PAS - Extra Curricular Listing
Past Students Extra Curricular Listing Overview
You can use this program to produce a report, Word® Merge file or email list relating to past student extra curricular activity.
As an example, you may want to send out invitations through a Word® Merge to all past school captains and vice-captains.
The extra curricular data that this program accesses is maintained using program Student Admin > Past Students > Student Information > Past Students.
This report/export has extensive options that can be activated via run-time settings. These settings can be saved as your own report 'Configuration' profiles. A report 'Configuration' that you create can't be accessed by another user — and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.
To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.
The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.
To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.
Enter your runtime options for the program.
To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.
You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.
You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.
General, User Defined and Activity Tabs
You can use the fields on the 'General' and 'User Defined' tabs as selection criteria when running the report. These tabs are similar to those described in Student Admin > Past Students > Student Information > Past Students.
The date picker calendar icons, displayed in the 'General' tab, are date range pickers and allow the entry of a date range, e.g. All past students with a 'Date of Birth' date between 01/01/06 and 31/12/06.
Selected fields in the 'General' and 'User Defined' tabs allow multiple selections. Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion.
Important!
To exclude deceased past students use the 'Date of Death' range selector and choose the 'is null' option.
On the 'Activity' tab you can nominate the year(s), semester(s), activity (activities) or Level(s) that you want to include in your report or merge, e.g. School Captains and Vice Captains between 1995 and 2007.
Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion.
Print Tab
Sort By
The default is for the report to sort by 'Student Code'.
Alternatively, you can elect to sort by 'Surname', 'Entry Year' or 'Alumni Year'.
Formatting Options
Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel ® or Microsoft Word ®.
The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information.
Use the checkboxes on the right side of the screen to indicate your preference for displaying 'Alternate Row Colours' and 'Table Borders'. These can enhance the readability of the report but are not available if the listing destination is Excel®.
Layout Options
Two layout options are available:
- Student Layout: This layout groups the data by student, and then lists their activities, based on the search criteria that you entered on the 'Activity' tab.
- Activity Year: This layout groups the report by activities based on the search criteria that you entered on the 'Activity' tab and lists all of the past students who were involved in each activity (based on selections made on the 'General' and 'User Defined' tabs).
Additional Fields
If you intend to produce a Word® Merge File you can select 'Additional Fields' to include in the merge.
Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.
If you intend to create an email list on the Windows clipboard (for past students who have an email address), click the 'Email' button and the 'Copy Email List to Clipboard' button.
Report Title
This field can be used to enter an alternative name for this report.
Save this Configuration as
If this field is populated with a value and you click 'GO', the current report/export settings will be saved using the configuration name entered in this field.