Entering Academic and Test Data

Student academic and test data can be imported directly into ADVOCATE from other files. Please refer to the section Importing Data into ADVOCATE for details. Alternatively, academic and test data can be entered manually on a student-by-student basis.

Once testing data have been entered the Acad/Testing > Thumbnail screen in AVSTUDENTSprovides an overview of a student’s current academic and test score information. If more than one set of PSAT scores has been entered the most recent will be displayed on the Thumbnail screen. If more than one set of SAT1, SAT2, or ACT scores have been entered, the maximum scores will be displayed on the Thumbnail screen. For a detailed explanation of what GPA data are managed by ADVOCATE refer to ADVOCATE Concepts.

Entering GPA Data

Navigate to Home > View/Edit Student records > Acad/Testing > GPA.

Enter the student’s GPA information.

Recording Test Score Data

There are multiple ways to enter student test score data in ADVOCATE. In most cases you will want to enter scores in either Scores Manager or from within a student’s record in the AVSTUDENTS file.

 Entering Test Scores in AVSTUDENTS

1. Navigate to Home > View/Edit Student records > Acad/Testing > Thumbnail.
2. Find the student for whom you wish to record new test scores.
3. Enter a new PSAT, SAT1, SAT2, ACT, or AP score by clicking the appropriate button at the bottom of the screen.

A Dialogue box will appear specific to the test type.

4. Enter the appropriate information.
5. Click Add.

A related test score record will be created in the appropriate test file and summary information will be displayed on the Thumbnail screen and on the specific test screen in AVSTUDENTS.

6. To view detailed test information, select the appropriate test sub tab (PSAT, SAT1, SAT2, SDQ, ACT, AP).
7. Click the More Info button to navigate to that particular test record in the specific test file.

You are able to complete specific testing information from within the test file.

Entering Test Scores In Scores Manager

1. Navigate Home > Enter new Score.

The Create Scores screen will appear.

2. Select the type of scores you wish to enter by clicking the corresponding radio button.
3. Click OK.

The specific Create Score dialogue box will appear.

4. Find the student for whom you wish to enter scores by clicking the Find button or by clicking in the Student field and selecting the student from the list.
5. Enter the appropriate information.
6. Click Add.

A related test score record will be created in the appropriate test file, and summary information will be displayed on the Thumbnail screen and on the specific test screen in AVSTUDENTS.

7. Continue adding test data as desired.

Individual Test Score Data

Individual test score data are managed in the individual test files.

To view or edit detailed test data:

1. Navigate to Home > View/Edit Scores Manager.
2. Click the icon next to the desired test score information.
3. This will navigate you to that particular test file where you can view or edit specific test data.
4. Find the student and specific test you wish to view or edit by using FileMaker Pro’s Find.

Student Performance Relative to Class

It is possible to view graphically an individual student’s SAT composite score versus his or her running Cum adjusted GPA relative to his or her graduating class. The GPA data that is used for the scatter gram is specified in the preferences set at solution installation.

The ability to view chart information requires a third party FileMaker Pro plug-in. Refer to ADVOCATE Administration for details.

1. Navigate to Home > View/Edit Student records > Profile > Chart.
2. Click Update at the bottom of the screen to ensure you are looking at current data.

The student’s SAT composite score will be charted against his or her running Cum Adjusted GPA in relation to his or her graduating class. The GPA used for the scatter gram is indicated at the bottom right of the screen and is determined in the solution preferences upon installation.

It is possible to copy this chart and paste it into another program, if desired, by selecting Copy from the FileMaker Pro Edit menu at the top of your screen and pasting it into the desired program.

Calculating Middle 50 Percent Scores

When middle 50 percent scores are created for a graduation year, a corresponding record is created in the AVYOG file. This record contains detailed statistical GPA and test score data for that year.

To create new Middle 50 Percent scores:

1. Navigate Home > View/Edit Scores Manager.

An overview of existing Middle 50 Percent scores is displayed on the Scores Manager screen.

2. Click Create New YOG.
3. A Create New YOG dialogue box will appear. Enter a new year of graduation (YOG).
4. Click Add.

A status window will appear.

5. Click Continue when the process is completed.

The new YOG statistics will be added to the Scores Manager screen.

