Admissions Export 2016
Create an Ad hoc report for students on current roll or admissions roll with a Date of Birth between 1st September 2011 and 31st August 2012 for submission to the Admissions team.
Click on Reports > Ad Hoc Reports > Ad Hoc Report Manager > Create Report
Fig 1
Give your report a name e.g. Admissions Report 2016
Share the report
Fig 2
Click Next
Select Data Items
The data items can be selected by expanding the tree and moving each item onto the right hand side by using the right arrow key or use the control and right arrow key to select one or more items.
Expand the School Details and choose
District Number (384)
DCSF Number
Expand Personal Details and choose
UPN
Surname
First Name
Second Name
Date of Birth
Gender
Sub Dwelling
Dwelling
Street
Locality
Town
Postcode
Fig 3
Make the following changes to the Column Labels by clicking in the field and typing the amended heading at the side of each item.
First Name - change to Forename
Second Name - change to Middle Name
Sub Dwelling - change to House Name
Dwelling - change to House Number
Click Next
Sort by Surname – tick the box to the right hand side of the field
Click Next
You will be presented with an example of the report layout
Click Next
Click Finish
Running the report
Click Ad Hoc Reports > Select your report from the list > click on the button to the right and side of the screen and ‘add one or more students to the list’
Fig 4
Change the Roll Status from the default of Current to --n/s--
Type the date of birth range (1st September 2011 – 31st August 2012) into the appropriate fields. (The search will include all pupils within the birth range regardless of which roll they are on)
Fig 5
Click Find
Select the students
Fig 6
Once the students are displayed in the window > click on the hand on the right hand side of the screen to choose all
Click > Generate Report
Fig 7
Choose Save from the file download screen
Fig 8
Rename the file to Admissions2016yourschoolname.xls and save in an appropriate location. (Make a record of where the file is saved as you may need it again later).
Fig 9
The file is now ready to be uploaded to your VLE.
Running the report again in November
Schools will be required to create a second file for the Admissions Team around November time. This file will contain any students within the required birth range that have been added to your data since the original file was generated.
Re-run the report, following the instructions above from figure 4 to figure 6. When the students are displayed in the list, select the ones that have been added to your system since the last report was run. You may want to compare the original report with the lists of students displayed on the screen.
Generate the report as above, rename the file to Admissions2016yourschoolname(2).xls and save in an appropriate location.
Upload the file to the VLE
The Edit Centre29/04/20101