-defined values or school-defined values for an
atom field. To select a pop-up list item, you can:
z
Click the field to display the list and continue to hold the mouse
button while selecting the item you want.
z
Click the field to display the list, then release the mouse. Use
the mouse to click the item on the list that you want.
z
Click the field to display the list, then release the mouse. Use
the up and down arrow keys to highlight the item in the list that
you want, then press Enter.
Program-defined Values
Hard-coded values delivered with the system that cannot be
changed. Examples include the values for UnL – Unlisted Phone
Number, and Ctz – Citizenship in the Student atom. See Defining
and Using Student Demographics.
Save and Undo Buttons
Replace the Find button when you change or enter data in a screen.
Select Save to save new entries or select Undo to restore
previously saved data.
School-defined Values
Can be customized according to the needs of your school. Values
that need only a simple description, such as ethnic codes or English
proficiency codes, are set in the Tables atom. Values requiring more
data, such as the discipline codes, are defined in unique Definition
atoms.
Scroll Bars
Enable you to view data beyond the edge of the display area.
Title Bar
Displays at the top of open atom window with the atom name and
the name of any record displayed. You can click the title bar to drag
the screen to a new position in the workspace. You can also close
an atom from here.
28
Atom Screen Elements
z
Click the Close box – Macintosh).
z
Double-click the Control-menu box – Windows.
z
Click the X – Windows 95.
Copyright © 2006 Pearson School Systems
Displaying Records in a Screen
Display the data screen that you want, then use one of these methods:
z
Click the Forward/Backward arrows at the top of the screen to move
sequentially among records.
z
From the Data menu, select the Next or Previous option. You also can
use the menu option hot keys.
z
Use the Find function accessed from the Data menu or by clicking the
magnifying glass icon at the bottom of the screen.
Finding One Record
1. Display the screen in which you want to locate a record.
2. From the Data menu, select the Find option. You also can click the
magnifying glass icon in the data form. The system clears all data form
fields.
3. Enter search criteria in any available fields.
z
Specific Values: You can use specific values such as last name or
student ID to find records. The system displays the first record that
matches your specified criteria.
z
Partial Values: You can enter only part of a value such as the first
three letters of a last name. The system displays the first record
that matches your specified criteria. (Use the Forward arrow to
advance to subsequent records that match the partial value that
you specified.)
4. Click Find (or press the Return or Enter key) to display records that
match your criteria.
Data Functions
Data menu functions are used to add, modify, or delete field information on
atom screens. Most SASI software atoms use the same procedures for
these common functions. Links to the Data Functions section display
throughout this document.
Adding New Records
1. Open the appropriate atom.
2. Find the student’s record.
Copyright © 2006 Pearson School Systems
Atom Screen Elements
29
3. From the Data menu, select Add atom function. For example, from the
Data menu in the Classes atom, select Add Classes.
4. Click any field or use the Tab key to advance to a field.
5. Enter data in the field.
z
In a blank field, begin typing.
z
Highlight existing data, then begin typing to replace it.
z
In a field with a pop-up list, click the arrow to display the list. Use
the mouse to select a value from the list.
6. Click to select a check box to activate an option or click again to clear
the checkbox.
7. Tab to another field or click in another field, and perform data entry.
8. Click Save to save the data you entered in the form or click Undo to
restore any data that was saved previously in the record.
9. Click Close.
Modifying Existing Records
1. Open the appropriate atom.
2. Find the student’s record.
3. Select the screen, tab, or page you want to modify.
4. Click on the fields and make changes by entering new data or making
a new selection from a list.
5. Click Save or Undo to close the record without saving changes.
6. Click Close.
Deleting Records
1. Open the appropriate atom.
2. Find the student’s record
3. Click on the Ln field of the record you want to delete.
4. From the Data menu, select the Delete atom function. For example,
from the Data menu in the Classes atom, select Delete Classes.
5. Click Save or Undo to close the record without saving changes.
6. Click Close.
30
Atom Screen Elements
Copyright © 2006 Pearson School Systems
Running Reports
Many menus within atoms of the SASI software contain options to create
reports. Reports vary among atoms, and the atom from which you run a
report determines what kind of information can display in the report.
Typically, you define parameters like student grade and gender or effective
dates for the report. The system produces generic reports and enables
you to create customized reports that you can save and reuse.
You can preview reports, print reports immediately, or send reports to the
Job Queue. Your workstation must be set up for print previews so that you
can display reports instead of printing them. If your workstation is attached
to a printer, directly or through a network, you can print reports any time.
If you do not want to tie up your workstation while a report prints, you can
send the report to the Job Queue where reports print in the order in which
they are received or at a time you specify when you send the report.
Generic versus Custom Reports
The system displays the Report Interface when you select any report from
an application menu. From this screen, you can choose to run generic
reports—default system reports—or you can customize reports by defining
report parameters.
z
To run a generic report, define certain parameters on a one-time basis
and leave most of the report unchanged. Parameters enable you to
specify the range of records to include in a report. Not all reports
include parameter fields that you can define.
z
To create a customized version of a generic report, enter a report
subtitle, define parameters, and modify the sort order. You can save
custom reports, which are saved in their own report atoms and added
to the available report group with other custom and existing generic
reports. Generic reports remain unchanged when you create custom
reports. You can access custom reports from the Report atom or from
the Report Interface. The custom feature is not available for all reports.
Guidelines for Using Sort Fields
When you display the custom section of the Report Interface, some report
sort fields can:
Copyright © 2006 Pearson School Systems
Running Reports
31
z
Display blank.
z
Contain mandatory sort values that display in bold type.
z
Contain default sort values.
Sort field values define the basic organization of a report. You can modify
the report organization by:
z
Selecting sort values in addition to these values.
z
Moving mandatory or default values to different fields.
z
Replacing default values.
z
Deleting default values. (You cannot delete mandatory sort values.)
You also can select either ascending or descending order for any sort field,
or decide whether a page break should occur after each group defined by
a mandatory sort field.
Report Interface
The Report Interface displays anytime you select a print report option from
the application menu. This screen consists of two sections:
z
Print Section – for running generic system reports
z
Custom Section – for creating customized reports
The Print Section of the Report Interface always displays. From here, you
can select a report type from the list, define parameters, specify page
setup, choose to print, and access the customization section of the screen.
32
Report Interface
Copyright © 2006 Pearson School Systems
The Custom Section of the screen displays only if you choose the Custom
button. From the custom fields, you can select values by which to sort the
report, and specify sort orders for the fields.
Many SASI software reports have eliminated the Custom button on the
Report Interface. These reports display with tabs for the Print, Custom,
and other groups of user selections for printing reports.
Report Interface Fields
Field Name
Description
Report Title Field
Displays in the upper-left corner of the screen
with the report title above it. The pop-up list
displays the system’s generic report and any
saved custom reports. A lower case ’us’ for
user displays next to custom report titles. The
pop-up list contains the Generic Report,
which cannot be changed.
Report ID
Displays the report ID assigned by the SASI
software. Report IDs provide a short and
quick reference to a report. In some cases, a
report’s SASI software ID may be the same
as its SASI III name. The ID for the generic
version of a report cannot be changed.
Orientation Indicator
Indicates whether the default page
orientation for a report is portrait (vertical) or
landscape (horizontal). Click Setup to change
page orientation.
Copyright © 2006 Pearson School Systems
Report Interface
33
Field Name
Description
Cover Page
Enables you to specify whether to include a
cover page with a report, when selected.
Draft Print
Enables you to select draft print mode for dotmatrix printers. This is generally used to print
on 11 x 14 paper. When you select draft print
mode, you must also select the paper size in
the Setup window (Macintosh) or the Control
Panel-Printers (Windows). This prints the
reports in the resident font for the printer,
usually Courier 12pt. This font is much larger
than the font used when Draft Print is not
selected. Therefore, if you attempt to print in
draft mode on 8 1/2 x 11 paper, some
columns may be truncated.
Print Preview
Displays the report instead of printing it,
when selected. To view the report, click
Preview.
On a tabbed report interface, select the
Custom tab and then select the Screen
option button.
Report Parameter Fields Enables you to specify the range of records
to include in a report, for example, grade
range, gender, and date range. You can
specify beginning and ending parameters to
limit data included in a report. Otherwise,
most reports will include all data. You can
limit data included in a report even further by
specifying beginning data only. The program
only includes data that matches the
beginning parameters. Field options vary by
report.
Setup Button
34
Report Interface
Displays a screen with print setup options.
Copyright © 2006 Pearson School Systems
Field Name
Description
Custom Button
Displays the custom section of the Report
Interface. From here, you can enter a subtitle
for a report, select sort fields, or enter a
Query statement. When the custom section is
displayed, the Custom button is replaced with
the Generic button. Click this button to clear
the custom section from the screen.
Save Button
Saves your custom reports. The system
stores custom reports in report atoms.
Close Button
Closes the Report Interface. Keep in mind
that simply closing the Report Interface does
not save any data. To save changes, you
need to use Save.
Queue Button
Sends the print job to the Job Queue. The
report is printed by the Job Queue Server so
that your workstation does not become tied
up while the printing occurs. You can also
specify that printing occur at some time in the
future.
Print Button
Prints one or more hard copies of a report.
Click Print to display the Print Control screen.
From this screen, you can select the range of
pages to print and other settings used by
your printer.
Copyright © 2006 Pearson School Systems
Report Interface
35
Custom Reports
You can display the Custom Section of the Report Interface by clicking
Custom. The Custom Section consists of Sort fields that specify how to
organize data in a report. Some fields may contain required sort values
while others are blank. Values can be selected in multiple fields for a multilevel sort. Sort fields work in conjunction with parameter fields to produce
the range of data specified in the designated order.
Custom Report Fields
Field Name
Custom Report Subtitle
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Custom Reports
Description
Enables you to enter a subtitle for a custom
report. When you print the report, the subtitle
displays below the generic report title. Use
the subtitle to indicate what is unique about
the customized version of the report. If you
save the custom report, the Report Interface
displays the custom report in the pop-up list
the next time you access the report.
Copyright © 2006 Pearson School Systems
Field Name
Description
Custom ID
Enables you to enter your own ID for a
custom report. Use this to run a report from
the Atom Navigation atom. To indicate which
generic report a custom report was derived
from, you might want to base the custom ID
on the generic ID. For example, if the generic
ID is MST03, you could use MST03-A as the
custom ID.
Sort Fields
Organizes data in a report. Reports can be
sorted on up to six fields. Use the first Sort
field first, the second Sort field second, and
so on. For example, if you select Grade in the
first sort field in a student report, student
records are organized first by grade levels. If
you select Gender in the second Sort field,
students records are organized by gender
within each grade level.
A/D Fields
Determines the order in which data is sorted.
Ascending order – from first to last
alphabetically or numerically
Descending order – from last to first
alphabetically or numerically.
There is an A/D field for each Sort field. For
example, if you select Grade in the first sort
field, and you select a descending sort order,
student records are organized from highest to
lowest grade levels.
New Page Fields
Determine whether a page break occurs after
each group of records defined by a
mandatory Sort field. Although there is a New
Page field for each Sort field, page breaks
only occur for mandatory Sort fields. If you
select No, page breaks do not occur.
Query Statement
Enables you to enter a query condition to
define additional parameters in the Report
Interface. For example, if you only want male
students, enter ’Gender = M’. Note the
condition IF is not required. Query
statements are optional.
Copyright © 2006 Pearson School Systems
Custom Reports
37
Printing Generic Reports
1. Open the application atom that contains the report you want to print.
2. From the atom application menu, select a generic report. The system
displays the Report Interface with the name of the Generic Report in
the title field.
3. To limit records in your report, type information into the parameter
fields or select item from the pop-up lists.
4. Click Setup if you want to change page orientation or page size for the
report.
5. Select the Cover Page checkbox if you want to print a report cover
page.
6. Click Print to print the report immediately or click Queue to send the
report into the Job Queue.
7. Click Close to close the Report Interface.
Saving Generic Reports in Report Atoms
1. In the report Interface, click Save. You can do this before or after
printing. The Atom Info screen displays.
2. In the fields of the Atom Info screen, enter unique identifying
information for the report.
3. Select the checkbox next to the Locked field to lock the Report atom.
4. Click OK to save the new report and return to the report interface or
click Close to return to the report interface without saving the report.
Remember that Close does not delete the report atom itself. To
remove the atom from the workspace, you need to drop it on the
Eraser. When you close the Report Interface, you’ll see the new
Report atom in the workspace. This is a duplicate of the atom from
which it originated. A printer symbol displays on report atoms to
identify them.
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Custom Reports
Copyright © 2006 Pearson School Systems
Checking Alignment for Preprinted Forms
When you print reports that use preprinted forms (such as report cards,
scan sheets, and transcript labels), the SASI software gives you a chance
to ensure that the printed report aligns with the form. There are two ways
of aligning reports, depending on whether you are using a dot matrix
printer or a laser printer.
Dot Matrix Printer
1. Select the print option from either the report interface or from a form in
a scanning atom. The first page prints out as a test page. The Check
Printed Form dialog box displays.
2. Go to the printer and make sure the alignment is correct for the form
you are using.
z
If the form is not aligned correctly, adjust it in the printer and click
Reprint in the dialog box to print another test page. Continue
making adjustments and clicking Reprint until the form is aligned
correctly. Then click Continue to print the rest of the job.
z
If the form is aligned correctly, click Continue to print the job.
Laser Printer
To align the ‘slug’ marks on a laser scan form, follow these steps:
Copyright © 2006 Pearson School Systems
Checking Alignment for Preprinted Forms
39
1. From the Attendance Scanning atom, select Print. The Check Printed
Form displays.
2. Place the mouse pointer on the Reprint button and press the Control
key (Windows) or Command key (Apple) at the same time. An
alignment dialog box displays.
"+" values move the printed areas down or to the right
"-" values move it up or to the left
3. Each value "+" or "-", offsets the mark approximately 1/100 of an inch
in the appropriate direction, but different printers can offset the printed
marks in slightly different increments. You can keep entering values in
this window until the “slug” marks are centered exactly in the
appropriate circles, boxes, brackets, or bubbles.
4. Select Continue to finish printing the scanner forms once the marks
are lined up properly. The system remembers these settings and it will
not have to be done again unless a different form is used.
For example: A +10 in the Vertical field and a +30 in the Horizontal
field will change the alignment of the printed marks down and to the
right.
Customizing Reports
You can customize any generic report by modifying parameters, sort order,
or by adding a subtitle. If you want to reuse a customized report version,
save it in a report atom. Any custom report you save is added to the report
group for the generic report. You can then access a custom report from
either the report atom or from the report interface.
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Customizing Reports
Copyright © 2006 Pearson School Systems
Creating Custom Reports
1. From the atom application menu, select the generic report that you
want to modify. The report interface displays.
2. In any parameter field, enter parameters to limit the range of records
included in the report.
3. Click Setup if you want to change page orientation, reduce page size,
or specify other printer settings.
The recommended orientation indicator at the top of the report
interface displays the recommended report orientation.
4. Click the Cover Page check box to print a report cover page.
5. Click Custom to display the custom section of the report interface.
6. In the Subtitle field, type a custom report name.
7. In the Custom ID field, enter an ID for the custom report.
8. In the Sort fields, select sort values for the report.
z
If the field contains a mandatory value that is bold, that value and
any values in the fields that follow shift one field to the right.
z
If the field contains a default value, the value is replaced by the
value you select.
9. In the A/D fields next to the Sort fields, select ascending or descending
sort order.
10. In the New Page fields, select No – no page breaks, or Yes – page
breaks, for mandatory sort fields.
11. In the Query Statement field, type a query statement if you want to use
one in addition to parameters. The system assumes IF in the
statement so you do not have to type it.
12. Click Print to print the report immediately or click Queue to send the
print job to the Job Queue.
13. Click Close to exit without saving the custom report.
If you want to save the custom report, click Save before or after you
print the report. The Atom Info screen displays.
14. Enter information in the available fields—name, short name,
description, hot key—of the Atom Info screen.
15. Select the Locked check box to lock the Report atom in place.
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Customizing Reports
41
16. Click OK to save your data and return to the report interface (or click
Close to return to the report interface without saving data in Atom Info).
Remember that Close does not delete the report atom itself. To
remove the atom from the workspace, you need to drop it on the
Eraser. When you close the report interface, you’ll see the new Report
atom in the workspace. This is a duplicate of the atom from which it
originated. A printer symbol displays on report atoms to identify them.
Printing Existing Custom Reports
1. Double-click the Report atom for a custom report. (You can also go to
the atom application menu and select the generic report, then select
the custom report from the Title field in the report interface.) The report
interface displays.
2. Select parameters in available parameter fields.
3. Click Custom to change sort order. See Creating Custom Reports.
Click Setup to display the Printer screen to change page orientation,
reduce page size, or specify other printer settings.
The recommended orientation indicator at the top of the Report
Interface displays the recommended report orientation.
4. Select the Cover Page check box to print a report cover page.
5. Click Print to print the report immediately or click Queue to send the
print job to the Job Queue.
6. Click Close.
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Customizing Reports
Copyright © 2006 Pearson School Systems
Sending Reports to the Job Queue
The report interface includes a Queue button that enables you to send
print jobs to the Job Queue so that you can continue using the SASI
software without waiting for a report to print. You have several options for
scheduling print jobs to process, for example, during the evening when no
one uses the printer.
Job Queue Option Fields
Field Name
Description
Priority
Urgent
Processes ahead of all other jobs in the
queue.
Normal (Default)
Processes in the order received.
Recurring
Process as a recurring pattern job. This
selected option displays the Pattern Name
field from which you can select or create a
recurring pattern.
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Sending Reports to the Job Queue
43
Field Name
Description
Pattern Name
Recurring pattern for the print job. Select
from a list of existing patterns or create a new
pattern with the Create… item.
Time Delayed
Specifies the date and time that the report is
created and printed.
Notify Me
By mail
Sends a message to your In folder.
By Alert
Displays an alert on the screen with the
status of the printing job.
Job Title
Title of the report being sent to the queue.
School Range
Enables you to queue a report for a range of
schools. The default in both the From and To
fields is the number of the school you are
logged into. To print a range of schools,
select the appropriate school numbers in the
From and To fields.
School Type
Enables you to select one school type to use
for the defined range:
Send to Server
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Sending Reports to the Job Queue
z
All school types
z
Secondary
z
Elementary, no schedules
z
Elementary, with schedules
Enables you to select one of the available job
queue servers from the list of servers defined
in the Tables Definition atom.
Copyright © 2006 Pearson School Systems
Creating Job Queue Patterns
The Job Queue Patterns atom (in the Utilities folder) enables you to create
a recurring pattern to process repeat print jobs.
Job Queue Patterns Screen
The Job Queue Patterns atom enables you to create multiple repeating job
print patterns. The Job Queue Patterns screen displays when you open
the Job Queue Patterns atom. It also displays from the Job Queue
Manager when you select the Recurring print job option and choose to
create a new recurring pattern.
When you access the Job Queue Patterns atom from the Job Queue
Manager, you can only add patterns. To modify or delete job queue
patterns, or perform any other tasks with the atom, you must open the
Job Queue Patterns atom directly.
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Creating Job Queue Patterns
45
Job Queue Patterns Fields
Field Name
Description
Pattern Name
The name of this job queue pattern. When
you save the pattern and select the Recurring
option on the job queue form, the pattern
name displays on the pop-up list of available
pattern names.
Description
The brief description of the job queue pattern.
Daily Repeat Pattern
Daily
Processes the task once each day, or once
per set number of days.
Every __ Day(s)
Processes the task every set number of days.
For example, type a 1 in this field to process
a task every day, or type 3 to process the task
every third day.
Every Weekday
Processes a task daily Monday through
Friday.
Weekly Repeat Pattern
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Job Queue Patterns Screen
Weekly
Processes the task on a particular day each
week, or once per set number of weeks.
Repeat every __
week(s) on __
Processes a task once every set number of
weeks on specified days. For example, you
can choose to generate student report cards
every 9 weeks on Friday.
Copyright © 2006 Pearson School Systems
Field Name
Description
Monthly Repeat Pattern
Monthly
Processes the task on a particular day on a
monthly basis, or once per set number of
months.
Day __ of every
__ month(s)
Processes a task on a specific day every set
number of months. For example, you can
choose to generate progress reports on day
10 of every 2 months.
The __ __ of
every __ month(s)
Processes a task on a specific weekday
every set number of months. For example,
you can choose to generate parent letters on
the 2nd Wednesday of every 2 months.
Range of Repeat
Start
The date the recurring process begins. The
default is the date you create the pattern.
End Date options
No End Date –The system continues to
process the task regularly from the start date
onward.
End After: __
Occurrences – The
system stops processing
the task after a specific
number of occurrences.
End By: __ – Specifies a date after which the
task no longer repeats.
Using the Job Queue Patterns Atom
Use the Job Queue Patterns atom to add, delete, or modify a recurring
pattern, and to change a pattern name or the description of a job queue.
See Data Menu Functions.
Inactivating a Recurring Pattern
If you no longer want the system to process a recurring pattern, but you do
not want to delete it from the job queue permanently, you can inactivate it.
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Job Queue Patterns Screen
47
1. Open the Job Queue Patterns atom.
2. Find a pattern name to inactivate.
3. From the Data menu, select Inactivate Pattern. Brackets enclose the
pattern name at the top of the screen, indicating that the pattern is
inactive.
4. Click Close.
Activating an Inactive Recurring Pattern
This procedure enables you to reactivate an inactive pattern so the system
processes it on a recurring basis.
1. Open the Job Queue Patterns atom.
2. Find the inactive pattern name that you want to activate. Brackets
enclose inactive patterns.
3. From the Data menu, select Activate Pattern. The pattern name
displays without brackets, indicating that the pattern is active.
