About this Guide This Quick Reference Guide provides an overview of the query options available under Utilities Query menu in InformationNOW.

Transcription

1 InfrmatinNOW Query Abut this Guide This Quick Reference Guide prvides an verview f the query ptins available under Utilities Query menu in InfrmatinNOW. Query Mdule The query mdule, fund under Utilities Query, may be used t create custmized XML, HTML, TXT r CSV files. The files may be based n data frm ne f the fllwing mdules: Curse/Sectin Staff Student Student Daily Attendance Student Discipline Student Grading Student Medical Student Perid Attendance Student Schedules Student Transcripts Each mdule cntains varius data elements. Filters Student Filter All filters that reference student data cntain an ptin t select an existing Student Filter. T filter the query t a specific list f students, select the Student Filter frm the available list. Quick Reference Guide Chalkable_ InfrmatinNOW Query 1

2 Wrking Filters Once a filter has been created the resulting list f students may be saved t a filter. This ptin wrks as it des n all reprts. Nte: Unless the user is in the prcess f building an existing list f students, it is recmmended t select t Overwrite Existing under Wrking Filter t remve existing students frm the users wrking filter and create a new list. Once the query is run and the ptin t Save t Wrking Filter is checked, the list f students in the query results will be saved. The user can then g t Students Student Filter and save the wrking filter results with a new name. Always remember that the filter will be created with the list f students wh met the query criteria as f tday s date. If the user wishes t update the list f students at a future date, it will be necessary t run the query again, chse t Save t wrking filter and then create a new query, selecting t Cpy Frm Filter [My Wrking Filter] again in rder t update the list f students. If a user wishes t create a list f students and then generate a new list f students at a future date fr cmparisn, can save the filter with a date in the name indicating the date the list f students was created (ex. LEP As Of Feb 1). Fr example, n February 1 st the user may create a filter f students whse LEP is nt blank. G t Utilities Query. Select Student. Select the desired fields t include. Click LEP and select t include students whse LEP is nt blank. Check t Save t Wrking Filter and Run the query. The students whse LEP was nt blank as f 2/1/2013 will be added t the wrking filter. G t Students Student Filters. Add a new filter and enter a name f LEP Students As Of Feb 1. Select t Cpy Frm Filter: [My Wrking Filter]. Students wh were in the query that was just run will be saved in this filter and can be used n ther screens such as reprts. Then, n March 1, the user can g t Utilities Query and run the LEP Query. Check t Save t wrking filter and Run the query. The list f students wh are LEP students n March 1 will nw be added t the wrking filter. The user Quick Reference Guide Chalkable_ InfrmatinNOW Query 2

3 may then g t Students Student Filter and create a new filter with the name LEP Students as f March 1 and chse t Cpy Frm Filter [My Wrking Filter]. The user nw has a filter f students wh were LEP n March 1. Staff Queries: Once saved, the user can then g t Staff Staff Filter and save the wrking filter results with a new name. Curse/Sectin T create a query fr curse/sectin data, g t Utilities Query. Click the Curse/Sectin blue link r click t bullet the Curse/Sectin ptin and then click View. Fllw the same steps as utlined in the sectin Staff Queries belw. Data may be selected frm the Curse/Sectin and/r Staff mdules. Quick Reference Guide Chalkable_ InfrmatinNOW Query 3

