User Guide

Module 7: Generating Reports

Module 7 provides information on generating reports to meet the needs of students, faculty, and administration.

NOTE: There may be a 10-minute delay from the time a student finishes a test until the results are available.

Contents

Topic Page

Part I Selecting a Report 2

Part II Selecting Students for the Report 3

Part III Creating a Customized List Report 8

Part IV Sorting the Order of a Report 10

Part V Requesting an ESDR 13

Generating Reports Page 2 of 14

Part I Selecting a Report

Complete the following to select a report.

Step Action

1 Log into COMPASS and click the REPORTS tab.

2 Select a report from the list.

NOTE: Move the mouse over a report title for a report description.

Result: The Sessions to Report screen displays for all options except Request ESDR.

Generating Reports Page 3 of 14

Part II Selecting Students for the Report

COMPASS uses the criteria you select to search for matching students. There are three ways to select the students for your report: Auto-select sessions – select an existing criteria set or add a new one Manually selected sessions – select an Individual Student Combination of both methods

Auto-Select Sessions Complete the following to add criteria sets automatically.

Step Action

1 Click Add next to Auto-select sessions.

2 On the Add Criteria Set screen:

To use existing criteria, go to Step 7.

To create a new criteria set, click New and go to Step 3.

Generating Reports Page 4 of 14

Step Action

3 Type a descriptive name for your criteria set.

Example: Students from the state of California.

4 Select a criteria type from the Add criteria base on drop-down menu. Click Continue.

5 On the Session-Selection Criteria screen, modify your criteria and click OK.

NOTES:

The Session-Selection Criteria screen options vary based on criteria selection.

Groups of students can be excluded from the results. For example, to find out how many students from states other than California have been tested, select State/Province and choose is not and California from the Session-Selection Criteria drop-down menus.

Generating Reports Page 5 of 14

Step Action

6 On the New Criteria Set screen:

To delete criteria, click the Remove link.

To add additional criteria, click the Add criteria based on drop-down menu and click the criteria type. Click Continue.

When you have finished editing your criteria, click OK.

7 On the Add Criteria Set screen:

a. Click to select a criteria set or click the criteria set just created.

b. Click Add Selected Set.

Result: The set name displays in the Auto-select box.

NOTE: Click Add to include additional criteria sets.

8 Review your selections on the Sessions to Report screen.

9 OPTION: Select a sort. Refer to How to Sort the Order of a Report.

10 Click Run Report.

Result: The Report Viewer screen displays.

11 Select options to print or save.

Generating Reports Page 6 of 14

Manually Select Sessions Complete the following to add criteria sets manually.

Step Action

1 Click Add next to Manually selected sessions.

2 Type the student’s name and/or the student ID on the Find Student Session to Add screen.

NOTE: If GO is clicked without typing a name or student ID, every student associated with the Test Center displays.

3 To narrow your search, select a Test Center from the Search within drop-down menu.

Generating Reports Page 7 of 14

Step Action

4 Click GO.

If your search finds: Then: Action:

One student who has taken one test session

The Sessions to Report screen displays the student’s name, test and session date.

None

One student who has taken multiple test sessions

A screen displays listing the student’s name, student ID and all sessions taken.

Select the checkbox next to each session you want to include in the report and click OK.

Several students who match your search option

A screen displays all matches.

Click the Select button next to the student information you want to include in the report.

5 OPTION: Select a sort. Refer to How to Sort the Order of a Report.

6 Click Run Report.

Result: The Report Viewer screen displays.

7 Select options to print or save.

Generating Reports Page 8 of 14

Part III Creating a Customized List Report

This function allows you to customize the way the information is displayed on the report.

Complete the following to create a customized list report.

Step Action

1 On the REPORTS tab, click Customized List Report.

2 On the Create Customized List Report screen, click New above Saved Lists.

3 Type a descriptive name in the Name of List (also used as title of report) field to identify your customized list.

4 Use the drop-down menus to select the names of the columns in your report. The columns appear in the order you select them.

5 If you need more than ten columns, click the Add more columns link.

Generating Reports Page 9 of 14

Step Action

6 Click OK to return to the Sessions to Report screen.

Result: Your new list is available for selection in the Customized List drop-down menu.

7 To edit or delete a criteria set after it has been created, click the Saved Lists link under New button.

Generating Reports Page 10 of 14

Part IV Sorting the Order of a Report

There are four default sort orders:

Session ID Student ID Student’s Name Zip Code

The options can be used to change the order that students are listed in a report or you can create your own sort order. There are options to add, edit, and delete a sort order.

NOTE: The Placement Summary Report is the only report that does not allow sorting. Add a Sort Order Complete the following to create a new sort.

Step Action

1 Click New above Saved Sorts on the Sessions to Report screen.

2 Type a descriptive name in the Name of Sort field for your new sort order.

3 Select rules for sorting.

NOTE: You can select from 1 to 5 rules.

OPTION: To change the direction of the sort rules, click the Z to A option under Direction.

Generating Reports Page 11 of 14

Step Action

4 Click OK to save the order and return to the Sessions to Report screen.

Click Cancel if no selections are made to return to the Sessions to Report screen.

Result: The sort order displays in the Sort Sessions drop-down menu.

Edit a Sort Order Complete the following to edit an existing sort.

Step Action

1 Click the Saved Sorts link located under the New button.

Result: The Saved Sort screen displays a list of the saved sorts.

2 Select a sort name and click Edit.

3 Make necessary modifications.

NOTE: You may add or remove sort characteristics, alter the sort order or change the name of the sort.

4 Click OK to save the sort order and return to Saved Sorts screen.

5 Click Back to Report to return to the Sessions to Report screen.

Result: The sort order displays in the Sort Sessions drop-down menu.

Generating Reports Page 12 of 14

Delete a Sort Order Complete the following to delete a sort.

Step Action

1 Click the Saved Sorts link located under the New button.

Result: The Saved Sort screen displays a list of the saved sorts.

2 Select a sort name and click Delete.

3 Click Delete again at the prompt on the Delete Confirmation screen.

4 Confirm your deletion on the Saved Sorts screen.

Default Sort Order On the Sessions to Report screen, click the desired default sort from the Sort Sessions by drop-down menu. Each time you run a report, you will need to select from one of these options.

Generating Reports Page 13 of 14

Part V Requesting an ESDR

An Entering Student Descriptive Report (ESDR) summarizes the information for a group of students that you select. The report provides test score results, the students’ background characteristics, educational plans, and academic needs.

Step Action

1 Click Request ESDR on the REPORTS tab.

2 In the Students to Include in Report section, select the checkbox to select a Campus.

NOTE: If you previously requested an ESDR, the previous report’s date and title display for your reference.

3 Use the Between the test dates of drop-down menus to select the test dates for the report.

4 In the Report Title field, type a descriptive title for your report.

5 In the Options/Additional Information section, select the checkbox for the options you want.

Generating Reports Page 14 of 14

Step Action

6 Type your contact information, if the fields are not populated.

7 Click Send Request to submit the form.

Result: An email confirmation of the submitted request is sent to the email address that was provided in the contact information. ACT staff will follow up on the request.