📉 Student Data Grids User Guide V2

Student Data Grids (SDGs) are comprehensive and customized spreadsheets listing your students with the data columns you selected in the order you want and delivered to you on the days you need them. SDGs can be generated as needed or can be scheduled to run regularly. For assistance scheduling an SDG, please email support@schooldata.net or use the question mark in the right-hand corner of the application. 

Creating a Student Data Grid (Detail & Columns Tabs)

Details Tab: Define the Grid’s Structure

1. Rename & Describe: Edit the automatically generated label and title to rename the  SDG, and add a brief description of its purpose. In groups, categories organize common data types (i.e., basic student info and demographics). Adding categories is optional and can be turned off by unchecking the “use categories” checkbox. Using Categories will produce a double-row header, with Categories in Row 1 and Data Point Columns in Row 2.
2. Set Security: Select the “Is Secure” option to replace sensitive, unauthorized data with asterisks.
3. Choose Layout: Decide whether to use Categories for a double-row header or to leave them unchecked.
4. Set Data Display: Determine whether multi-value data (e.g., assessments) should be displayed in nested rows or separate columns. (necessary, for custom formulas). 
5. Save to proceed to the Columns tab.

Columns tab:  Select, Configure, and Order Data

1. Add Data Points: Clicking the “+” sign next to Data Columns to view and select available data points. (E.g., Enrollment, Behaviors, Assessments, Services).

2. Configure Columns: For columns with a gear icon, click it to set specific options. (e.g., student name format, date ranges for attendance).

• Special Case (Grades): Configure the Class column by using the ExternalGradebookGrades field, selecting the correct Gradebook Bucket (e.g., midterm), and matching the Accumulation Term.

• Special Case (Multiple Values): If selecting multiple Assessments, Services, or Risk indicators, use Apply Configuration Multiple times to match the number of selections.

3. Customize Appearance: Use the Styles button to configure data display or create new custom Category Labels.

4. Add Custom Fields (optional): Add a Formula column (for Excel formulas) or a Blank column (for manual data entry in the final spreadsheet).  

5. Reorder Columns: Use the drag-and-drop functionality (double arrow cursor) on the column numbers to set the final display order.

Format, Test, and Generate the Report (Categories, View, & Report Tabs)

1. Categories Tab: Format the final data output. Delete or rename categories and columns as needed.

2. View Tab (Preview): Select a student group and click Load Preview to test the grid design. 

3. Report Tab (Generate Excel):
   1. Select a student group and enter an optional custom file name.
   2. Check the 'Include Student Download Options' for additional data columns.
   3. Click Send Spreadsheet Report to generate and deliver the file via email.

4. Report PDF Tab (Optional): Create a PDF version of the data.

Share, Schedule, and Deliver (Collaborate, Schedule, & Recipients Tabs)

1. Collaborate: Use the drop-down menu to Copy (allows another user to use the grid) or Share (allows another user to edit the grid in both accounts) the SDG with a user.  

2. Schedule Tab (Set Regular Delivery): 
   1. Confirm the correct school year.
   2. Click on a desired day and time for delivery, repeating this process for all desired dates.
   3. Ensure the 'Schedule is Active' checkbox is selected.

3. Recipients Tab (automate Delivery): Used to send the data grid to one or more recipients using a specific student group for each recipient set. The recipients will only receive data for those students they are authorized to view. 
   1. Click Add Recipient.
   2. Scroll to Recipient Selection, and select a subset (e.g., Principals).
   3. Configure any further options that appear.
   4. Repeat the steps above for the remaining recipient sets of interest.
   5. Click Save.
   6. Click the down arrow next to Run Now and select Run Validation Now to review the data each recipient will receive. This will create separate spreadsheets that each recipient will receive and send to you in a compressed (ZIP) file, which you can then open and review. 
   7. Click 'Run Now' to send the grid to all authorized recipients immediately.

Manage the Data Grids (My Data Grids Screen)

1. Create folders/categories using the Add New Category option.
2. Use the gear icon next to the grid to access the Edit item option to move the grid to a different category.
3. Use the gear icon next to the grid to access the Clone Item option, which allows you to copy the grid, simplifying the creation of new, similar grids.
4. Drag and drop the double arrow icon next to the grid to adjust its position on the list.

To Add Grade Columns:

1. Click the pencil icon.
2. Click the Add button.
3. Fill in the Column Heading Text.
4. Select a Gradebook Bucket. (e.g., middle/high school may include midterm, semester, and term grades).
5. Select the Gradebook Accumulation Term. The term must match the bucket selected previously; otherwise, the column won’t pull the data correctly, if at all.
6. Click Add.
7. Repeat Steps 3 through 7 as needed for additional grade columns.
8. Click Save.
9. To confirm the correct gradebook bucket and accumulation term, go to a student’s Spotlight and view the Student Gradebook Container. Look for the Grading Target to be listed. 
10. To edit, click the pencil icon in the grade column in question and make the necessary changes. Click the Add button, then click the Save button.

Add an Assessment Column:

1. Click the + icon, then select Assessment.
2. Adjust the time span if needed.
3. Click Select under assessments.
4. Use the Filter Search to find the assessment(s).

5. Once you have selected the assessment(s), use the apply configuration multiple times. Then, select the appropriate number for the same assessments you selected. 

6. Scroll down to the columns included section, where you can add the assessment name, performance level, year, and others to your spreadsheet if needed. Once those columns are selected, you can use the Heading Text box that will appear to change the names of the specific columns. 

• Student Data Grids User Guide V2.pdf1 MB
• Student Data Grid Categories.pdf50 KB