4 Staff Queries T create a query fr staff data, g t Utilities Query. Click the Staff blue link r click t bullet the Staff ptin and then click View. Acad Year: Users may select an academic year t filter the Schl list t the right t just specific schls that have an academic sessin within the academic year selected. Fr example, select 2015 t filter the Schl list t the right t just the schls/academic sessins fr the academic year f Or select --- All --- t display all schls in the list n the right. Enter a Reprt Title t be printed as a heading fr the reprt (Ex.: Staff Birthday List). Cunts: Check this bx t include a cunt f recrds at the bttm f the reprt. Nte: This field will becme active when a field is selected. Select the fields t be included in the query. Fields vary based n the mdule selected. Data may be selected frm the Staff, Cntact and/r Custm mdules. T include a field in the query, simply place a check next t the field name. When a field is selected, a sample f five recrds will display belw in the results sectin belw. Fields shuld be selected in the rder in which they are t appear in the query. T re-rder the fields, it is necessary t unselect the fields and then select them again in the desired rder. Select the reprt frmat (ex. xml, html, txt, csv). If desired, check t include Ttals Only in the query. T save the settings f this reprt, click Save. Bullet either Public r Private. Public queries may be accessed by anyne with the apprpriate privileges. Private queries may nly be accessed by the user wh initially created the query. Quick Reference Guide Chalkable_ InfrmatinNOW Query 4

5 Enter a Query Name. Optinal: Enter a Shrt Descriptin f the query. Click OK t save the query. Click Run t generate the query. Student Queries T create a query fr student data, g t Utilities Query. Click the Student blue link r click t bullet the Student ptin and then click View. Quick Reference Guide Chalkable_ InfrmatinNOW Query 5

6 Fllw the same steps as utlined in the sectin Staff Queries n page 4. Data may be selected frm the Student, Guardian, Cntact (t include cntacts ther than guardians) and/r Student Custm mdules. Nte: Currently, if Guardian fields are included in a query, nly students wh have guardians will be included in the query. Student Daily Attendance Query T create a query fr student s daily attendance recrds, g t Utilities Query. Click the Student Daily Attendance blue link r click t bullet the Student Daily Attendance ptin and then click View. The available fields pertain t the student daily attendance recrds. Data may be selected frm the Attendance, Student and/r Guardian mdules. Enter the criteria as described under the staff sectin, selecting the desired daily attendance fields. Students withut a daily attendance recrd will nt be included in the query. Quick Reference Guide Chalkable_ InfrmatinNOW Query 6

7 Student Discipline Query T create a query fr student s discipline recrds, g t Utilities Query. Click the Student Discipline blue link r click t bullet the Student Discipline ptin and then click View. The available fields pertain t the student s discipline recrds. Data may be selected frm the Discipline, Student, Sectin (scheduled curse) and/r Guardian mdules. Enter the criteria as described, selecting the desired student discipline recrd fields. Nte: Students wh d nt have any discipline recrd will nt be included in the query. Quick Reference Guide Chalkable_ InfrmatinNOW Query 7

8 Student Grading Query T create a query fr student grade recrds, g t Utilities Query. Click the Student Grading blue link r click t bullet the Student Grading ptin and then click View. The available fields pertain t the student s grade recrds. Data may be selected frm the Grading, Student, Sectin (scheduled curse) and/r Guardian mdules. Enter the criteria as described, selecting the desired student grade recrd fields. Quick Reference Guide Chalkable_ InfrmatinNOW Query 8

9 Student Medical Query T create a query fr student medical recrds, g t Utilities Query. Click the Student Medical blue link r click t bullet the Student Medical ptin and then click View. The available fields pertain t the student s medical recrds, excluding immunizatins. Data may be selected frm the Medical, Student and/r Cntact mdules. Enter the criteria as described, selecting the desired student medical recrd fields. Quick Reference Guide Chalkable_ InfrmatinNOW Query 9

10 Student Perid Attendance (Absence) Query T create a query fr student perid attendance recrds, g t Utilities Query. Click the Student Perid Attendance blue link r click t bullet the Student Perid Attendance ptin and then click View. The available fields pertain t the student s perid attendance (absence) recrds. Data may be selected frm the Perid Absence, Student, Sectin (scheduled curse) and/r Guardian mdules. Enter the criteria as described, selecting the desired student perid attendance recrd fields. Quick Reference Guide Chalkable_ InfrmatinNOW Query 10