4. Click Close.
SASI Software Terminology
Term
48
SASI Software Terminology
Definition
Alias
Represent an atom or folder stored in
another part of the desktop, and serves as a
shortcut to opening the atom or folder.
Aliases are docked in toolbars.
Atoms
Basic program component used to run
applications and open data screens.
Application Atoms
Program-generated atoms that open
applications, menus, screens.
Data Atoms
User-generated atoms for saving a record
used extensively. Can be dropped onto other
atoms to open them and automatically
display data on the entity in the Data atom.
Filter Atoms
User-generated atoms for saving data filters.
Copyright © 2006 Pearson School Systems
Term
Definition
Query Atoms
User-generated atoms for saving queries.
Report Atoms
User-generated atoms for saving reports.
Briefcase
Icon that represents a folder.
Desktop
The total SASI software environment,
including the Toolbar, Message Center, Menu
Bar, and Workspace.
Docking
Term used for positioning an atom alias in a
toolbar.
Folders
Briefcase icons that represent storage areas
for atoms and other folders.
Link Arrows
Small arrows in atom screens that provide
links to other atoms.
Menu Bar
Horizontal bar at the top of the desktop
displaying the File, Edit, Windows, Data and
Help (Windows) Menus, and any application
menu associated with the atom currently
active.
Message Center
Horizontal bar at the base of the desktop with
four message areas displaying messages on
fields and functions.
Object
Any item or group of items on the SASI
software desktop that can be moved by
dragging and dropping, such as an atom,
folder, or field within a screen.
Records
Related pieces of information within a data
file. For example, each record in the Student
file represents one student, and each record
in the Health Incident file represents one
incident for an individual student.
Toolbar
Vertical bar on the left side of the desktop
with docking areas for atom aliases.
Workspace
The largest part of the desktop and the area
in which you work with applications and data.
Copyright © 2006 Pearson School Systems
SASI Software Terminology
49
50
SASI Software Terminology
Copyright © 2006 Pearson School Systems
Enrolling Students
Use the Enrollment atom (in the Student Info folder) before entering
student information or using other student-related functions in the SASI
software.
As you enter and save basic data, the SASI software automatically creates
the Student records and Attendance records where you can enter data for
each enrolled student. You can create records in other student-related
atoms as needed.
The Enrollment Validation Definition atom is in the System Setup folder.
This atom enables you to validate student data during the student
enrollment process using validation rules defined by your school or
district.
Using Enrollment Screens
Use the two Enrollment screens to add or modify student data. See Data
Menu Functions.
z
Current Screen
z
History Screen
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Using Enrollment Screens
51
Current Screen
The Current screen enables you to add and inactivate students, and
update enrollment records with the latest changes in a student’s
enrollment status.
Current Fields
This atom contains standard header fields for student information within
your school. The chapter, Standard SASI software Header Fields, defines
header fields for this and other atoms. The standard header fields in this
atom begin with Last Name and end with Student ID.
Field Name
Description
Last Name
Student’s last name.
First Name
Student’s first name.
Middle Name
Student’s middle name.
Gnrtn
Student’s generation code, such as Jr. or Sr.
Grd
Student’s grade.
Gen
Student’s gender.
Trk
Attendance track to which a student is assigned. This field only displays
in schools using a track schedule.
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Using Enrollment Screens
Copyright © 2006 Pearson School Systems
Field Name
Description
Student ID
Student’s ID number.
Enter Date
Most recent date the student enrolled at your school. The system
records any previous enrollment dates in the Enrollment History matrix.
Although you can enter a date prior to the first date in the Attendance
Calendar, Attendance Totals only reflect data entered on or after the first
date in the Calendar.
Enter Code
(ENT table)
Code indicating the circumstances under which a student enrolled at
your school. If the school defined a default code in the School atom, this
displays here automatically when you enroll a student.
Leave Date
The date a student left your school. The system records any previous
leave dates in the Enrollment History matrix. If you enter a future date,
the program does not inactivate the student until that date. The Leave
Date is either the last day of enrollment or the first day of nonenrollment, depending on how the school is set up.
Leave Code
(LVE table)
Code indicating the circumstances under which a student left your
school. If the school defined a default code in the School atom, this code
displays automatically when you inactivate a student.
IS Code
(SET table)
Instructional Setting code that flags a student as participating in a
special program where attendance needs to be reported separately,
such as Special Ed. All students tagged with a specific Instructional
Setting code in the Enrollment atom are grouped together in Monthly
Attendance by Student and Monthly Attendance Summary Reports. This
field displays only if it has been identified as a Data Change Affecting
Enrollment on the Enrollment page of the School atom.
Sch
School number for the school a student attends. In most cases, this
number is your school’s number from the School atom. Usually, this
number is the system default. If the student attends more than one
campus, the home school displays.
Dst
Number of the school district in which a student resides.
Tch
Teacher number for the teacher to whom a student is assigned. This
number can be the student’s advisor or homeroom teacher. At Daily
Attendance schools, this teacher’s class is the one used for attendance.
Teacher numbers entered here automatically display in student records
in the Student atom. This field displays only if it was selected in the
School atom as a Data Change Affecting Enrollment.
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Using Enrollment Screens
53
Field Name
Description
Teacher Name
Name of the teacher to whom a student is assigned. The system
completes this field automatically when you select a Teacher Number
and exit that field. If your school is set up as an elementary school
without schedules, the system builds class lists from the Teacher data
here. This field displays only if it was selected in the School atom as a
Data Change Affecting Enrollment.
ADA
Code for calculating a student’s average daily attendance. Enables you
to indicate a student’s eligibility for ADA. The default is Y for all students.
z
Y = Yes
z
N = No
z
A = Half Day AM
z
P = Half Day PM
z
M = Full Day AM
z
E = Full Day PM
z
C = Concurrent means concurrently enrolled. Use this code only for
district integration.
When you click the M or E codes in the ADA list, attendance for
kindergarten students is calculated as Full Day AM or Full Day PM.
If you select the Count Half Day Enrollment check box in the Quarterly
Attendance report (ATD40), the Attendance Summary report (ATD41),
and the Student Attendance report (ATD42), A, P, and Y codes are
calculated as 0.5 and M and E codes are calculated as 1.
If you do not select the Count Half Day Enrollment check box, A, P, M,
and E codes are calculated as 1 and the Y code is calculated as 0.5.
Additional reports that look at the ADA codes are Monthly Attendance
report (ATD02), Monthly Attendance Summary report (ATD03), Student
Absences report (ATD09), and Student Absent N Times report
(ATD09A).
Effective Date
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Using Enrollment Screens
Date that a change to a student’s enrollment status becomes effective.
When you enroll or inactivate a student, the date in the Enter Date or
Leave Date field is entered automatically in the Effective Date field.
What happens when you make other changes depends on the setup in
the School atom. If you select Enable automatic update of effective
dates, the program automatically enters the current date as the Effective
Date. If you select Disable automatic update of enter dates, you need to
enter the date.
Copyright © 2006 Pearson School Systems
Field Name
Description
User Codes
Fields for school-defined codes used to track information that affects
enrollment. Only user codes that require the tracking of Enter or Leave
data for attendance purposes are included here. These codes are
defined as data changes affecting enrollment on the Enrollment tab in
the School atom.
No Show
Use this button to inactivate the records of students who enroll at school
but do not show up during registration. If a student already has a
schedule and you click No Show then Save, the system displays a
message prompting you to choose the method you want for handling the
student’s class information.
z
Delete – The system permanently removes the student’s classes
from the current schedule, and does not record the student in class
history.
z
Drop – The system permanently removes the student’s classes from
the current schedule. The classes are tagged with an N code so you
can identify them if the student reactivates.
Note: Select Drop if you might want to later restore classes for a No
Show student.
z
Retain – The student’s classes are unchanged.
To reactivate a No Show student, use the Activate function on the Data
menu.
If any class history classes are tagged N, the system displays a
message indicating the student has dropped courses, then asks if you
want to restore the student’s schedule.
z
Select Yes to reactivate the student and move the classes from class
history to the student schedule file.
z
Select No to reactivate the student and have the previous classes
remain in class history.
Enrolling Students
In addition to enrolling students, you can use the Enrollment atom to
update enrollment records with new data such as changes in teachers or
instructional settings. You also can work from this atom to revise
enrollment histories, change the Name/ID line, and to inactivate,
reactivate, or delete students. See Data Menu Functions.
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Using Enrollment Screens
55
You must have Security Officer rights, or have been assigned rights in the
User atom, by a Security Officer, to access the Delete Student option on
the Data menu. If you don’t have these rights, the option is dimmed.
These data fields are required to enroll a student:
z
Last Name
z
First Name
z
Gender
z
Grade
z
Enter Date
z
Enter Code
After you save a student enrollment record, you can open a Fast Access
atom and enter other data related to that student or you can add another
student enrollment record.
Enrolling New Students
1. Open the Enrollment atom.
2. From the Data menu, select the Add Student option. The number of the
school you are logged into displays in the Sch field and the current
date displays in the Enter Date fields. (Asterisks display in the Student
ID field if your school has set up this field for automatic entry of
permanent numbers.)
3. In the Last Name, First Name, Middle Name, and Gnrtn fields, type the
student’s name information. (The Middle Name and Gnrtn fields are
optional.)
4. In the Grd field, select the student’s current grade from the pop-up list.
5. In the Gen field, select the student’s gender from the pop-up list.
6. In the Trk field (if displayed), select the student’s track assignment from
the pop-up list.
7. In the Student ID field when there are no asterisks, type a permanent
student identification number. (The system alerts you to duplicate IDs
at your school only.)
8. Review the Enter Date field and change the default enrollment date.
(Remember that Attendance totals do not reflect data for enrollment
dates prior to the first date in the Attendance Calendar.)
9. In the Enter Code field, select a code from the pop-up list if the system
does not automatically supply a default code.
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Using Enrollment Screens
Copyright © 2006 Pearson School Systems
10. If the IS field displays, select an instructional setting from the pop-up
list.
The system automatically enters your school number in the Sch field.
11. In the Dst field, type your school district number.
12. If the Tch field displays, click the Link Arrow to display the teacher list
from the Teacher List atom (this remains open). For subsequent
students, click the Teacher list to move it to the front of the Enrollment
form. Drag and drop the teacher number to the Tch field. The teacher
number displays and the system automatically enters a name in the
Teacher Name field.
13. Skip the Effective Date field because the system automatically
supplies data when you save the record.
14. In the first User Code field (if displayed), select a user code from the
pop-up list. (Only user codes that were identified in the School atom
and that affect student enrollment are available.)
15. Click Save. Saving the record automatically adds a line of history to the
Enrollment History matrix and creates a record in the Student file and
the Daily or Period Attendance files.
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History Screen
The History screen enables you to review and revise each student’s
complete enrollment record for a specific school year. Use the Change
Enrollment History option on the Enrollment menu to unlock the fields on
the History screen.
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History Fields
Field Name
Description
Ln
Line number for each row.
Effective
Effective date for each change in a student’s enrollment status, including
changes in grade, teacher, IS, and so on.
Enter
Enter code selected for each enrollment date in the student’s history at
your school.
Leave
Leave code selected for each leave date in the student’s history at your
school.
Yr
Year of the student’s enrollment.
Sch#
Number of each school a student has attended. In most cases, this
number is the same as the number for your school.
Grd
Student’s grade level at the time of each enrollment status change.
Trk
Each new student track assignment.
IS
Each student Instructional Setting Code change.
Tch
Teacher number for each new teacher to whom a student is assigned.
Tch Name
Teacher name for each teacher to whom a student is assigned.
ADA
Enables you to indicate a student’s eligibility for ADA.
z
Y = Yes
z
N = No
z
A = Half Day AM
z
P = Half Day PM
z
M = Full Day AM
z
E = Full Day PM
z
C = Concurrent means concurrently enrolled. This code is used only
for district integration.
The default is Y for all students.
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Using Enrollment Screens
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Field Name
Moved To
Description
Indicates a student’s place of transfer; for example, another room in the
building, another teacher or school, or another school outside the
district.
You must manually type the data in this field.
Came From
Indicates where a student has come from; for example, a room, a
teacher, or a school.
You must manually type the data in this field.
Activating and Inactivating Students
You can work from the Enrollment atom to delete, inactivate, or activate
students using options on the Data menu. The Inactivate option on this
menu changes to Activate when an inactive record displays.
These data fields are required to activate a student:
z
Leave Date
z
Leave Code
Inactivating Student Records
1. Open the Enrollment atom and display the Current screen.
2. Locate the student’s record.
3. From the Data menu, select Inactivate Student. By default, the system
enters the current date in the Leave Date field. As necessary, you can
manually change the date.
4. In the Leave Code field, select a code from the pop-up list. The system
may automatically enter a default leave code depending on your
school’s setup.
5. Click Save to inactivate the student. In all Student atoms, parentheses
display around a student’s name to indicate inactive status.
If your school is set up as an elementary school with schedules or as
a secondary school, the system displays a dialog box asking if you
want to drop the student from all classes.
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Reactivating Records
1. Open the Enrollment atom and display the Current screen.
2. Locate the student’s record.
3. From the Data menu, select the Activate Student option.
z
The system erases data in the Leave Date field.
z
The system also enters the current date in the Enter Date field but
you can change this manually if necessary.
z
The system maintains the student leave data and continues to
display it in the Enrollment History screen.
4. In the Enter Code field, select a code from the pop-up list if the system
does not automatically supply a default code.
5. Click Save to reactivate the student. In all Student atoms, parentheses
disappear from around a student’s name to indicate active status.
Marking Students as No Shows
1. Open the Enrollment atom and display the Current form.
2. Locate the student’s record.
3. Click No Show. The system puts parentheses around the student’s
name to indicate that the student is inactive, and puts an ‘n’ in the
status field in the ASTU file
4. Click Save. The system displays a dialog box.
The No Show button displays only if you activate it in the No Show
field on the Enrollment page of the School atom.
When you mark a student as a No Show, the system automatically
deletes any active service programs in which the student is enrolled.
The system does not delete any service program history records that
contain exit date and reason data.
5. In the dialog box, select a method for handling student classes:
z
Delete – Permanently delete the student’s classes from the current
schedule.
z
Drop – Delete the student’s classes from the current schedule but
save the classes as history. You can reactivate the classes later.
z
Retain – Leave the student’s classes unchanged.
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Using Enrollment Screens
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Deleting Student Records
1. Open the Enrollment atom and display the Current form. (The Delete
function is available only from the Current form in the Enrollment
atom.)
2. Locate the student’s record.
3. From the Data menu, select Delete Student. The system display a
dialog box with two buttons.
4. Click OK to delete the student from the system. All data associated
with that student in all Student atoms is permanently removed.
OR
Click Cancel to not delete student data.
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Enrollment Atom Menu Options
Options on the Enrollment menu enable you to unlock the fields on the
history matrix so you can perform changes to student enrollment data.
Normally, schools lock enrollment fields to prevent accidental change.
Another Enrollment menu option enables you to display or hide dots
beside Fast Access atoms that contain records. Dots indicate that data
has been entered in an atom for the selected student.
Changing Data in the Name...ID Line
1. Open the Enrollment atom and display the Current screen.
2. Locate the student record that you want.
3. From the Enrollment menu, select Change Name...ID Line.
4. Go to any fields that you want to change. Type new date or select a
different item from the pop-up list.
5. Click Save.
Changing Enrollment History
You can unlock the Enrollment History matrix and modify and delete data.
1. Open the Enrollment atom and display the History page.
2. From the Enrollment menu, select Change Enrollment History.
3. Go to any fields that you want to change. Type new data or select a
different item from the pop-up list.
To delete a line of enrollment history, click the Ln number for the row to
be deleted. Make sure the row is highlighted. (The first row cannot be
deleted because it displays a student’s original enter date.)
4. Click Save.
Show Student Data
You can identify the Fast Access atoms that contain records for the current
student.
z
To automatically display dots next to Fast Access atoms for all
students, select the Show Data Exists in Enrollment option in the User
atom.
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63
z
To search records quickly, use the Show Student Data option to
temporarily deactivate the dot feature. Once you find a record, select
Show Student Data again to display the dots.
Fast Access Atoms
The Enrollment atom also enables you to access quickly all the atoms that
your school defines as critical to maintaining essential student data. These
atoms display in a list on the Enrollment screen and are opened using Link
Arrows.
You must save a student’s basic data from the Enrollment atom before
you can work within other atoms to add information about the student.
Adding Supplemental Data the Fast Access Way
1. Open the Enrollment atom and display the Current page.
2. Locate the student’s record.
3. Click the Link Arrow for any Fast Access atom. The first page in the
selected atom displays with the top line completed with header data
from the Enrollment atom.
4. Go to fields in which you want to record information. Type data or
select an item from the pop-up list.
5. Click Save.
6. Click Close to return to the Enrollment atom.
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Defining and Using Student Demographics
Student Atom
The Student atom (in the Student Info folder) enables you to enter,
maintain, and view demographic data for students at your school. The
Student atom consists of three tabs and accepts information that becomes
part of the student’s unique records.
All fields within the three tabs of the student screen are optional. You can
enter data depending on the information available and the needs of your
school. Student labels, rosters, and reports are generated based on data
from the student screen. You can return to the student screen as often as
necessary to update data. See Data Menu Functions.
Use the three Student tabs to add or modify student data:
z
Student Page 1
z
Entering Student Data
z
Student Page 3
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Student Atom
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Student Page 1
Student Page 1 Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
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You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
Address
Description
Student’s residential and mailing address. If street validation is turned off
in the School atom, the mailing address fields display by default. If street
validation is turned on in the School atom, the residence address is the
default and the system validates the street address of this student.
z
If the student lives within the school enrollment area, the system
completes the residence city, state, postal code, grid code, and bus
stop information from the data in the Street file.
z
If the student does not live within the school enrollment area, the
system prompts you to enter an attendance permit code and date.
To enter a fractional address, such as 1055 ½ E. Main, type 1055 1/2
(including the slash). Decimal point entries are not valid.
City
City portion of a student’s address.
St
State portion of a student’s address.
Zip Code
Zip code portion of a student’s mailing address. Type a hyphen if you
include the 4-digit extension.
Parent/Guardian
Name
Name of the primary parent or guardian. This name should match the
parent or guardian identified as the responsible adult in the Parent
Guardian atom.
Family ID
ID number that enables you to link siblings at the same school. Locate
siblings using the Sibling atom. See Establishing Sibling Records. The
system assigns the same family ID to each sibling when you use the
Sibling atom.
Telephone
Student’s home phone number. Type number with or without spaces.
The system inserts hyphens.
UnL
Indicates whether a student’s home phone number is listed or unlisted in
the student directory.
Country
The province in which the student resides. Displays if the Province
check box is selected on the Localization screen of the School atom.
See Defining and Using Student Demographics.
Birthdate
Student’s date of birth.
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Student Atom
67
Field Name
Description
Soc Sec No.
Student’s Social Security Number. Type number with or without spaces.
The system inserts hyphens.
Eth
(ETH table)
Student’s ethnic code.
ConcSch/Home
Displays two data fields:
z
ConcSch is the number of any school a student attends concurrently
with the home school, such as a continuation school or school for the
handicapped.
z
Home enables you to indicate whether the concurrent school is the
home school. A selected box indicates that the concurrent school and
home school are the same. These fields cross-reference students
with records at multiple schools.
Bus 1 and Bus 2
Information on buses used by students, such as the number of the bus a
student takes or the number of his or her bus route.
Enter Date
Date a student entered your school. If a student has re-enrolled, the
most recent Enter Date displays. The system enters data from the
Enrollment atom. The field is locked on the Student atom.
Code
(ENT table)
Indicates the circumstances under which a student enrolled at your
school. If a student has re-enrolled, the most recent Enter Code
displays. The system automatically enters data from the Enrollment
atom. The field is locked on the Student atom. See Defining and Using
Student Demographics.
Leave Date
Date a student left your school. The system automatically enters data
from the Enrollment atom. The field is locked in the Student atom.
Code
(ENT table)
Indicates the circumstances under which a student left your school. The
system automatically enters data from the Enrollment atom. The field is
locked in the Student atom.
OrgEntDate
Original Enter Date for the first time a student enrolled at your school.
This date differs from the date in the Enter Date field if the student has
enrolled at your school more than once. The system automatically
enters data from the Enrollment atom, but you can change it.
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Field Name
Description
Code
(ENT table)
Original Enter Code for the first time a student enrolled at your school.
This code may differ from the code in the Enter Code field if the student
has enrolled at your school more than once. Data is entered here
automatically from the Enrollment atom. You can override it by selecting
an item from the pop-up list of school-defined Enter Codes.
EntGrd
Student’s grade at the first time of enrollment at your school. The system
automatically enters data from the Enrollment atom. See Enrolling
Students.
Yr/Grad
Student’s year of graduation. The system automatically completes this
field based on the student’s grade at the time of enrollment (but this year
can be changed later). This information prints in the Class Of field on
transcripts.
Tchr# (Advsr#)
Teacher number for the teacher currently assigned to a student. If the
teacher is flagged as a data change affecting enrollment on the School
atom, the system automatically enters data from the Enrollment atom.
See Enrolling Students.
Name
Name of the teacher currently assigned to a student. The system
automatically enters data from the Enrollment atom.
Room#
Number of a student’s current homeroom.
Couns#
Number of the guidance counselor assigned to a student or of the
teacher assigned as a guidance counselor.
Name
Name of the guidance counselor assigned to a student.
ESL
(ENG table)
Indicates a student’s proficiency level in English.
IS
(SET table)
Instructional Setting code indicating any special program in which the
student is enrolled. The system automatically enters data from the
Enrollment atom if the field has been identified as a change affecting
enrollment.
Effective Date
Indicates date of any change to enrollment.
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Student Atom
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Entering Student Data
All fields within the pages of the student screen are optional. You can enter
data depending on the information available and the needs of your school.
