OnCourse has many canned reports available for you in the Reporting tab, but also gives you the ability to create custom reports as well. This is done by creating advanced searches in the People tab. This guide will show you how to create a custom advanced search, as well as customization and sharing options.
1. Creating a New Advanced Search
Creating an advanced search involves a few steps:
1. Click the People tab in your account.
2. By default, OnCourse will launch the Saved Searches tab, which will show any reports that have been created in the past, or distributed to you by other users.
3. Begin a new search by clicking the "New Advanced Search" icon.
2. Search Types
Use the "Search Type" drop-down menu to select the basic information to be queried. You can only use one search type at a time. The available search types are:
• Students - basic information from the student's General tab such as demographics, transportation, special ed, etc.
• Guardians - basic information on guardians including address, contact information, primary language, etc.
• Staff - basic information on staff such as primary school, user type, address, qualification, etc.
• Student/Guardian Relationship - provides both student and guardian information in one table, and also allows the user to query relationship properties, such as primary guardian, approved mail recipient, emergency contact, etc.
• Unique Address Listing - provides a list of student addresses, eliminating duplicates created by multiple guardian profiles.
• Enrollment Summary/Detailed View - allows users to select a "snapshot" date or date range to extract enrollment-specific information on each student like enrollment codes, programs, and classifications. Use the Detailed view to extract modifications in a date range.
• Attendance Summary/Detailed - provides summary or line item information about attendance records for each student details such as attendance code, excuse code, and comments.
• Student/Discipline Incidents - allows user to choose a date range and extract information about any discipline incident that was recorded within those dates including details like incident code, location, victim, etc.
• Student/Discipline Dispositions - allows user to choose a data range and extract information about discipline incidents and any disciplinary action (disposition taken) including details like disposition codes (suspension, detention, earning, etc.), demerits accrued, administering staff member, etc.
**You must choose the correct search type before moving onto
the next step.**
3. Building an Advanced Search - Parameters
1. Choose the Active status of the desired student population, if applicable. Options are Active, Inactive (all deactivated students) or All.
2. Choose the desired school, or if the user has district-level rights, choose "All schools" for a district-wide search.
3. Choose the start/end dates, if applicable.
The Advanced Search screen will now use these preferences to display any fields that can be added to the final report. This list of fields will appear in the bottom-left side of the screen. You can now select the desired fields (hold Ctrl or Shift to select multiple fields) and move them into the final report with the > button. Alternately, a field can be drag-dropped back and forth.
These fields will appear on the right side of the screen when successfully selected. To move a field out of the final report, use the < button. To move ALL fields from one column to another, use the l< and >l buttons.
5. Reordering Fields
The selected fields will be listed left-to-right based on the order shown in the Selected window.
To move a field to a different placement, either drag+drop it with the mouse, or click on the field and use the up and down arrows.
6. Applying Sorts
To sort the report results:
1. Click the "Sort By" tab.
2. Click the green (+) button labeled "Add Sort."
3. When the sort appears, click on the field name to open a drop-down menu. Select the field you'd like to sort by and choose whether it will be ascending or descending.
• Multiple sorts may be added.
• To remove a sort, click the red (x) icon next to it.
7. Applying Filters
To filter the results of a report:
1. Click the "Filters" tab.
2. Click the green (+) labeled "Add Filter."
3. When the filter appears below, click on it to open a drop down menu. Select a filter.
4. Select the condition, which is the logical condition of the filter (i.e. "equals", "does not equal", "is greater than", etc.)
5. Select the search term, which is the variable that completes the logical expression.
• Title 1 Math Equals True
• AM Bus # Equals 503
• Program Type Does not Equal Transitional Graduation
**NOTE: Multiple filters may be applied to further narrow the report results. If multiple filters have been added, there is a drop-down menu to allow you to decide whether the report results must match ALL of the filter conditions or ANY of them.**
8. Saving and Running the Final Report
To save the search, click the "Save as New Search" button and enter a name for the report. Click OK.
**NOTE: If this report will be run again in the future, or modified and run again, make sure to save the report before clicking "Run Now."**
The report will display in a new tab labeled with the report name. These results can be modified in several ways:
• Re-Sort: To re-sort the report by any of the columns, simply click the column heading once to sort in ascending order, and twice for descending order.
• Hide Columns: To hide any columns click on the down-facing arrow on any column header, hover over the "Columns" icon and uncheck any column you'd like to remove temporarily from the report.