PART IV -- REPORTS€¦ · 8. To view the report on screen, click on PREVIEW REPORT and then click on PRINT. A preview of the selected report will be displayed. To make the screen

SARS Track User Manual Part IV – Reports ‒ 1

© 1999-2015 SARS Software Products, Inc. All rights reserved. Version 5.3 (11/4/2015)

PART IV -- REPORTS 4.0 Overview

The REPORTS icon on the SARS Track toolbar provides the user access to information generated by the system as a result of students’ use of SARS Track. These reports may be viewed on screen or they may be printed. The following topics are discussed in this Section.

4.1 How to View and Print a Report 4.2 How to Export a Report to an Alternate Format 4.3 Certified Hours Report 4.4 Certified Times Report 4.5 Course and Reason Report 4.6 Excess Lab Hours Report 4.7 Hours By Arrangement Report 4.8 Reason Code or Section Report 4.9 Sign Up Report 4.10 Student Class List Report 4.11 Student History Report 4.12 Student Lab Hours Report 4.13 Student Roster Report 4.14 Student Totals By Name Report 4.15 Students Not Checked Out Report 4.16 Unduplicated Count of Students Report 4.17 Usage Report by Reason Code or Course 4.18 Usage Report by Student 4.19 Usage Report by Time of Day 4.20 Usage Report by Visit 4.21 Usage Report for a Day 4.22 Usage Report for Applications 4.23 Usage Report for Tutors

4.1 How to View and Print a Report

1. Double click on the SARS Track ADMIN icon to display this tool bar.

2. Click on REPORTS. A dropdown menu will list the standard reports.

Note Clicking on ABOUT will display the following information: Program Version, Program Location, DSN Used, and Database Version.

3. Click on the selected report. The setup screen for the selected report will appear.


© 1999-2015 SARS Software Products, Inc. All rights reserved. Version 5.3 (revised 11/4/2015)

4. Make your selections. 5. To print without first viewing the report on screen, click on PRINT. The standard Windows

print screen will appear. Here is an example:

6. To use a printer other than the one that is displayed, click on NAME and then click on the

desired selection. 7. Click on OK. 8. To view the report on screen, click on PREVIEW REPORT and then click on PRINT. A preview

of the selected report will be displayed. To make the screen display larger or smaller, click on the + or the – at the top of the preview report screen. a. To print, click on the print icon at the top. The standard Windows print screen will be

displayed. Click on OK. Click on the X at the top to leave the report and then click on CLOSE on the report setup screen.

b. To leave the preview report screen without printing, click on the X at the top and then

click on CLOSE on the report setup screen. 9. Click on OK.



4.2 How to Export a Report to an Alternate Format

In addition to previewing and printing a report within the SARS Track application, an option exists to export a report to an alternate format. All reports can be exported to one of the following formats:

PDF Files (*.PDF) Excel Files (*.XLS) Text Files (*.CSV)

HTML Files (*.HTM) Rich Text Files (*.RTF)

Tiff Files (*.TIF) Raw Data (*.CSV)

1. Click on REPORTS on the SARS Track toolbar. A list of reports will be displayed on the

drop-down menu. 2. Click on the selected report. The setup screen for the selected report will appear.

3. Make your selections.

4. Click on EXPORT. A SAVE REPORT screen will be displayed.

5. Click on SAVE IN and then select the location in which the report will be stored.

6. In the FILE NAME field, type in a file name for the report.

7. Click on SAVE AS TYPE and then select the file format in which the report will be saved.

8. Click on SAVE. The report will be available for use in the selected format. 9. If Raw Data (*.CSV) is selected, an EXPORT RAW DATA screen will be displayed. Here is an

example:

The options are:



• INCLUDE COLUMNS: Use to select the data elements to be exported. All data

elements available in any given report will be available for selection. The data elements displayed on the list will vary, depending on the report that is being exported.

• CHECK ALL: Use to select all data elements for the selected report. • UNCHECK ALL: Use to de-select all data elements that are available for

the selected report. • INCLUDE HEADER ROW: Use to include the title of each column in the export. • OK: Use to approve the selections. • CANCEL: Use to undo the selections. a. The default is that all data columns will be checked for export. To de-select a column,

click on the checkbox for the data element that should not be exported. b. Click on the INCLUDE HEADER ROW checkbox if you want the column titles to be

exported, as well. c. Click on OK.

The report will be available for use in the selected format.



4.3 Certified Hours Report

The CERTIFIED HOURS REPORT is used to display the start and stop times for the certified supervisor of each lab. The report displays, for each Student ID that checked in to the application during the selected date range, the number of minutes that are within the certified hours, the number of minutes that are outside the established certified times, the total minutes, the date, and the check in and check out times. It also displays the Total Certified Minutes and the Total Uncertified Minutes. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the CERTIFIED HOURS REPORT.

The following options appear on the screen: • APPLICATION: Use to select the Application for which the report is to be

generated. Only those applications that have USE CLASSES checked will be displayed. Also, only those applications to which the user has access rights will be displayed.

• FROM DATE: Use to establish the first date to be included in the report.

• TO DATE: Use to establish the last date to be included in the report.

• PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of

printing. • PRINT: Use to initiate printing of the report. • EXPORT: Use to save a selected report in an alternate format,

which can be stored in a designated directory. The alternate formats include PDF Files (*.PDF), Excel Files (*.XLS), Text Files (*.CSV), HTML Files (*.HTM), Rich Text Files (*.RTF), Tiff Files (*.TIF), and Raw Data (*CSV).

• RESET: Use to clear the screen for entry of other selections.



• CLOSE: Use to exit the screen and return to the previous screen or to the tool bar.

4.3.1 How to Set Up the Certified Hours Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on CERTIFIED HOURS REPORT to display the setup screen. 4. Click on APPLICATION and then select the desired Application to include in the report.

5. Select the first date to be covered by the report by using one of the methods below:

a. Click on the FROM DATE field and type in the desired date.

Tips • Click on the displayed month and type the number representing the desired month. • Click on the displayed day and type the number representing the desired day. • Click on the displayed year and type the number representing the desired year.

b. Click on FROM DATE to display a popup calendar and then click on the desired date, which will be inserted in the FROM DATE field.

Tips • Click on to display the previous month. • Click on to display the next month. • Click on the name of the month to display a drop down list with 12 months of the

current year. • Click on the year to display an up arrow and down arrow . Clicking on the up

arrow displays the same month in the next year. Clicking on the down arrow displays the same month in the previous year.

6. Select the last date to be covered by the report by using one of the methods below:

a. Click on the TO DATE field and type in the desired date. b. Click on TO DATE to display a popup calendar and then click on the desired date,

which will be inserted in the TO DATE field. 7. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing. -or-

Click on PRINT to print the report immediately. -or- Click on EXPORT to save the report in an alternate format (see Section 4.2 in this Part).