Student labels, rosters, and reports are generated based on data from the
student form. You can return to the student screen as often as necessary
to update data.
Completing Student Records from the Student Tabs
1. Open the Student atom and display Student Page 1.
2. Locate the student record.
3. In the Address field on Page 1, enter the student’s mailing or
residential address.
If the street validation feature has been turned on in the School atom,
the system automatically supplies information to the remaining
address fields for students who live in the enrollment area. For
students who do not live in the enrollment area, the system prompts
you to enter an attendance permit code and date.
If the street validation has not been turned on in the School atom, you
need to manually enter data in all address fields.
The SASI software accepts fractional addresses, such as 1055 1/2
E. Main Street. To enter this fractional address, type 1055 1/2
(include the slash) and the system converts the number to a fraction.
Decimal point entries are not valid.
If you type an address fraction without a separating space, the
system inserts the space for you. For example, if you type 9871/2
West, the system converts the address to 987 1/2 West when you
click Save.
4. For the remaining fields on Student Page 1, type data or select an item
from the pop-up list.
5. When you finish entering data on Page 1, display Student Page 2.
6. For all fields on Student Page 2, type data or select an item from the
pop-up list.
7. When you finish entering data on page 2, display Student Page 3.
8. For all fields on Student Page 3, type data or select an item from the
pop-up list.
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9. In the check boxes that display on the lower half of Student Page 3,
select each condition that applies to the student.
Next to the DrvTrnElig check box is a date field where you must enter
the date on which a student is eligible for driver training if you select
the DrvTrnElig check box.
10. Click Save to save data entered on all tabs of the Student screen.
Student Page 2
Student Page 2 Fields
Field Name
Description
Birthplace
Student’s place of birth.
Verif
Indicates whether the student has provided a document verifying place
of birth.
Alias Name
Any alternate last name the student uses instead of his or her given
name.
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Field Name
Description
Nick Name
Any nickname by which the student is known.
Locker
Number of the student’s main locker.
Alt Locker
Number of an additional locker assigned to the student.
Dst/Res
Number of the school district in which the student resides.
Sch/Res
School number for the school near which the student resides. The
system enters this number with information from the Enrollment atom. In
most cases, this number is the same as the number for your school. It
differs when a student from outside your district, or from a different area
within your district, has been allowed to attend your school.
Grid#
Displays the geographic grid number indicating the location of the
student’s residence.
Sumr Schl
School number for the school at which the student attends summer
classes.
Apport%
Percentage of full-day apportionment allowed, based on student
attendance.
NxtSch
Number of the next school the student is scheduled to attend after
leaving your school. This field is used as part of the end-of-year
procedures for students in the highest grade level in the current school.
NxtGrd
Enables you to indicate next year’s grade level for students who are
promoted more than one grade or held back.
NxtTrk
Number for the next attendance track assignment for the student. This
field is used as part of end-of-year procedures if the student’s track
changes next year.
LstSch
Number of the school the student attended last. The Feeder School
Option of New Year Rollover process automatically completes this field.
PostSec
(PST table)
Code indicating the student’s post-secondary plans.
Ctz
Code indicating the student’s citizenship status.
PrimLang
(LNG table)
Language in which student is most fluent.
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Field Name
Description
HomeLang
(LNG table)
Language spoken in a student’s home.
CorrLang
(LNG table)
Language in which letters to a parent or guardian should be written.
Program
Indicates whether the student is enrolled in a special program, such as
LEP or other program.
Permit Cd
(ATP table)
z
X = Yes
z
Blank = No
Attendance permit code for permit that allows a student from another
school (in or out of your district) to attend your school.
Note: The system clears this field if the student’s address is within the
district boundaries during street validation.
Date
Date the attendance permit was issued.
Grad Date
Actual date that the student graduated. This date defaults from the
effective date entered on the Graduate Students screen in the New Year
Rollover atom, or you can enter it manually.
EOY Status
(EOY table)
End of year status is a state-specific field that indicates the student’s
status at the end of the year; for example, C for completed, G for
graduated, R for retained, and P for promoted.
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Student Atom
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Student Page 3
Student Page 3 Fields
Field Name
Description
User Codes 1-9
Fields for all user codes defined by the school and state for tracking
student information. You can display up to nine user codes (UC1–UC9).
User Num 1-5
You or your state can define a number for tracking student information
(UC11–UC13).
Meals
(FRL table)
Indicates whether the student participates in the Free and Reduced
Meals Program.
Alternate ID 1 & 2
You can use these fields for the first and second alternate IDs assigned
to the student.
Disciplinary User
Code
Code populated from the ASTU file in the Student atom, which is not an
input file in ADIS. This is a read-only field.
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Field Name
Description
State ID
The identification number of the state. You can track a student record
using the State ID.
Foster Home
Indicates whether the student resides in a foster home.
Homeless
Indicates whether the student is homeless. To display this field as a
drop-down list, click the General tab in the School atom and select the
Show Homeless as Dropdown check box.
Gifted & Talented
Indicates whether the student is in the Gifted and Talented program
(GATE).
Migrant
Indicates whether the student lives with a migrant family.
PE Waiver
Indicates whether the student is excused from taking physical education.
Restrict Pers. Info
Indicates whether the student’s personal data can only be released to
the primary parent or guardian.
Refugee/Immig
Indicates if the student is a refugee or immigrant.
Retain
Indicates whether the student has been retained.
DrvTrnElig - Date
Indicates whether the student is eligible for driver’s training. If this check
box is selected, you also need to enter the date the student becomes
eligible in the Date field.
Receives Financial
Aid
Indicates whether the student is eligible to receive financial aid. This field
is used by the Tuition atom.
No Auto Dial
Indicates whether phone calls to the student’s home should not be made
by an auto dialer.
Comp Ed
Indicates whether the student participates in a Compensatory Education
program.
Adding New Students from Student Atom
You can easily add a new student enrollment record while working from an
existing student record in the Student atom. Open the Enrollment atom (by
selecting Add Student from the Data menu) and perform work in it while
the Student atom remains active in the background. When closing the
Enrollment atom, the system return you to the same student record that
you left in the Student atom.
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1. Open the Student atom.
2. From the Data menu, select Add Student. The system opens the
Enrollment atom and displays a blank enrollment screen.
3. Enroll the student.
4. When you finish working from the Enrollment atom, click Close to
return to the student record that you left in the Student atom.
Student Menu Reports
Report Name
Description
Enrollment Report
(STU12)
Reports the number of students assigned to each teacher. No custom
sort fields are available for this report.
Three Across
Student Directory
(STU01)
Produces a student directory indicating student name, gender, grade
level, and birth date.
Student Directory
(STU02)
Produces a list of the students enrolled in the currently active school.
Name and Address
Labels
(STU03)
Produces labels for mailings to parents. Each label includes parent or
guardian name, student name, address, and a comment text field.
Class Rank and
GPA
(STU05)
Prints a list of students indicating their current class rank in alphabetical
order or by class rank.
Schedules
(STU07)
Prints a list of all students on file and their current class schedules.
Add-Drop Listing
(STU08)
Provides a list of students to be added to, or dropped from, class rosters
or attendance scanner sheets. Teachers can use this list to update their
attendance forms.
Data Labels
(STU09)
Produces labels displaying a variety of student data including student
name and ID, grade level, gender, enrollment date, parent or guardian
name, home phone, and home address.
Name and School
Labels
(STU21)
Produces labels displaying school name, student name, and grade level
(but no address).
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Report Name
Description
Birthday Listing
(STU25)
Provides a list of student birthdays including day of month, student
name, age, and address.
Locator Cards 2Across
(STU31)
Produces locator cards in index card format. Data includes parent or
guardian name, home phone, enrollment date, address, student name
and ID, birth date, gender, grade level, name of school, today’s date,
and counselor name.
Locator Card 1Across
(STU32)
Produces locator cards to accommodate split-week schedules and can
be printed using the SASI-0036 form.
Class Rosters/
No Schedules
(STU40)
Produces a roster of students organized first by teacher then by grade
level. This report option is dimmed unless displaying the Student List.
Class Rosters/
With Schedules
(STU41)
Produces a roster of students organized first by teacher then by section
numbers within each grade level. Data includes student name and ID,
home phone, teacher number, and teacher name.
Special Class List
(STU43)
Lists students for each section, period, course or grade, and teacher.
Each row includes student information and a space for comments at the
end of the row.
Grid Distribution
(STU97)
The number of students for each point on the district or school’s
geographic grid.
Ethnic Distribution
(STU98)
Provides a report indicating a school’s ethnic distribution by grade level
and gender. The report prints numerically in ascending order by grade.
Duplicate ID List
(STU47)
Indicates all students who have duplicate numbers in the site and server
files if district integration is used.
Demographic
Report (STU30)
Displays pupil count information required by the State of California for
California Basic Educational Data System (CBEDS).
Student Master List
(STU10)
Displays student name, grade, homeroom, teacher name and number,
emergency phone number, home phone number, address, parent or
guardian relationship, parent or guardian first and last name, and work
phone number and extension.
Student Register
(STU45)
Summarizes student information, parent or guardian contacts, and
course schedules for use by personnel who don’t have access to the
SASI software. The report is sorted by student name.
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Student Atom
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Student Menu Options
Attaching Student Photos
Use the Attach Student Photo option to attach a photo to Page 1 of the
Student screen. The student’s photo then displays in the photo box in
student-related atom screens and in the Mini Pic box in the Message
Center whenever that student’s record displays.
1. Open the Student atom.
2. Locate the student’s record.
3. From the Student menu, select Attach Student Photo.
4. Select the student’s picture file from the appropriate directory. The
image displays in the Crop/Zoom Image box.
5. Click the image and drag it to the appropriate position.
6. Adjust the magnification, if necessary.
7. Click OK. The image displays on the Student screen.
Changing Data in Name...ID Line
Unlocks the top line in each page of the Student screen so that you can
make changes to data (Last Name, First Name, Middle Name, Grade,
Gender, and Student ID). Changes display in all records for the student.
1. Open the Student atom.
2. Locate the student’s record.
3. From the Student menu, select Change Name...ID Line.
4. Click the field you want to change and enter new data.
5. Click Save.
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Locating Students
School personnel frequently need to find student records to add, modify or
delete information. There are several ways to find student records within
the SASI software, depending on what record is needed.
To find a student, use the Find function within any atom that contains a
student record. If you want to add, modify or delete a student’s record, it is
most efficient to perform the Find in the same atom as the record. For
example, if you want to schedule a conference with a student, perform the
Find in the Conference atom. If you want to record a disciplinary action for
a student, perform the Find in the Discipline atom.
There are three ways to activate the Find function:
z
From the Data menu, select Find Student.
z
Press the Ctrl and F keys simultaneously.
z
Click the magnifying glass on the atom screen.
You can make the search as broad or specific as needed, depending on
what student information you know. To find a student, complete as much
information as possible in these student fields:
z
First Name
z
Last Name
z
Student ID Number
z
Phone
z
Address
z
Parent or Guardian
Finding Students
1. Open an atom that contains student records. The system reads from
the ASTU file.
2. From the Data menu, select Find Student.
3. Enter your search criteria in as many student information fields as you
can. Entering more information narrows the search and fewer students
display in the matrix.
For example, entering A* in the Last Name field generates a matrix
of all students whose last names begin with the letter A. Entering
Anderson in the Last Name field generates a matrix of all students
whose last name is Anderson.
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Locating Students
79
4. From the matrix, double-click the line number (ln) corresponding to the
student you want to find. The student’s information displays in the
atom where you performed the Find function.
5. Modify or delete the student’s record as needed.
Locating Students on Campus
Sometimes, it’s necessary to locate a student within the school, for
example, a parent arrives to pick up a student. Depending on the grade
level of the student, the student’s location is stored in different atoms.
Locating an Elementary Student
1. Open the Student atom and display Page 1.
2. Find the student’s record. The room where the student is assigned is
shown in the Room# field.
Locating Middle School or High School Students
1. Open the Classes atom.
2. Find the student’s record. The student’s entire class schedule,
including room number, displays.
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Locating Students
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Creating Parent or Guardian Profiles
The Parent Guardian atom (in the Student Info folder) enables you to
create, maintain, and view address and employment information for the
primary parent or guardian for a student and for any additional adults
responsible for a student.
You can enter or update information in the Parent Guardian screen at any
time, according to the needs of your school. See Data Menu Functions.
Entering or Modifying Parent Guardian Data
The Parent Guardian atom consists of two pages:
z
Personal/Employment Page
z
Using the Parent Guardian Atom
Personal/Employment Page
Use the Personal/Employment page to enter and view most information
related to a student’s parents or guardians. This page accepts information
about only one parent or guardian at a time.
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Entering or Modifying Parent Guardian Data
81
You can add as many parent/guardian records as needed for each
student. Add the parent or guardian who assumes primary responsibility
for the student first, since that parent/guardian record displays first by
default. Subsequent parents and guardians may be added for adults such
as non-custodial parents or step-parents.
These data fields are required to enter parent or guardian data:
z
Relationship
z
Last Name
z
First Name
Personal/Employment Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
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You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
Description
Relationship
(REL table)
Identifies the relationship of the parent or
guardian to the student.
Last Name
Last name of the parent or guardian.
First Name
First name of the parent or guardian.
Middle Name
Middle name of the parent/guardian.
Title
(TTL table)
Title that the parent or guardian prefers on
correspondence.
Address
Mailing address (street or P.O. box) for the
parent or guardian. The system automatically
enters student address information from the
Student atom when you select a relationship.
See Defining and Using Student
Demographics. You can change this field if
necessary.
City
City portion of the parent/guardian mailing
address. The system automatically enters
student address information from the Student
atom when you select a relationship. You can
change this field if necessary.
St
State portion the parent or guardian mailing
address. The system automatically enters
student address information from the Student
atom when you select a relationship. You can
change this field if necessary.
Zip Code
Zip code portion of the parent or guardian
mailing address. Enter a hyphen if you
include the 4-digit extension. The system
automatically enters student address
information from the Student atom when you
select a relationship. You can change this
field if necessary.
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Entering or Modifying Parent Guardian Data
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Field Name
84
Description
Telephone
Home phone number of the parent or
guardian. The system automatically enters
student address information from the Student
atom when you select a relationship (but you
can change it). The system automatically
enters this number in the Phone Numbers
atom. See Viewing Student Phone Numbers.
Alt Telephone
Any alternate number such as a pager or
cellular phone for the parent or guardian. The
system automatically displays this number in
the Phone Numbers atom.
Extn
Extension for the alternate phone number.
The system automatically displays the
extension with the alternate phone number in
Phone Numbers atom.
Soc Sec No.
Social Security Number of the parent or
guardian.
Birthplace
Birthplace of the parent or guardian.
Employer
Name of the company at which the parent or
guardian is employed.
Occupation
The occupation of the parent or guardian.
Work Address
Address (street or PO Box) of the parent or
guardian employer.
City
City portion of an employer’s address.
St
State portion of an employer’s address.
Zip Code
Zip code portion of an employer’s address.
Enter a hyphen if you include the four-digit
extension.
Work Telephone
Work phone number for the parent or
guardian. The system automatically displays
this number in the Phone Numbers atom.
Entering or Modifying Parent Guardian Data
Copyright © 2006 Pearson School Systems
Field Name
Extn
Work Hrs: From/To
Description
Any extension to be used with the work
phone number. The system automatically
displays this number in the Phone Numbers
atom.
z
The From field indicates the hour that the
parent or guardian typically arrives at
work.
z
The To field indicates the hour that the
parent or guardian typically leaves work.
Enter the three digits for the time of day. The
system inserts the colon and a.m. or p.m.
Ctz
Citizenship status of the parent or guardian.
This field defaults to Y – US Citizen when you
add a record.
E/M
The extra mailings (E/M) field indicates
whether school mailings should be sent to an
additional parent or guardian. Select X for
each additional parent or guardian (and leave
the Rsp field blank in his or her record). This
field enables you to print extra labels for that
adult. An X in the Rsp field tells the system to
print labels only for the primary parent or
guardian.
Mil
Indicates whether the parent or guardian’s
military status entitles the school to special
funding.
Cont
Indicates whether the parent or guardian is
allowed contact with a student.
Res
Indicates whether a student resides with this
parent or guardian. This field defaults to XStudent Resides Here when you add a
record.
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Entering or Modifying Parent Guardian Data
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Field Name
Description
Rsp
Whether the parent or guardian has primary
responsibility for the student. Select X in the
record for the primary parent or guardian.
This field tells the system to print mailing
labels for the primary parent or guardian.
Leave this field blank in records for additional
parents or guardians.
Email Address
Email address that can be used to contact
the parent or guardian.
Using the Parent Guardian Atom
You can add as many parent/guardian records as needed for each
student. The primary parent or guardian should be added first as they are
the default when the record displays. Subsequent parents or guardians
may be added and others such as non-custodial parents or step-parents.
Adding the First Parent/Guardian Record
1. Open the Parent Guardian atom.
2. Locate the student record you want.
3. In the Relationship field, select the appropriate relationship to the
student. (The system automatically enters address and phone number
data from information in the Student atom. You can change this data.)
4. For all other fields on the Personal/Employment screen, type data or
select items from the pop-up list.
5. Display the Comments screen to enter any additional information
related to the parent/guardian.
6. Click Save to save the data in both forms.
Adding Additional Parent/Guardian Records
1. Open the Parent Guardian atom.
2. Locate the student record you want. (The system displays the first
parent/guardian record entered for the student.)
3. From the Data menu, select Parent Guardian.
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4. In the Relationship field, select the appropriate relationship to the
student. The system enters address and phone number data from
information in the Student atom, but you can change this data.
5. For all other fields on the Personal/Employment screen, type data or
select items from the pop-up list.
6. Display the Comments screen to enter any additional information
related to the parent/guardian.
7. Click Save.
Deleting Parent/Guardian Records
1. Open the Parent Guardian atom.
2. Locate the student record you want.
3. Use the multi-record selection bar to display the parent/guardian
record to be deleted.
4. From the Data menu, select Delete Parent Guardian.
5. Click Save to delete the parent guardian record from the database.
Copyright © 2006 Pearson School Systems
Entering or Modifying Parent Guardian Data
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Comments Screen
The Comments screen exists primarily so that you can record additional
information about a student’s parent or guardian. You can note custody
arrangements, special family situations, or instructions regarding to whom
a student can be released on this screen. You can also use the Comments
screen complete or modify field information. See Data Menu Functions.
Comments Fields
Field Name
88
Description
Education Level
(EDU table)
Highest education level attained by the
parent or guardian.
User Codes 1–5
(PG1-PG5 table)
Enables you to record any type of parent/
guardian data the school wants to track. The
system displays up to five user codes.
Comments
Large text field for entering additional parent/
guardian information. For example, you might
note custody arrangements, special family
situations, or instructions regarding to whom
a student can or cannot be released.
Entering or Modifying Parent Guardian Data
Copyright © 2006 Pearson School Systems
Multi-Record Selection Bar
The multi-record selection bar displays the number of parents or guardians
assigned to each student. The bar displays on the right side of both the
Personal/Employment and Comments screens in the Parent Guardian
atom. It provides quick access to all the parent/guardian records for a
student.
Numbers for each parent/guardian are assigned in the order that the
parents and guardians are added for the student. Use the arrows to move
through the parent/guardian records in consecutive order.
Parent/Guardian Menu Report
Report
Parent Labels
(PRN01)
Copyright © 2006 Pearson School Systems
Description
The parent/guardian labels display parent/
guardian name, student name, and home
address including city, state, and zip code.
Run these labels for the Extra Mailings Only
or for the Responsible Party Only.
Entering or Modifying Parent Guardian Data
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Entering or Modifying Parent Guardian Data
Copyright © 2006 Pearson School Systems
Defining Emergency Records
The Emergency atom (in the Health/Emergency folder) enables you to
create, maintain, and view emergency records for a student. A student
emergency record contains all the medical alert and contact information
necessary to contact a student’s parent or guardian in case of a medical
emergency.
Working with Emergency Records
Add, update, and delete a student's emergency record in all three tabs of
the Emergency atom. See Data Menu Functions.
z
Emergency Contacts Tab
z
Other Contacts Tab
z
Emergency Information Tab
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Working with Emergency Records
91
Emergency Contacts Tab
Use the Emrg Contacts Tab to enter and view information about a
student’s primary and secondary emergency contacts.
Emergency Contacts Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
92
Description
First Contact
Name of the first person to contact in an
emergency, normally the student’s parent or
guardian.
Telephone
Phone number of the primary emergency
contact. The system automatically displays
this number in the Phone Numbers atom.
Extn
The extension, if any, to the phone number of
the primary contact.
Working with Emergency Records
Copyright © 2006 Pearson School Systems
Field Name
Description
Relationship
(EMR table)
Primary contact’s relationship to the student.
Address
Street address or PO Box portion of primary
contact’s address.
City
City portion of primary contact’s address.
St
State portion of primary contact’s address.
Zip Code
Zip code portion of primary contact’s
address. Type a hyphen if you include the
four-digit extension.
Secondary Contact
Name of person to contact if primary contact
cannot be reached.
Telephone
Phone number of the secondary emergency
contact. The system automatically displays
this number in the Phone Numbers atom.
Extn
Any extension to the phone number of the
secondary contact.
Relationship
(EMR table)
Secondary contact’s relationship to the
student.
Address
Street address or PO Box portion of
secondary contact’s address.
City
City portion of secondary contact’s address.
St
State portion of secondary contact’s address.
Zip Code
Zip code portion of secondary contact’s
address. Type a hyphen if you include the
four-digit extension.
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Other Contacts Tab
Use the Other Contacts tab to list other persons to notify if the first and
second contact is unavailable in an emergency.
Other Contacts Fields
Field Name
94
Description
Third Contact
Name of the third emergency contact.
