Math Data Disk Directions

Introduction:

This program will allow management of student math data based on progress on each standard and indicator.  It allows for quick viewing of individual student progress, class progress, and progress on each indicator. This information may be printed for teacher use or for communication with other staff or parents. One feature of the spreadsheet is that it limits what can be entered, so there is less likelihood of mistakes being made, and allows a teacher to try the features without fear of “harming the program”. The Excel file may be used by itself or with the Word file (math standards status report). Using the Status report requires a bit more computer knowledge than using the spreadsheet alone.  The instructions below include some screen shots to assist you in completing tasks.

Instructions for math standards data program:

1. Prior to entering data, the files should be copied into a folder on the hard drive
2. Note there are three components in this program—Data Entry, Summary Information (both on the Excel sheet), and Individual Student Status Report (Word file)

I. Data Entry

1. Open Excel file for specific grade level.  Maximize this window so it covers the entire screen.

2. There are 3 ‘worksheets’ at the bottom left corner, called “student data”, “class summary”, and “student summary instructions”, which can be viewed by clicking the tabs with those names.  The “Student Data” worksheet is the only one that you can add data or change information. Be sure the “Student Data” worksheet is visible.

3. Columns A-G is where student data is entered.  The student ID cells are not required to be entered at this point for the program to work.  Enter all student information.  There is space for 32 students (TIP: The “tab” key takes you to the next column and the “enter” key takes you to the next row.). Use the vertical scroll bar at the far right to see the range of students. Note that scrolling does not affect viewing rows 1 and 2, containing the indicators.

4. Row 1 lists all the indicators for the grade level, with indicator numbers.  Row 2 lists the standard. By rolling the cursor over the indicator, you can view the entire description of the indicator, and the benchmark, from the district web site. Power indicators are listed in bold. These rows are protected from change.

5. Use the horizontal scroll bar at the bottom right to view all the indicators and their descriptions. Note that scrolling does not affect viewing student information.

6. As students are assessed on an indicator, enter a “0” if the indicator was not met or a “1” if the indicator was met. Leave cells blank if the indicator was not assessed.  Only a 0 or 1 will be accepted as responses in this area. Again, the tab and enter keys may help expedite data entry. Columns following standard 7 are locked from changes.

7. Save the file frequently. Save the file after all data is entered. The “student data” worksheet should be on top (visible) when the file is saved.

8. Row 35 (light blue) contains automatically computed class averages for each indicator assessed. This will be accurate if only current students are on the list. Students exiting and their data should be deleted.

9. The “student data” worksheet is not configured for printing.

II. Summary Information

1. After student information is entered, click on the “Class summary” ‘worksheet’ tab on the bottom left corner.  This page is for viewing and printing.  Nothing on this page can be manipulated or changed.

2. At the top of each “page” will be the teacher’s name, the number of students in the class, and a time and date stamp. Below this will be the breakdown by indicator for each standard. In many grades there will be multiple ‘pages’ for each standard. See below for an example of a page.

3. Under each indicator will be the number of students tested, passing and a percentage. A graph displays this table visually. Power indicators appear in bold on this worksheet and appear on the graph in a darker shade of blue. Note: Indicators not assessed will reflect this in the table and on the graph.

4. Below the graph will be a list of student first names that have not been assessed or did not pass the indicator. If no students have been assessed, this area will be blank.

5. The file should be saved and closed with the “student data” worksheet visible.

 III. Individual Student Status Report

1. Open the Word file for the grade level desired. If you get a message that it can’t find the data file, do the following—(you should only have to do it once).

a)      Click “Find Data Source”

b)      Click on desktop or location of folder containing the Excel spreadsheet, open folder until the file is visible.

c)      Click the file, then click “open”.  A new window called “Select Table” will open.

d)      Click on ‘Student Data$’ (middle of the 3 choices) and click OK.

2. This file will automatically link to the Excel file for that grade. The report takes information from the spreadsheet and creates a one page report for teacher or parent use. This form is not protected--teachers should not have to alter this form.

3. This report lists each indicator (power indicators in bold), with an N for “Not Assessed”, I for “In Progress” (indicator assessed but not met), or M for “Met Standard”. At the bottom are summaries for the percentages of the total indicators mastered from the total of all indicators and assessed indicators, the percentage “in progress” and the percentage “not attempted”.  A date stamp will appear at the bottom of the form. This form is not protected and could be altered. 

4.  Under the Tools menu, find “Letters and Mailings”, then “Mail Merge Wizard”, and select it (see diagram).

5. The “Mail Merge” window will open to the right of the document. Click on the word “Next” or “Previous” at the bottom of this window until it says “Step 3 of 6” at the bottom, like the illustration. Next click on “Edit recipient list…” near the middle of that window.

6. A new window, called “Mail Merge Recipients” should open that resembles the figure below. Place a check mark by clicking on the box next to each row that contains student data.  Scrolling down will allow seeing the entire list.  When all student rows have been checked, click on “OK” which will close this window.

7. At the mail merge window click “Next” until you get to “Step 6 of 6” at the bottom, and “Complete the merge” at the top.

8. Printing an individual report:

On this part of the toolbar at the top of the window, clicking on the arrow to the immediate right or left of the number will take you to the pages for each student.  When you see the desired page, print as with any document. Using the print command in the “File” menu.

Printing class reports:

In the middle of the “Mail Merge Window” click on “Print”. A new window will open called “Merge to printer”. Select “all” and click “OK”.  A normal printing window will open. Click OK and an entire class set should print.