8. Click on RESET to clear the screen for other selections. 9. Click on CLOSE.



Here is an example of the CERTIFIED HOURS REPORT.



4.4 Certified Times Report

The CERTIFIED TIMES REPORT is used to display the start and stop times for the certified supervisor of each lab. The report displays the Application ID, Day of the Week, Export ID, Start Time and Stop Time of the certified supervisor. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the CERTIFIED TIMES REPORT.


generated. Only those applications to which the user has access rights will be displayed.

• PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of printing.

• PRINT: Use to initiate printing of the report. • CLOSE: Use to exit the screen and return to the previous screen

or to the tool bar.

4.4.1 How to Set Up the Certified Times Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on CERTIFIED TIMES REPORT to display the setup screen. 4. Click on APPLICATION and then select the desired Application to include in the report.

5. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing. -or-

Click on PRINT to print the report immediately.

6. Click on CLOSE.



Here is an example of the CERTIFIED TIMES REPORT.

Certified Times Report

Application DOW Export ID Start Time Stop Time

Math Lab Monday M1 7:30:00 AM 7:00:00 PM

Math Lab Tuesday M2 7:30:00 AM 7:00:00 PM

Math Lab Wednesday M3 7:30:00 AM 7:00:00 PM

Math Lab Thursday M4 7:30:00 AM 7:00:00 PM

Math Lab Friday M5 7:30:00 AM 7:00:00 PM Date: 022312 7:50:00 AM Page 1



4.5 Course and Reason Report The COURSE AND REASON REPORT is used to display the Reason Codes that have been selected for specific Courses for a selected Application, Button and Term or Date Range, or to display the Courses that are associated with each Reason Code selected for the same criteria. There are two versions of the report. The REASONS BY COURSES report displays, for the selected Course or for all Courses, a list of Reasons selected, the number of visits associated with that Reason, and the total Time in 60 minute hours or 50 minute hours. The report may be filtered primarily by Course or by Instructor. The COURSES BY REASONS report displays, for the selected Reason or for all Reasons, a list of Courses selected by students, the number of visits associated with each Course, and the total Time in 60 minute hours or 50 minute hours. (See the report example at the end of this section.) The report may be filtered primarily by Course or by Instructor. Either report may be generated in the Detail version (which includes student ID and student name), or Summary version (which excludes the student information). Here is an example of the setup screen used to generate the COURSE AND REASON REPORT:


generated. Only those applications that have “Use Classes” selected, as well as a check-in/out button will



be displayed. Also, only those applications to which the user has access rights will be displayed.

• TERM: Use to select the term for which the report is to be

generated.

• BUTTON: Use to select the button name for which the report will be generated (e.g., Check-In).

• FROM DATE: Use to establish the first date to be included in the

report. • TO DATE: Use to establish the last date to be included in the

report.

• PRIMARY FILTER (If Course/Instructor selection is used)

COURSE: Use to specify that the primary filter will be the course to rather than the instructor.

INSTRUCTOR: Use to specify that the primary filter will be the instructor

rather than the course. • COURSES: Use to select the specific course to be included in the

report, or select ALL to include all courses. • INSTRUCTOR: Use to select the specific instructor to be included in the

report, or select ALL to include all instructors.

• REASON CODES: Use to select the Reason Code to be included in the report, or select ALL to include all Reason Codes.

• REASONS FOR A COURSE: Use to generate the report showing the Reason Codes that have been selected for a selected Course or for all courses.

• COURSES FOR A REASON: Use to generate the report showing the Courses that have been selected for a specific Reason or for all Reasons.

• 60 MINUTE HOUR: Use to specify that hour credits are based on a 60 minute hour.

• 50 MINUTE HOUR: Use to have the program re-calculate 50 minutes as one

hour of credit. • DETAIL: Use to generate the detail version of the report, which

includes student ID and student name.

• SUMMARY: Use to generate the summary version of the report, which excludes student ID and student name.

• HOURS WITH MINUTES: Use to display hours and minutes in adjacent columns.



• HOURS WITH DECIMALS: Use to display hours and minutes in a single column using decimals (e.g., 12.5 for twelve hours and 30 minutes).

• PREVIEW REPORT: Use to view the report on screen before or in lieu of

printing. • PRINT: Use to initiate the preview or printing of the report. • EXPORT: Use to save a selected report in an alternate format,


• RESET: Use to clear the screen for entry of other selections. • CLOSE: Use to exit the screen and return to the previous screen

or to the tool bar.

4.5.1 How to Set Up the Course and Reason Code Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on COURSE AND REASON CODE REPORT to display the setup screen. 4. Click on APPLICATION and then select the application for which the report will be

generated. 5. Click on TERM and then select the school term to be included in this report.

6. Click on BUTTON and then select the check-in Button for which the report will be

generated.

7. If the report is to encompass different dates than the entire term, select the first date of the term to be covered by the report by using one of the methods below:




Tips • Click on to display the previous month. • Click on to display the next month.



• Click on the name of the month to display a drop down list with 12 months of the current year.

• Click on the year to display an up arrow and down arrow . Clicking on the up arrow displays the same month in the next year. Clicking on the down arrow displays the same month in the previous year.


a. Click on the TO DATE field and type in the desired date.

b. Click on TO DATE to display a popup calendar and then click on the desired date,

which will be inserted in the TO DATE field. 9. In the PRIMARY FILTER panel, click on either COURSE or on INSTRUCTOR, depending upon

which criterion is desired to be the primary filter. 10. Click on COURSES and then select the specific course to be included in the report, or

select ALL to include all courses.

11. Click on INSTRUCTOR and then select the specific instructor to be included in the report, or select ALL to include all instructors. If a specific instructor is selected, that individual's name will be displayed on the report.

12. Click on REASON CODES and then select the specific Reason Code for which the report is

to be generated, or select ALL to include all Reason Codes.

13. Click on REASONS FOR A COURSE to generate the report by Reasons, or click on COURSES FOR A REASON to generate the report by Courses.

14. Click on either 60 MINUTE HOUR or 50 MINUTE HOUR, depending on the manner in which hours are credited.

15. Click on DETAIL to generate the detail version of the report, or click on SUMMARY to

generate the summary version of the report. 16. Click on HOURS WITH MINUTES to display hours and minutes in adjacent columns, or click on

HOURS WITH DECIMALS to display hours and minutes using decimals (e.g., 12.5 for twelve hours and 30 minutes).



18. Click on RESET to clear the screen for new entries.

19. Click on CLOSE.



Here is an example of the Detail version of the COURSE AND REASON REPORT with the REASONS BY COURSES, STUDENT ID, AND STUDENT NAME options selected, using 60 Minute Hours with Decimals. If this report is generated without student ID and name selected, the report will not include the Student ID and Name columns. For multiple-page reports, the total visits and total time are listed on the final page.



Here is an example of the COURSE AND REASON REPORT with the COURSES BY REASONS option selected and using 60 minute hours with Minutes. For multiple-page reports, the total visits and total time are listed on the final page.



