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STARS. S chedule T racking A ttendance R eporting S ystem. Richard Dews. Mission Utilizing MABLE system data, enable student schedule tracking, attendance reporting, and staff notification of significant events. Challenge

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STARS

Schedule Tracking Attendance Reporting System

RichardDews


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Mission

Utilizing MABLE system data, enable student schedule tracking, attendance reporting, and staff notification of significant events.


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Challenge

OPI’s MABLE system has static reporting, schedule tracking, and attendance reporting options. Data is not necessarily available on the program’s or users’ terms.


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Solution

Obtain MABLE data though reports and automated nightly scraping scripts. Create a new system in MS Access, with Visual Basic programming and forms, for local presentation / query / reporting.


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We have to enter all data into MABLE.

How do we get it back out, so that we can reformat it to our needs?


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Schedule info is not available on MABLE canned reports.

We have to enter each enrolled student record, through the locator,


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Schedule info is not available on MABLE canned reports.

We have to enter each enrolled student record, through the locator,


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Schedule info is not available on MABLE canned reports.

We have to enter each enrolled student record, through the locator, and gain summary


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Schedule info is not available on MABLE canned reports.

We have to enter each enrolled student record, through the locator, and gain summary and classes info.


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Attendance info is available on MABLE canned reports.

We also have to query each distinct site.


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These canned MABLE reports give us raw data, which must be reformatted to suit our needs.

Sites must be then glued together.


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MABLE does provide much desired data – especially the Student ID and proper first/last name splits - on the Student Data Table report.


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This report is provided in Excel format, which may then be pruned to our needs.


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Billings Adult Education previously developed its own MS Access system (Local SIMS) to provide student schedule management and attendance reporting.


Local sims reached end of life when opi s mable was brought on line

Local SIMS reached end-of-life when OPI’s MABLE was brought on-line.


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In the interim, since Local SIMS termination, many staff created their own attendance and schedule tracking systems using Excel spreadsheets.


A new networked centralized ms access system was envisioned it must provide

  • Daily attendance tracking and reporting

  • Daily student lists

  • Current Site

  • PAI

  • EFL

  • Goals

  • Counselor

  • Accumulated hours info

  • Schedule history

A new networked, centralized MS Access system was envisioned. It must provide:


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Additional requested functionality included graphing, and triggered staff notification of significant events.


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STARS development was commenced in the 4th quarter of 2009.

Attendance By Instructor was the first form prototyped.


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Its function included an alphabetized multi-selectlistbox, containing all instructor names.


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Selecting one or more instructors will place their respective classes - periods taught into the Classes multi-selectlistbox.


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Selecting one or more classes - periods will place their attended dates into the Attendance Dates multi-selectlistbox.


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Selecting one or more attendance dates places their respective present students into the Students single-selectlistbox.


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Select one student, from the Students listbox, and double-click or press the Open Detail button, to launch the Student Attendance form.


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The Student Attendance form is a pictorial monthly calendar, displaying the student’s attendance for any selected class-period(s).


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Select one or more class-period(s), to display the student’s respective attendance for that class-period(s).


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All respective attended dates, since Program Year inception, are listed in descending order in a scrollable listbox.


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Cumulative attended hours, for the class-period(s), are totaled for the Program Year and displayed here.


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Select different or multiple class-periods to show their respective attendance.


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Quantity of hours credited or obligated are depicted to the right of each class entry.


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Colors are used to depict attendance and schedule obligation qualities.


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Colors are used to depict attendance and schedule obligation qualities:

Black –Obligated by schedule, present entire period


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Colors are used to depict attendance and schedule obligation qualities:

Orange –Obligated by schedule, present for less than the entire period


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Colors are used to depict attendance and schedule obligation qualities:

Red –Obligated by schedule, absent entire period


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Colors are used to depict attendance and schedule obligation qualities:

Pink –Obligated by schedule, but a future date


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Colors are used to depict attendance and schedule obligation qualities:

Green –Present, but not scheduled


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Colors are used to depict attendance and schedule obligation qualities:

Blue –Holiday or Vacation; excused


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Select different months, using left / right buttons, to see other monthly attendance calendars.


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Select different months, using left / right buttons, to see other monthly attendance calendars.


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Scroll to see the remainder of the monthly attendance calendar.


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Scroll to see the remainder of the monthly attendance calendar.


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Press the Print button, to print a one month pictorial calendar of attendance showing the selected class-period(s). Print to Adobe Acrobat for fitting on a page.


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Press the Print button, to print a one month pictorial calendar of attendance showing the selected class-period(s). Print to Adobe Acrobat for fitting on a page.


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Choose a different student, from the drop-down combo-box, if desired.


