The Form Usage page provides the following access:
■ Usage Statistics - Provides statistical information about form usage, and allows you to clear student/form records from the form acceptance tables.
■ Individual Form Information - Provides the ability to view the number of acceptance records for a specific form and clear the acceptance records as needed. The district- and campus- level data can be exported to a spreadsheet as needed.
Administrator Options > Settings > Forms Management > Form Usage
Usage Statistics
The Usage Statistics section displays information about form usage across the district or campus, or for a specific parent.
■ For district-level administrative users, statistics for the entire district are displayed by default. To see statistics for one campus, select the campus in the Select a campus field. Or, you can search for a parent in the district by the parent’s user name or e-mail address to see usage data for any forms he has accepted.
■ For campus-level administrative users, campus-wide statistics are displayed for the campus to which you have access. Or, you can search for a parent at the campus by the parent’s user name or e-mail address to see usage data for any forms he has accepted.
The following information is displayed:
■ Total number of students in the district or campus - The number students who have demographic and enrollment records in the district or campus and also have a student portal ID assigned. Note that the count only includes campuses that have txGradebook options set
up, and each student is only counted one time, even if multiple enrollment records exist.
■ Students registered in txConnect (i.e. student has at least one associated
parent/guardian) - The number of enrolled students who have at least one guardian associated in txConnect.
■ Students not registered in txConnect - The number of enrolled students who have no guardian associated in txConnect. This is calculated as the Total number of students in
the district or campus minus Students registered in txConnect.
■ Students with online registration activity - The number of students who have current- year acceptance records.
■ Students with no online registration activity - The number of students who have current- year records in the online registration forms table. This is calculated as Students registered in txConnect minus Students with online registration activity.
■ Students with changes to registration data - The number of students who have current- year records in the online registration forms table with a flag indicating that changes have been made to their registration data (online or paper).
■ Students with no changes to registration data - The number of students who have current-year records in the online registration forms table with no flag indicating that changes have been made to their registration data. This is calculated as Students with online registration activity minus Students with changes to registration data.
■ Students with accepted changes - The number of students who have current-year records in the online registration forms table with a flag indicating that changes have been made to their registration data, and that the changes have been accepted by the campus staff.
■ Students with pending changes - The number of students with changes that have not yet been approved by campus staff.
To see form data for a specific parent/guardian, use the fields below the statistical data:
1. Type a parent’s user name or e-mail address in the User or Email field, and click Search. A
grid displays all forms for all students associated with that parent. You can leave these fields blank to retrieve all forms for all students at the district or campus.
2. Select the Delete check box for the form/student for which you want to delete all acceptance
records. Or, click Delete all to delete data for all form/students retrieved.
This process deletes data from the Form Acceptance tables. These tables store data that is collected when a parent makes changes online to his student’s registration information or accepts the data that is currently stored in the registration tables. This data may need to be cleared if it was inadvertently accepted or if the parent needs to review the data again before accepting or changing it. The process only clears the acceptance data (i.e., the flag indicating if the change was accepted with no changes or accepted with changes); it does not clear the actual online registration data for the student.
Note that the Acct Type column displays 0 if the user has made changes to the form data, or displays 1 if the parent has accepted data in the form without making changes.
3. Click Delete. You are prompted to confirm that you want to delete the data. Click OK to continue, and a message is displayed indicating the number of records deleted.
Individual Form Information
The Individual Form Information section allows you to view data from the Form Acceptance tables as needed. These tables store data that is collected when a parent/guardian makes changes online to his student's registration information or accepts the data that is currently stored in the registration tables.
If you are viewing data at the district or campus level, you can export the report to a spreadsheet.
Note that different options are available depending on your logon access.
1. In the Select a form field, select the registration form for which you want to view acceptance
data. Once you select a form, the View at what level field appears.
2. In the View at what level field, make the following selection. This field is only displayed
once you have selected a form.
Select District if you want to view all records for the selected form for all students in the district. This option is not available for campus-level users.
Select Campus if you want to view all records for the selected form for all students at a particular campus. When you select Campus, the Select a campus field appears allowing you to select the campus.
Select Parent/Guardian if you want to view or delete all records for the selected form for one specific parent. When you select Parent/Guardian, additional fields are displayed to allow you to locate the parent.
A grid is displayed which lists all parents who currently have acceptance records for the selected form, and the number of records.
You can select a parent by clicking Select in the grid, or click Select all to select all parents in the grid.
If the grid is too long, you can search for a specific parent by user name or by e-mail address. Type a user name or e-mail address, and click Search. If a matching parent is found who has acceptance records for the selected form, the parent is displayed. Click Select to select the parent.
Click Delete to clear the records according to the specified criteria. A message is displayed prompting you to confirm that you want to delete the records. Click OK to continue, and the records are deleted. A message indicates the number of records deleted.
3. To export a list of students who have records indicating that the data has been accepted
(with or without changes), click the left Export button. If you are viewing data at the district
level, a district-wide report is generated. If you are viewing data at the campus level, a campus-wide report is generated.
The report includes the following data: campus, grade level, student name, and the name of the parent/guardian who accepted the form data.
4. To export a list of students who do not have records indicating that the data has been
accepted, click the right Export button. If you are viewing data at the district level, a district-
wide report is generated. If you are viewing data at the campus level, a campus-wide report is generated.
The report includes the following data: campus, grade level, student name, and the contact information for parent 1.
5. To delete all acceptance records for the form, click Delete Records with Matching Criteria.
A message is displayed prompting you to confirm that you want to delete the records. Click
OK to continue, and the records are deleted. A message indicates the number of records
deleted.