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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

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



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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

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 triggered staff notification of significant events. 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 triggered staff notification of significant events.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 respective present students into the Students listbox, and double-click or press the Open Detail button, to launch the Student Attendance form.


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The respective present students into the Students 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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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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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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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 current and past schedule configurations.Class Scheduling form.


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Student Name. current and past schedule configurations.


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Start Date. current and past schedule configurations.


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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. date which the new schedule configuration becomes effective or obligated.


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PAI. date which the new schedule configuration becomes effective or obligated.


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Current EFL. date which the new schedule configuration becomes effective or obligated.


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Instructional Year Start Date. date which the new schedule configuration becomes effective or obligated.


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Instructional Year End Date. date which the new schedule configuration becomes effective or obligated.


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Hours this Instructional Year. date which the new schedule configuration becomes effective or obligated.


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Hours this Program Year. date which the new schedule configuration becomes effective or obligated.


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Hours since last assessment. date which the new schedule configuration becomes effective or obligated.


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Assigned Counselor. date which the new schedule configuration becomes effective or obligated.


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Goals. date which the new schedule configuration becomes effective or obligated.


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TABE Report Dates. date which the new schedule configuration becomes effective or obligated.


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TABE Report Dates. date which the new schedule configuration becomes effective or obligated.

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


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TABE Report Dates. date which the new schedule configuration becomes effective or obligated.

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. date which the new schedule configuration becomes effective or obligated.


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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 lower half of the form. Here, the classes per period are depicted for every weekday.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 they are valid ( 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 numbers, which may be decoded by selecting the help button.configs – to give an example…


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Let’s select a different student – one who has multiple numbers, which may be decoded by selecting the help button.configs – to give an example…


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The numbers, which may be decoded by selecting the help button.Class Roster form shows instructors and counselors a plethora of information about students attending a specific class/period.


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The numbers, which may be decoded by selecting the help button.Class Roster form shows instructors and counselors diverse information about students attending a specific class/period.


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The numbers, which may be decoded by selecting the help button.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. students obligated within the previous 1 – 90 days.


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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. obligated to attend this class/period, are also indicated. Students with variable hours show the count of hours.


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STARS obligated to attend this class/period, are also indicated. Students with variable hours show the count of hours. 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 subscribing faculty, notifying them that a student has an upcoming birthday. also shows the latest student configuration changes on the Triggering Changes 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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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 subscribing faculty, notifying them that a student has had a significant configuration change.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 subscribing faculty, notifying them that a student has had a significant configuration change.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.

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 % the last 30 days, up to the last MABLE scrape day.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 the last 30 days, up to the last MABLE scrape day.


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For student-level detail, select any student and choose the last 30 days, up to the last MABLE scrape day.Open Attendance for attendance detail…


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For student-level detail, select any student and choose the last 30 days, up to the last MABLE scrape day.Open Schedule for the student’s schedule.


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Or Export to Excel the entire results list. the last 30 days, up to the last MABLE scrape day.


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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 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.