Student Notes (Lists/Emails)

Overview

This is a multi-purpose program that allows you to:

Generate a report (PDF) of student notes using multiple selection criteria.
Generate an export (Excel® or Word®) of student notes using multiple selection criteria.
Generate emails to students and/or parents using multiple selection criteria, e.g. Students who had a Student Note entered during a specified date range).
Save your selections so that this list/email template can be reused and will become available in your 'My Saved Lists' program.

Once it is saved in your 'My Saved Lists' area it can be used to:

View student profiles.
Generate communications using email, SMS or Notification.

Student Searching

Firstly, you need to determine your student selection.

Use the 'Student Selection' drop-down list to include:

All students.
Students in the Year Group(s) for which you are the 'Head' or an 'Administrator'.
Students in the House(s) for which you are the 'Head' or an 'Administrator'.
Students in your PC/Tutor Group (if applicable).
Students in your subject classes.

Click here for an Administrator Note.

To allocate teachers into the following:

'Head of Year' and 'Year Administrators'

Use TASS.web program Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab.

'Head of House' and 'House Administrators'

Use TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab.

PC/Tutor Groups

Use TASS.web program Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry or Student Admin > Teacher Records > Teacher Information > Teachers.

Students are allocated into PC/Tutor Groups in Student Admin > Student Records > Student Information > Student Grid Entry.

Student Date of Birth

Click here for information on using the Relative Date Range Selector.

This tool makes it easy to specify a time period that is relative to the current date.

This becomes particularly useful when saving or scheduling reports as the date the schedule or report is generated will be relative to that date rather than the date you initially created the report.

Options will be available based on the filter field. Full list of relative options include:

Today
Tomorrow
Yesterday
This Week
This Month
This Period e.g. Term or Semester, depending on how the Timetable is setup
This Year
Relative Date Range e.g. Next 14 days or Previous 2 months. Filters include:
- Next or Previous
- Days, Weeks, Months, Years
- Value to specify the amount e.g. 1 Month

Alternatively, you can select a specific date by using:

Single Date
Date Range

Use the 'Student(s)' quick search if running the report for a single student or a small number of students. Only students who match the 'Student Selection' that you chose directly above will be available.

Note Type Options

Next, choose the type(s) of student notes that will be displayed in the report.

There are many different types of student notes available:

Student Standard Notes.
Student Confidential Notes.
Boarder Standard Notes.
Boarder Confidential Notes.
Medical Standard Notes.
Medical Confidential Notes.
Medical Condition.
Parent Teacher Interview:
- 'Appointment' Notes.
- 'Parent' Notes.
- 'Teacher' Notes.

The 'Note Types' you have access to is dependent on your security permissions.

Click here for an Administrator Note.

Staff Kiosk user permissions are set up in TASS.web program System Admin > Users > Portal Security Permissions.

Note Filters

Use these fields to filter based on student note attributes, e.g. Student Notes entered in a specified date range or relative date.

Click here for information on using the Relative Date Range Selector.

This tool makes it easy to specify a time period that is relative to the current date.

This becomes particularly useful when saving or scheduling reports as the date the schedule or report is generated will be relative to that date rather than the date you initially created the report.

Options will be available based on the filter field. Full list of relative options include:

Today
Tomorrow
Yesterday
This Week
This Month
This Period e.g. Term or Semester, depending on how the Timetable is setup
This Year
Relative Date Range e.g. Next 14 days or Previous 2 months. Filters include:
- Next or Previous
- Days, Weeks, Months, Years
- Value to specify the amount e.g. 1 Month

Alternatively, you can select a specific date by using:

Single Date
Date Range

The 'Note Categories' you have access to for Student Standard and Student Confidential Notes is dependent on your security permissions.

Additional Fields

Select 'Additional Fields' to include in the listing by highlighting them with a mouse click. The 'Student Code', 'Surname, 'Given or Preferred Names' and 'Year Group' fields are automatically included and are not available for selection.

Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key while clicking, enables multiple selections.

Sorting

By default, this list will sort the data by student name.

Use the drop-down list to select an alternative sorting option.

One primary and four secondary sorts are available (use 'Then by').

Where applicable you can also use the following icons to:

	Determine if the sort order is ascending or descending.
	Determine if subtotal is to be included based on the sort order.
	Determine if a page break is to be included based on the sort order
	Determine if student fields (selected from 'Student Details Info' in 'Additional Fields'), will be displayed as separate columns in the report, or in the header (requires 'Student Name' to be selected as the Sort By).

Formatting Options

Use these options to enhance the appearance of your report.

The first dropdown list in this section of the screen allows you to determine whether the report will display the students' 'Given Name', 'Preferred Name' or 'Both'.

Export To

These include:

Export to PDF.
Export to Excel®.
Export to Word®.
Generating Emails.

You can elect to generate emails to the students and/or parents based on your selections above.

Click the 'Next' button.

Click here for information on generating emails.

How to Generate Emails.

My Saved Reports

Click here for information on creating report templates and using 'My saved reports'.

This listing/email program has extensive selection options. These options can be saved as a 'My Saved Report' for later reuse.

You can use the 'My Saved Reports' drop-down list to access your previously saved templates.

You can delete a previously saved template by selecting it from the 'My Saved Reports' drop-down list and clicking the 'Delete' button.

To delete a saved list, do so via the listing/email program that you used to create it. Use the column 'Menu Option' to identify the program used.

You can modify a previously saved template by selecting it from the 'My Saved Reports' drop-down list, making the necessary changes to the report options, then clicking 'GO'.

Your saved reports can't be accessed by another user and vice versa. This is because each template is dependent on the individual user's security permissions.

Your saved reports will also become available via 'My Saved Lists' on the homepage menu or via the 'Listings' top menu.