Applica. for: Reports

Transcription

1 CENTRAL SUSQU UEHANNA INTERMEDIATE UNIT Applica tion: Census Step-by-step Instructions Census Setup, Processes, and for: Reports 2012 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Setting up Directories... 2 District Information... 2 Enumerator Directory... 2 Municipality Directory... 2 RR/Street Directory... 4 Census Parameter Directory... 5 Setting up Master Files... 6 Residence Master... 6 Member... 7 Processes... 8 Grade Rollover... 8 Pre-School Rollover... 9 Purge History Reports Reports A-M: Enumerator Worksheet Kindergarten Projection Members by Employer Reports N-Z: Rental Residence Report Summary of Enumeration n Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Step-by-Step Guide will cover how to perform certain tasks in a specific order for your Census Database including record maintenanc e and generating annual reports. In this Step-by-Step instruction you will learn how to: Set up directories that feed your Master screens. Perform GRADE and PRE-SCHOOL school rollovers. PURGE MEMBER HISTORY. Generate ENUMERATOR WORKSHEETS. Page 1

6 SETTING UP DIRECTORIES District Information DIRECTORIES > DISTRICT INFORMATION Complete the fields on the DISTRICT INFORMATION Directory that will be used as identifying information in Census Select the Disabled member history tracking? option to stop the automatic posting of MEMBER MASTER record changes and deletions to MEMBER HISTORY. Enumerator Directory DIRECTORIES > ENUMERATOR DIRECTORY The ENUMERATOR DIRECTORY screen allows you to identify enumerators with user-defined codes to ensure consistency in data entry. The codes will be used to complete the Enumerator field of the RR/ /STREET Directory. Enumerator information is displayed on the RESIDENCE MASTER screen and is used to generate the ENUMERATOR WORKSHEE ET. Municipality Directory DIRECTORIES > MUNICIPALITY The MUNICIPALITY Directory screen is used to identify townships, boroughs, and cities with userdefined codes to ensure consistency in data entry. The codess will be used to establish RR/STREET Page 2

7 Directory records and to add both MEMBER MASTER/DEMOGRAPHICS and RESIDENCE MASTER Records. The Type code is a one-character code to identify the municipality type. Select from the following codes: T - Township / Borough--Select C City--Select this as the municipality type for city names that are used in mailing addresses, but are this as the municipality type for taxing bodies that are not also used in mailing addresses. NOT also valid names of taxing bodies. B Both--Select this as the municipality type for those codes that will be used to indicate both cities (in mailing addresses) and taxing bodies. Page 3

8 RR/Streett Directory DIRECTORIES > RR/STREET The RR/STREET Directory screen allows the establishment of user-defined codes to ensure consistency inn dataa entry. The codes will be used to complete the RR/Street field of the RESIDENCE MASTER. Before adding RR/STREET T Directory records, establish the proper records in the ENUMERATOR and MUNICIPALITY Directories. Enter 'R' if adding a rural route entry or 'S' if adding a street/ /road entry.. This value affects the way addresses are formed on the RESIDENCE MASTER. Page 4

9 Census Parameter Directory DIRECTORIES > CENSUSS PARAMETERS Use the CENSUS PARAMETERS screen, to specify whether Family, Member, Owner, and Employer IDs should be assigned automatically by the Census application, or manually by the user. Designate the Next Family #, Member #, Owner #, and Employer # as applicable. Enter the Ethnicity code that should be used as the default value when adding new MEMBER MASTER Records. The codes are: 1-American Indian/Alaskan, 2-Asian, 3-Black, 4-Hispanic, 5-White, and 6-is Undetermined. Page 5

10 SETTING UP MASTER FILES Residencee Master MASTER FILES > RESIDENCE Use the RESIDENCE MASTER screen to create and maintainn a record of each place of residence that fallss within your Census region. The record includes fields to identify the physical location and Mailing Address, Municipality, Residence Type, owner informationn (if rental property), Enumerator, Grid/Parcel number, and Assessment amount. The following are display fields only: Residence ID: As you make selections/entries in the fields of the screen, a unique identifier ( Residence ID) will be auto-generated in this field. The Residence ID will be constructed according to the selected Municipality code, RR/Street code, Box/House #, and Suffix (in the order stated). Status will display either 'O-Occupied' or 'V-Vacant' depending on whether or not the Residence ID has been selected on any MEMBER MASTER records. Date Added, Last Changed, Families, and Members are display fields only. Page 6

11 Member MASTER FILES > MEMBER Use the Member Master screen to record information about each member of a 'family' or household that resides in a living unit defined by a RESIDENCE MASTER record. Members of a 'family' are not necessarily related much the same as residents of an apartment or retirement home are not usually part of the same family. To make member data easy to maintain and organize, the information is grouped into three separate pages or tabs of related information. Each tab is connected too the MEMBER MASTER, linked by Member #. Therefore, when you open the MEMBER MASTER for a specific resident, that person's information can be added/accessed by clicking on the appropriate tab(s): The DEMOGRAPHICS tab includes fields to record demographic information, mailing address, andd basic student data (if applicable). The NOTES tab allows you to record miscellaneous notes relating to the member. The RESIDENCE tab is a display-only screen where you can view information about the member'ss current residence. The MEMBER MASTER also includes a Family button, whichh provides a list of the currently displayed member's 'family.' Page 7

