secretary’s tool box 2. affton school district ~ converted to ps jan 2008 becky blake – rogers...

Secretary’s Tool Box 2

Affton School District ~ Converted to PS Jan 2008

Becky Blake – Rogers Middle School, Registrar and Secretary to the Assistant

Principal

Samantha Kurtzeborn – District Data Coordinator

Agenda

• Daily Bulletin

• Change Student Field Values

• Honor Roll

• Reporting Engine Reports: EOY Checker, Pre-Low Current Grade Report and Individual Discipline Summary Report

• Mail Merge

From the main menu, click on Special Functions, then

Things To Make Your Bulletin Stand Out

• <marquee> - will make your title scroll• <font color=purple> - change your font

colors using HTML code• <font size=20> - change the size of your

font• Type in your message: Welcome Back !• Don’t forget to end all your commands by

using the /: </marquee></font></font color>

Completing the fields

• Choose the date you want to publish your bulletin

• Choose your audience: Public (everyone can view it), Teachers (those with teacher and Admin access can view it), Admin (only those with Admin access can view it)

• Type in your message

• Submit

Preview and Edit

• Click on Preview your bulletin

• If you don’t like the results, click on Edit and make your changes

• Click on submit and preview again

• This is the bulletin that will be seen if the user clicks on Daily Bulletin from the main menu

Change or Clear Student Field Values

• You can also select a group of students to change or clear field values on.

• Once you’ve selected the students using “Select Students by Hand”, click on Select a Function, then choose “Student Field Value”

Honor Roll

• From the main menu, click on School

• Click on Honor Roll

• Click on System

• Click on Calculate Honor Roll

• Enter the Quarter in the Store Code Field

• After pressing submit, the following message will appear:

• Click on Reports

• Click on Run Reports

• Click on Honor Roll

Reporting Engine Reports

• EOY Checker

• Pre-Low Current Grade Report

• Individual Discipline Summary Report

PRE - EOY Checker Report• Click on Reports

• Click on Reporting Engine – these are reports that your school has obtained from other sources

• Click on PRE-EOY checker

• View your report

• Errors will appear in Yellow so you know what to correct – you can click on the student and fix it immediately

Pre-Low Current Grade Report

• Obtain a group of students based on their grades i.e.: students with 2 F’s as current grades

• Reports

• Reporting Engine

• PRE-Low Current Grades

• View report after it runs

• At the bottom of the report is a “group function” feature so you can now work with these students

Individual Discipline Summary

• Click on Reports

• Reporting Engine

• Individual Discipline Summary

How to find the Internal Student ID Number

To use this function, you will need the Internal Student ID number. You can find it by choosing your student, then clicking on “Teacher Comments”. The number at the bottom of this screen is the number you will need.

Teacher Comment Screen

• The report will automatically open

Mail Merge

• Use with excel and word to make:– Labels– Letters– Certificates– Any other function where you are unable to

use PowerSchool easily!

To begin…

• Choose a group of students by:

Selecting students by hand

Using an existing group of students

Selecting Students by Grade

Selecting Students by Gender

Selecting Students by Activity

Any other way you’d like to select them

• Once you have selected your students– Choose Functions– Choose Quick Export– Fill in all the fields you want to export

• You can set your browser to open automatically in Excel

• Delete any columns you don’t want or need

• Save your file

• Close Excel

• Open Word (we are on 2003)

• Choose Tools– Letters and Mailings

• Mail Merge

• From the menu on the right, choose the type of form you are using. Our example will be labels

Click Next to Continue

• Chose Change Document Layout

Choose Label Options

• Select Label

• Press OK

• Select– Next: Select Recipients

Select Browse

Then select your file from where you saved it

If this is your file, click on OK

Click on Next: Arrange your labels

Click on More Item

Choose the fields using Insert, when done, close this box

Click on Update all labels, then click Next: Preview your Labels

Change the layout by editing it i.e.: add a space, a comma, return to put something on next line, etc

A preview of your labels will come up. If they look correct, click on Next: Complete the merge

To complete the process, Click on Print.

Don’t forget to put labels in your printer!

Questions?

• We’ll be happy to answer any questions

• Becky Blake, 314-633-5973 eblake@affton.k12.mo.us

• Samantha Kurtzeborn, 314-633-5924 skurtzeborn@affton.k12.mo.us