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Query Reports Menu

Navigate Self Service > Faculty Center or Reporting Tools > Query > Query Viewer. Teaching faculty can access the query reports most easily from the Faculty Center; FACSIS users who are not teaching faculty need to use the Reporting Tools path to access query reports. Queries available are:

  • Class roster - class list with major/concentration, address, phone and e-mail info for each student
  • Majors and Concentrations - lists for a major or concentration with address, phone and e-mail info for each student
  • Major Route Prospects - lists for sophomore prospective majors or junior/senior majors in a specific route with address, phone and e-mail info for each student.
  • Section Enrollments - enrollment, caps, instructor consent flags, meeting times and rooms for sections of a course.

In the Faculty Center, click the query report wanted.

query 1  

In the Report Tools, Query Viewer, click searchto list all queries, then click the HTML link to view online or the Excel link to send to a spreadsheet.

query 2

  • This opens a new window with prompts to be answered. If you have pop-ups blocked the new window will not open; unblock pop-ups.
  • Answer the prompts (use the Lookup button to search for valid values) and click the View Results button.  If you want to run multiple reports in the same query, you can re-enter new values in the prompt and click View Results again.
  • The results can be downloaded to Excel. Directions follow for importing and formatting in Excel and for copying e-mail addresses from the Excel file to your e-mail software.
  • Click to close the Query results window.  This will return you to the Faculty Center of Query Viewer.

In the Class Roster, Major/Concentration, and Subplan queries:

  • Majors report the most recent major(s) (declared major(s) for incoming Juniors following April Prereg). Double or triple majors are strung into one field.
  • Majors and Subplans reports either a major/concentration route, e.g. ART/ARTS or a sophomore prospective major, e.g. ZZFS/ENGL. Sophomore prospective major information is collected from incoming sophomores during April preregistration and available until the following April when these students are incoming juniors formally declaring majors.
  • Concentrations reports the most recent concentration(s), strung into one field if the student has more than one.
  • Preprofessional reports Pre-med or Pre-engineering.

Majors/Concentrations/Preprofessional Lists

  • Class is the 2-digit grad-year, e.g. 08 for the class of 2008.
  • Academic Plan is the 3- or 4-character code, e.g. ENGL or MUS.  Plans may be majors, concentrations or preprofessional groups, e.g. NSCI or PMED.
·      

Major Routes/Sophomore Possible Majors

  • Class is the 2-digit grad-year e.g. 08 for the class of 2008.
  • Acad Plan/Subplan is the Plan/Subplan e.g. ART/ARTS, ZZFS/ENGL.  Use the Lookup for valid values.

Class Lists

  • Term - Fall 07=1081, WSP 08=1082, Spring 08=1083. Use the Lookup for valid values
  • Subject - 3- or  4-letter code, e.g. ENGL, MUS
  • Catalog Nbr -  3-digit for fall/spring, 2-digit for WSP.  Lookup will give you scheduled class numbers for the term for the subject selected.
  • Class Section -  2-digit or character, e.g. 01, T1 for tutorials.  Lookup will give you scheduled sections for the course number selected.
    

For a cross-listed course, only one query is needed to report all students enrolled for the combined course.  The 'Registered For' column indicates the student's actual registration in these courses.

Class Section Enrollments

  • Term - Fall 07=1081, WSP 08=1082, Spring 08=1083. Use the Lookup for valid values.
  • Subject - 3- or  4-letter code, e.g. ENGL, MUS
  • Catalog Nbr -  3-digit for fall/spring, 2-digit for WSP.  Lookup will give scheduled course numbers for the term and the subject selected.

Enrollment numbers for cross-listed courses are the combined numbers.

Viewing and downloading Query results.  Once you click View Results, query will open another window.  You can scroll through output or download the output to Excel.

query 3 .

To download to Excel, click the Excel SpreadSheet link. 

Window Users - for the most direct path from query results to Excel, you need to configure Windows to download into Excel rather than a web-version of Excel.  On your PC:
  • Click Start, Click Run, type explorer.exe in the Open: box, click OK.  This will open Windows explorer. 
  • Click Tools, click Folder Options. click  the File Types tab.
  • Scroll through the list to find the XLS file type (Microsoft Excel Worksheet). 
  • Click on XLS, click  Advanced, uncheck the  'Browse in same window' checkbox.
  • Click OK, click Close, close your Explorer window
Now when you download any Excel file in your browser your computer will automatically open Excel to edit that file.
  • To format,
    • Click the uppermost (above row 1, left of column A) cell to highlight the entire spreadsheet
    • Click Format, click Column, click AutoFormat Selection.  This will fit the columns to the data length.
  • To save
    • Click the Save button and click OK to the Read-Only warning.  Or Click File, click Save As.
    • In the Save As box, select a Save location, name your file and select MicroSoft Excel Workbook (*.xls) under Save as type.
    • Click OK to save.

Creating Nickname Files in Eudora from E-mail Address Lists.
From the Excel output from the Class Roster, Major/Concentration or Major/Subplan queries:

  • Select (highlight) the list of names from the e-mail address column.
  • Pull down EDIT; click COPY.
  • Pull down SPECIAL (MAC's) or WINDOW (PC's); click NICKNAMES.
  • In the NICKNAME screen, click NEW (you may need to maximize the screen to see the NEW button).
  • It will prompt you for the name you want to call the list. Type in a name, click on the 'put on recipient list' so you will see it when you 'send to', and click on OK.
  • This will put the name of the nickname on the left of the screen and leave the 'I bar' for editing in the ADDRESSES box on the right. Pull down EDIT and click PASTE.
  • The list of names will appear. If your highlight was clean, good. If there is garbage, clean it up here.
  • Click the nicknames window in the upper left corner to close it. It will ask you if you want to save changes. Click on SAVE.
  • You should now be able to SEND TO the nickname you created.

Creating Distribution Lists in Outlook from E-mail Address Lists

  • Open up the Excel Spreadsheet or text file containing the email address list.
  • Select (highlight) the list of names.
  • Pull down EDIT; click COPY.
  • In Outlook on the File menu, point to New, and then click Distribution List.
  • Click 'Select members'
  • Right-Click in the 'Add to distribution list' box, click Paste.
  • Click OK.  The list of names will appear. If your highlight was clean, good. If there is garbage, clean it up here.
  • Enter in an appropriate name for your distribution list e.g. ARTH_101_F04
  • Click 'Save and Close'.

Creating Distribution Lists in Outlook Express from E-mail Address Lists

  • Highlight and copy the e-mail addresses from Excel as above.
  • In Outlook Express, create a new message.
  • Right-Click in the 'To:' box, click Paste.The list of names will appear.
  • If your highlight was clean, good. If there is garbage, clean it up here.
  • Compose and send your e-mail.

 
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