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Click the Save button to save the report and label it 4ES/SL Contact Sheet.
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Select Reports | Student List | Registration Group List again. Leave the registration group selection at the default and click the OK button.
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Click the Browse button and select the report that was saved, and then click the Open button. This report could be accessed as many times as required.
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Click the Close button to close the Report screen.
Activity 1 – Add a new Column to the General Student List -
Select Reports | Student List | General Student List and select Age from the available data fields.
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Drag it into the grid to create a new column that displays the ages of the pupils listed.
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Save the changes made to the report, giving the report a unique title.
Activity 2 – Add Ethnicity to a Registration Group List -
Select Reports | Student List | Registration Group List and select the Year Groups and Registration Groups to be included in the report.
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From the second drop-down list select Ethnic/Cultural. Select Ethnicity and drag it on to the grid to create a new column displaying the ethnicity of all the selected pupils. Remember to click the Next button to move between registration groups.
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Save the changes to the report giving the report a unique title and close.
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Select Reports | Student List | Registration Group List again and click the OK button. Select the report just created and check the details recorded.
Chapter Introduction
A Bulk Update routine is provided to add certain types of data en masse for selected groups of pupils. The purpose of this routine is to reduce the amount of data entry required for a complete data set. However, the routine should be used with care as it could reduce the value of the information to be extracted.
The ability to update data for multiple pupils is particularly helpful when preparing for statutory returns, such as the school census.
The data items which can be updated are:
Boarder status
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Source of service children
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English additional language
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National identity
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First language
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Speaks welsh
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First language source
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SEN provision type
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Ethnic data source
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Gifted/talented subject
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Ethnicity
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Parental consent
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Home language
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Disabilities
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Home religion
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Birth certificate seen
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SEN status
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Emergency consent
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Mode of travel
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Pupil Premium Indicator
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Service children in education
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Step by Step – Bulk Update
In this example the ethnic data source is updated for the pupils in the reception year group.
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Select Routines | Pupil | Bulk Update to display the Bulk Update Student screen.
In the Student Population panel, the group of pupils can be selected from different Group Type(s), for example, Year Group, Registration Group and Ethnicity.
The selected group type determines which groups are available for selection.
If year group is selected as the Group Type, the groups available will be the year groups.
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Select Mode of Travel as the Group Type, and then select Group. This lists the entries available in the Mode of Travel lookup table and also includes and . This is particularly useful if a check needs to be made for school census to see which pupils need travel to school to be recorded or if the DfE changes the lookup values and a check needs to made to see which pupils have invalid travel types recorded.
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Change the Group Type by selecting Year Group from the Group Type drop-down list and Year R from the Group drop-down list.
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NOTE: The button which appears beside the Group drop-down list switches between displaying active and inactive groups, that is to say those no longer used by the school and made inactive using the lookup table maintenance routines. If inactive groups are selected a yellow exclamation mark is displayed to indicate an invalid group.
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An Effective Date can also be set, either by selecting from a calendar or by entering a date directly in the date field. The date entered indicates when the group membership was in force. The effective date defaults to today’s date.
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Select the Ethnic Data Source in the Update Data Item panel. This should be added after selecting the group type and group and, where necessary, an effective date entered indicating the date when the selected item us to be updated.
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Click the Search button to populate the Bulk Update Pupil area with members.
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Clicking a column heading sorts the list. The first click orders the list in ascending order, the second click in descending order. The default order is alphabetical.
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Sorting the list on the Assigned column helps to identify missing entries.
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Hovering over a truncated column heading displays the full heading. The Display columns default to Name, Year Group and Assigned. However, right-clicking in a column heading enables additional columns to be selected or deselected from the list of those available.
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Right-clicking a Data column heading offers display and editing options.
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Entries can be made in several ways:
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Clicking in a single cell places a tick in that cell. Clicking again removes the tick.
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Right-clicking in a data column heading produces the editing menu as shown in the preceding graphic. Clicking the Check All button places ticks in every cell for that column and removes ticks from other columns already populated. Clicking the UnCheck All button removes ticks from all cells in the selected column.
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A group of pupils can be selected using a combination of the Shift, CTRL and the left mouse button or the arrow keys. Ticks can then be placed in one column for the selected pupils by clicking anywhere in the column.
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NOTE: The keyboard navigation arrow keys can be used to find a cell and the space bar can be used to place a tick or remove a tick.
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Having flood-filled one column, the data can be edited as required by clicking into cells to place ticks in the correct data columns for groups of pupils or an individual pupil.
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Sorting the list enables identification of particular data entries or missing data.
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When complete, click the Save button.
Step by Step – Change Enrolment Status
There may be occasions when a pupil’s enrolment status changes from single registration to either dual registration or guest because they will be attending lessons at another establishment for part of each week. This could be another school or further education establishment offering one or more courses not currently on offer at the school, either because the school is in partnership with other educational establishments in the areas which offer a wider range of options or because another establishment offers a course not currently available at the school.
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Select Routines | Pupil | Change Enrolment Status to locate any pupil requiring their enrolment status changed.
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NOTE: It is not possible to change the enrolment status by selecting a pupil and attempting to make the change via their pupil record.
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Find Marc O’Connor by typing o’con in the Surname field, and then click the Search button.
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Select Marc’s pupil record. Notice that the only information displayed includes basic details, surname, forename, date of birth and so on and the current enrolment status, which is set to single registration.
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Select Main – Dual Registered from the Enrolment Status drop-down list.
The options available are:
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Guest pupil – a pupil may be recorded as a guest if they are attending the school for a specific reason. For example, the school offers a course on technology and the pupil only attends for those lessons, as the school where they are currently enrolled does not offer that particular course. There is no need to register them as on-roll at the school they attend as a guest.
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Main – dual registered – this indicates that the pupil attends another establishment for part of each week, but that the majority of their lessons are taken at the school. Pupils are enrolled at the other establishment as subsidiary – dual registration.
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Subsidiary – dual registered – this indicates that the pupil only attends the school for a minority of lessons. The majority of their time is spent at the other educational establishment.
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As there are financial implications, the use of main – dual registration and subsidiary – dual should only be used in agreement between educational establishments.
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Click the Save button to save the change to Enrolment Status.
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Click the Yes button in response to the message asking for confirmation of the change and click the Close button to close the Change Enrolment Status screen.
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Find Gus’s pupil record and click the Registration hyperlink. Notice that Marc’s enrolment status has now changed to Main – Dual Registration.
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