Patriot AIS - Creating a Batch of Resident Students by Term using the Housing Contract Phone Report

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  1. Navigate to Student List 2
    • Log in to The Patriot
    • Click on System Administration\ Student List 2. The Student List Two window opens.

  2. Create Housing Contract Phones report
    • The Term in the Current Settings menu is used in this report to select students who have an Active Housing Contract in that term. Only those contracts created since the last time this report was run are selected. Each time the report is run the Pat_Controls table is updated with the term, date and time. The term, date and time are then compared to the Create Date on each Active Housing Contract for that term the next time the report is run. If the Housing Contract Create Date is after the date and time stored on the Pat_Controls table for the selected term, the student is selected. Selected students are written to the report and to the Stno_list2 table for the Batchname SYHSPH0R##, where ## is the last 2 digits of the term selected (e.g., SYHSPH0R80 contains students with Active Housing Contracts for the Fall term).

      Important: The Batchname is overwritten each time you run the report for the same term. Be sure to process your batchname through Student List Two Merge and create your data file for use in merging labels before you run the report again.

    • Select Housing Contract Phones from the Report menu. The Report Settings window displays. Check that the term displayed is correct. If this is not the correct term, close the Report Settings window and select the Term from the Current Settings menu. Select the report again from the Report menu.
    • Click OK. The Report Builder window displays with the batchname of students that is being created at the same time the report is being created. This batchname is also printed in the heading of the report.
    • Click OK. The Report Progress window displays. When the report is completed, the Previewer window displays. Note: Even if you do not need the report and only want the batch of students, the report cannot be cancelled.
    • Click the Last Page icon on the report toolbar before printing the report. The batch may not be created in its entirety, if you do not go to the last page of the report. Also, the Total Students displays on the last page for your information.
    • Click on the Print icon on the Report toolbar if you wish to print the report. The Print window displays. Select the printer and number of copies you wish to print. Click OK. You are returned to the Previewer window.
    • You may use this batchname in several programs:
      1. Student List Two Merge program (Quick Info from Student List Two to Student List Two Merge) to create a data file for use in Microsoft Office products (See instructions for Merging Student Data)
      2. Post Message page on the Robert Morris University website (via Faculty & Staff/ Sentry Secured Services/ Post Bulletin Board Message) to send an e-mail to this batch of students.

  3. Creating a file for combining with other batches of students.
    • In the Student List Two window enter the batchname you created with the Housing Contract Phones report in the Batchname field. Note: The beginning of the batchname is the report name, SYHSPH0R, followed by the last 2 digits of the term you selected (e.g., SYHSPH0R80, would be the Housing Contract Phones batchname for Fall term). Note: The last 2 positions of the report name are the number zero followed by the letter R

      OR

    • Click on the ellipsis next to the Batchname field. The Student List Two User Batchnames window opens with the batchnames listed that you have created. Please be patient. It could take a minute or more to load the batchnames in the list box depending on the number of batches you have. Click on the Batchname to select and click Accept. You are returned to the Student List Two window with the Batchname field populated. Note: The Batchname also populates the Input Batchname for Output Selection field at the bottom of the window.
    • If you wish to see the students in this batch or get the count of students, click Search. The students will display in the listbox and the count will display at the top right-hand side of the listbox. Note: The searched Batchname will display at the top left-hand side of the listbox.
    • Click the File checkbox in the Output Selection section of the window.
    • Click the Generate button. The file is saved as C:\patriot\impexp\sl2-info.lst This file can now be imported into (combined with) another batch in the Import Student Numbers Two program.

  4. Combining Batches.
    • From the Student List Two window, select Import Student Numbers Two from the Quick Info menu. The Imports: Student List Two window displays.
    • In the Batchname field either enter the batchname of students you want to combine with the file you just created (this could be a batch you've created yourself previously) OR enter a unique name in the Batchname field to start a new batch by adding the file you just created
    • Click on the Open folder icon to the right of the Input File Name label. The Open window displays.
    • Select the SL2-INFO.lst file created in step 3 above.
    • Click Generate. If you are adding to an existing batchname, the Message Handler window displays with the message "Batch already exists" and prompts you to Click OK- to combine with the existing batch OR Click Cancel- to delete the existing records in the batch and recreate with this input file.
    • You may repeat steps 3 and 4 for as many batches as you wish to combine.
    • You may use this combined batchname in several programs as explained at the end of step 2 above.

You may want to combine the individual batchnames that you create each time you run the Housing Contract Phones report for one term, so that you have all the students with Active Housing Contracts for a term in one batch.