11 Student Schedules Query T create a query fr student schedules, g t Utilities Query. Click the Student Schedules blue link r click t bullet the Student Schedules ptin and then click View. The available fields pertain t the student s schedule. Data may be selected frm the Sectin (scheduled curse), Student, Transcript and/r Guardian mdules. Enter the criteria as described, selecting the desired student schedule fields. Quick Reference Guide Chalkable_ InfrmatinNOW Query 11

12 Student Transcript T create a query fr student schedules, g t Utilities Query. Click the Student Transcript blue link r click t bullet the Student Transcript ptin and then click View. The available fields pertain t the student transcript recrds. Data may be selected frm the Transcript (student transcript grades), Student, Sectin and/r Cntact mdules. Enter the criteria as described, selecting the desired student transcript fields. Lading Queries T retrieve a previusly saved query, g t Utilities Query and perfrm the steps belw. Bullet the mdule under which the query was riginally created (i.e., Staff, Student). Click Lad. Quick Reference Guide Chalkable_ InfrmatinNOW Query 12

13 Select the saved query frm the available list and click OK. Make any desired changes r click Run t generate the query. If making changes, click Save t save the changes. Deleting Queries T delete a previusly saved query, g t Utilities Query and perfrm the steps belw. Bullet the mdule under which the query was riginally created (i.e., Staff, Student). Click Lad. Quick Reference Guide Chalkable_ InfrmatinNOW Query 13

14 Select the saved query frm the available list and click Delete. Query Filter Optin Filter ptins are available fr each field that is selected t include in a query. Examples f varius searches are shwn in the sectins that fllw. Select a field by which t filter by placing a check next the field. T filter n this field, click the name f the field that appears as a blue link. (Ex.: Gr (Student Grade Level). The Filter Criteria screen fr the selected field will display. Quick Reference Guide Chalkable_ InfrmatinNOW Query 14

15 Use any f the filter ptins available t limit the students wh will be included in the query. Once the filter ptins are selected, click OK t return t the main query screen. Filter Examples Belw are varius examples f filters utilizing different data elements. Equal T Filter T filter the query t cntain nly 9 th grade students, the user wuld d the fllwing: Click the GR (Student Grade Level) blue link n any f the query setup screens that include student data. Select the Filter Prperties f Equal T. Bullet Filter Value and select the grade level f 9. Click OK. Nt Equal T Filter T filter the query t cntain all students except graduating senirs (including grades 97, 98, 99): Click the GR (Student Grade Level) blue link n any f the query setup screens that include student data. Select the Filter Prperties f Nt Equal T. Bullet Filter Value and select the grade level f 12. Click OK. Less Than Filter T filter the query t include all students wh are in grade levels lwer than ( less than ) grade 12: Click the GR (Student Grade Level) blue link n any f the query setup screens that include student data. Select the Filter Prperties f Less Than. Bullet Filter Value and select the grade level f 12. Click OK. Quick Reference Guide Chalkable_ InfrmatinNOW Query 15

16 Less Than r Equal T Filter T filter the query t display all student numeric grades with a value f 70 r less: Click the Value blue link n the Student Grading query setup screen. Select the Filter Prperties f Less Than Or Equal T. The value field t the lwer right will autmatically be bulleted. Enter a 70 in the space prvided. Click OK. Greater Than Filter T filter the query t display all student numeric grades with a value greater than 90: Click the Value blue link n the Student Grading query setup screen. Select the Filter Prperties f Greater Than. The value field t the lwer right will autmatically be bulleted. Enter a 90 in the space prvided. Click OK. Greater Than r Equal T Filter T filter the query t display all student numeric grades with a value f 90 r abve: Click the Value blue link n the Student Grading query setup screen. Select the Filter Prperties f Greater Than r Equal T. The value field t the lwer right will autmatically be bulleted. Enter a 90 in the space prvided. Click OK. Is Cntained Within Filter T filter a query t display all students grades with a letter value f D, D-, r F: Click the Alpha blue link n the Student Grading query setup screen. Select the Filter Prperties f Is Cntained Within. Quick Reference Guide Chalkable_ InfrmatinNOW Query 16