4.6 Excess Lab Hours Report The EXCESS LAB HOURS REPORT is used to display a list of students who have exceeded the number of lab hours established for a selected Application, Button and Course during a selected date range. The report may be generated By Subject, Course, Section, or By Student’s Name. When formatted BY SUBJECT, COURSE, SECTION, the report displays Subject, Course, Section, name of instructor, Student ID, Student Name, number of discrete visits (Visits), the total hours of lab time (Time 50 Min Hr or Time 60 Min Hr), the established number of lab hours for each course (Lab Hours), and the number of excess hours spent in the lab (Excess Hours). Total Hours and Total Excess Hours are reported for each Course Section. The report may be generated for either 60 minute hours or 50 minute hours. When formatted BY STUDENT’S NAME, the report displays Student ID, Student Name, Subject, Course, Section, Visits, Time, Lab Hours and Excess Hours for each student during the selected date range. The report may be generated for either 50 minute hours or 60 minute hours. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the EXCESS LAB HOURS REPORT.


generated. Only those applications that have USE CLASSES selected, as well as a check-in/out button will be displayed. Also, only those applications to which the user has access rights will be displayed.

• BUTTON: Use to select the button name for which the report will be

generated (e.g., Check-In).



• TERM: Use to select the term for which the report is to be generated.



report. • COURSE: Use to select the specific course to be included in the

report, or select ALL to include all courses..



hour of credit. • SORT ORDER:

BY SUBJECT, COURSE, SECTION: Use to generate the report by subject, then by course,

and then by section number. BY STUDENT’S NAME: Use to generate the report by student name.





or to the tool bar.

4.6.1 How to Set Up the Excess Lab Hours Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on EXCESS LAB HOURS REPORT to display the setup screen. 4. Click on APPLICATION and then select application for which the report will be generated. 5. Click on BUTTON and then select the check-in Button for which the report will be

generated.



6. Click on TERM and then select the school term to be included in this report.

7. If the report is to encompass different dates than the entire term, select the first date of the term to be covered by the report by using one of the methods below:










which will be inserted in the TO DATE field. 9. Click on COURSE and then select the specific course to be included in the report, or


10. Click on either 60 minute HOUR or 50 minute HOUR, depending on the manner in which hours are credited.

11. In the SORT ORDER panel,

a. Click on BY SUBJECT, COURSE, SECTION, or

b. Click on BY STUDENT’S NAME.



13. Click on RESET to clear the screen for new entries. 14. Click on CLOSE.



Here is an example of the EXCESS LAB HOURS REPORT, sorted by Subject, Course, Section, using 60 minute hours. Multiple-paged reports will display the total excess lab hours on the final page.



Here is an example of the EXCESS LAB HOURS REPORT, sorted by Student’s Name, using 50 minute hours. Multiple-paged reports will display the total excess lab hours on the final page.



4.7 Hours by Arrangement Report

This report is used to display a variety of combinations of reportable hours: By Application, By Button, By Course, and By Section for a selected date range. The report displays, for a selected application, date range, and Course, the following criteria: Student ID and Name, Total Hours, Certified Hours, HBA (Hours by Arrangement) used, Tutoring Hours, and Extra Hours. The Extra Hours column represents the number of hours in excess of the arranged hours. The report also displays total hours for the selected Course in each category. The report may be generated for either 60 minute hours or 50 minute hours. The mechanism for allocating the hours is as follows: The first set of hours that represent the maximum Hours by Arrangement as imported from the school’s host system will be reported in the HBA USED column. Any hours used by a student in excess of the maximum Hours by Arrangement will flow into the TUTORING HOURS column up to the maximum (defined as Additional Hours times the designated Multiplier). Any hours in excess of those allocated to TUTORING HOURS will flow into the EXTRA HOURS column. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the HOURS BY ARRANGEMENT REPORT.

The following options appear on this screen: • APPLICATION: Use to select the Application for which the report is to be







• TO DATE: Use to establish the last date to be included in the

report. • COURSE: Use to select the specific course to be included in the

report, or select ALL to include all courses. • SECTION: Use to select the specific section to be included in the

report, or select ALL to include all sections. • 60 MINUTE HOUR: Use to specify that hour credits are based on a 60

minute hour.

• 50 MINUTE HOUR: Use to have the program re-calculate 50 minutes as one hour of credit.


printing. • PRINT: Use to initiate printing of the report.

• EXPORT: Use to save a selected report in an alternate format,


• RESET: Use to clear the screen for entry of other selections. • CLOSE: Use to exit the screen.

4.7.1 How to Set Up the Hours by Arrangement Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on HOURS BY ARRANGEMENT REPORT. 4. Click on APPLICATION and then select the application for which the report will be

generated. 5. Click on BUTTON and then select the check-in Button for which the report will be

generated. 6. Click on TERM and then select the school term to be included in this report. 7. Click on COURSE and then select the specific course to be included in the report, or




8. Click on SECTION and then select the specific section to be included in the report, or select ALL to include all sections.

9. If the report is to encompass different dates than the entire term, select the first date to be

covered by the report by using one of the methods below:

a. Click on the FROM DATE field and type in the desired date. Tips • Click on the displayed month and type the number representing the desired month. • Click on the displayed day and type the number representing the desired day. • Click on the displayed year and type the number representing the desired year.






a. Click on the TO DATE field and type in the desired date. b. Click on TO DATE to display a popup calendar and then click on the desired date,

which will be inserted in the TO DATE field.

11. Click on either 60 MINUTE HOUR or 50 MINUTE HOUR, depending on the manner in which hours are credited.



13. Click on RESET to clear the screen for new entries. 14. Click on CLOSE.



Here is an example of the HOURS BY ARRANGEMENT REPORT for a single Course and Section, 60 minute hours.



4.8 Reason Code or Section Report This report is used to provide information about students who have used SARS Track for activities related to the Reason Code or Course associated with a selected Application and Button for a selected date range. The report is available in four formats. If classes are not being used, the report will be titled either REASON CODE DETAIL REPORT or REASON CODE SUMMARY REPORT, depending upon whether the detail or summary version has been selected. The detail version of the Reason Code Report displays, for each Reason Code, the Student ID, Student Name, number of Visits, and the elapsed Time. It also displays the Total Visits and Total Time. The summary version of the report displays, each Reason Code, the total number of Visits, and the total elapsed time. If classes are being used, the report will be titled either SECTION DETAIL REPORT or SECTION SUMMARY REPORT, depending upon whether the detail or summary version has been selected. The detail version of the Section Report displays, for each Subject and Course Section, the Student ID, Student Name, number of Visits, and elapsed Time. It also displays the Total Visits and Total Time. The summary version of the report displays, for each Subject, Course and Section, the total number of visits, the total elapsed time in hours and minutes, and the number of unduplicated visits. The report may be generated for either 60 minute hours or 50 minute hours, or both formats. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the REASON CODE OR SECTION REPORT.