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Or, press the Open Schedule button to view the student’s current and past schedule configurations.


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There is a multitude of consolidated data on the Class Scheduling form.


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Student Name.


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Start Date.


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Effective Date. This is a new construct, qualifying the date which the new schedule configuration becomes effective or obligated.


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Site.


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PAI.


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Current EFL.


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Instructional Year Start Date.


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Instructional Year End Date.


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Hours this Instructional Year.


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Hours this Program Year.


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Hours since last assessment.


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Assigned Counselor.


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Goals.


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TABE Report Dates.


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TABE Report Dates.

Click on any of the descending-ordered test dates, to display the available report.


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TABE Report Dates.

Click on any of the descending-ordered test dates, to display the available report. This report can be printed.


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List of current classes, plus hours per week.


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Select any given class, and the checkboxes to the right will depict which weekdays the student is scheduled to attend.


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There is also a pictorial weekly schedule display, in the lower half of the form. Here, the classes per period are depicted for every weekday.


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The buttons above each weekday represent future functionality, whereby the administrator may add classes from the Master List above. Classes may also be removed.


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Most of the fields on this form are relative to a specific, timely configuration. For instance, a student configuration changes when the schedule changes.


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Each time a meaningful change occurs in MABLE, the system differentiates a new student configuration. This is true for PAI changes, Goal changes, etc.


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Such configurations usually have a range of dates for which they are valid (ie, no changes between a range of dates).


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STARS depicts these configurations in the middle of the Class Scheduling form. The user can easily see the dates (from current or most recent) each config is valid.


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Configuration changes are depicted as coded letters and numbers, which may be decoded by selecting the help button.


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Configuration changes are depicted as coded letters and numbers, which may be decoded by selecting the help button.


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Let’s select a different student – one who has multiple configs – to give an example…


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Let’s select a different student – one who has multiple configs – to give an example…


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The Class Roster form shows instructors and counselors a plethora of information about students attending a specific class/period.


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The Class Roster form shows instructors and counselors diverse information about students attending a specific class/period.


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The Class Roster form shows instructors and counselors diverse information about students attending a specific class/period.


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The list of students scheduled for a given class can include students obligated within the previous 1 – 90 days.


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Most columns may be sorted in ascending or descending order.


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The specific days of the week, in which a student is obligated to attend this class/period, are also indicated. Students with variable hours show the count of hours.


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The roster may be easily exported to Excel.


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STARS also shows the upcoming student birthdays, for the next 8 days, on the Triggering Birthdays form.


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The system administrator may send automated emails, to subscribing faculty, notifying them that a student has an upcoming birthday.


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STARS also shows the latest student configuration changes on the Triggering Changes form.


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Changes occurring since the prior school day, per student, are listed by code.


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Changes can easily be decoded, by selecting the help button to display the Change Code Descriptions form.


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Changes can easily be decoded, by selecting the help button to display the Change Code Descriptions form.


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The system administrator may send automated emails, to subscribing faculty, notifying them that a student has had a significant configuration change.


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The system administrator may send automated emails, to subscribing faculty, notifying them that a student has had a significant configuration change.


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The system administrator may send automated emails, to subscribing faculty, notifying them that a student has had a significant configuration change.


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The Attendance Percentages form allows a counselor, director, or system administrator to quickly produce variable reports on currently-enrolled student attendance percentages.


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Percentage qualifier is selected from this drop-down listbox.


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Select whether you wish the report to contain students with percentages Less Than or Equal To (<=), or Greater Than or Equal To (>=), with this drop-down listbox.


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Optionally, select one or both of the available counselors to narrow the list to only their students.


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Then, press the Run button to commence the report search by the selected criteria.


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Then, press the Run button to commence the report search by the selected criteria.

The Students counter will indicate the progress of the search incrementally, providing feedback to the user while the system works.


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When the search completes, the total number of currently-enrolled students matching the selected criteria will be shown here.


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The % Month column depicts the students’ attendance for the current month, up to the last MABLE scrape day.


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The % 30 Days column depicts the students’ attendance for the last 30 days, up to the last MABLE scrape day.


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The % Prog Yr column depicts the students’ attendance for the current Program Year.


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For student-level detail, select any student and choose


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For student-level detail, select any student and chooseOpen Attendance for attendance detail…


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For student-level detail, select any student and chooseOpen Schedule for the student’s schedule.


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Or Export to Excel the entire results list.


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The system administrator performs nightly (and once weekly) tasks, to keep the system up to date. Data is obtained from the MABLE Student Data Table report, the MABLE Attendance by Class reports per site, and from our TABE testing PC.


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Questions and Discussion


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