This guide will explain several advanced features within Student Stats you
can take advantage of when designing reports.
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1. Data Constraints Tab
The Data Constraints tool allows a user to constrain the final report and only show students represented in one or more of the linked data files.
The Data Constraints tab is used only when a report is referencing multiple data files.
Example:
An administrator has created a report using two different data files. One of these files are state test scores, and one of the files contains only the students in the school who have Accommodations + Modifications.
•The 2012-2013 State Test Results data files hold the entire student population of 500 students.
• The Accommodations + Modifications data file holds only 50 students who receive accommodations or modifications.
If the administrator does not check any boxes under Data Constraints, all 500 students will appear on the final report.
However, the administrator ONLY wants students with accommodations or modifications to appear on the final report. To constrain the data to those 50 students, she checks the
appropriate data file under the Data Constraints tab.
When she views this report, she will see only the 50 students that had entries in the Accommodations + Modifications data file.
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2. Filters Tab
Any data stored in Student Stats may be used to create a report
filter, which will distill the report resultsand only show desired
student populations. This is a more flexible version of the Data
Constraints tooldescribed above, as it allows the user to filter on
a specific data field. Important Note: if placing a filteron a file
that has multiple snapshots, the filter will be applied only to the
most recent snapshot.
For example, a filter may be used to only show Title 1 students,
only Special Ed students, or only at-riskstudents (who score
below a certain threshold on state tests).
**Note: Filters may be “stacked”, meaning that multiple filters
may be applied to a single report.**
1. Open the report.
2. Click the Filters tab.
3. Use the Add Column drop- down menu to choose the data
file that holds the field that will be used for filtering.
4. Use the Select a Field drop- down menu to choose a field. In
this example, the user would like to filter the report to only
at-risk math students who scored below a 300 in language
arts, and has chosen the ElaScaledScore field.
5. When the desired field has been selected, click the green
(+) icon to add the field to the filters.
6. In the Condition column, choose the logical condition for the
filter. In this example, the user wants all students who
scored a 300 or less; she chooses the option “Is Less Than
or Equal To”.
7. Finally, enter the search term to complete the filter, and
click the Save Report button.
The user may read the completed filter (green box, below)
as follows: “This report will only show student records where the ELA
Scaled Score (field) is less than or equal to (condition) 300
(search term).”
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3. Summary Totals
To add calculations to a final report, like averages, counts, max/
min, use the tools in the Summary Totals tab.
**NOTE: if placing a summary total on a file that has multiple
snapshots, the calculations will be applied only to the most
recent snapshot.**
To add a summary total calculation to a report, follow these
steps:
1. Click the Summary Totals tab.
2. Use the Add Column drop-down menu to choose the column
that will receive the calculation.
3. Click the green + icon to select the column.
4. Select whether to add this total to either the “Report
Summary” or the “Group Summary” (details follow).
5. After selecting either the report or group footer, the
summary total will appear in the screen below. Use the
Operation column to choose the calculation that will be
made:
Sum – adds the contents of each cell and displays the sum
Count – counts the number of student records in the group/
report and displays the total number of records
Average – calculates and displays the mean of all
numerical cells in the column
Median – locates and displays the value lying at the
midpoint of the range of scores Minimum – locates and
displays the smallest numerical value in the selected
column Maximum – locates and displays the largest
numerical value in the selected column
6. Add as many summary totals as necessary and click Save
Report when finished.
Report Footer:
Calculates every student record in the column, displays final
result at the bottom of the report.
Group Footer:
Calculates the records in each group, and displays a result at
the footer of each group.
**Note: Group Footer is only used if the report has been broken
into groups in the Columns tab.
**Note: Any student with a NULL or blank value will not
contribute to the Summary Total; their record will simply be
skipped during the calculation.
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4. Formatting
Basic reports created in OnCourse will display in a consistent
font and size. Using the Formatting tab, each report can be
aesthetically enhanced to provide instant visualinformation to a
report recipient.
**Note: Conditional formatting only appears on the most recent
snapshot.
To apply conditional formatting to a report, follow the
instructions below:
1. Click the Formatting tab.
2. Use the Add Column drop-down menu to choose the column
that will receive the formatting.
3. Click the green + icon to select the column.
4. The selected column appears in the window below. Use the
Condition and Value columns to choose the logical condition
that must be met to trigger a formatting change (see
below).
Examples of Valid Conditional Statements:
Where Scaled Score - Math (field) is less than or equal to
(condition) 150 (value 1)
Where Scaled Score (field) is between (condition) 151 (value
1) and 200 (value 2)
Where Proficiency (field) equals (condition) Partially
Proficient (value 1)
5. Once the conditions and values have been established, use
the Format column to choose the styling that will activate
for any cells that meet those conditions (see green box,
below). Options are:
Font Family
Bold
Italics
Decoration (underline, strikethrough)
Text Color
Back(ground) Color
6. Once the conditions, values, and formats have been set,
click the Save Report button.
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5. Reviewing Report
Return to the View Reports area and open the report to see any
changes made. If the final report tab remains open while
making changes, click the Refresh Report button to see the
changes appear on the final report.
If charts have been made visible during the report building
process, click the Toggle Charts button to view the charts.
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6. Success!
You have now completed this guide. Be sure to utilize the full
resources of our Learning Center!
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