Telephone
Phone number of the third emergency
contact.
Extn
The extension, if any, to the phone number of
the third contact.
Relationship
The third contact’s relationship to the student,
which you select from a drop-down list - EMR
table.
Address
Street address or PO Box portion of the third
contact’s address.
City
City portion of third contact’s address.
St
State portion of third contact’s address.
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Copyright © 2006 Pearson School Systems
Field Name
Description
Zip Code
Zip code portion of third contact’s address.
Fourth Contact
Name of fourth emergency contact.
Telephone
Phone number of the fourth emergency
contact.
Extn
Any extension to the phone number of the
fourth contact.
Relationship
Fourth contact’s relationship to the student EMR table.
Address
Street address or PO Box portion of the
fourth contact’s address.
City
City portion of the fourth contact’s address.
St
State portion of the fourth contact’s address.
Zip Code
Zip code portion of the fourth contact’s
address.
Emergency Information Tab
Use the Emrg Info tab to record information about a student’s medical
conditions and physician.
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Working with Emergency Records
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The large Comment field under the physician information accepts up to
32,000 characters. Use the Comment field to explain medical conditions,
note medications taken by a student, or record medical equipment
required for a medical condition.
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Emergency Information Fields
Field Name
Description
Medical Alert 1
Primary medical condition that might affect a
student, such as diabetes or asthma.
Medical Alert 2
Secondary medical condition that might affect
a student, such as allergies.
Physician
Name of the doctor to contact in case of an
emergency.
Telephone
Phone number of the doctor to contact in an
emergency. The system automatically
displays this number in the Phone Numbers
atom.
Extn
Extension to the doctor’s phone number.
Comments
Text area. Everyone with access to the
Emergency atom can read these comments.
Using the Emergency Atom
Adding Emergency Records
1. Open the Emergency atom and display the Emergency Contacts
screen (from the Emrg Contacts tab).
2. Locate the student record you want.
3. For all fields, type data or select an item from the pop-up list.
4. Display the Other Contacts screen.
5. For all fields, type data or select an item from the pop-up list.
6. Display the Emergency Information screen.
7. For all fields, type data or select an item from the pop-up list.
8. Click Save.
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Deleting Emergency Records
1. Open the Emergency atom.
2. Locate the student that you want.
3. From the Data menu, select the Delete Emergency option. The system
displays a dialog box.
4. Click OK to confirm deletion of the student emergency record.
Emergency Menu Report
Report Name
Student Contact Form
(EMG01)
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Working with Emergency Records
Description
Prints a form with student emergency and
health information. This form is sent home
with children so that parents or guardians can
verify the school’s data on file. The form
contains a signature line for each parent or
guardian included on the form.
Copyright © 2006 Pearson School Systems
Viewing Student Phone Numbers
The Phone Numbers atom (in the Student Info folder) enables you to
locate student telephone numbers quickly. This is a view-only atom. It
displays all phone numbers, including parent/guardian numbers and
emergency contacts, that are available for a student.
Viewing the Phone Numbers Screen
You must display a student record in another atom before the Phone
Numbers screen displays any data (it remains blank). If you have multiple
student records open in other atoms then open the phone numbers atom,
the screen displays the numbers for the most recently active student
record—the one in which you were just working. If you leave the Phone
Numbers atom open while working in other atoms, the Phone Numbers
screen displays the numbers for the record in the active atom.
Copyright © 2006 Pearson School Systems
Viewing the Phone Numbers Screen
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Phone Numbers Screen
Phone Numbers Fields
Field Name
Description
Line
Line number for each phone number.
Relationship
Relationship between the student and the
individual whom the phone number contacts.
Also identifies the atom in which each phone
number is stored (STU for Student, PRN for
Parent Guardian, EMG for Emergency).
Name
Name of the individual to whom the phone
number belongs.
Phone
Each phone number (including area codes if
entered in other atoms).
Ext.
Any extension available for a phone number.
Changing a Phone Number’s Original Record
1. Open the Phone Numbers atom.
2. Double-click any field within a row. The system opens the atom in
which the phone number is stored (for example, the Parent/Guardian
atom).
3. Edit the phone number information in the atom where it is stored.
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4. Click Save.
If the change you’re making is to the Student file and a match exists
in the Parent/Guardian file, a message displays prompting you to
update those records as well. Click Yes to update the records.
5. Click Close. The system returns you to the Phone Numbers screen,
which displays the new phone number information.
Copyright © 2006 Pearson School Systems
Viewing the Phone Numbers Screen
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Viewing the Phone Numbers Screen
Copyright © 2006 Pearson School Systems
Using the Student Data Utility
The Student Data Entry atom (in the Student Info folder) is a tool that
enables you to add student information into the system using one atom
instead of multiple atoms. Unlike all other atoms, which record unique
information, the Student Data Entry atom serves as a tool for collecting
information that is recorded in various files.
Entering or Modifying Student Data
The Student Data Entry atom contains multiple data entry screens with
various fields for student data input. Settings in the Student Data Entry
Definition atom determine the fields that display in the Student Data Entry
atom and how they are arranged.
A student must be enrolled using the Enrollment atom before you can use
the Student Data Entry atom to record new, or change existing, student
information. When you locate a student record in the Student Data Entry
atom, any existing student information displays in the fields.
Changes to existing information performed in this atom are recorded
permanently in the system.
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Entering or Modifying Student Data
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Student Data Entry Screen
The Student Data Entry screen varies depending on the fields set up by
your system administrator in the Data Entry Definition atom. This is one
example of a data entry screen:
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Copyright © 2006 Pearson School Systems
Student Data Entry Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
Description
Line
Line number for each row.
Field Name
Field name from the Data Entry Definition file
or the label (if you entered one).
Data
Displays information you recorded previously
in this field. You can replace existing
information.
Entering Data in the Student Data Entry Screen
These instructions indicate how to use the Student Data Entry atom to
enter student data, which is recorded in multiple student information files.
1. Open the Student Data Entry atom.
2. Locate the student’s record.
3. Locate the appropriate fields for data entry and enter data.
If you are adding information to the parent/guardian file and have not
entered a first or last name for the parent, the record is not added,
and an error message displays.
4. Click Save.
Copyright © 2006 Pearson School Systems
Entering or Modifying Student Data
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Entering or Modifying Student Data
Copyright © 2006 Pearson School Systems
Establishing Sibling Records
Use the Sibling atom (in the Student Info folder) as a tool to save data
entry time when a new student has a sibling who is already enrolled at
your school. This atom reviews information available for one sibling from
the Student, Parent/Guardian, and Emergency atoms. Then it duplicates
that data in records for the newly enrolled sibling.
Only data that could be common to both students is copied to the new
sibling’s record. Unique data (such as birth date and Social Security
Number) is left blank for you to complete.
The system establishes a unique Family ID the first time that you use the
Sibling atom for related students. The unique family number also applies
to future siblings who enroll if you use the Sibling atom.
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Sibling Screen
The Sibling screen enables you to search for existing sibling data, then
copy that data to the records for the new sibling.
Sibling Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID. You can change this information using one of two
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atoms within the SASI software. See Defining and Using Student
Demographics. See Enrolling Students. On this screen the header fields
are read-only.
Field Name
Sibling Search
Information
Description
Search fields for information about a
previously enrolled sibling. The system
copies information from these fields to the
record of the new sibling. Fields include: Last
Name, First Name, Middle Name, Grade,
Gender, Student ID, and all Address fields.
The Track field also displays for track
schools.
To narrow the search, complete additional
fields.
Student ID
Identification numbers assigned to each
student located by the search.
Student Name
Complete name of each student located by
the search.
Parent/Guardian
Parent or guardian name of each student
located by the search.
Fam#
Family number assigned to each student.
Phone#
Phone number of each student located by the
search.
Find/Locate Button
Find enables you to locate the new sibling
whose records require information.
When the new sibling record displays, the
Find button becomes the Locate button.
Locate enables you to search for the sibling
who is already enrolled and has records at
your school. The system displays all students
who match the criteria that you enter in the
Sibling Search Information fields.
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Field Name
Description
Copy Sibling Info Button
Copies Student, Parent/Guardian, and
Emergency data from the existing sibling
records to new sibling record. The button
becomes available when you select a student
from the matrix of students who match your
search criteria.
Copying Sibling Data
You must enroll a new sibling student before you can use the Sibling atom
to copy sibling data. Remember to use the Student and Emergency atoms
to enter data that is unique to a newly enrolled sibling after you have
copied common data using the Sibling atom.
1. Open the Sibling atom.
2. Find the student’s record. The header displays the student’s data from
the Enrollment atom, and the new student’s last name displays in the
Last Name field in the Sibling Search Information section.
3. Search for the student’s siblings using the fields in the Sibling Search
Information section. Type data or select an item from the pop-up list in
each field you want to use as search criteria.
To clear all information in fields within the Sibling Search Information
section, select Clear Sibling Search Info from the Sibling menu.
4. Click Locate to display students who match the selected criteria.
5. Click the Student ID to highlight the row of information to copy. The
Copy Sibling Info button becomes active.
6. Click Copy Sibling Info to copy the highlighted row of data into the
record of the student who displays on the header of the Sibling screen.
If a confirmation message displays, click OK to proceed.
7. Click OK to clear the system message indicating that data was copied
successfully.
8. Click Close to exit from the Sibling atom.
9. Open the Student and Emergency atoms to enter data that is unique to
the newly enrolled sibling.
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Sibling Menu Option
Clear Sibling Search Information
Clears all fields in the Sibling Search Information section. By default, the
system enters the last name of the student on the top line of the Sibling
screen in the Last Name field.
Copyright © 2006 Pearson School Systems
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Entering and Maintaining Health Records
The Health atom (in the Health/Emergency folder) enables you to create,
maintain, and view health records for a student. A student’s health record
contains data on visits to the school nurse and other health-related
incidents that occur at school or affect a student’s attendance or
performance at school. The health record also contains a record of
required immunizations and vaccination dates for each student.
Health Record Tabs
The Health atom consists of five tabs:
z
Health History Tab
z
Immunizations Tab
z
Medical Tab
z
Health Screening Tab
z
Scoliosis Screening Tab
Caution
Deleting health records permanently removes them from the system. You
cannot restore deleted records; you must recreate them.
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Health History Tab
The Health History tab displays a row for each health-related incident that
occurs at school or that affects a student’s attendance or school
performance.
Use this tab to add, update or delete a student’s health incident record.
See Data Menu Functions. You do not need to complete a record in the
Health History tab unless a student experiences a health incident.
Health History Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
Ln
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Health Record Tabs
Description
Displays the line number for each incident.
Double-click a line number to display the
detail screen for an incident.
Copyright © 2006 Pearson School Systems
Field Name
Description
H Code
(HLD table)
Pop-up list of school-defined health codes for
each incident.
Comment
Description of the 3-letter code. Although
comments display automatically when you
select a code, you can change them
according to your needs. For example, if you
select the code BRK and the comment
“broken bone” displays, you can change it to
“broken finger.”
Eff. Date
Displays the date each health incident began.
This field automatically defaults to the current
date (but you can change it).
End Date
Displays the date each health incident ended.
For some health incidents (such as allergies)
there may not be an end date.
V Code
(VST table)
Displays the code that describes the type of
visit that was made.
Visitation Comment
Description of the visitation code. This field
displays automatically but you can change it
or add to it.
Fol Date (Follow up
date)
Displays the date when the student should be
checked again.
Time In
Displays the time the incident occurred. Enter
four digits, and the system enters the colon
and a.m. or p.m.
Time Out
Displays the time the incident ended. Enter
four digits, and the system enters the colon
and a.m. or p.m.
User 1–4
User-defined health codes.
Health History Detail Screen
The Health History Detail screen displays data related to a single health
incident. The fields in this screen correspond to columns in the Health
History tab. The screen also includes a Comments field for additional
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incident information. You can access a detail screen by double-clicking the
line number of any record in the Health History tab. Use this screen to add
or update a student’s health history record. See Data Menu Functions.
Health History Detail Field
Field Name
Comments
Description
A large text field for typing additional
information related to a specific health
incident. The field accepts over 32,000
characters. A scroll bar displays on the right
side when the field becomes full.
Immunizations Tab
The Immunizations tab displays data related to separate immunization
records. It includes a row for each immunization required for a particular
student. The tab allows a maximum of 10 required dosages for any
immunization type.
When a dosage date cell is shaded, a dosage is not required. The number
of unshaded date cells in a vaccination row indicates the number of
required dosages. Immunization requirements are defined in the Vaccine
Definition atom.
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Enter data in the Immunizations tab for all students so that your school
maintains a record of required vaccination information. Use this tab to add,
delete, or update a student’s immunization record. See Data Menu
Functions.
Immunizations Fields
Field Name
Description
Ln
Displays the line number for each vaccination
row. Double-click a line number to display the
detail screen for a vaccination.
Vaccination
Displays the name of each required
vaccination. These names are automatically
entered from the Vaccine Definition atom.
Compliant
(CMP table)
Indicates whether the student is in
compliance with the indicated immunization.
Exempt
(EXE table)
Displays an exempt code letter if the student
is exempt from vaccination. (Exempt students
may display as non-compliant for the
immunization.)
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Field Name
Description
1st Date
Displays the date the first required dosage
was administered.
2nd Date – 10th Date
These columns contain the dates that
additional dosages were administered. In
columns where a dosage is required for a
vaccination, the cells are unshaded and
unlocked. In columns beyond the last dosage
required, the cells are shaded and locked.
Immunization Detail Screen
The Immunization Detail screen displays the data related to a single
immunization record. The fields in this screen correspond to columns in
the Immunizations tab. The detail screen also includes a Comments field
for additional immunization information.
You can access an immunization detail screen by double-clicking the line
number of any record in the Immunizations tab. Use this screen to add or
update a student’s immunization record. See Data Menu Functions.
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Immunization Detail Field
Field Name
Comment
Description
A field for additional comments about a
particular immunization.
Medical Tab
The Medical tab enables you to record information about tuberculosis skin
tests and chest x-rays. Use this tab to add or update a student’s Tuberculin
skin test record. See Data Menu Functions.
Medical Tab Fields
Field Name
Description
Date Given
Date of skin test.
mm indur
Size of induration in millimeters.
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Field Name
Description
Impression
Indicates whether skin test was positive,
negative, or not taken. If marked positive, the
Tuberculosis Chest X-Ray section displays.
Film Date
Date of chest x-ray.
Impression
Indicates whether chest x-ray was normal or
abnormal.
Health Screening Tab
The Health Screening tab enables you to record information about
screenings and referrals for vision and hearing. It also enables you to
record height and weight information. Use this tab to add or update a
student’s health screening record. See Data Menu Functions.
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Health Screening Tab Fields
Field Name
Description
Ln
Displays the line number for each screening
record. Double-click a line number to display
the detail screen for a screening.
Date
The date the screening was performed. The
default is the current date, but you can
change the date.
Grade
Student’s grade at time of screening.
Vision
Color
(EYE table)
Displays color blindness reading.
R Eye
(VTR table)
Select screening results from the pop-up list.
The code letter for the results displays in this
field.
L Eye
(VTR table)
Select screening results from the pop-up list.
The code letter for the results displays in this
field.
Referral
(RCT table)
Identifies action taken based on screening
results.
Date
Date the referral was acted upon.
Aid
(VHA table)
Select a corrective aid (such as glasses) from
the pop-up list. Leave blank if no aid was
prescribed.
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Field Name
Description
Hearing
R Ear
(HTR table)
Select screening results from the pop-up list.
The code letter for the results displays in this
field.
L Ear
(HTR table)
Select screening results from the pop-up list.
The code letter for the results displays in this
field.
Referral
(RCT table)
Identifies action taken based on screening
results.
Date
Date the referral was acted upon.
Aid
(VHA table)
Select a corrective aid (such as hearing aid)
from the pop-up list. Leave blank if no aid
was prescribed.
Height
Height
Student’s height in inches and hundredths
(for example, 66.25).
Pct
Percentile ranking of this student’s height
measurement based on averages for age
and gender.
Weight
Weight
Student’s weight in pounds.
Pct
Percentile ranking of this student’s weight
measurement based on averages for age
and gender.
Health Screening Detail Screen
The Health Screening Detail screen displays the data related to a single
screening record. Most fields in this screen correspond to columns in the
Health Screening tab. You can access a health screening detail screen by
double-clicking the line number of any record in the Health Screening tab.
Use this screen to add or update a student’s health screening record. See
Data Menu Functions.
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Use the Health Screenings Detail screen to record information about
specific screenings. This data include details related to vision, hearing,
height, and weight.
Health Screening Detail Fields
These fields display only on the Health Screening Detail screen.
Field Name
Description
Vision
Test Late
If the test was performed late, select Yes
from the pop-up list. If the test was not late,
leave this field blank.
Hearing
Test Late
If the test was performed late, select Yes
from the pop-up list. If the test was not late,
leave this field blank.
Impaired Hearing Test
If the student was given an impaired hearing
test, select Yes from the pop-up list. If no
impaired hearing test was given, leave the
field blank.
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Field Name
Description
Result
(HTR table)
If an impaired hearing test was administered,
select a result from the pop-up list.
Comments
You can use this area to enter notes about
this specific health screening.
Scoliosis Screening Tab
This tab enables you to record information about screenings and referrals
for scoliosis. Use this tab to add or update a student’s scoliosis screening
record. See Data Menu Functions.
Scoliosis Screening Fields
Field Name
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Description
Film Date
Date the scoliosis X-ray was taken.
Impression
Results of the scoliosis X-ray. Select Normal,
Abnormal, or No X-ray.
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Field Name
Description
Exam Date
Date the scoliosis physical exam was
performed.
Exam Result
Results of the scoliosis physical exam. Select
Failed, Passed, or No Exam.
Adding Scoliosis Records
1. Open the Health atom, and find the appropriate student record.
2. Select the Scoliosis Screening tab.
3. In the Film Date field, enter the date of the first scoliosis X-ray.
4. Select the results of the X-ray.
5. In the Exam Date field, enter the date the scoliosis physical exam was
given.
6. Select the results of the physical exam.
7. Click Save, or click Undo to undo all changes on this page.
8. Click Close.
Entering Data in Health History Screen
You do not need to complete a record in the Health History matrix unless a
student experiences a health incident.
Adding Health Incidents
1. Open the Health atom and display the Health History form.
2. Locate the student record that you want.
3. From the Data menu, select the Add Health option. The system adds a
new incident row and enters the current date in the Eff. Date field (you
can change this date).
4. From the H Code column cell in the incident row, select a health code
from the pop-up list. The code description displays in the Comments
field (you can change the description).
5. In the End Date column, type the end date for the health incident. This
field can be completed later if you don’t know the date.
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6. From the V Code column cell in the incident row, select a visitation
code from the pop-up list. The description for the code displays in the
Comment field (you can change this description).
7. In the Fol. Date field, type a follow-up date if applicable.
8. Click Save.
Adding Health Incident Comments
1. Open the Health atom and display the Health History form.
2. Locate the student record that you want.
3. Double-click the line number (Ln) for the incident. The incident must
already have been saved in the system. The Health History Detail
screen displays.
4. In the Comments field, enter any notes related to the specific health
incident.
5. Click Save.
You can enter comments for multiple health incidents associated
with one student prior to saving all new incident comments. Use the
multi-record selection bar to display various incident forms, enter
comments in each of them, then click Save to save comments in all
of the student’s health incident records.
Entering Data in Immunizations Screen
Entering Vaccination Dates
1. Open the Health atom and display the Immunizations screen.
2. Locate the student record that you want.
3. Type known vaccination dates into unshaded cells within the matrix.
Shaded cells mean dosages are not required.
4. Click Save. If you need to enter a comment, follow Steps 5 -8.
5. Double-click the line number (Ln) for the incident. The incident must be
in the system. The Immunization Detail screen displays.
6. In the Comments field, enter any notes (up to 15 characters) related to
the student’s immunization record.
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7. Click Save to save the new data.
8. Click Close to return to the Immunization screen.
Adding Exemption Codes for Immunizations
1. Open the Health atom and display the Medical tab.
2. Locate the student record that you want.
3. In the Exempt field for the particular immunization, select an item from
the pop-up list.
4. Click Save.
Updating Compliance Fields for Students
1. Open the Health atom.
2. From the Health menu, select the Update Compliance Fields option.
The system examines all vaccination dates for all students and
updates the compliance fields.
Entering Data in Medical Screen
Adding Tuberculin (TB) Skin Test Records
1. Open the Health atom and display the Medical tab.
2. Locate the student record that you want.
3. In the first Date Given field, type the date of the first TB test.
4. In the first mm Indur field, type the size of the swelling in millimeters.
5. In the first set of Impression field options, select Positive, Negative or
Not Tested.
z
Not Tested or a Negative result requires no additional data input.
Click Save.
z
A Positive result requires additional input. The system displays the
Chest x-ray window.
6. For the chest X-ray results, click Normal or Abnormal.
7. Click Save.
8. Click Close.
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Entering Health Screening Information
Use the Health Screenings Detail screen to record information about
specific screenings. This information include details related to vision,
hearing, height, and weight.
1. Open the Health atom and display the Health Screenings screen.
2. Locate the student record that you want.
3. From the Data menu, select the Add Screening option. The system
adds a new incident row and enters the current date in the Date field.
You can change this date.
4. Enter health screening data directly into the Health Screening screen
or display the Health Screening Details screen to enter a health
screening record. For all health screening fields, type data or select an
item from the pop-up list.
5. Click Save.
Health Menu Options
Vaccine Definitions
Activate the Vaccine Definition atom to view or edit the core list of
immunizations used in the Immunizations screen. Typically, the list
consists of immunizations required by the state. You can add a nonrequired immunization such as Tetanus shots.