17 The value field t the lwer right will autmatically be bulleted. Enter D,D-,F (use cmmas, but n spaces between the values see the screen sht belw). Click OK. Empty Filter T filter a query t display all students wh have blank State ID Numbers: Click the StateIDNumber blue link n any f the query setup screens that include student data. Select the Filter Prperties f Empty. Click OK. It is nt necessary t enter anything in the value field. Nt Empty Filter T filter a query t display all students wh have Primary Exceptinalities: Click the PrimaryExceptinality blue link n any f the query setup screens that include student data. Select the Filter Prperties f Nt Empty. Click OK. It is nt necessary t enter anything in the value field. Like Filter T filter a query t display a list f students wh have Discipline infractin descriptins that begin with the wrd Weapn: Click the Inf. Descriptin (Infractin Descriptin) blue link n the Student Discipline query setup screen. Select the Filter Prperties f Like. In the value field, enter the wrd weapn (nte that this field is nt case-sensitive). Click OK. Nte: When using the Like functin, any fields that begin with the criteria entered will be included in the query. Fr example, if a discipline infractin descriptin f Unknwn Weapn exists and the Like query filter ptin is used fr the wrd Weapn, recrds with the descriptin f Unknwn Weapn will nt be included because the descriptin des nt begin with the exact wrd Weapn. Infractin descriptins f Weapn - Knife, Weapn - Gun, Weapn - Unknwn will be included. Quick Reference Guide Chalkable_ InfrmatinNOW Query 17

18 Nt Like Filter T filter a query t display a list f students unexcused absences: Click the Exc (Excused/Unexcused) blue link n the Student Daily Attendance query setup screen. Select the Filter Prperties f Nt Like. Bullet the Filter Value ptin and select Excused. Click OK. The query will display a list f absences that are nt excused (i.e., Unexcused). Between Filter T filter a query t display a list f students discipline infractins frm within a specific date range: Click the Inf. Date (Infractin Date) blue link n the Student Discipline query setup screen. Select the Filter Prperties f Between. In the value field, enter the date range separated by a cmma (ex.: 05/01/2008,05/31/2008). Dates shuld be in the mm/dd/yyyy frmat. D nt put a space between the cmma and the date. Click OK. Filter Remval T remve a filter frm a query, simply uncheck the field t which the filter has been applied. If the field is selected again as part f the query, the filter will nt be reapplied. It must be recreated. Running the Query When all criteria have been selected (r when a saved query has been laded), the user is ready t run the query. Chse the exprt frmat fr the query by bulleting the desired item belw the filter criteria. Optins include: Xml: Similar t the spreadsheet frmat prduced via Micrsft Excel. Html: Hypertext Markup Language. Recmmended see *Nte n the fllwing page. Txt: Text file. Csv: Cmma-Separated Value. Click Run t generate the query results. The Query Results screen will appear. The example belw shws query results in html frmat. Nte: When html is chsen as the query utput frmat, the results screen will be interactive. In the screen sht abve, nte that the cursr changes t a hand icn when hvered ver a student in the list. Duble-click n this student t pen the student s demgraphic recrd, fr viewing r editing that student s infrmatin. The Edit Student screen will appear, as shwn n the fllwing page. Quick Reference Guide Chalkable_ InfrmatinNOW Query 18

19 If the student recrd is changed in this manner, bear in mind that the Query Results page will nt update when the student demgraphics screen is clsed. The user must clse the Query Results page and then Run the query again t update the results. Exprting Queries When using the CSV exprt ptin, all fields will be surrunded with qutes. When using the TXT, XML, r CSV exprt ptin, users will be able t select t Open, Save r Cancel the exprt rather than the file autmatically displaying in a web page. Any numeric fields will be prperly frmatted s that Excel can perfrm calculatins n thse fields withut alteratin. If the user selects t Open an exprt, the file will pen using the prgram that is assciated with that file type. Fr example, if CSV files are assciated with MS Excel, when the user chses t exprt a CSV file and selects t pen the file it will pen autmatically in Excel. Each field is prperly placed int its wn clumn with numeric values (such as Age in the abve example) prperly frmatted fr calculatins. Quick Reference Guide Chalkable_ InfrmatinNOW Query 19

