Census – Commonwealth for Back Office (due in February & 1st week of August)

If you are  yet converted to Freedom you will find your instructions HERE

Steps to get a report for the Commonwealth Census from Student information stored in PCSchool.

STEPS:

1. Ensure your Spider Version is at least 2018.11

2.  –  5.  Check data has been entered under the correct fields

6.  Run report

Step 1:  Check your Spider Version. Current version available here.

Step 2:  Under Student View check to see if your data has been correctly entered

a) Under Student View > Enrolment tab (4)   – Ethnic Group – this gets populated from the Type E – to update this file see b)

b) Run the Administration > Year End-Housekeeping to update this field

Path:  Scholastic > Year End Housekeeping

 1. Tick in Recalc Ethnic Group

2.  Begin Process

STEP 3:  Under the #4 Enrolment Tab  – if an overseas student and/or Visa, place a Tick in these fields

STEP 4:  Boarders

a) Check in under Utilities  > System File Maintanence >  #2 Non Financial Defaults Tab  – these are the possible Boarders codes

b)  Under Student View -# 5 Scholastic tab   Status = (should be the code you use for Boarders)

STEP 5:   Special Needs – Disability Students

a)  Set up codes required under Path:  Utilities > Maintenance Codes

Select SPECNEED and make up the following codes:

SWD       Student with Disability Status

NCCD     National Consistent Collection disability

b) Select  #6 Personal Tab of Student

a)  Type in the relevant codes and use the drop down boxes to select the appropriate “Lev of Adj” and Category and put a tick in Funding – as above example

STEP 6: Run report Path:  Scholastic  >  Administration  > Age and House Related Reports

1.  Select from Report Style – Census Commonwealth Report

2. Select Age Calculation Date required

3. Select Campus

4. Print

Check the Report – when correct, enter data into your Census report.

To Print Rolls – if requested by Auditors

Path:  Scholastic > Attendance & Behaviour Reports 

(note you may need to download this report and set up under Report Alias – see below for instructions)

Note:   You can now print a full year

The report could be called a number of different names depending on how it has been set up. If you cannot find the report under either Report Style listing, use the arrow keys and scroll through the available reports to find the report with the Name: ATTENDAT%NEW.RPT. In the example below the report is described as "Ministry Attendance Graphic - NZ". If it is not in the list please email support@pcschool.net for assistance.

1. Select date range required
2. Select [Year level] required or *C  (All Current students)
3. [Report Style] – select [Standard]
4. [Report Style Name] – select the [ATTENDAT%NEW.RPT]
5. [Print]  – this could take a while to print

If unsure if you have your school dates correct, select a student and print report first, then do whole school.

a) Download new report (note you will need to unzip file) 

b) To set up report:

Path:  Scholastics > Utilities > Report Alias Settings

1. [Clear All] to start
2. Set up as per screen shot
3. (Note:   to publish to use in Spider place a tick in Web Publish for Teachers)