Data Mining for Full Academic Year

How To Find Students Who Were Not Present FAY

(Full Academic Year in the same school, or FAY in the Beloit District.)

This information is submitted to DPI each year for Standardized Testing purposes.

Rather than going to each student in Skyward one at a time and looking at Entry/Withdrawal records, you can create a Data Mining Report that lists all students who have Entry Records dated within the past 1 year (or any time period you select).

Step 1: Open Skyward < Student Management < Data Mining

Step 2: On the right side click ADD < In the Name field at the top give this report a name, for example; FAY, or, Full Academic Year.

Step 3: Now we will decide what fields in Skyward to include in this report. On the left side is a column of icons, one icon for each Tab in Skyward. For example, the Gen1 icon represents the Gen1 tab/screen in the Skyward program. Because we want our report to show each student’s name, and we know that student names are entered in the Gen1 screen, we will go to the Gen1 icon here to “get” the student name field for our FAY report.

Double-click on the Gen1 icon to open it < scroll down to Name and double-click onit as well. < Click once on Student Full Name to highlight it < Click on the pinkish-purple arrow to the right to add this field to your report.

Step 4. To narrow the report down to only those students in a certain grade level, add the Grade field to your report: In the left column, highlight Grade < click the pink arrow next to the left column to add the Grade field to the middle column < underneath the middle column there are options that will change depending on which line is highlighted above. When Grade is highlighted above put a check in the Individual Selections box below. To the Right side of the Individual Selections checkbox click the Select button. Highlight your Entity, click the ADD button, then click OK.

Step 5. To narrow the report down to only those students in your building, add the Entity field to your report: In the left column, close the Gen1 icon and open the Entity icon < click once to highlight Entity Code < click the pink arrow next to the left column to add the Entity Code field to the middle column < underneath the middle column there are options that will change depending on which line is highlighted in the middle column. When Entity Code is highlighted above put a check in the Individual Selections box below. To the Right side of the Individual Selections checkbox click the Select button. Highlight your Entity, click the ADD button, then click OK.

Step 6. To narrow the report down to only those students who have recent entry dates, add the Entry Date field to your report: In the left column, close the Entity icon and open the E/W icon < click once to highlight Entry Date < click the pink arrow next to the left column to add the Entry Date field to the middle column < underneath the middle column there are options that will change depending on which line is highlighted in the middle column. When Entry Date is highlighted above you can enter a date range below. In the first date field enter the September Third Friday Count Date from one year ago. In the second date field enter the current date, or if the test period has already past enter the last date of testing. This setting will only print students in your report if they have an Entry date within the past year.

Step 7. To narrow the report down to only some types of entry codes, add the Entry Code field to your report: In the left column, still in the E/W list < click once to highlight Entry Code < click the pink arrow next to the left column to add the Entry Code field to the middle column < underneath the middle column there are options that will change depending on which line is highlighted in the middle column. When Entity Code is highlighted above put a check in the Individual Selections box below. To the Right side of the Individual Selections checkbox click the Select button. One at a time, in the left column highlight a code that would be used when a student is entering from outside of your Entity then click the ADD button. This setting will only print students in your report if they have one of the selected Entry codes:

When you are done click OK < click Run < Click Excel < Click Use Default Field Lengths.