Navigation: Home > Campus Community > USM Campus Community > Reporting > Student Data Report
Steps:
Key Information:
1. The tables that populate the Student Data Report are updated nightly.
2. It's advisable to begin the run control id with "SDR_....".
3. Student data can only be collected from 3 terms in the past and 3 terms into the future from the date of the run.
4. Field names EMPLID, USM_Name, and FERPA should always be included on the report.
5. The report is rendered and prints landscape, thus you can include approximately 8-10 columns / fields.
6. If the FERPA flag is marked with a Y (yes), then the student's info must NOT be released.
Step 1For FIRST TIME ONLY: Click the Add a New Value tab.
Step 2Enter a "Title" for the process.
NOTE: Run control IDs cannot contain spaces.
Step 3Click the Add button.
Step 4Enter the report name you would like to appear at the top of your printed report. Limit: 30 characters.
Step 5Select the appropriate address:
1. Home: Pulls the home address. If home address does not exist, nothing appears.
2. Campus: Campus address. If campus address does not exist, home address will appear.
3. Degree: Only appears if the student has applied for graduation. Otherwise, nothing appears.
4. None: No address will appear.
Step 6Enter the term code of interest.
Step 7Enter the file name that will be used in moving your report into MS Excel.
NOTE: Do NOT use special characters, especially periods!!
Step 8Select appropriate field name by using the magnifying glass search.
NOTE 1: This will form the columns across the top of your report.
NOTE 2: The order you list the field names dictates the column order on your report.
Step 9Check the box if you want to see the info for this field on your report.
NOTE: If you check off the box, the info will still be used in your search but it will not appear on the report under a header.
Step 10Use if you want to limit the results displayed on your report. Operators include "less than," "equal to," "greater than," etc.
Step 11Enter the value that coincides with the operator selected.
Example: operator equals "greater than" and value equals "2.99" to display students with an GPA of 3.0 or higher.
Step 12This allows you to sort the info down the left-hand side of the report, such as sorting the report beginning with the highest GPA down to the lowest.
NOTE: If you do not include a sort order, it will be sorted by EmplID.
Step 13Click the + button until all field names have been entered.
Step 14Helpful Hints:
1. Always include the field names: EMPLID, USM_NAME, and FERPA.
2. Click the View All link and modify (as needed) the field names, operators, values, and sort order before running the report.
3. A warning message will appear if there are too many field names / columns for the report to print landscape. In this case, delete unnecessary field names.
Step 15Click the Run button.
Step 16Choose PSUNX as the server name.
Step 17Select Web as Type.
Step 18Select PDF as Format.
Step 19Click the OK button.
Step 20Click the Report Manager link.
Step 21Click the Refresh button until the report Status is "Posted" which may take several clicks.
Step 22Click the Student Report link once the report has "Posted."
Step 23A new window will appear to display your results.
NOTE: Turn OFF all pop-up blockers!!
Step 24NOTE: Enlarge the report by using the Zoom feature.
Step 25To convert report to MS Excel (optional), click on the Details link to the right of "Posted."
Step 26Hover your mouse over the
.DAT file and RIGHT-CLICK!!
Step 27Click on "Save Target As..."
Step 28Select where you would like your report to be saved.
Step 29Click the Save button.
Step 30Click the Close button.
Step 31Open Microsoft Excel.
Step 32Click the menu button and click on Open.
Step 33Select the location where you saved the document.
Step 34Select "All Files" or "All Excel Files."
Step 35
Click on the file that you just saved.
Step 36Click the Open button.
Step 37Click the Delimited option.
Step 38Click the Next button.
Step 39Check the Comma box.
Step 40Click the Next button.
Step 41Click the Finish button.
Step 42Your report will appear in MS Excel.
Step 43