The following options appear on this screen: • APPLICATION: Use to select the application for which the report is to be

generated. Only those applications that have a check-



in/out button will be displayed. Also, only those applications to which the user has access rights will be displayed.


generated (e.g., Check-In). • FROM DATE: Use to establish the first date to be included in the


report. • REASON CODES: [If not using classes] Use to select the Reason Code to

be included in the report, or select ALL to include all Reason Codes.

• TERM: [If not using Reason Codes] Use to select the term for

which the report is to be generated. • COURSES: [If not using Reason Codes] Use to select the specific

course to be included in the report, or select ALL to include all courses.

• 60 MINUTE HOUR: Use to specify that hour credits are based on a 60

minute hour. • 50 MINUTE HOUR: Use to have the program re-calculate 50 minutes as one

hour of credit. • BOTH: Use to include columns showing both 60 minute hours

and 50 minute hours. • DETAIL: Use to generate the report in detail format for the

selected application and Reason Code or Course and Section.

NEW PAGE AFTER Use, if DETAIL is selected, to create a page break after SECTION TOTAL: each section.

• SUMMARY: Use to generate the report in summary format for the

selected application and Reason Code or Course and Section.

• HOURS WITH MINUTES: Use to display hours and minutes in adjacent columns. • HOURS WITH DECIMALS: Use to display hours and minutes using decimals (e.g.,

12.5 for twelve hours and 30 minutes). • PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of

printing. • PRINT: Use to initiate printing of the report.



• EXPORT: Use to save a selected report in an alternate format, which can be stored in a designated directory. The alternate formats include PDF Files (*.PDF), Excel Files (*.XLS), Text Files (*.CSV), HTML Files (*.HTM), Rich Text Files (*.RTF), Tiff Files (*.TIF), and Raw Data (*CSV).


4.8.1 How to Set Up the Reason Code or Section Report 1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on REASON CODE OR SECTION REPORT. 4. Click on APPLICATION and then select the application for which the report will be

generated.

5. Click on BUTTON and then select the check-in Button for which the report will be generated.

6. If Reason Codes are desired for this report, follow the steps below:

a. Click on REASON CODES and then select the reason for which the report will be generated, or select ALL to include all possible Reason Codes. If this option is selected, the TERM and COURSES fields will be disabled.

b. Select the first date to be covered by the report by using one of the methods below:

i. Click on the FROM DATE field and type in the desired date.


-or-

Click on FROM DATE to display a popup calendar and then click on the desired date, which will be inserted in the FROM DATE field.

Tips • Click on to display the previous month. • Click on to display the next month. • Click on the name of the month to display a drop down list with 12 months of the current year. • Click on the year to display an up arrow and down arrow . Clicking on the up arrow displays the same month in the next year. Clicking on the down arrow displays the same month in the previous year.



ii. Select the last date to be covered by the report by clicking on the TO DATE field and

typing in the desired date or by clicking on TO DATE to display a popup calendar and then clicking on the desired date, which will be inserted in the TO DATE field.

7. If Classes are desired for this report, follow the steps below:

a. Click on TERM and then select the school term to be included in this report. If this option is selected, the REASONS CODES field will be disabled.

b. Click on COURSES and then select the specific course to be included in this report, or

select ALL to include all courses. If this option is selected, the REASONS CODES field will be disabled.

8. Click on either 60 MINUTE HOUR or 50 MINUTE HOUR, depending on the manner in which

hours are credited, or click on BOTH to include both display modes in the report. 9. Click on DETAIL, to generate the report in detail format. Then, if desired, click on NEW PAGE

AFTER SECTION TOTAL to create page breaks between sections.

-or-

Click on SUMMARY to generate the report in summary format. 10. Click on HOURS WITH MINUTES to display hours and minutes in adjacent columns, or click on







Here is an example of the REASON CODE DETAIL REPORT using 60 minute hours with decimals.

Here is an example of the REASON CODE SUMMARY REPORT using 60 minute hours with decimals.



Here is an example of the SECTION DETAIL REPORT using 50 minute hours with decimals. For multiple-page reports, the total visits and total hours are listed on the final page.



Here is an example of the SECTION SUMMARY REPORT using 50 minute hours, with hours and minutes in separate columns. For multiple-page reports, the total visits and total hours are listed on the final page.



4.9 Sign Up Report

The SIGN UP REPORT is used to display a list of students who have reached the “Maximum Hours By Arrangement” for a lab and have opted to enroll in another lab. A student is added to this report whenever he or she clicks on YES when Message 110 is displayed (example, “You have reached the Maximum Hours by Arrangement. To proceed, you must enroll in another lab. Is this OK?”). The report displays, for the selected date range, Student ID, Student’s Name, Subject, Course, and Sign Up Date. Users may use this report as a tool for re-enrolling those students in another lab. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the SIGN UP REPORT:

The following options appear on this screen: • FROM DATE: Use to establish the first date to be included in the


report. • PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of



• CLOSE: Use to exit the screen and return to the previous screen

or to the tool bar.



4.9.1 How to Set Up the Sign Up Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on SIGN UP REPORT to display the setup screen. 4. Select the first date to be covered by the report by using one of the methods below:


b. Click on FROM DATE to display a popup calendar and then click on the desired date,

which will be inserted in the FROM DATE field.









7. Click on CLOSE.



Here is an example of the SIGN UP REPORT.



4.10 Student Class List Report

The purpose for this report is to obtain a list of courses in which a selected student is currently enrolled. The STUDENT CLASS LIST report displays a list of each course in which a student is currently enrolled. The list includes the course name, the section number, a description of the course, the instructor’s name, and the student’s enrollment status. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the report.

The following options appear on this screen:

• TERM: Use to select the term for which the report is to be

generated. • ENTER ID OR NAME TO FIND A STUDENT:

STUDENT ID: Use to display or enter a student’s identification number. NAME: Use to display the student for whom the report is to be

generated. SEARCH: Use to find a student when the ID number is not known. CLEAR: Use to clear the screen for another entry in ID or NAME.

• COURSE: Used to display the name of each course in which the student is enrolled.

• SECTION: Used to display the section number of each course in

which the student is enrolled.



• DESCRIPTION: Used to display a description of each course in which the student is enrolled.

• INSTRUCTOR: Used to display the name of the instructor for each

course in which the student is enrolled. • STATUS: Used to display the enrollment status of the student for

each course. • PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of




or to the tool bar.

4.10.1 How to Set Up the Student Class List Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on STUDENT CLASS LIST to display the setup screen. 4. Click on TERM and then select the school term to be included in this report. 5. Type the student’s ID number in ID (e.g., Banner ID, Colleague ID, PeopleSoft ID). The

student’s name will appear in the adjacent field if that student’s ID is included in the database.

