Secretary’s Tool Box 2

1. Secretary’s Tool Box 2

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

3. 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

4. From the main menu, click on Special Functions, then

7. 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>

8. 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

9. 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

10. Change or Clear Student Field Values

12. 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”

13. Honor Roll • From the main menu, click on School • Click on Honor Roll

18. Click on System • Click on Calculate Honor Roll • Enter the Quarter in the Store Code Field

19. After pressing submit, the following message will appear:

20. Click on Reports • Click on Run Reports • Click on Honor Roll

22. Reporting Engine Reports • EOY Checker • Pre-Low Current Grade Report • Individual Discipline Summary Report

23. 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

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

26. Pre-Low Current Grade Report • Obtain a group of students based on their grades i.e.: students with 2 F’s as current grades

27. Reports • Reporting Engine • PRE-Low Current Grades

30. View report after it runs • At the bottom of the report is a “group function” feature so you can now work with these students

31. Individual Discipline Summary • Click on Reports • Reporting Engine • Individual Discipline Summary

32. 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.

33. Teacher Comment Screen

36. The report will automatically open

37. Mail Merge • Use with excel and word to make: • Labels • Letters • Certificates • Any other function where you are unable to use PowerSchool easily!

38. 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

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

40. 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)

41. Choose Tools • Letters and Mailings • Mail Merge

42. From the menu on the right, choose the type of form you are using. Our example will be labels Click Next to Continue

43. Chose Change Document Layout Choose Label Options

44. Select Label • Press OK

45. Select • Next: Select Recipients

46. Select Browse Then select your file from where you saved it

47. If this is your file, click on OK

48. Click on Next: Arrange your labels

49. Click on More Item Choose the fields using Insert, when done, close this box

50. Change the layout by editing it i.e.: add a space, a comma, return to put something on next line, etc Click on Update all labels, then click Next: Preview your Labels