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The department report menu

User’s Guide

Last Updated: September 13, 2004

Version 1.1
OBJECTIVE:

The purpose of this document is to introduce the user to the Department Report Menu, and to explain the various options available.

BACKGROUND:

The Department Report Menu was created by Ron Syth (359-6810, ) in the office of SIS Technical Services to provide a convenient method for various departments around campus to be able to gather student data quickly and easily, without assistance from Technical Services staff. Over a period of several years, it was noticed that most requests for student data could be handled by a relatively small number of reports. This revelation presented two options: 1) provide each departmental user with access to FOCUS, and train them to run reports, or 2) provide a means of running these same reports without the need for in-depth training. We chose to follow the second route. This has the additional benefit of providing consistency in the selection criteria, content and formatting that makes the report outputs as compatible as possible.

Contained in the Department Reporting Menu are approximately twelve of the most commonly requested reports. Each has been adapted for use with the Menu, where the user can often select one or more primary pieces of information, such as TERM or STUDENT ID, that are of interest to them. I will try to point these primary data choices out in the following pages as they occur. In addition, certain departments have access to special reports that have been uniquely developed for them over time.

THE DEPARTMENT REPORT MENU:

The menu cannot be accessed by the user until security access settings have been authorized by SIS Technical Services staff. Call Ron (6810), John (6544) or Mike (6681) to begin this process. After that, a short installation process must be followed by each user. SIS Technical Services will lead you thru this process over the phone. From that point on, all users run the identical reports every time they enter the system. Any changes to reports or menus is instantly seen by all users.

Once the menu is installed on the end user VAX/OWL account, all that is needed to begin receiving reports is an EWU email account. Report content will vary from a printed report to a mail merge file, but will always be delivered to the user via email.

NOTE: YOU MUST FIRST GO THROUGH AN INSTALLATION PROCESS WITH SIS TECHNICAL SERVICES BEFORE YOU WILL BE ABLE TO ACCESS THE MENU SCREENS!!!!

Call Ron Syth (6810), John Gasper (6544) or Mike Schmitt (6681) to have the Department Menu System installed for your use.

STARTING THE MENU SYSTEM:

To begin using the Menu, open a VAX (OWL) session. If you are unsure of how to do this, contact the Computer Help Desk at 359-2247 for assistance. When you are connected, you will see a blank screen, with a “$” prompt. (See Below). Type MENU next to the prompt, as seen in the following screen shot, and press ENTER.

NOTE: YOU MUST FIRST GO THROUGH AN INSTALLATION PROCESS WITH SIS TECHNICAL SERVICES BEFORE YOU WILL BE ABLE TO ACCESS THE MENU SCREENS!!!!

You should be seeing the following introduction screen for about 10 seconds while the menu program does some preliminary setup processes.

No action is necessary on your part at this time. When the setup is complete, the menu program will automatically cycle to the next page (MENU LOGIN DATA SCREEN)

You will then see the following screen, called the MENU LOGIN DATA SCREEN. This is a data entry screen that allows you to change the default values for TERM, COLLEGE or DEPARTMENT. These are initially identified from your security profile. This is the ONLY place you will be able to change these values to alter the results of your reports. Use the TAB key to move from field to field, and type over any values you want to change.

The other item on this screen is a hint to press the ‘R’ key to refresh the screen in the event that other text is written across it, such as notification of mail delivery.

You can return to this screen at any time by choosing option 6 of the main menu screen (seen later in this document). It is NOT necessary to exit the Menu Program to return to this screen!

Press ENTER when you are done with the data entry.

The next screen is the main screen for the menu. It lists the general categories of reports that are available, and is the central return point for choosing new types of reports. The categories are fairly distinct:

Rosters (for courses taught by the department)
Counseling Reports (for departmental advisors)
General Education Core Requirements status, Waitlist Management, Cultural and Gender Diversity course status and International Studies course status reports
Dean’s List (students receiving quarterly Dean’s List honors)
Undergraduate Graduates and Lists of Majors
Returns you to the initial data entry page
Go to the Department-specific menu. This option will only be available if you have custom reports that have been generated specifically for your department, and we have created a custom menu for you.

Exit the Menu Program. This completely exits you from the program. It is not necessary to use this option to navigate through the system, only as a final step to quitting the reporting menu. From any sub-menu, use option # 6. to return to the main menu page to start a new report generation.

Note the red ‘7’ next to the “Press Enter” text. This is the option selection box. To use the menu, just type the number next to your choice, and it will appear in this box. Press Enter, and the menu will change to reflect your choice.

Also, please note that your name is listed on this page as the recipient of the emailed reports. There is also an identifier here to indicate that you are on the Menu Main Page. Similar identifiers will be found on other screens to keep you from getting lost.

