To produce a computer file for school Photo Day, you must first export your student data to a file. This will contain information needed to produce student cards and to link electronic pictures to your Maplewood system. The export file format exports the basic information that is required for the school photographer’s processing. If you wish to add additional information to the format (e.g. bus route numbers, library card numbers, etc.) you may edit the report format by adding additional fields to the end of the report format. Note that you must not change the order of any fields that are pre-defined.
About one or two weeks before Photo Day, you should run the Photo Day export for your school. You will find the appropriate export format stored under the name of your school photographer in the file.
- Choose Reports, Report Builder, Reports for Exporting, Present Students.
- Choose File, Open and select the report from your school photographer.
- Click the Nothing checkbox in the Record Separator frame. Then click the Carriage Return/Line Feed checkbox in the Field Separator frame.
- Choose File, Export Report and select an export method. Normally you will choose an order that corresponds to your plans for calling students down on Photo Day. Use one of these methods: Alphabetically, Grade, Homeroom, Class, Defined character, Inquiry List, Sorted List, Excursion List, Individually (specify each student), Bus List.
- Click the check boxes for This Year Only and This Year and Next Year Only enrolment status (if not already selected). Select a sibling option that you want to include.
- Click Export and a Save As box will appear for you to save the file.
Notes:
Keep a copy of the file submitted to your school photographer.
For Freedom of Information purposes, the school photographer export file format normally includes Student Letters, Student Number, Student Name, Grade, Birthdate, and Homeroom information. Other information is added at the school’s discretion.
If your school wanted add additional fields, note that they must be comma delimited and truncated in Report Builder. Also, note that any additional fields should be added at the end of the existing fields in the report format.