20 Additinal Tips Filters The fllwing cntains examples t use as filters: Equal T Lking fr all tardy recrds Equal T T Nt Equal T Lking fr all discipline recrds that did nt result in In Schl Suspensin Nt Equal T In Schl Suspensin Less Than (nt including filter criteria) Lking fr all students whse last name starts with A M Less Than O Less Than r Equal T (including filter criteria) Lking fr all students whse last name starts with A M Less Than r Equal T Mzzz The extra zzz s are added because if just M was entered, n last name that begins with an M will be returned. The system is lking fr all names up t M nly. Greater Than (nt including filter criteria) Lking fr all students whse birthday is greater than 10/01/04 Greater Than 10/01/2004 Will nt include any student whse birthday is 10/01/04 Greater Than r Equal T (including filter criteria) Lking fr all students wh have discipline recrds n r after 01/04/08 (2 nd semester nly) Greater Than r Equal T 2008/01/04 The date frmat in the filter criteria can either be mm/dd/yyyy r yyyy/mm/dd. Is Cntained Within Empty Is similar t Equal T except can search fr multiple values. Lking fr all students whse last name begins with Murphy r Murphie Is Cntained Within Murphy,Murphie D nt place a space between values. Lking fr all students wh d nt have a state ID. Empty Nt Empty Lking fr all student wh have an Primary Exceptinality Quick Reference Guide Chalkable_ InfrmatinNOW Query 20

21 Like Nt Like Between Nt Empty Cntains Lking fr all students whse address cntains Main. Cntains Main Will return any recrd where the address has the string main anywhere in the address. Lking fr all students wh have infractins that begin with alchl. Like Alchl Will return any recrd with the infractin that starts with alchl such as alchl pssessin, alchl sale, alchl use, etc. This will nt return drinking alchl because the infractin des nt start with alchl. Lking fr all students with n A s n recrd and that includes A-. Nt Like A Lking fr all students wh have an attendance recrd in January. Between 01/01/2008,01/31/2008 This will include any recrds n the 2 days given in additin t the days in between. Srt Order There are tw ptins fr srt rders: Ascending r Descending. Ascending is srting 1-9, A-Z. Descending rder is Z-A, 9-1. Hwever, the user has mre cntrl than simple srting values. Users may als determine what has highest pririty when it cmes t srting. The rder the fields are selected in Query determines the pririty f the srt rder. Fr example, the student ID s, first name, last name, and grade level are required fr a particular query. The query needs t grup (srt) the students by grade level then their last name and finally the first name. The fields will be selected in the fllwing rder: Grade, Student ID, LName, FName. The system will srt by grade, then last name, and then the first name. Since the students are nt ging t be srted by the student ID, where the student ID is selected has an effect n the srt rder f the rest f the fields. Therefre, student ID can be selected at any time. Grup By Grup By is nt available n all query fields. Hwever, when available, this will allw a particular field t be part f its wn grup within the results. Fr example, if using the Student Discipline Query, select t grup by Dispsitin. This will grup all In Schl Suspensins tgether, Out f Schl Suspensins, etc. Quick Reference Guide Chalkable_ InfrmatinNOW Query 21

22 Cunts Cunts is lcated n the main Query page. Cunts is an ptin t use t cunt the data that is returned. Cunts may be used alng with Grup By t give the user a cunt f individual sets f data. Again, using the Grup by Dispsitins, InfrmatinNOW will give a cunt f In Schl Suspensins, Out f Schl Suspensins, etc. Ttals Only Ttals Only returns the cunts withut any supprting evidence. N data elements are included in the reprt. Quick Reference Guide Chalkable_ InfrmatinNOW Query 22