The Demographics Supplemental Info areas
can be set up to keep track of various data on students without adding
additional fields to your demographics table.
You can set these areas up
to keep track of multiple emergency contacts, student awards, meetings held on a
student, extra services provided (i.e.Tutoring), etc. You can add your own
custom fields to these tables to track whatever data you desire and have the
ability to enter multiple records for a student.
For example, if you
would like to be able to have multiple emergency contacts for students, but
don’t want to clutter up your demographics by adding fields such as Emergency
Contact 1, Emergency Contact 1 Relationship, Emergency Contact 1 Cell Phone,
Emergency Contact 2, Emergency Contact 2 Relationship, Emergency Contact 2 Cell
Phone, etc., you can add the emergency contact fields to one of the Demographics
Supplemental tables and then enter a separate record for each emergency contact
for a student.
Another example of a use for this area
might be to keep track of student awards. Again, you would add the fields you
would like to use to keep track of awards, set up a data entry view, and enter
student awards in the new data view.
Add
Fields to the Demographics_Supplemental Tables
To add fields to any of the
Demographics_Supplemental tables, click the button below and follow the
instructions in the document that displays. In step #6, choose one of the
Demographics_Supplemental tables.
NOTE:
When adding fields to
the Demographics_Supplemental tables, do not add these fields:
Student_Name,
School_Location, Home_Phone, Counselor, Sex, Home_Room, and
Grade_Year
These are
Demographics fields and are restricted to the Demographics view only. So, they
will not show up for data entry in the Demographics Supplemental Info views or
any custom views created from the Demographics Supplemental Info tables.
You can add
these fields using a variation on the field name, ie. HomePhone instead of
Home_Phone, Gender instead of Sex, Homeroom instead of Home_room,etc.
Create
a Data View of the Demographics_Supplemental Fields
The default
Demographics_Supplemental views listed in the Entry Options dropdown in Data
Entry & Changes |Student Information or Student Maintenance will contain all
the fields you add plus the default fields of Date, Description, Notes, and Date
Changed.
You may want to create a new Data View
with just your fields in it and a descriptive name (i.e. Emergency Contacts,
Student Awards). To create custom Data Views, click the button below and follow
the instructions under the Create a New View “From Scratch” section in
the document that displays. In step #4, choose the Demographics_Supplemental
table you added fields to.
Add
Demographics Supplemental Info to Students
Demographics
Supplemental Info can be added to students in Data Entry & Changes in either
the Student Maintenance or Student Information screens. Custom data entry
views are available in both areas. Records added in either area will be
available in the other area, as well. Instructions for adding Demographics
Supplemental records in both areas are included below.
Student
Maintenance – Add Demographics Supplemental Info
1. Open Data Entry &
Changes |Student Maintenance.
2. Select
the Demographics_Supplemental table you added fields to or the custom view you
created, from one of the four data entry views at the top of the
screen.
•In this example, custom fields were added to the Demographics
Supplemental Info 3 table for emergency contact information and a custom view
named Emergency_Contacts was created. Fields were added to the Demographics
Supplemental Info 4 table to keep track of student awards and a custom view
named Awards was created.
3. Select
the student you wish to add a record to.
4. Click
the Add button on the data entry screen you opened.
5. A
blank record will display the first time you enter the view for each
student:
6. Fill
in the data entry boxes.
7.
Click on the data
entry screen to which you added the record to save the record.
8. To add
additional records, click the button on the data
entry screen.
9. Fill in the data entry
boxes.
10. Click on the data
entry screen to which you added the record to save the record.
NOTE: Clicking the button at the top of the screen will
save changes made on all open data entry views.
Student
Information – Add Demographics Supplemental Info
1. Open Data Entry &
Changes |Student Information
2. Click the Entry Options
dropdown
3. Choose the
Demographics_Supplemental table you added fields to or the custom view you
created.
In this example, custom fields were
added to the Demographics Supplemental Info 3 table for emergency contact
information and a custom view named Emergency_Contacts was created. Fields were
added to the Demographics Supplemental Info 4 table to keep track of student
awards and a custom view named Awards was created.
5. A blank record
will display the first time you enter the view for each student:
6. Click the file folder on the blank record to open
it.
7. Edit the record as necessary and
click to save.
8. To add additional records, click the
green sign to open a new blank record.
9. Enter data and click to save.
Printing
Demographics Supplemental Info
The
following reports can be found in Reports
|Student Reports by clicking on ~Quick View Reports~ at the top of the Report
Groups list:
•Swb_sup_1.rpt – written
with the default fields from the Demographics_Supplemental_1 table
•Swb_sup_2.rpt– written with
the default fields from the Demographics_Supplemental_2 table
•Swb_sup_3.rpt– written with
the default fields from the Demographics_Supplemental_3 table
•Swb_sup_4.rpt– written with
the default fields from the Demographics_Supplemental_4 table
Users can use
these reports to create a Quick View report from the Demographics_Supplemental
table. For instructions on creating Quick View reports, search this document for
“Quick Reports (View Design Display Export)”.
These reports can also be
customized to have the custom fields added to them, if desired. Clients may
customize the reports themselves using Crystal Reports software or the reports
may be customized by SDS staff. Please submit a support request to have a report
customized by our staff. http://sc.schooloffice.com/supportconnect/
button at the top of the screen will
save changes made on all open data entry views.
sign to open a new blank record.