Selecting Option 1 on the Main Menu Page gives you all the class roster options (see screen below):

All rosters for the department selected on the Login Data Entry Page (CEDP in this case) will be created.
Just the roster for a single course section will be created. You will be prompted to type in the course section.
Same as number 2, but only the phone number and/or email address are displayed.
Same as number 2, but only the local address is displayed.
All course roster for a given subject area are created, i.e., all CPLA courses.

Options 1, 2 and 5 also display the official grade assigned the student, if applicable.

Selecting Option 2 on the Main Menu Page gives you all the Counseling Reports options. These reports look identical, with the differences in choices being WHO the reports are created for:

For all students in the entire department specified.
For all students enrolled in a single course secton.
For a single specified EWUID.
For all students with a specified major .

A sample counseling report follows the screen shot. It contains all the student’s information about their program of study, entrance test scores and all the courses the student has taken. Courses are segregated by subject area, with a GPA within that subject area provided.

SAMPLE COUNSELING REPORT:

DATE RUN 08/18/04 REPORT PAGE 1

TIME RUN 16:49:35 STUDENT INFORMATION SYSTEM PROGRAM ID RBA245

COUNSELING REPORT

STUDENT NAME : DAVID, JANE D ADVISOR PAGE 1

STUDENT NUMBER: 099-99-9999

LOC 301E21ST ST. PERM POBOX9999

ADDR CHENEY WA 99004 ADDR BREWSTER WA 98812

509-999-9999 509-999-9999

LEVEL : U EHRS QHRS QPTS GPA

CLASS : SR MOST RECENT TERM 044: 0.00 0.00 0.00 0.000

COLLEGE : EH

DEGREE : BA CUMULATIVE: 183.00 175.00 584.80 3.342

MAJOR (1) : CSTC

MAJOR (2) :

MINOR : READ

SPECIAL PGM : TEA

CATALOG : 024

DEG CKOUT STAT:

DEG CKOUT TERM:

DEG EXP TERM: 112

GRAD CODE:

