Student Data Report


Concept

Navigation:  Home > Campus Community > USM Campus Community > Reporting > Student Data Report


Steps:

  1. 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 1

  2. For FIRST TIME ONLY:  Click the Add a New Value tab.

    Step 2

  3. Enter a "Title" for the process. 

     

    NOTE:  Run control IDs cannot contain spaces.

    Step 3

  4. Click the Add button.

    Step 4

  5. Enter the report name you would like to appear at the top of your printed report.  Limit:  30 characters.

    Step 5

  6. Select 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 6

  7. Enter the term code of interest.

    Step 7

  8. Enter the file name that will be used in moving your report into MS Excel.

     

    NOTE: Do NOT use special characters, especially periods!!

    Step 8

  9. Select 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 9

  10. Check 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 10

  11. Use if you want to limit the results displayed on your report.  Operators include "less than," "equal to," "greater than," etc.

    Step 11

  12. Enter 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 12

  13. This 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 13

  14. Click the + button until all field names have been entered.

    Step 14

  15. Helpful 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 15

  16. Click the Run button.

    Step 16

  17. Choose PSUNX as the server name.

    Step 17

  18. Select Web as Type.

    Step 18

  19. Select PDF as Format.

    Step 19

  20. Click the OK button.

    Step 20

  21. Click the Report Manager link.

    Step 21

  22. Click the Refresh button until the report Status is "Posted" which may take several clicks.

    Step 22

  23. Click the Student Report link once the report has "Posted."

    Step 23

  24. A new window will appear to display your results. 

     

    NOTE:  Turn OFF all pop-up blockers!!

    Step 24

  25. NOTE:  Enlarge the report by using the Zoom feature.

    Step 25

  26. To convert report to MS Excel (optional), click on the Details link to the right of "Posted."

    Step 26

  27. Hover your mouse over the 

    .DAT file and RIGHT-CLICK!!

    Step 27

  28. Click on "Save Target As..."

    Step 28

  29. Select where you would like your report to be saved.

    Step 29

  30. Click the Save button.

    Step 30

  31. Click the Close button.

    Step 31

  32. Open Microsoft Excel.

    Step 32

  33. Click the menu button and click on Open.

    Step 33

  34. Select the location where you saved the document.

    Step 34

  35. Select "All Files" or "All Excel Files."

     

    Step 35

  36. Click on the file that you just saved.

    Step 36

  37. Click the Open button.

    Step 37

  38. Click the Delimited option.

    Step 38

  39. Click the Next button.

    Step 39

  40. Check the Comma box.

    Step 40

  41. Click the Next button.

    Step 41

  42. Click the Finish button.

    Step 42

  43. Your report will appear in MS Excel.

    Step 43

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