-or-

If the student’s ID format is different from that displayed in the ID field, click on the field and then press F9. The field will change to accept a secondary format, or (if more than two ID formats exist in the system), an ID FORMAT SELECTION screen will be displayed from which the format may be selected for use. Type the student's ID number in ID. Upon typing the last digit of the student’s ID number, the student’s name will be displayed.

Note To override the existing ID number, click on CLEAR or highlight the number in the field, enter the new ID, and click on SAVE.

6. If the student’s ID number is not known, type the student’s full name or a portion thereof in

NAME and click on SEARCH. A list of all students with that name will appear.

a. Click on the selected name.



b. Click on OK to display any existing information. When entry of the student’s name is completed, the screen will display all classes in which the student is currently enrolled.

7. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing.

-or- Click on PRINT to print the report immediately. -or- Click on EXPORT to save the report in an alternate format (see Section 4.2 in this Part).

8. To clear the screen to generate a report for another student, click on CLEAR. 9. Click on CLOSE.

Here is an example of the STUDENT CLASS LIST REPORT.



4.11 Student History Report The STUDENT HISTORY REPORT is used to review a history of a single student’s activities that were recorded by SARS Track or PC Track during a specified date range for a selected Application. The report displays the date of each activity (Date), the reason for the activity (Reason), the time the student checked in (Time In), the time the student checked out (Time Out), and the duration of the activity in Hours and Minutes. The report also displays Total Visits and Total Time for all activities listed. The report may be generated for either 60 minute hours or 50 minute hours. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the STUDENT HISTORY REPORT:

The following options appear on this screen: • ENTER ID OR NAME TO FIND A STUDENT:

STUDENT ID: Use to display or enter a student’s identification number. NAME: Use to display the student for whom the report is to be

generated. SEARCH: Use to find a student when the ID number is not known. CLEAR: Use to clear the screen for another entry in ID or NAME.

• REPORT DATES:

FROM DATE: Use to establish the first date to be included in the report.

TO DATE: Use to establish the last date to be included in the

report. • REPORT TYPE:

APPLICATION: Use to select the application on which to be reported.

Only those applications that have a check-in/out button



will be displayed. Also, only those applications to which the user has access rights will be displayed.

BUTTON: Use to select the button name for which the report will be


SARS·TRAK: Use to generate a report of all data created in SARS Track.

PC·TRAK: Use to generate a report of all data created in PC Track.



hour of credit. • PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of

printing.

• PRINT: Use to initiate printing of the report. • EXPORT: Use to save a selected report in an alternate format,



or to the tool bar.

4.11.1 How to Set Up the Student History Report 1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on STUDENT HISTORY REPORT to display the setup screen. 4. Type the student’s ID number in ID (e.g., Banner ID, Colleague ID, PeopleSoft ID). The

student’s name will appear in the adjacent field if that student’s ID is included in the database. -or- If the student’s ID format is different from that displayed in the ID field, click on the field and then press F9. The field will change to accept a secondary format, or (if more than two ID formats exist in the system), an ID FORMAT SELECTION screen will be displayed from which the format may be selected for use. Type the student's ID number in ID. Upon typing the last digit of the student’s ID number, the student’s name will be displayed. Note To override the existing ID number, click on CLEAR or highlight the number in the field and enter the new ID.



5. If the student’s ID number is not known, type the student’s full name or a portion thereof in NAME and click on SEARCH. A list of all students with that name will appear.

a. Click on the selected name. b. Click on OK to display any existing information.









a. Click on the TO DATE field and type in the desired date. b. Click on TO DATE to display a popup calendar and then click on the desired date

which will be inserted in the TO DATE field. 8. In REPORT TYPE,

a. Click on APPLICATION and then select the Application for which the report will be generated.

b. Click on BUTTON and then select the check-in Button for which the report will be

generated. c. Click on SARS·TRAK and/or PC·TRAK to indicate the application(s) that will be the

source of the data.

d. Click on either 60 minute HOUR or 50 minute HOUR, depending on the manner in which hours are credited.





-or- Click on EXPORT to save the report in an alternate format (see Section 4.2 in this Part).

10. To clear the screen to generate a report for another student, click on CLEAR. 11. Click on CLOSE. Here is an example of the STUDENT HISTORY REPORT. For multiple-page reports, the total visits and total time are listed on the final page.



4.12 Student Lab Hours Report

The purpose for this report is to obtain a list of students who have spent lab time associated with a selected Course/Section/Instructor during a selected date range for a specified Application and Button. The STUDENT LAB HOURS report displays Student’s ID and Name, Button Selected, the total number of visits (Visits), and the total elapsed time (Hours and Minutes) spent by each student for a selected Course/Section for a selected date range. The report may be generated for either 60 minute hours or 50 minute hours. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the report.






report.


• COURSE: Use to select the specific course to be included in the report, or select ALL to include all courses.



• SECTION: Use to select the specific section to be included in the report, or select ALL to include all courses.







4.12.1 How to Set Up the Student Lab Hours Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on STUDENT LAB HOURS to display the setup screen. 4. Click on APPLICATION and then select the application for which the report will be


generated. 6. Click on TERM and then select the school term to be included in this report.













which will be inserted in the TO DATE field. 9. Click on COURSE and then select the specific course to be included in the report, or select

ALL to include all courses.

10. Click on SECTION and then select the specific section to be included in the report, or select ALL to include all sections.

11. Click on either 60 MINUTE HOUR or 50 minute HOUR, depending on the manner in which hours are credited.



13. Click on RESET to clear the screen for new entries.

14. Click on CLOSE.



Here is an example of the STUDENT LAB HOURS REPORT using 60 minute hours and separate columns for hours and minutes. For multiple-page reports, the total hours and total visits are listed on the final page.



4.13 Student Roster Report

The STUDENT ROSTER REPORT is used to obtain a list of students in a specific Course and Section for a selected Term. The list is sorted alphabetically by student name as shown in the database. The report displays Student ID, Student’s Name, and number of Enrolled Units. This report is available only if “Use Classes” is checked for the selected application. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the STUDENT ROSTER REPORT.



• COURSE: Use to select the name of the course for which the report

will be generated. • SECTION: Use to select the specific section for the course to be

included in the report.





• CLOSE: Use to exit the screen.



4.13.1 How to Set Up the Student Roster Report 1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on STUDENT ROSTER REPORT to display the setup screen. 4. Click on TERM and then select the school term to be included in this report. 5. Click on COURSE and then select the course for which the report will be generated. 6. Click on SECTION and then select the section for the selected course to be included in the

report. 7. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing. -or-


8. Click on RESET to clear the screen for other selections.

9. Click on CLOSE.

Here is an example of the STUDENT ROSTER REPORT.