*************************** T E S T S C O R E S ***************************

SAT 440 420 860

MPTI 11

CPLA 28 10 20 33 91

CPLA 9 43 45 97

WEST 1 1 1 1

TRM ACADEMIC STATUS CURR CUM L TRM ACADEMIC STATUS CURR CUM L

004 GOOD STANDING 2.950 2.950 U 011 GOOD STANDING 2.917 2.932 U

012 GOOD STANDING 2.656 2.816 U 014 GOOD STANDING 3.333 2.962 U

021 GOOD STANDING 2.800 2.937 U 022 GOOD STANDING 3.725 3.063 U

024 GOOD STANDING 3.482 3.116 U 031 GOOD STANDING 3.413 3.163 U

032 GOOD STANDING 3.289 3.182 U 033 GOOD STANDING 0.000 3.182 U

034 GOOD STANDING 3.337 3.203 U 041 GOOD STANDING 3.912 3.280 U

042 GOOD STANDING 3.847 3.342 U 044 GOOD STANDING 0.000 3.342 U

*** TRANSFER CREDITS *** EHRS BEGIN END SCHOOL TRM APP

ADDD-EL OTHER 0.00 09-1996 01-1998 1111111 004

*** COURSE WORK AT THIS COLLEGE *** GRD GRADE TERM/

COURSE COURSE TITLE TYP OFF PRV AHRS EHRS QHRS QPTS GPA

ART -213-01 ART IN THE HUMANITIES 3.5 5.00 5.00 5.00 17.50 014

ART -390-02 ART IN ELEMSCHOOL 4.0 3.00 3.00 3.00 12.00 024

TOTAL ART ********** 8.00 29.50 3.688

BIOL-100-02 INTRO TO BIOLOGY 3.0 5.00 5.00 5.00 15.00 014

TOTAL BIOLOGY ********** 5.00 15.00 3.000

CEDP-302-01 EDUCATIONAL PSYCHOLOGY 3.6 5.00 5.00 5.00 18.00 012

CEDP-313-01 CHILD AND ADOLESCENT DEVE 3.3 4.00 4.00 4.00 13.20 034

CEDP-363-31 INTRO TO SPECIAL EDUCATIO 3.7 4.00 4.00 4.00 14.80 032

TOTAL COUNSELING, EDUCATIONAL & DEVE ********** 13.00 46.00 3.538

CMST-200-02 INTRO TO SPEECH COMM 3.4 4.00 4.00 4.00 13.60 022

CMST-395-02 ORIENTATION LEADERS P 2.00 2.00 0.00 0.00 024

CMST-395-61 ORIENTATION LEADERS P 2.00 2.00 0.00 0.00 034

TOTAL COMMUNICATION STUDIES ********** 4.00 13.60 3.400

CPLA-120-09 COMPUTER APPLICATIONS LIT 4.0 5.00 5.00 5.00 20.00 022

TOTAL COMPUTER LITERACY AND APPLICAT ********** 5.00 20.00 4.000

EDUC-200-01 ADM TO TEACHER EDUCATION PF P 1.00 1.00 0.00 0.00 024

EDUC-201-02 INTRO TO EDUCATION 4.0 3.00 3.00 3.00 12.00 032

EDUC-303-02 EVALUATION IN EDUCATION 3.4 5.00 5.00 5.00 17.00 031

EDUC-304-01 INTRO TO ELEMENTARY READI 3.7 3.00 3.00 3.00 11.10 034

EDUC-305-77 STORYTELLING IN CHILDREN' 3.5 X 5.00 5.00 5.00 17.50 042

EDUC-306-01 INTRO TO CHILDREN'S STUDI 3.5 1.00 1.00 1.00 3.50 034

EDUC-310-01 RDG METHODS IN THE ELEM S 3.7 3.00 3.00 3.00 11.10 041

EDUC-311-01 LEARNING LAB - READING PF P 1.00 1.00 0.00 0.00 041

EDUC-337-56 LEARNING LAB PF IP 1.00 0.00 0.00 0.00 044

EDUC-338-03 INTRO LANG ARTS IN ELEM S IP 3.00 0.00 0.00 0.00 044

EDUC-339-56 SOCIAL STUDIES/SCI ELEM S IP 4.00 0.00 0.00 0.00 044

EDUC-340-01 CLASSROOM EXPERIENCE PF IP 3.00 0.00 0.00 0.00 044

EDUC-401-77 RDG INSTR & LIT FOR YOUNG 4.0 5.00 5.00 5.00 20.00 042

EDUC-410-30 STUDENT-CENTERD READING P 3.9 4.00 4.00 4.00 15.60 042

EDUC-413-01 CONTENT AREA READING 4.0 3.00 3.00 3.00 12.00 041

EDUC-418-01 CLASSROOM MANAGEMENT-ELEM 4.0 3.00 3.00 3.00 12.00 034

EDUC-455-01 PERSPECTIVES EARLY CHILDH 3.8 3.00 3.00 3.00 11.40 031

EDUC-456-01 INTEGRATED EARLY CHILDHOO 2.8 5.00 5.00 5.00 14.00 032

EDUC-457-01 COLLABOR REFLECT TEACHING 4.0 3.00 3.00 3.00 12.00 041

EDUC-458-01 LEARNING PARADIGM CHILD S 4.0 5.00 5.00 5.00 20.00 041

EDUC-479-55 EARLY LITERACY 3.8 3.00 3.00 3.00 11.40 041

EDUC-480-55 ED YOUNG CHILD W/DIVERSE 3.7 3.00 3.00 3.00 11.10 034

EDUC-487-01 SEM ISSUES EARLY CHILDHOO IP 4.00 0.00 0.00 0.00 044

EDUC-497-02 LEADERSHIP IN STUDENT SUCPF P 1.00 1.00 0.00 0.00 032

EDUC-497-02 LEADERSHIP IN STUDENT SUCPF P 1.00 1.00 0.00 0.00 042

TOTAL EDUCATION ********** 57.00 211.70 3.714

Selecting Option 3 on the Main Menu Page gives the various choices for General Education Core Requirements, approved Cultural/Gender Diversity courses, International studies courses and Waitlist reports. The following choices are available:

Gives a listing of all the GECR course sections, including how many seats are available, how many are filled, and how many students are waitlisted in the section.
Gives the same information as number 1, except for courses on the approved list for Cultural/Gender Diversity.
Gives the same information as number 1, except for courses on the approved list for International Studies.
Gives the same information as number 1, except for all courses that currently have one or more students on the waitlist. Sorted by department.

Selecting Option 4 on the Main Menu Page gives the following reports:

1. Gives the Dean’s list for the college selected, includes all declared students in the college with a GPA of 3.5 or greater for the selected quarter. Exception: an option is presented for certain users to select the Dean’s list report for all Undeclared students.

Selecting Option 5 on the Main Menu Page gives the following choices:

Lists all the declared majors for the department. Includes those students with a second major declared within the department.
Creates a list of all the Undergraduate students graduating during the specified period. The user is allowed to select a beginning term and an ending term as the range of the report. To select the range, two possibilities are normally chosen:
To see the graduates in a single quarter, the same quarter is entered as both the beginning and ending quarter of the report.
To see the graduates for the last academic year, the Fall term is entered as the beginning term and the Summer term is entered as the ending term.

Selecting Option 0 on the Main Menu Page exits the Departmental Reporting Menu. Help information is provided on the following screen as the program closes. It is NOT necessary to exit the Menu System to choose another report type or to run multiple reports. The user can select Option # 6 from any of the submenus to return to the Main Menu Page, where they can then make their next report choice.