To update new Middle 50 Percent scores:

1. Click the date in the specific year (in blue text) beneath Last Updated.

A dialogue box will appear asking you if you’d like to update the information.

2. Click Update.
3. Click Continue when the process is completed.

To view detailed year of graduation statistics:

1. Navigate Home > View/Edit Scores Manager.
2. Click the year (blue text) under YOG that you would like to view.

This will navigate you to that year’s record in AVYOG.

Or

1. Navigate Home > View/Edit Class (YOG) Statistics Records.

This will navigate you to AVYOG.

2. Find the year for which you wish to view statistics.
3. To update values for a specific YOG, click the Update all Values for this YOG at the top right of the screen.

Class (YOG) Statistics Records

AVYOG contains a record of statistics for each year of graduation. The Overview screen provides summary information for the particular year of graduation. The GPAs screen displays detailed middle 50 percent GPA data for the graduation year. The Scores screen contains middle 50 percent data for SAT, PSAT and ACT tests.

Generating Secondary School Reports (SSR)

The General Ratings and General Evaluation text on the STUDENTS SSR screen are customized to reflect your organization’s needs. These ratings are set in Preferences upon installation. Refer to the section Setting Preferences, for a more detailed description of configuring SSR reports.

Default SSR reports are created in the AVSTUDENTS file. Once a college application has been created for a student, the default SSR information entered in AVSTUDENTS automatically displays on the SSR screen in AVAPPS. However, college specific SSR ratings and GPA data can be overridden on an application-by-application basis in the AVAPPS file if desired.

Note: Changing SSR ratings in the AVAPPS file does not change them on the default SSR report in AVSTUDENTS. If information has been changed on the default SSR report in the AVSTUDENTS file, and you want to see that information reflected in AVAPPS, you will have to “tell” the solution to lookup that information by clicking the Update from Students button on AVAPPS > SSR.

Caution: If data has been overridden, clicking the Update from Students button will reset all field entries to what is contained on the default SSR report.

Creating Default Student SSR Reports

1. Navigate Home > View/Edit Student records > SSR.
2. Find the student for whom you wish to create a report.
3. Counselors may be assigned or changed from this screen by selecting a counselor from the pull down Counselor list.
4. Select the number of years the counselor has been the student’s counselor from the Years as student counselor pull down list.
5. Select General Ratings by clicking and holding the pull down list beside each category.
6. Complete the Academic Record information. GPA information is automatically displayed if it has been entered into the student record.
7. Complete the General Evaluation information.
8. Indicate whether or not the student has waived his or her rights to the report by clicking in the pull down list at the bottom of the screen and choosing waived or not waived.

Printing Individual Student Default SSR Reports

Default SSR reports contain the student’s name and ratings as entered on the SSR screen inAVSTUDENTS.

1. Navigate to Home > View/Edit Student records > SSR.
2. Ensure that your printer is configured to print to a printer.
3. Find the student whose report you wish to print.
4. Ensure that the information on the SSR screen is complete and accurate.
5. Click the Default SSR Report button at the bottom of the screen.
6. A Print dialogue box will appear depending on the platform you are using and the printing selected. Make your choices and click OK.
7. The default Secondary School Report will appear.
8. Select Print from the FileMaker Pro File menu at the top of your screen.
9. Click Continue once the report has been sent to the printer.

Printing Default SSR Reports for a Found Set of Students

Default SSR reports can be printed for a group of students from Home > View/Edit Student records > Reports.

1. Navigate to Home > View/Edit Student records.
2. Using FileMaker Pro’s Find mode, find the group of students for whom you wish to print default SSR reports.
3. Click the Reports button in the Task Bar.
4. Select Sort from the FileMaker Pro’s Records menu at the top of your screen and sort the records if desired.
5. Select the SSR Forms button.
6. Depending on your platform and your printer, a Page Setup or Print Dialogue box will appear. Make your selections and press Ok.

This will navigate you to the Secondary School Report Form.

7. Select Print from the FileMaker Pro File menu at the top of your screen.
8. Click Continue once the reports have been sent to the printer.

Creating Application Specific SSR Reports

Please refer to Creating Application Specific SSR Reports for more information.