Update Compliance
When running this program, the system examines the dates for all
immunizations for each student. It performs updates accordingly. If no
immunization records were added for a student, updating compliance adds
AIMM records to display as N (not compliant) in the Compliance field.
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Health Menu Reports
Report Name
Description
Immunization Record
(IMM01)
Produces a report displaying student
immunization records with the dates of each
vaccination. You can use preprinted IMM
forms with this option.
Health Code Count
(IMM02)
Lists the health code and the total instances
of that code for a selected group of students
or for all students.
Immunization Count
(IMM03)
Lists the total number of students that have
taken each vaccination defined in your
system.
Immunization
Compliance
(IMM04)
Status of student’s compliance with required
vaccinations.
Immunization Summary
(IMM05)
Displays individual student immunization
records with dates of each vaccination.
Similar to IMM01, except you can print on
plain-paper rather than preprinted IMM forms.
You can drag-and-drop students on a saved
Immunization Summary report (IMM05) to
run the report. This allows you to print the
report for multiple students, which you can't
do in the report interface.
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Creating Matrixes
A matrix displays when you use the Find function to search for multiple
records that match criteria you specify. Below each matrix, the system
displays the number of records in the list. Scroll bars enable you to view
data beyond what displays on the screen. The matrix for each atom
contains its own set of rows and columns that display atom data.
Working with Results from Multiple Records
From a matrix with multiple records that results from a Find, you can:
z
View the list of records that matches specified search criteria.
z
Print the entire matrix or selected rows and columns.
z
Display individual records in the currently active screen.
z
Export matrix data to a file to use with other applications.
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z
Display matrix data in graph form.
Matrix Rows
Each matrix displays a record found during a search. Each row can be
labeled as Student ID, User ID, Course ID, or Section ID depending on the
type of atom from which you performed the Query.
Matrix Columns
The standard matrixes contain these columns:
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z
Columns for student data are labeled Student ID, Sta (status), Last
Name, First Name, Middle (initial), GNRTN (generation), Grd (grade),
Gen (gender), and Birthdate.
z
Columns for user data are labeled User ID, User Name, Year, School,
User Class, and Discipline Security Level (DSL).
z
Columns for course data are Course ID, Title, Low, High, Du
(Duration), Dept, Alternate ID 1, and State ID 1.
z
Columns for section data are Section ID, Course, Period, Sem
(Semester), Course Title, Tch #, Teacher Name, and Seats (# available
for each section).
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Columns for other fields display in matrixes if you specify search criteria in
those fields. For example, if you perform a Find on the Ethnic Code field,
the resulting matrix contains the Student ID, Status, Last Name, First
Name, Middle Initial, Grade, Gender, Birthdate, and Ethnic Code fields.
Resizing Matrixes
You can resize matrixes or screens that display as, or contain, matrixes.
Widening a matrix enables you to display all or most columns without
resizing the columns or using the horizontal scroll bar.
Click and hold the Resize button that displays in the lower right corner of
matrix (under or next to a scroll bar) then drag the mouse in the direction
that you want to enlarge or shrink the matrix:
z
Drag right to widen a matrix.
z
Drag left to reduce matrix width.
z
Drag down to elongate a matrix.
z
Drag up to shorten a matrix.
Creating Matrixes within Student
1. Open the Student Atom.
2. Click the magnifying glass to get in the Find Mode OR Control F.
3. Enter an asterisk (Shift + 8) in any of the fields on the Student Form
OR a letter.
4. Click the Find Button OR press the enter key.
Finding Multiple Records that Display Matrixes
1. Display any atom screen.
2. Determine the fields on which you want to perform a Find, then enter
search criteria into the fields:
Search Criteria
Letter *
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Description
One letter followed by an asterisk produces a
matrix listing all records that begin with the
letter (wildcard search).
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Search Criteria
Description
Partial Information *
One or more letters or numbers followed by
an asterisk produces a matrix listing all
records that begin with the specified letters or
numbers.
Letter or Partial
Information > or < or :
One or more letters (or numbers) followed by
one of these signs produces a matrix listing
all records that are greater than, less than, or
contain the specified criteria, respectively.
*
An asterisk produces a matrix listing all
available records from the selected atom.
3. Select a value from the pop-up list if one is available.
4. Click Find or press Enter for the system to begin searching for records
that match your specified criteria. A progress bar displays in left
Message Center. When the search is complete, the system displays a
matrix listing all records matching your criteria.
Finding Specific Records in Matrixes
Use the scroll bar arrows or the scroll button on the right side of the matrix
to display matrix records.
Displaying One Record from the Matrix
Double-click the ID column (or click the ID column then click Open). The
system displays the record in the screen.
Displaying Multiple Records from the Matrix
1. Hold down the Shift key and click the ID for each record that you want.
Ensure that each row becomes highlighted.
2. Double-click the ID in any highlighted ID field or just click Open. The
selected records display in separate atom forms in reverse alphabetic
or numeric order. Click anywhere in an open screen to move it to the
foreground and designate it as the active screen.
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Deselecting Highlighted Rows and Columns
Click the Student ID column heading in the matrix to remove highlighting
from all previously selected rows and columns.
Closing Single Screens Opened from a Matrix
Click Close in the atom screen for each open record. You can also click the
Close box (Macintosh), click the X (Windows 95), or double-click the
Control-menu box (Windows) in the upper right corner of the title bar. If you
typed data into the form, click Save or Undo prior to closing. You can still
see the matrix.
Closing Screens Opened from Matrixes
To close all open forms at once (including the matrix), hold down the
Option key and click the Close box (Macintosh), hold down the Alt key and
double-click the Control-menu box (Windows). You can also hold down the
Alt key and click the X (Windows 95) in the title bar of the active window.
Sorting Records in Matrixes
Sort records in a matrix by ascending and descending order in one column
or multiple columns. Double-click a column heading to sort records in a
matrix. You also can click a column heading then go to the Data menu and
select the Sort List option. Records sort in ascending order:
z
If you sort by Last Name, the matrix list displays records in alphabetical
order by last name.
z
If you sort by Grade, the matrix list displays records from the lowest to
the highest grade. Students display alphabetically by last name within
each grade.
z
If you sort by Gender, the matrix list displays records first by females
then by males. Students display alphabetically by last name within
each gender.
Sorting Matrixes in Reverse Order
Hold down the Option key (Macintosh) or the Alt key (Windows) and
double-click a column heading or double-click the right mouse button
(Windows). Records sort in descending order:
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z
If you reverse sort by Last Name, the matrix list displays records in
reverse alphabetical (from Z to A) order by last name.
z
If you reverse sort by Grade, the matrix list displays records from the
highest to the lowest grade. Students display in reverse alphabetical
order by last name within each grade.
Performing Multi-Level Sorts
1. Hold down the Shift key and click each column heading in the order in
which you want to sort.
2. From the Data menu, select the Sort List option or double-click the last
column selected. The matrix list displays records sorted in ascending
order by each column in the order you selected them.
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z
If you sort first by Last Name then by Gender, the matrix list
displays records in ascending alphabetical order by last name.
Within each letter of the alphabet, all female students display prior
to male students, for example, Jennifer Brown displays before
Christopher Brown.
z
If you sort first by Gender then by Last Name, the matrix list
displays all females prior to males. Within each gender, students
display in ascending alphabetical order by last name.
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Graphing Matrixes
Use the Graph option on the Data matrix to display matrix data in graphical
format. You can then select from options for displaying the graphed data.
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Graph Window Options
Option
138
Description
Bar Graph
Displays matrix values in terms of bars. The
horizontal graph axis reflects values from the
first column selected. Bars reflect values from
the second column selected. You can click
any bar to display coordinate values at that
point. The first coordinate is for the value on
the horizontal axis while the second
coordinate is value for the bar at the first
coordinate. It displays the total value
represented by bars with the same color.
Line Graph
Displays matrix values in terms of lines. The
horizontal graph axis reflects values for the
first column selected. Lines reflect values
from the second column selected. Each line
is color coded to distinguish it from other
lines. You can click anywhere on a line to
display what that line represents. You can
also check the legend in the upper right
corner of the Graph window.
Line-Box Graph
Displays matrix values in lines with small
boxes. The horizontal axis reflects values for
the first column selected. Lines reflect values
from the second column selected. The colorcoded boxes on each line enable you to
display the values at graph coordinates.
Simply click a box to display coordinate
values at that point. The first coordinate is for
the value on the horizontal axis while the
second coordinate displays the value on the
line at the first coordinate. It also displays the
total value represented by the line.
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Option
Description
Pie Chart
Displays values from each column in a pie
chart. Each value is color-coded. If you
selected a Grade column from a matrix, the
pie chart displays a slice for each grade level.
Click any slice to display the value for that
slice. Using the Grade example again, the
first value is for the grade level represented
by the slice; the second value is for the
number of students at that grade level; and
the third value is for the total number of
students represented in the matrix. The pie
chart option is only available if one column
has been selected in the matrix.
Show Legends
Enables you to display or remove a legend
indicating what each color code represents in
a graph. Select this option (the default
setting) to display the legend in the upper
right corner of the Graph window. Clear the
check box to remove the legend.
On Graph
Enables you to display a legend directly over
a graph instead of to the right of the graph.
Click the check box to expand the graph until
the right side is positioned under the legend.
Auto Scale
Enables you to scale a graph automatically.
Graphing Matrixes
1. Hold down the Shift key and click two column headings.
2. From the Data menu, select the Graph option. The Graph window
displays with the matrix in bar graph format and the names of the two
selected columns in the title bar.
3. In the Graph Type selection area, click the check box next to any other
type of graph you want displayed.
4. Clear the Show Legends check box if you do not want to display the
Legend or select the On Graph check box to position the legend
directly over the graph.
5. Select the Auto Scale check box to automatically scale the graph.
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6. From the File menu, select Print if you want to print the graph.
7. Click Close to exit from the Graph window.
Exporting Matrixes
Use the Export List option on the Data menu to export matrix data into a
file that can be used by another application, such as word processing or
spreadsheet application.
You can export matrix data from matrix regardless of whether the matrix
was produced by a Find or query or is part of an atom form. You must
display the matrix before you export its data.
The file format used for exported SASI software lists is compatible with a
variety of other applications. When you open an exported matrix in a word
processing application, it displays the same rows and columns as the
matrix in the SASI software.
Exporting Lists
1. Display a matrix.
2. From the Data menu, select the Export List option. The system
displays a Save dialog box.
3. In the Export file name field, type the name of the file. Also, type the
name of the folder or directory where the file should be stored if the
one displayed is not correct.
4. Click Save to export and save the data into the specified location. You
can now open file in another application.
Creating Data Atoms for Lists
These instructions indicate how to create a user-generated data atom for a
list of records.
1. Open any atom.
2. Perform a Find using criteria that results in a matrix of the student
records that you want.
3. Hold down the Shift key and click the ID of each student that you want
to include in the Data atom. Ensure that the row for each student you
want is highlighted.
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4. Click and hold any cell in the matrix. A dotted line displays around the
selected cell.
5. When you see the dotted line around the selected cell, drag the dotted
outline into the workspace and drop it. When you drop the field, the
system displays the same SASI software atom icon where the original
data is stored except that an orange data atom symbol indicates that
the new atom is a user-generated Data atom. A word list also displays
underneath along with the name of the first student in the list. This
Data atom contains the list of all students that you selected from the
matrix.
6. To assign another name to the atom, click the new Data atom, then go
to the File menu and select the Atom Info option. From this option, you
can give the atom a different name, enter a description, assign a Hot
Key, or lock the atom. Ensure that all screens are closed to avoid
accidentally changing the active window.
Matrix Exercise
1. Open the Student Info folder.
2. Open the Student atom.
3. Use the first letter of your last name followed by an asterisk (*) to
create a matrix of all the students whose last name begins with that
letter.
4. Sort the matrix by gender.
5. Perform a multiple record sort first by gender first then by grade.
6. Create a graph by selecting the Gender column then the Grade
column.
7. Close the graph, then close the matrix.
8. Click the magnifying glass on the Student atom screen.
9. In the Grade field, select any grade from the pop-up list and create a
matrix for student in the selected grade.
10. Perform a reverse sort by first name.
11. Display the Student screen for any three students in the matrix.
12. Close one Student screen.
13. Close the remaining screens at one time.
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Entering Discipline Incidents
The Discipline folder contains two atoms for documenting and tracking
discipline incidents.
z
Use the Discipline atom to create, maintain, and view student
discipline records. These records contain information about
disciplinary infractions that students commit at school.
z
Use the Discipline Codes atom to define disciplinary infractions.
This chapter explains how to use the Discipline and Discipline Codes
atoms.
Working with Discipline Incidents
Add, modify, or delete discipline information for students at your school
using the Discipline atom. See Data Menu Functions. For more detail, see
also Using the Discipline Screens.
Caution
Deleting a discipline record permanently removes it from the system. You
cannot restore deleted records; you must re-create them.
Before beginning this process, use the Backup/Restore atom in the File
Management folder to back up your discipline records.
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Discipline Menu Options
The Discipline pop-up menu lists options to access Discipline Codes,
create the Disposition Table, and print discipline reports.
Discipline Codes
This option opens the Discipline Codes atom so you can view or change
the list of school-defined discipline codes used in the Discipline matrix.
To add or delete codes, see Performing Setup for Discipline in the SASI
Software™ Setup and Administration Training Guide. Whether you have
access to this option depends on the security level assigned to you. The
option is dimmed if you do not have access.
Create Disposition Table
This option converts disposition data from SASI software version 3.2 or
earlier to the table and format used by SASI software version 3.5 and later.
If you entered dispositions for any discipline item before installing SASI
software version 3.5 or later, you must convert the old disposition
information to a new format before adding information on additional
dispositions.
Discipline Menu Reports
To print a discipline report from the Discipline pop-up menu, select the
report name as shown in this table. On the Discipline menu, click the
report you want to print. You can print reports from any associated screen
of the Discipline atom.
Report Name
Description
Discipline Report
(DIS01)
Discipline report by student with each student’s data on a separate page.
This report also includes free-form comments from the Discipline atom.
Discipline Listing
(DIS02)
List of disciplinary incidents by student.
Student Demerits
(DIS03)
List of students with a specified number of demerits or more.
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Report Name
Description
Discipline Summary
(DIS04)
Total number of incidents for each discipline code and total number of
incidents per month.
Discipline Report
(DIS01J)
The Discipline Report prints discipline incidents on a student-by-student
basis.
Discipline Overview Screen
The Discipline overview screen displays when you open the Discipline
atom in the Discipline folder. This screen displays a matrix of all the
incidents in a student's discipline record for the current school year. From
this matrix, you can access detail screens to display specifics for a single
discipline incident.
The top line of the Discipline screen and all detail screens fill automatically
with the student's name, grade level, gender, ID, and track if the school
uses tracks.
The Discipline matrix displays a row for each discipline infraction a student
commits at school. Columns contain data such as incident dates, discipline
codes, and a description of each incident.
Double-click a row to access detail screens. These screens display data
for a single discipline incident and also provide space for entering
comments. See Discipline Detail Screen. Fields in the detail screen
correspond to columns in the matrix. While you cannot view all columns in
the Discipline matrix at the same time without scrolling, you can view all
fields in a detail screen at once.
To update or delete discipline incidents, you can work from either the
overview screen matrix or a detail screen. However, to add incidents, you
must work from a detail screen. See Adding Discipline Incidents.'
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Use the Discipline overview screen to add, update, or delete information
from a student's discipline record. See See Data Menu Functions. and See
Using the Discipline Screens..
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Discipline Overview Screen Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom are Last Name, First
Name, Middle Name, Grd, Gen, and Student ID.
You can change this information from two atoms within the SASI software.
See Defining and Using Student Demographics and Enrolling Students.
You can also change the header fields on the Discipline screens without
changing them in other atoms. See the SASI Software™ File Definition
Pro User’s Guide.
On the Discipline overview screen, the header fields are read-only.
Field Name
Description
Total Disposition
Days
The duration of the disciplinary action for the incident. This field takes
values from the Disposition Days column of the Disposition screen.
Total Disposition
Hours
Total hours of disciplinary action for the incident.
Total Demerits
Total demerits for all of this student’s disciplinary incidents as listed on
this screen.
Total Incidents
Total of this student’s disciplinary incidents as listed on this screen. You
can add up to 999 incidents in a student record.
Ethnic
Ethnicity code.
I/S Code
Instructional setting (regular or special education) as specified in the
Student atom.
[Instructional
Setting Code]
Disciplinary User
Code (Disc User
Code)
User-defined disciplinary code (from the DUC table).
Ln
Line number for each incident row.
[Line Number]
Click the line number to highlight and select a row. Double-click it to
display the detail screen for a discipline incident.
Incid Date
Date the discipline incident occurred.
[Incident Date]
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Field Name
Description
Num
(Incd #)
Number of disciplinary incident. This value increments automatically
when new incidents are added.
[Incident Number]
You cannot change the incident number in the Discipline atom.
Cd
(Disc Cd, Des Cd)
Numeric discipline code for each discipline infraction a student commits.
This field is required.
[Discipline Code]
Codes, descriptions, security levels, and demerits are defined in the
Discipline Codes atom.
Description
(Disc Description)
Description corresponding to the numeric discipline code and entered
automatically when you select that code.
[Discipline
Description]
Descriptions are defined with the codes in the Discipline Codes atom
and cannot be changed on this screen.
Disposition Code
(Disp Cd,
Disposition)
Abbreviation for the consequence, or disciplinary action, selected from
the pop-up list.
Disposition codes are defined in the Disposition Table in the Tables
atom.
Shading in this field indicates more than one disposition for this incident.
Disposition Des
(Disp Description,
Disp Desc)
The full description of the disciplinary action listed in abbreviated form in
the Disposition Code field.
[Disposition
Description]
Disposition Num
(Disp #, Disp Num)
Number of the disposition for this incident. Disciplinary incidents can
have multiple dispositions.
[Disposition
Number]
Shading in this field indicates more than one disposition for this incident.
Incid Loc
Where the incident took place.
[Incident Location]
Demerits
(Dmt)
Number of demerits for each incident.
Demerits are entered automatically when you select the discipline code
(Cd on the Discipline screen), but you can modify them as needed.
Demerits are defined with the codes in the Discipline Codes atom.
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Field Name
Description
Referred By
Name of the person who alerted the school office to the incident.
Refer Date
Date the incident was referred to the office.
S/L
Security level (0-9) required for access to information about the incident.
The higher the security level, the more limited the access.
[Security Level]
You cannot view data for an incident if your security level is lower than
the security level for that incident.
Security levels for infractions are defined with codes in the Discipline
Codes atom. Discipline security clearance levels are defined in the Dis
Sec Lvl (Discipline Security Level) field in the User atom.
Action Setting
(Act Setting)
ID the setting or campus where the disciplinary action took place.
Action Length
(Act Length, Len)
Length in hours or days of the actual disciplinary action.
Diff. Reason
(Rsn, Diff Reasons)
Code for the reason, if the actual length of the disciplinary action differs
from the days and hours assigned in Day and Hours on the Discipline
detail screen and Disp Days and Disp Hrs on the Disposition screen.
[Different Reason]
For example, if a student was assigned a five-day suspension but
served only three days, a code is needed to explain the difference.
Values for this field come from the DLD table.
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Discipline Detail Screen
The Discipline detail screen displays information for a single disciplinary
incident. Access the detail screen by double-clicking the line number of
any discipline record in the Discipline overview screen.
Fields in this detail screen are the same as fields in the Discipline overview
screen; however, the detail screen also includes a Comments field. Use
this screen to add or update a student's discipline record. See Data Menu
Functions.
Discipline Detail Screen Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom are Last Name, First
Name, Middle Name, Grd, Gen, and Student ID.
You can change this information using one of two atoms within the SASI
software. See Defining and Using Student Demographics and Enrolling
Students.
You can also change the header fields on the Discipline screens without
changing them in other atoms. See the SASI Software™ File Definition
Pro User’s Guide
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On the Discipline overview screen, the header fields are read-only.
Field Name
Incid Date
Description
Date each discipline incident occurred.
[Incident Date]
Incd #
(Num)
Number of disciplinary incident on a specific date. This value increments
automatically as incidents are entered.
[Incident Number]
You cannot change the incident number in the Discipline atom.
Incid Loc
Where the incident took place
[Incident Location]
Disc Cd
(Cd, Des Cd)
Numeric code for each discipline infraction a student commits. This field
is required.
[Discipline Code]
Codes, descriptions, security levels, and demerits are defined in the
Discipline Codes atom.
Disc Description
(Description)
Description corresponding to the numeric discipline code and entered
automatically when you select that code.
[Discipline
Description]
Descriptions are defined with the codes in the Discipline Codes atom
and cannot be changed on this screen.
Disp Cd
(Disposition Code,
Disposition)
Abbreviation for the consequence, or disciplinary action, selected from
the pop-up list.
Disposition codes are defined in the Disposition Table in the Tables
atom.
Shading in this field indicates more than one disposition for this incident.
Disp Description
(Disposition Des,
Disp Desc)
The full description of the disciplinary action listed in abbreviated form in
the Description Code field.
Shading in this field indicates more than one disposition for this incident.
[Disposition
Description]
Disp #
(Disposition Num,
Disp Num)
Number of the disposition for this incident. Disciplinary incidents can
have multiple dispositions.
Shading in this field indicates more than one disposition for this incident.
[Disposition
Number]
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Field Name
Day
(Disp Days)
Description
Number of days for the disciplinary action for that incident.
[Disposition Days]
Hours
(Disp Hrs)
Number of hours for the disciplinary action for that incident.
[Disposition Hours]
Dmt
(Demerits)
Demerits associated with the discipline for that incident. Demerits are
defined in the Discipline Codes atom.
S/L
Security level (0-9) required for access to information about the incident.
The higher the security level, the more limited the access.
[Security Level]
You cannot view data for an incident if your security level is lower than
the security level for that incident.