4.14 Student Totals by Name Report The STUDENT TOTALS BY NAME REPORT is used to display a summary listing of student activities for a selected application (or all applications) and date range. The report displays Student ID, Student’s Name, date of First Visit, Total number of Visits, amount of elapsed time in Hours and Minutes, and date of Last Visit. It also displays total visits and elapsed time for all students in the report. An option is provided either to display hours and minutes in adjacent columns or in one column using decimals. The report may be generated for either 60 minute hours or 50 minute hours. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the STUDENT TOTALS BY NAME REPORT.

The following options appear on this screen: • APPLICATION: Use to select the application grouping (e.g., MATH LAB)

for which the report will be generated. Only those applications to which the user has access rights will be displayed.


report.




hour of credit. • HOURS WITH MINUTES: Use to display hours and minutes in adjacent columns.

• HOURS WITH DECIMALS: Use to display hours and minutes using decimals (e.g.,

12.5 for twelve hours and 30 minutes).



• SUPPRESS ID: Use to replace actual student ID numbers with X’s to ensure confidentiality of students’ ID’s on a printed report.





4.14.1 How to Set Up the Student Totals by Name Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on STUDENT TOTALS BY NAME REPORT to display the setup screen. 4. Click on APPLICATION and then select the application for which the report will be

generated, or select ALL to generate a report for all Applications.



b. Click on FROM DATE to display a popup calendar and then click on the desired date, which will be inserted in the FROM DATE field. Tips • Click on to display the previous month. • Click on to display the next month. • Click on the name of the month to display a drop down list with 12 months of the









7. Click on either 60 minute HOUR or 50 minute HOUR, depending on the manner in which hours are credited.

8. Click on HOURS WITH MINUTES to display hours and minutes in adjacent columns, or click on


9. Click on SUPPRESS ID to replace actual student ID numbers with X’s to ensure confidentiality of students’ ID’s on a printed report.

10. Click oN PREVIEW REPORT and then oN PRINT to view the report on screen before printing. -or- Click on PRINT to print the report immediately. -or-

Click on EXPORT to save the report in an alternate format (see Section 4.2 in this Part).




Here is an example of the STUDENT TOTALS BY NAME REPORT using 60 minute hours and separate columns for hours and minutes.



4.15 Students Not Checked Out Report The purpose for this report is to obtain a list of students who did not check out after checking in and using a service. If SARS Track is used for student workers who check in and out for work, the report will show who is currently working and the arrival time of that student worker. The STUDENTS NOT CHECKED OUT REPORT displays, for a selected Application, Button and date range, a list, in alphabetical order, that shows Student ID, Student’s Name, Checked In Date, and Checked In Time. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the report.

The following options appear on this screen: • APPLICATION: Use to select the application grouping (e.g., BUSINESS

LAB) for which the report will be generated. Only those applications to which the user has access rights will be displayed.




report. • PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of







or to the tool bar.

4.15.1 How to Set Up the Students Not Checked Out Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on STUDENTS NOT CHECKED OUT REPORT to display the setup screen. 4. Click on APPLICATION and then select the application for which the report will be


generated. 6. Select the first date to be covered by the report by using one of the methods below:











Click on PRINT to print the report immediately. -or-





10. Click on CLOSE.

Here is an example of the STUDENTS NOT CHECKED OUT REPORT:

Students Not Checked Out Report

01/03/2012 - 02/29/2012

Application: MATH Button: Math Lab: ROOM Johnson Hall 20

Student ID Student Name Checked In Date Checked In Time

1111111 SMITH, JOHN 01/17/2/2012 11:38 AM

2222222 DOE, SARAH 01/29/2012 02:17 PM

3333333 ADAMS, SAM 02/03/2012 09:45 AM

4444444 PINK, PANSY 02/17/2012 04:45 PM

Date: 3/1/2012 10:41:13 AM Page 1



4.16 Unduplicated Count of Students Report

The UNDUPLICATED COUNT OF STUDENTS REPORT is used to obtain the total unduplicated count of students who have used SARS Track for activities related to the Reason Code or Course associated with a selected Application and Button for a selected date range. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the UNDUPLICATED COUNT OF STUDENTS REPORT.


• APPLICATION: Use to select the Application for which the report is to be




report. • TO DATE: Use to establish the last date to be included in the report

• REASON CODES: [If not using classes] Use to select the Reason Code to



which the report is to be generated.



• COURSES: [If not using Reason Codes] Use to select the specific course to be included in the report, or select ALL to include all courses.





4.16.1 How to Set Up the Unduplicated Count of Students Report

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on UNDUPLICATED COUNT OF STUDENTS REPORT to display the setup screen. 4. Click on APPLICATION and then select the application for which the report will be

generated.


6. [If Reason Codes are desired for this report] Click on REASON CODES and select the reason for which the report will be generated, or select ALL to include all possible Reason Codes. If this option is selected, the TERM and COURSES fields will be disabled.

7. If the report is to encompass different dates than the entire term, select the first date to be covered by the report by using one of the methods below:











b. Click on TO DATE to display a popup calendar and then click on the desired date, which will be inserted in the TO DATE field.

13. [If classes are desired for this report] Click on TERM and then select the school term to

be included in this report. If this option is selected, the REASONS CODES field will be disabled.

14. [If classes are desired for this report] Click on COURSES and then select the courses to

be included in this report, or select ALL to include all courses. If this option is selected, the REASONS CODES field will be disabled.

15. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing. -or- Click on PRINT to print the report immediately. -or- Click on EXPORT to save the report in an alternate format (see Section 4.2 in this Part).




Here is an example of the UNDUPLICATED COUNT OF STUDENTS REPORT with ALL Courses selected.



4.17 Usage Report by Reason Code or Course The USAGE REPORT BY REASON CODE OR COURSE is used to display, for a specified Application, Button, Reason Code or Course during a selected date range, the total number of visits and the duration of all visits, by date. It also includes totals for the date range. The report may be generated for either 60 minute hours or 50 minute hours. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the USAGE REPORT BY REASON CODE OR COURSE when Courses are selected rather than Reason Codes.


generated. Only those applications that have a check-in/out button will be displayed. Also, only those applications to which the user has access rights will be displayed.




report.



• REASON CODES: [If not using classes] Use to select the Reason Code to be included in the report, or select ALL to include all Reason Codes.






hour of credit. • SARS·TRAK: Use to generate data from the SARS Track application.

• PC·TRAK: Use to generate data from the PC Track application.

• BOTH: Use to generate data from both SARS Track and PC

Track. • HOURS WITH MINUTES: Use to display hours in one column and minutes in an

adjacent column. • HOURS WITH DECIMALS: Use to display hours and minutes using decimals (e.g.,

12.5 for twelve hours and 30 minutes). • PREVIEW REPORT: Use to display a report on the screen prior to or in lieu of





or to the tool bar. 4.17.1 How to Set Up the Usage Report by Reason Code or Course

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on USAGE REPORT BY REASON CODE OR COURSE to display the setup screen.



4. Click on APPLICATION and then select the application for which the report will be

generated.