12 PROCESSES Grade Rollover PROCESSES > GRADE ROLLOVER Perform the GRADE ROLLOVER to automatically update thee Educational Disposition and Grade fields on the MEMBER MASTER/ /DEMOGRAPHIC tab. NOTE: Onlyy perform this process if you do not intend to share data with Student Records. If you want to update student related fields (Name, Building, Education Disposition (student type), Educating District, Student ID, Grade, and Year of Graduation) with Student Records data, perform the Update from Student Data process. (Perform this processs AFTER performing the Student Records Rollover to ensure that student information is accurate for the NEW school year). NOTE: This process is not recommended because if you are not using the exactly the same data entry conventions (i.e. upper case vs. lower case of mixed case), because it will not transfer data correctly. Everything must exactly match Student Records. Page 8

13 Pre-School Rollover PROCESSES > PRE-SCHOOL ROLLOVER Perform the Pre-school Rollover to update the Educational Disposition field on the MEMBER MASTER/DEMOGRAPHIC tab for children who have reached school age, as defined by your district. The system will indicate how many records have been updated. Page 9

14 Purge History PROCESSES > PURGE HISTORY Purge Member History to permanently delete all MEMBER HISTORY records (including Notes History) with effective dates that fall on or before a Cutofff Date, youu specify. REPORTS Generate reports such as ENUMERAT OR WORKSHEET, KINDERGARTEN PROJECTION REPORT, MEMBERS BY EMPLOYER LISTING, RENTAL RESIDENCE E REPORT, and SUMMARY OF ENUMERATION REPORT as suits the reporting and analysiss needs. Reports A-M: Enumerator Worksheet REPORTS A-M > ENUMERATOR WORKSHEET This report option allows you to generate a list of the structures and families in an enumerator' 's coverage area. The worksheet can be used by the enumerator as he orr she gathers and checks census data. The report can be printed with one family per page if desired. Thee worksheets include a considerable amount of information per family and per member. An optional feature allows you to print blank worksheets, which enumerators can use to manually record family/member informationn when no previous information is available. Page 100

15 Revised: 09/19/ Central Susquehanna Intermediate Unit, USA Page 111

16 Kindergarten Projection REPORTS A-M > KINDERGARTEN PROJECTIO ON This report lists the preschool studentss who will meet the minimum age requirement by the Date you specify. For each child listed, the report includes member name and ID, family number, parent/guardian, relationship within household, date of birth, gender, phone, municipality, and building. The report also provides a count of eligible children for the specified cutoff date, as well as projected totals for the following five years. Limited by Educational Disposition n: Enter a check in this checkbox to limit the projection to only thosee students who have been designated 'too young' (Educ Disp = 1) on the MEMBER MASTER/DEMOGRAPHICS TAB. Leave blank to include all members who meet the Age and Date criteria. Page 122

17 Members by Employer REPORTS A-M > MEMBERS BY EMPLOYER This report provides a listing of members, based on the Employer field of the MEMBER MASTER/DEMOGRAPHICS tab. The report can be limited by municipality and/or employer. In addition to employment informationn such as occupation, assessment amount, and employer (related directories need to be filled out for this information to be on the report),, the report includes name, member ID, family number, date of birth, age, gender, phone, and municipality. A total per employer is provided if Sequence 2 or 3 (by employer) is used. If Sequence 4 (by municipality) is used, a total per municipality is provided. Page 133

18 Reports N-Z: Rental Residence Report REPORTS N-Z > RENTAL RESIDENCE REPORT This report lists all properties that are rented by the current residents (this determination is made by the entry in the Own/Rent field of the RESIDENCE MASTER). For each residence, the report includes: owner name and ID, residence ID, address, and current residents. For each resident, the report includes: name, family number, phone, and indication of head-of-household. Page 144

19 Summary of Enumeration REPORTS N-Z > SUMMARY OF ENUMERATION This report provides gender-specific counts of children for each age and each of seven educational assignments. You must choose the data source (Census database or Attendance database) (if used by your district) for home schooled students. You can select to generate a Totals only' Report (counts given in row/ /column format) and/or a Detail Report that includes basic demographic information (name, family number, member ID, birth date, and educational disposition) for the 'counted' students. The Detail Report also identifies the row and column in which the student was counted on the enumeration Totals Report. Page 155

20 An error report is automatically generated to alert you of incomplete or invalid information such as member records without a birth date. Page 166

21 Summary of Enumeration Details: Enumeration Totals Sample: Page 177