Security levels for infractions are defined with codes in the Discipline
Codes atom. Discipline security clearance levels are defined in the Dis
Sec Lvl (Discipline Security Level) field in the User atom.
Referred By
Name of the person who alerted the school office to the incident.
Refer Date
Date the incident was referred to the school office.
School
School number. You must have the appropriate security rights if you
want to change this number.
Con
(Incd Context)
Context of the incident (from the ILC table):
[Incident Context]
z
During school hours.
z
Outside school hours at school-sponsored activity.
z
Outside school hours at non-school-sponsored activity.
Report First Name
First name designated in the incident report.
Report Last Name
Last name designated in the incident report.
State Incd #
Number assigned to incident on state incident report.
[State Incident
Number]
Ethnic
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Ethnicity code.
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Field Name
Description
Action Setting
(Act Setting)
ID number of the campus where the disciplinary action took place.
Len
(Action Length,
Act Length
Hours or days for the disciplinary action.
Rsn
(Diff Reason,
Diff Reasons)
Code for the reason, if the actual length of the disciplinary action differs
from the days and hours assigned in Day and Hours on the Discipline
detail screen and Disp Days and Disp Hrs on the Disposition screen.
[Different Reason]
For example, if a student was assigned a five-day suspension but
served only three days, a code is needed to explain the difference.
Values for this field come from the DLD table.
Disc User Code
User-defined discipline code (stored in the DUC table).
[Discipline User
Code]
DisUC1
User-defined discipline code (stored in the DU1 table).
[Discipline User
Code 1]
DisUC2
User-defined discipline code (stored in the DU2 table).
[Discipline User
Code 2]
DisUC3
User-defined discipline code (stored in the DU3 table).
[Discipline User
Code 3]
DisUC4
User-defined discipline code (stored in the DU4 table).
[Discipline User
Code 4]
DisUC5
User-defined discipline code (stored in the DU5 table).
[Discipline User
Code 5]
Comments
User Comments
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Disposition Screen
The Disposition screen displays disposition information for a specific
disciplinary incident for the selected student.
Disposition Fields
Field Name
Incid Date
Description
Date each discipline incident occurred.
[Incident Date]
Incd#
(Num)
Number of disciplinary incident on a specific date. This value increments
automatically as incidents are entered.
[Incident Number]
Des Cd
(Disc Cd, Cd)
Numeric code for each discipline infraction a student commits. This field
is required.
[Discipline Code]
Codes, descriptions, security levels, and demerits are defined in the
Discipline Codes atom.
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Field Name
Description
(Disposition Des,
Disp Desc,
Disp Description)
Description
The full description of the disciplinary action listed in abbreviated form in
the Description Code field.
Shading in this field indicates more than one disposition for this incident.
[Disposition
Description]
Referred By
Name of the person who alerted the school office to the incident.
Refer Date
Date the incident was referred to the school office.
S/L
Security level (0-9) required for access to information about the incident.
The higher the security level, the more limited the access.
[Security Level]
You cannot view data for an incident if your security level is lower than
the security level for that incident.
Security levels for infractions are defined with codes in the Discipline
Codes atom. Discipline security clearance levels are defined in the Dis
Sec Lvl (Discipline Security Level) field in the User atom.
Ln
Number of the line or row describing an incident.
[Line Number]
Disposition
(Disposition Code,
Disp Cd)
Abbreviation for the consequence, or disciplinary action, selected from
the pop-up list.
Disposition codes are defined in the Disposition Table in the Tables
atom.
Shading in this field indicates more than one disposition for this incident.
Disp Desc
(Disposition Des,
Disp Description)
The full description of the disciplinary action listed in abbreviated form in
the Disposition Code field.
Shading in this field indicates more than one disposition for this incident.
[Disposition
Description]
Disp Num
(Disposition Num,
Disp #)
Number of the disposition for this incident. Disciplinary incidents can
have multiple dispositions.
Shading in this field indicates more than one disposition for this incident.
[Disposition
Number]
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Field Name
Disp Hrs
(Hours)
Description
Number of hours for the disciplinary action for the incident.
[Disposition Hours]
Disp Days
(Day)
[Disposition Days]
The duration of the disciplinary action for the incident. You can type
numbers with decimals. The value you type in this field appears on the
Total Disposition Days field of the Discipline atom.
Strt Date
Starting date for the disciplinary action for the incident.
End Date
Ending date for the disciplinary action for the incident.
TimeIn
Starting time of the disciplinary action for the incident.
Enter four digits, and the system completes the colon and the a.m. or
p.m.
TimeOut
Ending time of the disciplinary action for the incident.
Enter four digits, and the system enters the colon and the a.m. or p.m.
Action Taken By
Name of the individual who carried out the disciplinary action for the
incident.
Tch Conference
Indicates (Y or N) whether a teacher conference was held regarding the
incident.
[Teacher
Conference]
Pre Act
Any previous actions taken regarding this incident (from the PRV table).
[Previous Action]
PrevAct2
[Previous Action 2]
Any additional previous actions taken regarding this incident (from the
PRV table).
Act Setting
(Action Setting)
Setting or campus of the disciplinary action.
Act Length
(Len, Action
Length)
Length of the actual disciplinary action.
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Field Name
Description
Diff Reasons
(Rsn, Diff. Reason)
Code for the reason, if the actual length of the disciplinary action differs
from the days and hours assigned in Disp Days and Disp Hrs on the
Disposition screen and Day and Hours on the Discipline detail screen.
For example, if a student was assigned a five-day suspension but only
served three days, a code is needed to explain the difference.
Values for this field come from the DLD table.
Incd Context
(Con)
[Incident Context]
Context of the incident (from the ILC table):
z
During school hours.
z
Outside school hours at school-sponsored activity.
z
Outside school hours at non-school-sponsored activity.
Notes
Any comments on the disposition.
Sequence
Indicates the sequence of the disposition records.
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Using the Discipline Screens
For general instructions on using the Discipline and Disposition screens,
see Data Menu Functions. For specific instructions to add, delete, or
update data using these screens, see the procedures that follow.
Converting Discipline Disposition Data
1. Open the Discipline atom.
2. From the Discipline menu, select Create Disposition Table.
3. Click Create to continue. The system displays a message in the
Message Center when the conversion process is complete. Click
Cancel to stop the process.
Adding Discipline Disposition Information
1. Open the Discipline atom and find the student record you want.
2. Click the line number (Ln) to highlight the incident for which you want
to add disposition information.
3. Click Disposition to display the Disposition screen.
4. Click Add.
5. Complete the fields as needed.
6. Click Save, or click Undo to erase the data.
7. Click Close.
The Disposition screen retains the original disposition number when you
add a new disposition with the same disposition code for the same
incident.
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Adding Discipline Incidents
Only discipline incidents at or below the Discipline security level
assigned to you in your user record are displayed in Discipline records.
Incidents coded at higher security levels are not shown.
1. Open the Discipline atom and find the student record you want.
2. From the Data menu, select Add Incident to display a detail screen.
The data shown in the top line of the matrix defaults to this screen and
the Incid Date (Incident Date) field defaults to today’s date.
3. If the Incident occurred on a different date, backspace over the filled
date and type the correct date.
4. In the Disc Cd (Discipline Code) field, select a discipline code from
the list.
The code you select displays here and in the Cd (Code) field on the
overview screen. The code description displays in the Disc Description
(Discipline Description) field, the security level for the code displays in
the S/L (Security Level) field, and demerits for the code display in the
Dmts (Demerits) field.
If the discipline code you select is marked Y for credit in the Discipline
Codes atom, the hours are recorded here as negative numbers and
subtracted from the total hours for the student.
5. In the Referred by field, enter the name of the person who reported the
incident.
6. In the remaining fields, enter any other available data or replace the
default values as needed.
7. Click Save. The new incident displays in the matrix. To undo changes,
click Undo.
8. Click Close.
Updating Discipline Incidents
1. Open the Discipline atom and find the record you want.
You can work from either the Discipline overview screen matrix or the
detail screen for a single incident. To access the detail screen, doubleclick the line number for that incident on the overview matrix.
2. Click the first field to be changed.
3. Type a new entry or select a new choice from a pop-up list.
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4. Tab to any additional fields you want to change and type or select new
data.
5. To save new entries when working in the Discipline matrix, click Save.
You must save before you can view the detail screen. To undo
changes, click Undo.
6. Click Close.
7. If you have been working in a detail screen, click Close to return to the
Discipline overview screen matrix.
Deleting Discipline Incidents
1. Open the Discipline atom and find the student record you want.
2. Click the line number for the incident you want.
3. From the Data menu, select Delete Incident. The row for the incident is
cleared from the matrix and the number for the incident is removed
from the Multi-Record Selection Bar in detail screens.
4. Click Save to store your results or click Undo to undo the changes.
5. Click Close.
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Incident Reporting
Using Incident Reporting, the school site personnel can record and
produce corresponding reports of school crime incidents with varying
levels of details, including the number of offenders and victims per
incident. The Incident Reporting folder resides in the Discipline folder and
contains two atoms for Incident Reporting Setup and Incident Reporting:
z
Use the Incident Reporting Setup atom to customize the Incident
Reporting atom with parameters that will ensure your system complies
with individual State and Federal Incident Report requirements.
z
Use the Incident Reporting atom to collect and maintain data items
related to school incidents in order to comply with individual State and
Federal Incident Report requirements.
Working with Incident Reporting Setup atom
Incident Reporting Setup atom enables the user to define or modify
parameters to customize the Incident Reporting atom. The parameters
specified here will be provided to the user on the Incident Reporting atom
screens for selection.
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Incident Reporting Setup Options
This section describes how to set up the Incident Reporting system
according to your school’s needs.
The Incident Reporting Setup matrix contains standard read-only header
fields to identify the school that is currently logged in. The header fields are
Field Name
Description
Sch #
The School Number from the School atom.
School Name
The School Name from the School atom.
Alternate #
The Alternate School Number from the
School atom.
The Incident Reporting Setup matrix contains tabs for:
162
z
General (information on offenders, victims, involvement codes, and
security measures)
z
Reporting Periods
z
Incident Reasons
z
Services Offered
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General Tab
Use this tab to add or modify general information applicable to every
incident that is stored using Incident Reporting. This tab includes number
of students enrolled, number of students impacted, maximum number of
victims and offenders allowed per incident, involvement codes, and
security measures.
General Fields
Field Name
Description
Enrollment
Number of students enrolled.
No. of Students
Impacted
The number of students who were served or
impacted by the prevention services or
activities during the current school year. This
value should not be higher than the value in
the Enrollment field.
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Field Name
Description
Maximum No. of Victims
Per Incident
Maximum permissible number of victims that
can be specified in an incident. A zero or a
blank value indicates no limit.
Maximum No. of
Offenders Per Incident
Maximum permissible number of offenders
that can be specified in an incident. A zero or
a blank value indicates no limit.
Auto-Generate Incident
ID
This check box is selected by default to autogenerate Incident ID. To manually assign
Incident ID, clear the check box.
Note: If this check box is reselected after
clearing it, a message related to database
problems displays asking confirmation from
the user whether to continue with the
reselected auto-generate option.
Student Involvement
Select this check box to indicate whether
students are involved in designing, delivering,
or critiquing drug or violence prevention
programs.
Involvement Codes
Relevant community involvement codes that
the school participates in. At most, eight
codes can be selected simultaneously.
Table IRA, Involvement Code, defines the
values for the pop-up list in this field.
Security Measures
Relevant security measures taken at the
school. At most, eight codes can be selected
simultaneously.
Table IRB, Security Measures, defines the
values for the pop-up list in this field.
When you enter or select data in any field, click Save to record the addition
or changes to the General Tab, or click Undo to cancel all changes before
moving to another tab.
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Reporting Periods Tab
Use this tab to add and maintain the Incident Reporting periods. Data in
this matrix includes titles and date ranges for the incident reporting
periods.
Reporting Fields
Field Name
Description
Ln
Line number of the reporting periods.
Per No
Unique period number to identify a reporting
period.
Period Title
Title for the reporting period.
Starting Date
Starting date of the reporting period. This
field is mandatory.
Ending Date
Ending date of the reporting period.
This field is mandatory and will be validated
to ensure that it occurs on or after the starting
date.
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Adding/Modifying Reporting Periods
1. Open the Incident Reporting Setup atom.
2. Click the Reporting Periods tab.
3. To add a new record, select Add Period from the Data menu, or press
Ctrl+A.
4. To modify an existing record, click on any field withinthe relevant
record.
5. Enter or modify data in the relevant fields.
6. Click Save to record the addition or changes made to this tab, or click
Undo to cancel all changes before moving to another tab.
Incident Reasons Tab
Use the matrix in the Incident Reasons tab to define incident codes, their
descriptions, and other related information.
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Incident Reasons Fields
Field Name
Description
Ln
Line number of the Incident Reasons matrix.
Code
The Incident Code field defines the code
value of the incident reasons to be used.
Note: Once defined, these codes will be
used as the pull-down menu for Incident
Code pop-up in the Incident Reporting atom.
Alt Code
The Alternate Code field defines an
additional code to be associated with an
incident.
Incident Title
Short description of the Incident Code.
Incident Type
Select options from a pop-up list to define the
type of incident.
Table IRC, Incident Type, contains the codes
for this pop-up list.
Include in Reports
Click the cell to toggle between X (Yes) and
blank (No) to indicate whether this incident
code is to be reported.
Adding/modifying Incident Reasons
1. Open the Incident Reporting Setup atom.
2. Click the Incident Reasons tab.
3. To add a new record, select Add Reason from the Data menu, or press
Ctrl+A.
4. To modify an existing record, click on any field of the relevant record.
5. Enter or modify data in the relevant fields.
6. Click Save to record the addition or changes made to this tab, or click
Undo to cancel all changes before moving to another tab.
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Services Offered Tab
Defines the services offered codes, descriptions, and other related
information.
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Services Offered Fields
Field Name
Description
Ln
Line number of the Services Offered matrix.
Code
Defines the code values of the Services
Offered.
Service Description
Short description for the Services Offered.
Service Type
A drop down list in which the user can define
a classification of the service.
Example: This table can be used to identify if
a service is education-related.
Table IRD, Service Type, contains the codes
for this pop-up list.
Funding 1, Funding 2
A dropdown list that denotes the funding that
this service type has.
Example: SDSFCA, or state specific.
Table IRE, Service Funding, contains the
funding codes for this pop-up list.
Include in Reports
Click the cell to toggle between X (Yes) and
blank (No) to indicate whether this Incident
Code is to be reported.
UC 1, UC 2, UC 3
Fields defined by the users to give
themselves greater flexibility in the use of
Incident Reporting.
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Adding/Modifying Services Offered
1. Open the Incident Reporting Setup atom.
2. Click the Services Offered tab.
3. To add a new record, select Add Service from the Data menu, or press
Ctrl+A.
4. To modify an existing record, click on any field of the relevant record.
5. Enter or modify data in the relevant fields.
6. Click Save to record the addition or changes made to this tab, or click
Undo to cancel all changes before you click on another tab.
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Working with Incident Reporting atom
The Incident Reporting atom enables the school site personnel to collect
data related to school crime incidents and record it in their school
administrative software package. Incident Reporting differs from Student
Discipline infractions because the data is collected on the basis of incident,
not by student.
Incident Reporting Options
The Incident Reporting atom consists of eight fields and four tabs:
z
Incident Identification (8 fields)
z
General
z
Victim Profile
z
Offender Profile
z
Related Factors
The values in the pop-up lists seen on different screens within this atom
are populated based on the parameters set in the Incident Reporting
Setup atom. See Working with Incident Reporting Setup atom for more
information.
Incident Identification
This pane contains fields to identify the incident occurrence.
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Incident Identification Fields
Field Name
Incident ID
Description
Unique Incident ID that can be autogenerated or manually entered.
Note: Once set to manual, the ID should not
be set to auto.
Rel. Incident ID
The Related Incident ID allows a user to
manually link the current incident with other
incidents.
Alternate ID
An additional ID field that could be used for
an Alternate ID as per user’s choice.
Date
The date on which the incident occurred. This
field defaults to the system date but can be
modified.
When/Time
Indicates the time of the day that an incident
occurred.
Table IRF, Time Period, contains the values
for this pop-up list.
Incident Cd
Indicates the type of incident.
Table IRC, Incident Reasons, contains the
values for this pop-up list.
Description
Description that defaults to the short
description of the Incident Code. This can be
overwritten to be replaced or to include a new
description.
Where/Location
Indicates the location where an incident
occurred.
Table IRL, Incident Location, contains the
values for this pop-up list.
Click Save to record the addition or changes made to this pane, or click
Undo to cancel all changes before moving to another tab.
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General Tab
This tab contains fields to record data items to describe a specific incident.
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General Fields
Field Name
Action Taken
Description
Indicates what action was taken as a result of this incident.
Table IRG, Action Taken, contains the values for this pop-up list.
Other Action Taken
Defines information on additional action taken.
Parent
Select this check box to indicate whether parents of students were
involved in this incident.
Employee
Select this checkbox to indicate if an employee was involved in this
incident.
Victims Involved
Select this checkbox to indicate if there were any victims as a result of
this incident.
Other Person
Select this checkbox to indicate if a person other than a student or
employee was involved in this incident.
Unknown Person
Select this checkbox to indicate if an unknown person was involved in
this incident.
Police called
Select this checkbox to indicate if the Police were called as a result of
this incident.
Arrests made
Select this checkbox to indicate if any arrests were made as a result of
this incident.
Charges pressed
Select this checkbox to indicate if any charges were pressed against the
offenders in this incident.
Reported By
Indicates the person who reported the incident. Use the IRR table in the
Table Definitions atom to modify or update values in this field.
Est. Property
Damage
Select from this pop-up to indicate estimated property damaged as a
result of this incident.
Table IRI, Estimated Cost, contains the values for this pop-up list.
Actual Cost
Indicates the actual cost of the property that was damaged.
UC 1, UC 2
User can record any additional information about the incident in these
two fields.
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To find, add or delete an incident:
1. Open the Incident Reporting atom.
2. Click the General tab.
3. To find an incident, from Data menu, select Find Incident, or press
Ctrl+F.
4. To add an incident, from Data menu, select Add Incident or press
Ctrl+A.
5. To delete an incident, from Data menu, select Delete Incident.
6. Click Save to record the addition, modification or deletion made to this
tab, or click Undo to cancel all changes before moving to another tab.
Victims Tab
Determines the demographic and other information used to identify the
victims of an incident.
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Working with Incident Reporting atom
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Victims Fields
Field Name
Description
Ln
Line number of the Victim Profile matrix.
Gen
Indicates the gender of the victim.
Table GEN contains the values for this pop-up list.
Age
Indicates the age of the victim.
Table IRJ, Age, contains the values for this pop-up list.
Eth
Indicates the ethnicity of the victim. Table ETH contains the values for
this pop-up list.
Type of Victim
Indicates the type of victim.
Example: classified employee, parent volunteer etc.
Table IRK, Victim/Offender Type contains the values for this pop-up list.
Est. Costs
Indicates the estimated costs (in dollars) to the victim as a result of this
incident.
Table IRI, Estimated Cost, contains the values for this pop-up list.
Act. Costs
Indicates the actual costs (in dollars) to the victim as a result of this
incident.
Civil
Select this checkbox to indicate whether civil damages are being
pursued by the victim of this incident.
SpEd
Indicates values for Special Education codes. Use the IRS table in the
Table Definitions atom to modify or update values in this field. See
Special Education Codes for more details.
Services 1,
Services 2
Indicates the services provided to the victim of this incident.
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Table IRD, Services Offered, provides the values for these two pop-up
lists.
Working with Incident Reporting atom
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Special Education Codes
Value
Description
NSE
Not Special Education
GT
Gifted
AUT
Autism
TBI
Traumatic Brain Injury
MR
Mental Retardation
SLD
Special Learning Disabilities
HI
Hearing Impaired
VI
Visually Impaired
OHI
Other Health Impaired
OI
Orthopedic Impaired
SLI
Speech/Language Impaired
DB
Deaf/Blind
EC
Emotionally Conflicted
DD
Developmentally Delayed
MD
Multiple Disabilities
ED
Emotionally Disturbed
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Adding/modifying Victims Profile
1. Open the Incident Reporting atom.
2. Click the Victims tab.
3. To add a new record, select Add Victim from the Data menu, or press
Ctrl+A.
4. To modify an existing record, click on any field of the relevant record.
5. Enter or modify data in the relevant fields.
6. Click Save to record the addition or changes made to this tab, or click
Undo to cancel all changes before moving to another tab.
Note: The user is not allowed to add more victims than the maximum
number of victims per incident which is specified on the General tab of the
Incident Reporting Setup atom.
Offenders Tab
Determines the demographic and other information used to identify a
specific offender of an incident.
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Offenders Fields
Field Name
Description
Ln
Line number of the Offender Profile matrix.
Gen
Indicates the gender of the offender. Table GEN contains the values for
this pop-up list.
Age
Indicates the age of the offender.
Table IRJ, Age, contains the values for this pop-up list.
Eth
Indicates the ethnicity of the offender. Table ETH contains the values for
this pop-up list.
Type of Offender
Indicates the type of offender.
Example: classified employee, parent volunteer etc.
Table IRK, Victim/Offender Type, contains the values for this pop-up list.
SpEd
Indicates values for Special Education codes. Use the IRS table in the
Table Definitions atom to modify or update values in this field. See
Special Education Codes for more details.
Services 1,
Services 2
Indicate the services provided to the offender.
Days Sus
Indicates the number of days the offender was suspended as a result of
this incident.
Days Exp
Indicates the number of days the offender was expelled as a result of
this incident.
Days Alt
Indicates the number of days the offender was in an Alternate
Placement Program as a result of this incident.