6. If the report is to encompass different dates than the entire term, select the first date to be covered by the report by using one of the methods below:










8. [If Reason Codes are desired for this report] Click on REASON CODES and then select the

reason for which the report will be generated. If this option is selected, the TERM and COURSES fields will be disabled.

9. [If classes are desired for this report] Click on TERM and then select the school term to

be included in this report. If this option is selected, the REASONS CODES field will be disabled



11. Click on either 60 MINUTE HOUR or 50 minute HOUR, depending on the manner in which

hours are credited. 12. Click on SARS Track, PC Track or BOTH to indicate the application(s) that will be the

source of the data.



13. Click on either HOURS WITH MINUTES or on HOURS WITH DECIMALS to specify the format for displaying total time.

14. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing.

-or-



16. Click on CLOSE.



Here is an example of the USAGE REPORT BY REASON CODE, selecting Student ID and Name, and using 60 minute hours and decimals:

Here is an example of the USAGE REPORT BY REASON CODE, with no student information, and using 50 minute hours and decimals:



Here is an example of the USAGE REPORT BY COURSE, including Student ID and Name, and using 60 minute hours with decimals:

Here is an example of the USAGE REPORT BY COURSE, with no student information, and using 50 minute hours with decimals:



4.18 Usage Report by Student

The USAGE REPORT BY STUDENT is used to display, for each student, the number of visits and the amount of time spent for a selected Application, Button, Reason or Course, and date range. The report may be generated for either 60 minute hours or 50 minute hours. This report is available in two formats. The USAGE REPORT BY STUDENT – SUMMARY displays, for each student, the Student ID, Student Name, the Reason or Course, the number of Visits, and the amount of time spent in the activity for the selected date range. It also displays the total number of visits and total amount of time for all students on the report. The USAGE REPORT BY STUDENT - DETAIL displays the same information as in the Summary Report, but it also breaks down the time spent on each Reason or Course by date. (See the report example at the end of this section.) Here is an example of the setup screen for generating the USAGE REPORT BY STUDENT.

The following options appear on this screen: • APPLICATION: Use to select the application for which the report is to be








report.

• REASON CODES: [If not using classes] Use to specify the reason for which the report will be generated.




• SECTION: [If not using Reason Codes] Use to select the specific

course section to be included in the report, or select ALL to include all sections.



hour of credit. • SARS·TRAK: Use to generate data from the SARS Track application.



Track. • SUMMARY: Use to generate the report in summary format.

• DETAIL: Use to generate the report in detail format. • SUPPRESS ID: Use to replace actual student ID numbers with X’s to

ensure confidentiality of students’ ID’s on a printed report.








or to the tool bar.

4.18.1 How to Set Up the Usage Report by Student

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on USAGE REPORT BY STUDENT to display the setup screen. 4. Click on APPLICATION and then select the application for which the report will be


generated. 6. [If Reason Codes are desired for this report] Click on REASON CODES and then select

the reason for which the report will be generated, or select ALL to include all possible Reason Codes or class sections. If this option is selected, the TERM and COURSES fields will be disabled.














9. [If classes are desired for this report] Click on TERM and then select the school term to be included in this report. If this option is selected, the REASONS CODES field will be disabled.

10. [If classes are desired for this report],

a. Click on COURSES and then select the course to be included in this report, or select ALL to include all courses. If this option is selected, the REASONS CODES field will be disabled.

b. Click on SECTION and then select the section to be included in this report, or select

ALL to include all sections. 11. Click on either 60 minute HOUR or 50 minute HOUR, depending on the manner in which

hours are credited.

12. Click on SARS Track, PC Track or BOTH to indicate the application(s) that will be the source of the data.

13. Click on either SUMMARY to obtain a Summary Report or on DETAIL to obtain a Detail

Report. 14. [Optional] Click on SUPPRESS ID to view or print the report without personal identifiers. 15. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing

-or-


-or-


16. Click on RESET to clear the screen to another report.

17. Click on CLOSE.



Here is an example of the USAGE REPORT BY STUDENT – SUMMARY with Reasons selected and Student ID numbers suppressed, using 56-minute hours and separate columns for hours and minutes. For multiple-page reports, the total visits and total time are listed on the final page.



Here is an example of the USAGE REPORT BY STUDENT – DETAIL with Courses selected and Student ID numbers suppressed, using 60 minute hours and separate columns for hours and minutes. For multiple-page reports, the total visits and total time are listed on the final page.

4.19 Usage Report by Time of Day



The USAGE REPORT BY TIME OF DAY displays, for a selected Application, Button, and Reason Code or Course, the total number of visits for each hour increment of a day during a selected date range, and for a selected frequency (e.g., every 60 minutes or every 15-minutes). (See the report example at the end of this section.) Here is an example of the setup screen used to generate the USAGE REPORT BY TIME OF DAY.

The following options appear on the screen: • APPLICATION: Use to select the application for which the report is to be



generated (e.g., Check-In). • REASON CODES: [If not using classes] Use to select the Reason Code to


• FREQUENCY:

EVERY 60 MINUTES: Use to filter the report using 60 minute frequencies. EVERY 15 MINUTES: Use to filter the report using 15-minute frequencies.


report.




• TERM: [If not using Reason Codes] Use to select the term for which the report is to be generated.

• COURSES: [If not using Reason Codes] Use to select the specific






or to the tool bar.

4.19.1 How to Set Up the Usage Report by Time of Day

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on USAGE REPORT BY TIME OF DAY to display the setup screen. 4. Click on APPLICATION and then select the application for which the report is to be


generated. 6. [If Reason Codes are desired for this report] Click on REASON CODES and then select the

reason for which the report will be generated, or select ALL to include all possible Reason Codes. If this option is selected, the TERM and COURSES fields will be disabled.






b. Click on FROM DATE to display a popup calendar and then click on the desired date,

which will be inserted in the FROM DATE field.







which will be inserted in the TO DATE field. 9. In the FREQUENCY panel, click on either EVERY 60 MINUTES or EVERY 15 MINUTES,

depending on the desired filter frequency.






13. Click on RESET to clear the screen to another report. 14. Click on CLOSE.



Here is an example of the USAGE REPORT BY TIME OF DAY – BY APPLICATION AND BUTTON and one-hour time increments. For multiple page reports, the total visits and total time are listed on the final page.