Corp
Select this checkbox to indicate if the offender received corporal
punishment as a result of this incident.
Days Alt Placement
SE
Indicates the number of days the special education offender was in an
Alternate Placement Program as a result of this incident.
Hearing Officer
Select this checkbox to indicate if a Hearing Officer removed the
offender from the normal educational setting.
Table IRD, Services Offered, provides the values for these pop-up lists.
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Adding/modifying Offenders Profile
1. Open the Incident Reporting atom.
2. Click the Offenders tab.
3. To add a new record, select Add Offender from the Data menu, or
press Ctrl+A.
4. To modify an existing record, click on any field of the relevant record.
5. Enter or modify data in the relevant fields.
6. Click Save to record the addition or changes made to this tab, or click
Undo to cancel all changes before moving to another tab.
Note: The user is not allowed to add more offenders than the maximum
number of offenders per incident which is specified on the General tab of
the Incident Reporting Setup atom.
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Scheduling Conferences
The Conference atom (in the Student Info folder) enables you to schedule,
maintain, and view conference data for specific students. Conference
records may indicate the date and subject of a student conference, and
which personnel attended the conference.
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Conference Screen
The Conference screen displays data related to conferences for a
particular student. It includes a row for each specific conference. Use the
conference screen to add, update, or delete a student's conference record.
See Data Menu Functions.
Conference Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
182
Description
Ln
Line number for each conference record.
Date
Date for the conference record (defaults to
the current date).
Cd
Code for the conference type. Select from the
pop-up list of items defined in the Conference
Codes atom.
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Field Name
Description
Description
Conference code description is read-only.
Cn#
Counselor Number. This number defaults to
the counselor number on the student’s
record, if one exists, but can be changed.
Cn Name
Name associated with the counselor number
selected in the previous field.
Grd
Grade level of the student when this
conference took place. Defaults to the
student’s current grade, but you can change
the grade.
S/L
Security level assigned to the conference
code you selected in the Cd field. Read-only
field.
Referred by
Person who referred the student for a
conference.
Refer Date
Date of the conference referral.
Notif Date
Date the student or parents received
notification of a scheduled conference.
Fol Up Date
Date to perform follow-up to the conference.
Adding Conference Records
1. Open the Conference atom.
2. Locate the student record that you want.
3. From the Data menu, select Add Conference. The system displays the
Conference Detail screen and enters the current date in the Date field.
You can change the date.
4. In the Cd field, select a conference code from the pop-up list.
5. In the Cn# field, verify that the correct counselor number displays.
Change the number if required. The system displays the counselor
name.
6. For all other fields in the Conference Detail screen, type data or select
an item from the pop-up list.
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7. Click Save.
Deleting Conference Records
1. Open the Conference atom and display the Conference screen.
2. Locate the student record that you want.
3. Click the line number (Ln) for the row of information to be deleted.
Ensure that the row is highlighted.
4. From the Data menu, select Delete Conference.
5. Click Save to delete the conference record from the database.
Conference Detail Screen
The Conference Detail screen displays information for a single student
conference. Fields in this screen correspond to columns in the Conference
screen. The detail screen also includes a Comments field for additional
conference information. Display the Conference Detail screen by doubleclicking the line number of any record in the Conference screen. Use this
screen to add, update, or delete a student's conference records. See Data
Menu Functions.
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Conference Detail Field
Field Name
Comments
Description
Text field where you can enter up to 32,000
characters to record information about the
conference. This field is available only on the
detail screen.
Conference Menu Option
Conference Codes
These codes activate the Conference Codes atom enabling you to view
the list of school-defined conference codes in the Conference screen. Use
this list to add, delete, or modify codes. You can only view codes that are
at, or below, the Conference Security Level assigned to you.
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Using Generic Selection
The Generic Selection atom (in the Utilities folder) is a tool that provides
fast access to records for one or more files within a specific atom by
displaying lists of student names based criteria you specified. Once a
student list displays, select the student names for which you want to locate
records. Then drag and drop the student names onto the Student atom
icon to simultaneously open their records.
Generic Selection Screen
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Generic Selection Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
188
Description
Locate
Performs search based on student
information entered. For example, type W to
find students whose last name begins with W
or type Wilson to find students whose last
name is Wilson. The system locates records
more quickly with more specific search data.
Search File
Performs search based on file selected. For
example, to access records for specific
teachers, select the ATCH-Teacher option. A
list of key data for this atom displays in the
Available Selections field. Notice that the file
name in the title bar at the top of the screen
changes as different search files you select.
Available Selections
Displays a list of records for the selected
search file. Highlight items and move them to
the Selections field. The matrix title displays
the number of items available for selection.
Selections
Selected items from the Available Selections
field display in this field once you move them.
From this field you drag and drop selections
into the atom containing the records you want
to access. The matrix title bar displays the
number of records selected at any time.
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Buttons on Generic Selection Form
Button
Description
>>
Moves highlighted items from the Available
Selections list to the Selections list.
<<
Returns highlighted items from the Selections
list to the Available Selections list.
Scroll Bars
If a scroll bar displays to the right of the
Available Selections or Selections column,
use it to quickly review items and locate a
specific one.
Add All
Copies all items from the Available
Selections list to the Selections list.
Remove All
Returns all items in Selections list and places
to the Available Selections list.
Done
Closes the Generic Selection atom.
Navigating within Generic Selection
1. Open the Generic Selection atom.
2. In the Search File field, select a search file from the pop-up list.
3. Find the items you want.
z
Enter the key data in the Locate field and press Enter.
z
Scroll until the item displays, then release the mouse, displaying
the selection in the Available Selections list.
4. Transfer items from the Available Selections list to the Selections list
using one of these methods:
z
Click to highlight one item or hold down the Shift key and highlight
several items. Click the >> button.
z
Double-click each item you want to move.
5. To open records for the selected items, highlight all items in the
Selections list. Drag and drop these items onto an atom icon.
z
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Dropping a single item onto a closed atom icon opens the atom to
the required record.
189
z
Dropping a single item onto an open atom icon closes the current
record and opens the record for the item just dropped.
z
Dropping multiple items onto a closed atom icon displays a list
containing the selected items (key data). You can open one record
at a time or multiple records.
Double-click the item to display the data record to open a single
record.
Highlight all items, then click the Open key to open multiple
records. Multiple records cascade in ascending order.
z
Dropping multiple items onto an open icon atom opens a screen for
each record. Multiple records cascade in ascending order.
Notice that the key data displays in the screen’s title bar to identify
the record. Click the title bar to move a record to the front.
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Establishing Student Groups
The Student Groups atom (in the Student Info folder) enables you to add
students to groups such as marching band, girls’ basketball, or the
National Honor Society. Organizing students into group lists enables you
to run reports by group and to mass change attendance by group. For
example, if the marching band is not present one day due to participation
in a battle of the bands event, you can use the Mass Change Attendance
function to mark records for all band members with Activity for that day.
Once your school has set up a list of student groups in the Groups table
(GRP) in the Tables Definition atom, you can add students to groups at
any time. Take this action at the beginning of the school year or as
students join groups during the course of the year.
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Groups Screen
The Groups screen lists all students in a selected group. Select different
groups from the list in the Student Group field. The system adds students
to groups in alphabetical order. You can sort them by Student ID, Start
Date, or End Date by double-clicking headings for these field columns.
Groups Fields
Field Name
Student Group
(GRP table)
192
Description
Groups set up for your school in the Groups
table (GRP) in the Tables Definition atom.
When you select a group from the list,
currently participants display. All functions
you perform in the screen (such as adding,
inactivating, or deleting students) apply to the
specified student group.
Copyright © 2006 Pearson School Systems
Field Name
Description
Default Date
Enables you to specify a date for the system
to enter automatically in Start Date cells or
End Date cells. These dates become defaults
that are used when you add students to a
group or inactivate students from a group.
You can change these dates. If you don’t
enter any dates, the system uses the current
date.
Select Arrow
Opens the Generic Selection atom. Use the
Generic Selection atom to add students to
each group.
Student ID
Unique identification number for each student
in the selected group. Click this to select a
student.
Student
Name of each student in the selected group.
Start Date
Date a student joined the group. The system
automatically enters the date displayed in the
Default Date field in the top line (you can
change the date).
End Date
Date that a student left the group. Students
with end dates are no longer active in the
group. Inactive students are not included on
group reports or in mass change attendance
by group. The system automatically enters
the date displayed in the Default Date field
when you select Inactivate Student from the
Data menu (you can change this date).
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Adding Students to Groups
The most efficient way to add students to a group is to identify them from
the Generic Selection atom in the Utilities folder. You can also drag and
drop one or more students from anywhere in the system, including a
matrix produced by a Find or Query.
1. Open the Student Groups atom.
2. In the Student Group field, select a group from the pop-up list. The
system automatically enters the current date in the Default Date field,
which represents the start date for all students you are about to enter.
You can change this date.
3. Add students using one of these methods:
z
Click the Select Arrow to open the Generic Selection atom. Click
and highlight one student record or hold down the Shift key and
click to highlight multiple records. Then click the arrow to put
selected students on the Selections list. You also can put students
on this list by double-clicking their records. Click Done in the
Generic Selection atom.
z
Produce a matrix of student names using a Find or Query. Click to
highlight one student record or hold down the Shift key and click to
highlight multiple records. Drag and drop the selected records onto
the Student Groups matrix.
4. Click Save.
Inactivating and Deleting Group Members
You can use the Student Groups atom to inactivate and delete students
from groups. Inactivating a student enables you to determine that the
student once belonged to the group although the student is not included in
group reports or affected by mass change attendance by group. Deleting a
student erases any record of that student’s group participation. See Data
Menu Functions.
Inactivating Students in Groups
1. Open the Student Groups atom.
2. In the Student Group field, select a group from the pop-up list. The
system automatically enters the current date in the Default Date field,
which represents the end date for all students that you inactivate. You
can change this date.
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3. Click the Student ID number of the student to be inactivated. Ensure
that the row is highlighted. To select multiple students, hold down the
Shift key and click student ID numbers.
4. From the Data menu, select Inactivate Student. The system
automatically enters the specified default date in the End Date field for
each selected student.
5. Click Save to inactivate students.
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Identifying Home Languages
The Home Language atom (in the Student Info folder) enables you to
record data about what languages are used to communicate in a student’s
home. Information includes the first language learned by the student, the
language spoken to the student at home, and the language spoken by
adults at home. This atom also records information about a student’s entry
and residency in the United States.
Complete or update a home language record at any time, according to the
needs of your school. See Data Menu Functions.
The Home Language atom consists of two screens:
z
Home Language Info Screen
z
Home Language Comments Screen
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Home Language Info Screen
Home Language Info Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
On this screen the header fields are read-only.
Field Name
198
Description
Birth Place
Student’s place of birth (view only).
Birthdate
Student’s date of birth (view only).
Age
Student’s age (view only).
Ethnic Code
(ETH table)
Student’s ethnic code (view only).
PrimLang
(LNG table)
Language in which the student is most fluent
(view only).
Class
(ENG table)
Indicates a student’s English proficiency
classification.
Copyright © 2006 Pearson School Systems
Field Name
Description
Program
(ENG table)
Indicates whether the student is enrolled in a
special program like LEP. If you select Yes,
an X displays in the field. If you select No, the
field remains blank. This field defaults from
the Program field on Tab 2 of the Student
atom.
First Language
Learned
(LNG table)
Language student first learned to speak in
the home.
Language Spoken
by Student at Home
(LNG table)
Language student speaks at home.
Language Spoken to
Student at Home
(LNG table)
The language adults speak to the student in
the home.
Language Spoken
by Adults at Home
(LNG table)
The language adults speak and read in the
home. This is the correspondence language
to use when writing letters to the student’s
parents.
U.S. Entry Date
Date that the student entered the United
States.
Country
(CTR table)
Student’s country of birth.
U.S. School Entry Date
First date that the student enrolled in a school
in the United States.
Form I-20, I-94, ARC
A selected checkbox for any of these forms
indicates that the selected Immigration form
has been filed for the student.
Other Form
Displays the description of a form other than
I-20, I-94, and ARC that has been filed for the
student.
Number
Number corresponding to the form
description entered in the Other Form field.
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Field Name
Date
Description
Date that the form described in the Other
Form field was filed for the student.
Home Language Comments Screen
The Home Language Comments screen exists primarily so that you can
record additional data about a student’s home language environment. You
might note information such as a student’s need for an interpreter.
Printing Home Language (AHLN) Data
You can print home language records in the Home Language file (AHLN)
using the Query atom.
To send the query results to a file, select Export File from the Data menu in
the Query atom. This sends a file containing the query results to the
destination you select. You can then format the file using Teach Text
(Macintosh) or Notepad (Windows).
Sample AHLN Query Statement
DISPLAY AHLN ASTU LastName FirstName PermNum Language2
IF Language2 <> " "
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Recording Student Fees
The Fees atom (in the Student Info folder) enables you to record and track
any school fees that a student incurs, such as lab fees or library fines. You
can track any payments and balances due. The AutoPay feature enables
you to mark all unpaid fees as paid in full for a particular student. Use the
Fees atom to charge, modify, or delete student fees. See Data Menu
Functions.
The Fees atom consists of two screens:
z
Fees Screen
z
Fees Detail Screen
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Fees Screen
Fees Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
202
Description
Total Fees
Total amount of all fees owed by the student.
Total Paid
Total amount of the fees owed that has been
paid.
Total Due
Balance that is still owed on all fees.
Fee Date
Date the student fee was charged. The
system default is the current date but you can
change it).
Copyright © 2006 Pearson School Systems
Field Name
Description
Code
Fee code. Fee codes are established in the
Fee Codes atom and are already associated
with descriptions and amounts.
Description
The fee code description (displays
automatically when you exit the Code field).
You can change this if necessary.
Fee
The fee amount (displays automatically when
you exit the Code field). You can change this
if necessary.
Pay Date
Receipt date of student fee (defaults to
system date but you can change it).
Payment
Dollar amount received from a student
toward fees due.
Balance
Dollar amount due from the student toward
fees due.
Type
Fee type defined in the Fee Code atom for
each specified fee. You can overwrite a fee
type with your own fee type.
Comment
Text field that accepts up to 50 characters.
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Fees Detail Screen
Paying Student Fees
1. Open the Student Fees atom.
2. Find the student’s record.
3. In the Payment field, enter the payment amount.
If the payment amount equals the entire balance due for a particular
fee, highlight the entire fee row and click AutoPay so that the system
automatically completes the Payment field and enters the current
date in the Pay Date field.
If the payment amount equals the entire amount for all outstanding
fee balances, highlight all rows in the Fees matrix and click AutoPay
so that the system automatically completes all Payment fields and
enters the current date in all Pay Date fields.
4. Click Save.
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Fees Menu Report
Report Name
Fees Report
(FEE01)
Description
This report displays a list of all students who
owe fees. There is a summary and detail
version of this report.
Fees Menu Option
Fee Codes
Opens the Fee Codes atom to view the list of fee codes. You can add
codes as necessary.
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Entering GATE Student Information
The GATE atom (in the Student Info folder) enables you track gifted and
talented program information and tests taken by a student. Add, modify, or
delete gifted and talented records using the Data menu. See Data Menu
Functions.
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GATE Screen
GATE Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
208
Description
GATE Date
Displays the date when the student entered
the Gifted and Talented program.
GATE Cd
Indicates the GATE code for the test taken by
the student.
Test Name
Displays the name of the test taken by the
student.
Test Year
Indicates the year that the student took the
test.
Copyright © 2006 Pearson School Systems
Field Name
Description
WISC Verbal
Indicates the student’s verbal score on the
Wechsler Intelligence Scale for Children
(WISC) exam.
WISC Performance
Indicates the student’s WISC performance
score.
WISC Full Score
Indicates the student’s total WISC score.
Stanford Binet
Indicates the student’s score on the Stanford
Binet test.
Other
Displays comments about the student’s
Gifted and Talented program participation.
General Intellect
(G01 table)
Indicates whether the student has
demonstrated superior intelligence, potential
in several fields, or an ability to perform
complex mental tasks.
Specified Subject
(G02 table)
Indicates whether the student has
demonstrated superior ability or potential in a
specific subject area.
Creative Thinking
(G03 table)
Indicates whether the student has
demonstrated outstanding imagination,
innovation, or creative reasoning skill.
Leadership
(G04 table)
Indicate whether the student has
demonstrated a natural ability to influence
others.
Visual/Performing Art
(G05 table)
Indicate whether the student has
demonstrated superior ability in art, music,
drama, or other performing arts.
Psycho/Motor
(G06 table)
Indicates whether the student has
demonstrated superior ability in either fine
motor skills or athletic endeavors.
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Maintaining Student Service Programs
The Student Service Program atom (in the Student Info folder) enables
you to track student enrollment in your school’s service programs. You can
track dates that students enter and exit programs as well as student
reasons for leaving the programs. Service programs and service program
levels are defined in the Service Program Definition atom.
The Student Service Program enables you to run a process at the end of
the school year that automatically enters exit codes and exit dates for
student participating in all active service programs. At the beginning of the
next school year, you can run a process to reenroll students in programs in
which they previously participated. You cannot reenroll students in a
concurrent school.
You cannot use the Student Service Program unless the service
program exit reason codes have been defined in the Tables Definition
atom. The exit reason codes are contained in the PXR table.
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Using the Service Program
You can add or remove students from service programs at your school
using this function. Once a student is added to a service program, you can
modify information in that record, whether the student’s participation is
current or occurred previously. See Data Menu Functions.
Student Service Program Screen
Student Service Program Fields
This atom contains standard header fields for student information within
your school. The standard header fields in this atom begin with Last Name
and end with Student ID.
You can change this data using one of two atoms within the SASI software.
See Defining and Using Student Demographics. See Enrolling Students.
On this screen the header fields are read-only.
Field Name
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Using the Service Program
Description
Ln
Line number for the service program.
Pgm ID
Service program identification number.
Program Name
Name of the service program.
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Field Name
Description
Grade
Grade at which the student entered the
service program.
Level
Service program level.
Entry Date
Date the student entered the service
program.
Exit Reason
Reason the student left the service program.
Exit Date
Date the student left the service program.
Sch#
Number of the school offering the program.
School
Name of the school that offers the program.
Tch Num
Teacher’s permanent identification number.
Selections from the pop-up list include all
valid teacher numbers. This information
displays from the ASPS file.
Tch Serv Type
Teacher service type. This field is linked to
the Tch Num field. As soon as you enter a
Teacher Number, this field automatically
populates with the Teacher Service Type that
corresponds to that Teacher Number.
Teacher Name
Abbreviated teacher’s name This field is
linked to the Tch Num field. When you enter a
Teacher Number, this field automatically
populates with the Teacher Name that
corresponds to that Teacher Number.
Minutes
Amount of minutes each week the student
spends on the identified program.
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Using the Service Program
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Student Service Program Detail Screen
The Student Service Program detail screen displays data related to a
service program. The fields in this screen correspond to columns in the
Student Service Program screen. Access the detailed screen by doubleclicking the line number of any record in the Student Service Program
screen. The detail screen displays when Add Program is selected from the
Data menu. You can edit student service programs in both the Student
Service Program screen and the detail screen.
Student Service Program Detail Fields
Field Name
214
Using the Service Program
Description
eScholar® Prog ID
eScholar program service identification
number of the student.
Exit Rsn 2
For local use only.
Exit Rsn 3
For local use only.
St Loc ID
NY SED BEDS identification number of the
school providing the program service.
Prog Int
For local use only.
Entry Rsn 1
For local use only.
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Field Name
Description
Entry Rsn 2
For local use only.
Entry Rsn 3
For local use only.
Prog Cmnt
For local use only.
Orig St Dt
For local use only.
Part Cd
Indicates the type of student participation in
the CTE/Tech Prep program service.
Service Programs Menu Reports
Report Name
Description
Current Enrollment
Report
(PGM01)
Lists students currently enrolled in one or
more service programs.
Cumulative Report
(PGM02)
Lists students currently or formerly enrolled in
one or more service programs.
Student Profile
(PGM03)
Lists service programs for one or more
students.
Service Programs Menu Options
Service Programs Codes
Use the Service Program Definition atom to define service programs.
Performing Year End Processes
Use the Year End Process to close all active service programs
automatically at the end of the school year. Service programs remain
active until the student record reflects an exit date and exit reason. The
year end process does not affect student service program records that
already have an exit date and exit code.
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The Year End Process enters a default exit date for each active service
program. This exit date is based on the last day of school for the term and
track in which the student is enrolled. Term and track information must be
defined in the Term Duration page of the School atom.
The Year End Process enters a default exit reason for each active service
program. Service program exit reasons must be defined in the Enrollment
page of the School atom.
The system automatically flags all service programs that were closed
using the Year End Process. This function can be used to reactive
students in service programs at the beginning of the next school year.
1. Open the Student Service Program atom.
2. From the Service Programs menu, select Year End Process.
3. When the system displays a message stating that all open service
program records are closed for the year end, click OK to proceed.
Performing Beginning Year Processes
Use the Beginning of Year Process to create student service program
records automatically at the start of a new school year. The new records
are based on service program records that were closed using the Year
End Process at the end of the previous school year.
The Beginning of Year Process does not create service programs for
programs with the migration option set to 1 (No Migration) or for students
who are no longer qualified to participate in the programs. For example:
z
A former 8th grade student attends a new school for 9th grade. The
student’s service program migration option is 2 (Migrates at Same
School Only). The system does not re-enroll this student in the service
program because the student no longer attends the school.
z
A former 10th grade student participated in a service program with the
migration option set to 3 (Always Migrates). This year the student is in
11th grade but the service program has a migration limit of 10th grade.
The system does not re-enroll this student in the service program
because the student’s grade prohibits eligibility.
1. Open the Student Service Program atom.
2. From the Service Programs menu, select Beginning of Year Process.
3. When the system displays a message stating that service programs
previously closed by the end of year process will be migrated if
possible, click OK to proceed.
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Using the Service Program
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Tracking Student Activities
Use the Student Activities atom (in the Student Info Folder) to record
current and historical data about a selected student’s student activities and
eligibility status. The system stores this data in the Student Activities file
(AACT). The atom has two tabs:
z
Student Activities Tab
z
Student Activities History Tab
The Student Activities tab displays current activity summary records. From
this tab, you can access another screen containing additional current
information for the selected activity.
Student Activities Information
Some fields on the Student Activities atom display information from either
the ACT table or AARQ file.
z
If you chose to create the AARQ file in the Activities Setup atom, this
file displays.
z
If you chose not to create this file (if you choose not to use the Activity
Setup or Activity Requirements atoms), the ACT table displays.
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217
This atom contains standard header fields for student information within
your school. The standard header fields in this atom are read-only and
begin with Last Name and end with Student ID.
Activities Menu Reports
Report Name
Description
Summary Report by
Student
(ACT01)
Lists activities in which students participate
for the current school year. This report is
sorted by student, and provides a list of all
the activities in which each student
participates.
Summary Report by
Activity
(ACT02)
Lists activities in which students participate
during the school year. This report is sorted
by activity, and provides a list of all students
participating in each activity.
Activity History Report
(ACT03)
Lists all current and past activities for each
student. It may be attached to student
transcripts.
Change of Eligibility
(ACT04)
Lists students whose eligibility status has
changed for an activity. This report also prints
requirement deficiencies that caused a
student to become ineligible.
Teacher Mandate Report Reports students who are ineligible for all
(ACT05)
activities because of unacceptable classroom
behavior.
Activities Menu Options
Updating History Records
This process changes the status of current records to history records,
where applicable.
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1. Open the Student Activities atom.
2. From the Activities menu, select Update Student Activities History. The
Update Student Activities screen displays.
3. Enter the appropriate parameters. Select one of these parameters:
z
Student ID – Enter one student ID, or leave blank to process all.
z
Activity – Select one activity code, or leave blank to process all.
z
Grade Level – Select a range of grade levels, or leave blank to
process all.
z
Activity End Status – Select the checkbox to process completed
activities only, or leave blank to process all activities.
4. Click Run, or click Cancel to return to the Student Activities screen
without updating.
If you click Run, the system checks the activity records according to
the parameters you select and moves data to the Student Activities
History Tab as appropriate.
Determining Eligibility for Student Activities
The Comparison Update process compares and updates student data to
determine if a student is eligible to participate in the student activities
displayed on his or her record. The comparison takes place between data
entered in the Activity Requirements atom and data entered in the Student
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219
Activities atom. The system uses the results of this process to update the
Elig Status field with the appropriate status code and records the date of
the process in the Elig Date field.
This process provides a snapshot of data at the time the process is run.
The system maintains this data until you run the process again. If you
plan to run reports that depend on data from the Comparison Update
process, run this process immediately before running the reports.
Before you run the Comparison Update process, you must set up and
maintain data in the following atoms:
z
Grades
z
Student
z
Update Course History
z
Activity Setup
z
Activity Requirements
z
Student Activities
You must also run the following processes before you run the Comparison
Update process.
z
Calculate Cumulative GPAs for Students (Update Course History
atom)
z
Update Student Activities History (Student Activities atom)
The system performs the following functions during the Comparison
Update process.
1. Moves the following data from current to previous status:
z
Elig Status to Prev Status
z
Elig Date to Prev Date
z
Curr GPA to Prev GPA
2. Updates the following calculated fields:
z
Curr GPA
z
Age
3. These fields are updated during the Update Eligibility Process:
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Student Activities Information
z
Current GPA
z
Prev GPA
z
Age
z
Curr Credits Att
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z
Curr Credits Failed
z
Minimum Mark Failed
z
Num Absences
z
Num Classes
z
Discipline Failed
4. These fields are updated by Update Course History and are used in
the Update Eligibility Process:
z
Cumm GPA
z
Cumm Credits ATT
z
Cumm Credits Earned
5. Compares all eligibility data in each student’s activity records (Student
Activities atom) to the activity requirement data in the AARQ file
(Activity Requirements atom) for each activity code listed for that
student.
6. Updates the student’s Elig Status and Elig Date fields in the Student
Activities atom, based on the results of this process.
Comparison Update Process Screen
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Student Activities Information
221
Comparison Update Process Fields
Field
Description
Activity
Activity, from the pop-up list (AARQ file).
Leave blank to process all activities.
Student ID
Student’s ID. Leave blank to process all
students.
Calculate Age As Of
Date
As of date (MMDDYY). The system uses this
date to determine if the student is of the
appropriate age to participate.
Comparison Date Range Date range (MMDDYY). Leave blank to
process the entire school year.
Marks (Progress)
Type of marks to process. Select the
checkbox to deselect this field and have the
system process grade marks.
Term
Term duration, from the pop-up list.
Marks (Grade)
Type of marks to process. Select the
checkbox to deselect this field and have the
system process progress marks.
GPA Type
GPA type for both the cumulative and current
GPA.
Attendance Option All
Day Code
Attendance type to process. Select the
checkbox to process using all-day
attendance.
Running the Comparison Update Process
1. Open the Student Activities atom.
2. From the Activities menu, select Comparison Update Process. The
Comparison Update Process screen displays.
3. Enter the parameters for the process.
4. Click Run, or click Cancel to return to the Student Activities atom.
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Student Activities Tab
Student Activities Fields
Field
Description
Ln
Line number in the matrix.
Act Code
Code indicating the activity in which the student participates, from the
pop-up list (ACT table or AARQ file).
Activity Description
Description of the activity (30 characters). When an activity code is
selected, the description defaults from the ACT table or AARQ file.
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223
Field
Elig Status
Description
Student’s eligibility status. Select one:
z
E (Eligible), which is the default
z
I (Ineligible)
z
P (Probation)
z
W (Waived)
z
N (Not Active – Not Enrolled)
z
R (Eligible with Restrictions)
z
S (Eligible with Special Restrictions)
The Student Activity atom marks a student ineligible when the school
uses half-day attendance. You can also mark students ineligible for daily
attendance by selecting an absence reason that affects eligibility in the
Activity Requirements atom.
Elig Date
Date the displayed eligibility status became effective (MMDDYY).
Defaults to the value calculated when the Comparison/Update process
was last performed.
Begin Date
Date the student began participating in the activity (MMDDYY). The
default is the current date. The Begin Date for a student’s activity must
be within the school calender year.
End Date
Date the student completed participation in the activity (MMDDYY). The
End Date for a student’s activity must be within the school calender year.
Sch Year
School year in which the student participated in the activity (YYYY). The
default is the current year.
Advsr #
Advisor number of the teacher monitoring the activity.
Name
Name of the teacher monitoring the activity (defaults from the Teacher
atom when the advisor number is entered).
Activity Comment
Comments regarding the student’s participation in the activity.
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Student Activities Detail Screen
Student Activities Detail Fields
The Student Activities detail screen contains all the fields of the Student
Activities tab, in addition to other information fields.
Data from these fields initially defaults to the Student Activities detail
screen. Any changes made to these fields display on both screens,
regardless of the screen on which you enter the changes.
You can display the detail screen by double-clicking any Ln field on the
Student Activities tab. The field you select determines which record
displays. For example, if you click COMP (Computer Club), the student
record for that activity displays.
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225
The following table describes the additional fields.
Field
Pre Status/Date
Description
Code indicating the student’s previous
eligibility status. Select one:
z
E (Eligible), which is the default
z
I (Ineligible)
z
P (Probation)
z
W (Waived)
z
N (Not Active – Not Enrolled)
z
R (Eligible with Restrictions)
z
S (Eligible with Special Restrictions)
Also indicates the date that the previous
eligibility status became effective
(MMDDYY). Defaults to the value calculated
when the Comparison/Update process was
last performed.
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Student Activities Information
Age
Student’s age at the time of eligibility.
Defaults to the value calculated when the
Comparison/Update process was last
performed.
Eth
Student’s ethnic code (ETH table). This
information comes from the ASTU file for
each student.
End Date
Ending date of an activity.
Status
Code indicating the student’s completion
status at the end of the activity season. Enter
either:
z
C (Completed Activity Season)
z
D (Did Not Complete Activity Season)
SeasonMo
Season month (MM) for the activity (defaults
from the Activity Requirements atom).
Yr
Season year (CCYY) for the activity (defaults
from the Activity Requirements atom).
Copyright © 2006 Pearson School Systems
Field
Description
NumSeasons
Number of seasons the student has
participated in the activity.
Health Ex
Whether the student received a health exam.
Enter either Y (Yes) or Blank (No). The
default is Blank.
Date
Date that the student received the health
exam (MMDDYY). This date must be after
the health date listed in the Activity
Requirements atom.
Drug Screen
Indicates whether a student has failed a drug
test.
Date
Date that the drug screen was administered
(MMDDYY).
EmgContact
Whether the student has an emergency
contact. Enter either Y (Yes) or Blank (for
No). The default is Blank.
PrnConsent
Whether the student has parental consent to
participate in the activity. Enter either Y (Yes)
or Blank (for No). The default is Blank.
StuContract
Whether the student has signed a contract
regarding participation in the activity. Enter Y
(Yes) or Blank (No). The default is Blank.
Insurance
Whether the student has health insurance.
Enter either Y (Yes) or Blank (No). The
default is Blank.
NumSemEnr
Number of semesters that the student has
been enrolled in this school.
EnrLastSem
Whether student was enrolled in this school
last semester. Enter either Y (Yes) or Blank
(No). The default is Blank.
Transfer
Whether the student transferred from another
school. Enter either Y (Yes) or Blank (No).
The default is Blank.
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227
Field
Description
ProAth
Whether the student is a professional athlete.
Enter either Y (Yes) or Blank (No). The
default is Blank.
Resident
Whether the student resides in this school
district. Enter either Y (Yes) or Blank (No).
The default is Blank.
PreGPA
Student’s previous Grade Point Average
(GPA). Defaults to the value calculated when
the Comparison/Update process was last
performed.
CurrGPA
Student’s current GPA. Defaults to the value
calculated when the Comparison/Update
process was last performed.
CreditAtt
Number of credits the student attempted.
CreditFailed
Number of credits the student failed.
SumCredits
Number of summer school credits the student
earned.
TchMandate
Code indicating a teacher mandate affecting
eligibility. Select one of these codes:
z
E (Eligible), which is the default
z
I (Ineligible)
z
P (Probation)
z
W (Waived)
z
N (Not Active – Not Enrolled)
z
R (Eligible with Restrictions)
z
S (Eligible with Special Restrictions)
You can enter the Ineligible code during a
scanning process. All other codes require
manual input.
This field overwrites the Elig Status after you
run the Compare Update process.
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Field
Description
Date
Date when the teacher mandate became
effective (MMDDYY). The default is the
current date.
ID
Identification number of the teacher
responsible for the teacher mandate.
Code 1–9
User-defined information. You can define up
to nine codes.
Using the Student Activities Atom
You can use the Student Activities tab of the Student Activities atom to
add, delete, or modify records regarding the current activities in which a
student participates. See Data Functions. Each line in this tab represents
one activity summary record for the selected student. Each of the selected
student’s activity summary records contains current information on the
specified activity.
After you add a record using the tab, you can access the detail screen.
You can use this screen to add, delete, or modify records using the same
process you do for the summary form. The detail screen contains all of the
fields on the Student Activities tab, plus additional information fields. Data
from the fields on the tab initially defaults to the detail screen. Any changes
made to these fields display on both screens, regardless of the screen on
which the changes were entered.
Use the selection bar on the detail screen to go to another activity record
for the selected student without returning to the Student Activities tab.
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Student Activities History Tab
Student Activities History Fields
Field
230
Student Activities Information
Description
Month
Season month (MM) for the activity (defaults
from the Student Activities tab).
Year
Season year (YYYY) for the activity (defaults
from the Student Activities tab).
Code
Code indicating the activity in which the
student participates (defaults from the
Student Activities tab).
Activity Description
Description of the activity (defaults from the
Student Activities tab).
School
Identification number of the student’s school
of residence (defaults from the Student atom)
Notation
Comments, if applicable.
Copyright © 2006 Pearson School Systems
Modifying Records Using Student Activities History Tab
Use the Student Activities History tab to update an existing student’s
activity record in the AACT file.
1. Open the Student Activities atom and display the Student Activities
History tab.
2. Find the student's record you want to modify.
3. From the Data menu, select one of the following options:
z
Add Activity
z
Delete Activity
4. Click Save to save your changes, or click Undo to not save changes.
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Student Activities Information
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Identifying Schools Previously Attended
Use the Schools Attended atom (in the Student Info folder) to maintain a
record of schools that a student formerly attended. Make entries either
manually or by using a function of the Update Course History atom.
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Schools Attended Screen
The Schools Attended screen records which schools a student has
attended, the school’s location, and the student’s attendance record at that
school. You can enter or update data in the Schools Attended screen at
any time, according to the needs of your school. See Data Menu
Functions.
Schools Attended Screen Fields
This atom contains standard header fields for student information within
your school.
The standard header fields in this atom begin with Last Name and end with
Student ID. The header fields are read-only.
Field Name
234
Description
Ln
Line number for each school row.
Sch No
Number assigned to each school attended
previously. This is a required field.
School Name
Name of each school attended previously.
Begin Date
Date a student enrolled at each previous
school.
Copyright © 2006 Pearson School Systems
Field Name
Description
End Date
Date a student left each previous school.
City
City of each previous school.
State
State of each previous school.
Province
Canadian province for the school (if
applicable).
Country
Country of each previous school.
Grade
Student’s grade in each previous school.
Membership
Membership in each previous school.
Days Absent
Days the student was absent in each
previous school.
Days Present
Days the student was present in each
previous school.
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Checking Student Distribution
The Student Distribution atom (in the Student Info folder) enables you to
check the current student distribution or enrollment totals for the entire
student body. This read-only atom displays distribution totals by grade
level and gender.
The system displays data in a matrix and on a bar graph. You cannot
modify enrollment totals from this atom. This atom provides a feature that
enables you to export distribution data from the system for use with other
applications.
The Student Distribution atom does not open if the system date is not
within the attendance calendar dates.
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237
Student Distribution Screen
Viewing Student Distribution
When you open the Student Distribution atom, the system scans the
student database to determine current enrollment totals. The system
displays a message asking you to wait while this occurs.
Screen Element
Description
Matrix
Matrix on the student distribution screen displays distribution numbers
and totals. For each grade, the matrix displays the number of male and
female students as well as the total enrollment for that grade. The matrix
also displays the number of males and females among the entire student
body. Finally, the matrix displays the total current enrollment for the
entire student body.
Bar Graph
Bar graph on the Student Distribution screen displays a bar for the total
number of males and the total number of females in each grade. The
bottom axis indicates grade, and the side axis indicates student
numbers. The legend indicates which color represents which gender.
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Screen Element
Load From Date
Description
When you click Load from Date, a dialog box appears prompting you to
enter a specific date for loading enrollment totals. Enter a date then click
OK to load enrollment data. Alternatively, click Cancel to stop. The
Student Distribution atom does not count the student as active when a
student enrolls, withdraws, and then re-enrolls and you use Load From
Date with a date that is after the withdrawal but before the re-enrollment.
Copyright © 2006 Pearson School Systems
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Deleting Orphan Records
Use the Delete Orphan Records atom (in the Utilities folder) to delete
orphan records of students or teachers for the current year and current
school.
When you delete teacher records in the ATCH file (See Deleting a Teacher
Record on page 87 of the SASI Software™ Setup and Administration
Training Guide) or delete student records in the ASTU file (See Deleting
Student Records on page 62.), related records remain intact in other files.
This atom enables you to delete such orphan records from the files you
select.
Working with Delete Orphan Records Atom
You must be a Security Officer with administrative privileges to access this
atom.
Copyright © 2006 Pearson School Systems
Working with Delete Orphan Records Atom
241
Delete Orphan Records Screen
Delete Orphan Records Atom Options
Option
Description
Student
Select this checkbox when you want to delete
orphan records of students.
Teacher
Select this checkbox when you want to delete
orphan records of teachers.
Delete Orphan Records Atom Buttons
Button Name
Description
Run
Click Run to delete the orphan records for
the selected options.
Cancel
Click Cancel to close the Delete Orphan
Records atom.
Selecting Files to Delete Orphan Records
1. Open the Tables Definition atom from the System Setup folder (See
Using the Tables Definition atom on page 31 of the SASI Software™
Setup and Administration Training Guide.)
2. Click the Table List tab.
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Working with Delete Orphan Records Atom
Copyright © 2006 Pearson School Systems
3. Select Utilities from the list in the Group field. The left matrix displays
the tables named STU and TCH.
4. Select STU for students or TCH for teachers in the left matrix. The
matrix on the right side displays the names and description of files that
contain records related to the table you select.
Note: The tables - STU and TCH - are supplied with the SASI
software. The Delete Orphan Records procedure will not
function if these table names are changed.
5. Use the Add and Del buttons on the right matrix to add or delete file
name(s) that are related to STU or TCH tables.
Note: If you add files that are not related to the table selected in the
left matrix, such files will be ignored during the Delete Orphan
Records process.
Copyright © 2006 Pearson School Systems
Working with Delete Orphan Records Atom
243
Deleting Orphan Records
Follow these steps to delete orphan records of students and teachers from
the SASI software:
1. Close all open atoms on the SASI software desktop.
2. Open the Delete Orphan Records atom.
Note: A warning message displays if the system detects other
atoms open on the SASI software desktop. Click OK to close
all other open atoms.
3. Select the Student checkbox if you want to delete orphan records of
students or select the Teacher checkbox if you want to delete orphan
records of teachers. Select both the checkboxes if you want to delete
orphan records of both students and teachers.
4. Click Run.
Note: If there are no file names related to the STU or the TCH
tables in the Table Definition atom, an error message
displays prompting you to enter the file name(s) in the
Utilities group on the Table List tab of the Table Definition
atom.
Viewing the Log File information
When the process of deleting orphan records completes, a message
displays the status of the process and the location of the generated log file.
The log file contains:
z
The date and time
z
The name of the user who deleted the orphan records
z
The file name of every deleted orphan record
z
The number of deleted orphan records in every file
z
The status of the process — displays as "Orphan Record Deletion
process successfully completed" when the process is successful or
as "Orphan Record Deletion process aborted" if the process aborts.
Note: When you run the process again, the new log information is
appended to the previously created log file.
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Working with Delete Orphan Records Atom
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Deleting Temporary Files
The Delete Temp Files atom (in the Utilities folder) enables you to delete
temporary files from the datafile folder or move them to another location.
Working with Delete Temp Files atom
The temporary files in the datafile folder can be deleted or moved by a
Security Officer with administrative privileges.
Delete Temp Files Screen
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Working with Delete Temp Files atom
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Working with Delete Temp Files atom
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Delete Temp Files Atom Fields
Field
Description
Immediate
Deletes or moves the qualified and nonqualified temporary files immediately.
Send To Job Queue
Sends the process of deleting or moving the
qualified and non-qualified temporary files to
the application's job queue server.
Current School
Selects the qualified and non-qualified
temporary files for the current school and
displays the current school name and
number in the Schools matrix.
All Schools
Selects the qualified and non-qualified
temporary files for all schools defined in the
School atom and displays the school names
and numbers in the Schools matrix.
Selected Schools
Displays the Select Schools arrow icon,
which enables you to select the schools for
which you want to delete the qualified and
non-qualified temporary files.
Select Schools
Enables you to select the schools you want
from a generic selection window. The
selected schools are listed in the Schools
matrix.
Note: The Select Schools option displays
only when you choose the Selected
Schools option.
Move Files
Copyright © 2006 Pearson School Systems
Moves the qualified and non-qualified
temporary files to a mapped location of your
choice or to a default location if you do not
specify a path.
Working with Delete Temp Files atom
247
Field
Select Path
Description
Enables you to specify a path where you
want to move the qualified and non-qualified
temporary files. The path you specify
displays in the text box below this option. A
default path displays in the text box if you do
not specify a path.
Note: The Select Path option displays only
when you select the Move Files
checkbox.
Deleting or Moving Temporary Files
Follow these steps to delete or move all the qualified and non-qualified
temporary files from the datafile folder:
1. Close all open atoms on the SASI software desktop.
2. Open the Delete Temp Files atom.
Note: A warning message displays if the system detects other
atoms open on the SASI software desktop. Click OK to close
all other open atoms. A message displays prompting you to
take a backup of the datafiles before proceeding. Click OK.
3. Choose from the following options on the atom screen:
z
Immediate — To move or delete the files immediately
z
Send To Job Queue — To send the deletion process to the job
queue.
4. Select the schools you want. Choose from the following options:
z
Current School — To select the temporary files for the current
school
z
All Schools — To select the temporary files for all schools defined
in the School atom
z
Selected Schools — To select multiple schools of your choice.
Note: The Select Schools arrow icon displays when you choose
the Selected Schools option. Click the icon to select the
schools you want.
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Copyright © 2006 Pearson School Systems
5. Select the Move Files checkbox if you want to move the temporary
files from the datafile folder to another folder.
Note: Delete the moved files manually from the new location if you
no longer need them.
6. The Select Path arrow icon displays when you select the Move Files
checkbox. Click the arrow icon to select the path where you want to
move the temporary files. The path you specify displays in the text box
below the icon.
Note: The system selects a default path when you do not specify
the location for moving the files.
7. Click Run.
8. On completion, a message displays the location of the log file for the
deletion process.
Note: If an error occurs during the process, a message indicating
the error displays.
Copyright © 2006 Pearson School Systems
Working with Delete Temp Files atom
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Working with Delete Temp Files atom
Copyright © 2006 Pearson School Systems
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