Usage Report by Time of Day

12/16/2011 – 12/16/2011

Class: ALL

MATH & COUNSELING CHECK IN / CHECK OUT

Time

Checked In

Checked Out Total

In Lab

07:00 AM – 07:59 AM 12 9 12

08:00 AM – 08:59 AM 10 10 13

09:00 AM – 09:59 AM 1 2 4

10:00 AM – 10:59 AM 4 4 6

11:00 AM – 11:59 AM 5 6 7

12:00 PM – 12:59 PM 5 5 6

01:00 PM – 01:59 PM 0 0 1

02:00 PM – 02:59 PM 3 4 4

03:00 PM – 03:59 PM 3 3 3

04:00 PM – 04:59 PM 11 10 11

05:00 PM – 05:59 PM 1 2 2

06:00 PM – 06:59 PM 1 1 1

07:00 PM – 07:59 PM 0 0 0

08:00 PM – 08:59 PM 0 0 0

09:00 PM – 09:59 PM 0 0 0

10:00 PM – 10:59 PM 0 0 0

11:00 PM – 11:59 PM 1 1 1

Total Check In's: 57 Checked in Outside the Time Range Above: 2 Total Unduplicated visits: 5



4.20 Usage Report by Visit The USAGE REPORT BY VISIT displays, for a selected Application and Button, a list of students for each Reason Code or Subject, Course and Section, and the number of visits each student made for the specified date range or term. A subtotal of the number of visits is provided for each Reason Code or Course Section. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the USAGE REPORT BY VISIT.







• REASON CODES: [If not using classes] Use to select the Reason Code to be included in the report, or select ALL to include all Reason Codes.










or to the tool bar.

4.20.1 How to Set Up the Usage Report by Visit

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on USAGE REPORT BY VISIT to display the setup screen. 4. Click on APPLICATION and then select the application for which the report is to be


generated.

6. [If Reason Codes are desired for this report] Click on REASON CODES and then select the reason for which the report will be generated, or select ALL to include all possible Reason Codes. If this option is selected, the TERM and COURSES fields will be disabled.


covered by the report by using one of the methods below: a. Click on the FROM DATE field and type in the desired date.











which will be inserted in the TO DATE field. 9. [If classes are desired for this report] Click on TERM and then select the school term to

be included in this report. If this option is selected, the REASONS CODES field will be disabled.





12. Click on RESET to generate another report.

13. Click on CLOSE.



Here is an example of the USAGE REPORT BY VISITS. For multiple-page reports, the total number of visits is listed on the final page.



4.21 Usage Report for a Day The USAGE REPORT FOR A DAY displays all activities recorded through SARS Track for a specified date and Application and Button. Each line on the report displays, for the selected date, a student’s ID number and name, the arrival time, and the duration of the activity. The report may be generated for either 60 minute hours or 50 minute hours. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the USAGE REPORT FOR A DAY.




generated (e.g., Check-In). • REPORT DATE: Use to select the date for which the report will be

generated. • SARS·TRAK: Use to generate data from the SARS Track application.



Track. • 60 MINUTE HOURS: Use to specify that hour credits are based on a 60

minute hour.



• 50 MINUTE HOURS: Use to have the program re-calculate 50 minutes as one hour of credit.





or to the tool bar.

4.21.1 How to Set Up the Usage Report for a Day

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on USAGE REPORT FOR A DAY to display the setup screen. 4. Click on APPLICATION and then select the application for which the report is to be


generated.

6. Click on REPORT DATE and then select the date for the report. 7. Click on SARS Track, PC Track or BOTH to indicate the application(s) that will be the

source of the data. 8. Click on either 60 MINUTE HOURS or 50 MINUTE HOURS, depending on the manner in which

hours are credited. 9. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing.

-or- Click on PRINT to print the report immediately. -or- Click on EXPORT to save the report in an alternate format (see Section 4.2 in this Part).

10. Click on CLOSE.



Here is an example of the USAGE REPORT BY DAY – BY APPLICATION AND BUTTON, using 50 minute hours and separate columns for hours and minutes. For multiple-page reports, the total visits and total time are listed on the final page.



4.22 Usage Report for Applications

The USAGE REPORT FOR APPLICATIONS displays, for a selected date range, the total number of visits, the total time (in hours and minutes) and the total number of unduplicated students for a selected application or for all applications. Here is an example of the setup screen used to generate the USAGE REPORT FOR APPLICATIONS.




report.






or to the tool bar.

4.22.1 How to Set Up the Usage Report for Applications



1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on USAGE REPORT FOR APPLICATIONS to display the setup screen. 4. Click on APPLICATION and then select the application for which the report is to be

generated. 5. Select the first date to be covered by the report by using one of the methods below:














Here is an example of the USAGE REPORT BY APPLICATION:



4.23 Usage Report for Tutors The USAGE REPORT FOR TUTORS displays all activities recorded through SARS Track for a specified term or date range for a selected Application and Button (e.g., Tutoring Center, Check in/out). The report may be generated for either 60 minute hours or 50 minute hours. The report is available in either Summary or Detail format. The USAGE REPORT FOR TUTORS SUMMARY displays, for each tutor, the Reason Code or Course, number of visits, and the amount of elapsed time. It also displays total visits and duration for each tutor, as well as for all tutors. The USAGE REPORT FOR TUTORS DETAIL displays, for each tutoring center and tutor, the tutor’s Short Name, Reason Code or Course, Student ID, Student Name, Date, Start Time, Stop Time and the amount of elapsed time spent in that activity. It also displays the total number of visits and duration for each tutor in the selected Application. (See the report example at the end of this section.) Here is an example of the setup screen used to generate the USAGE REPORT FOR TUTORS.





report.




• REASON CODES: [If not using classes] Use to select the Reason Code to





• SUMMARY: Use to generate the report in summary format for the

selected application and Reason Code or Class Section. • DETAIL: Use to generate the report in detail format for the

selected application and Reason Code or Class Section. • 60 MINUTE HOUR: Use to specify that hour credits are based on a 60






or to the tool bar.

4.23.1 How to Set Up the Usage Report for Tutors

1. Double click on the SARS Track ADMIN icon to display the tool bar. 2. Click on REPORTS. 3. Click on USAGE REPORT FOR TUTORS to display the setup screen. 4. Click on APPLICATION and then select the application for which the report is to be

generated.




6. [If Reason Codes are desired for this report] Click on REASON CODES and then select the reason for which the report will be generated, or select ALL to include all possible Reason Codes. If this option is selected, the TERM and COURSES fields will be disabled.















11. Click on either SUMMARY to obtain a Summary Report or on DETAIL to obtain a Detail Report.

12. Click on either 60 MINUTE HOUR or 50 MINUTE HOUR, depending on the manner in which

hours are credited. 13. Click on PREVIEW REPORT and then on PRINT to view the report on screen before printing.

-or- Click on PRINT to print the report immediately.



-or- Click on EXPORT to save the report in an alternate format (see Section 4.2 in this Part).

14. Click on CLOSE.

Here is an example of the USAGE REPORT FOR TUTORS – SUMMARY, using 60 minute hours and separate columns for hours and minutes. For multiple-page reports, the total visits and total time are listed on the final page.



Here is an example of the USAGE REPORT FOR TUTORS – DETAIL, using 60 minute hours and separate columns for hours and minutes. For multiple-page reports, the total visits and total time are listed on the final page.

Documents

PART IV -- REPORTS€¦ · 8. To view the report on screen, click on PREVIEW REPORT and then click on PRINT. A preview of the selected report will be displayed. To make the screen