The following is an overview that the administrator/single user can follow, briefly listing all the common settings with short instructions on how to edit or change them to ensure the layout is how they want it:
1.Checking your layout:
There are 3 example pupils added when you first install ReportPlus so you can view the layout of the report for different key stages.
Click the pupil icon and select a pupil from the list. Click Laura Stevens to view the current EYFS report layout, James Gamble for KS1 or Ruby Jacobs for KS2.
Next click the Print icon and select 'Preview selected pupil(s)' or 'Preview all listed'.
Click the arrows to look at all the pages of the report. If you do need to make changes it is very quick and easy. It is best to set the layout before teachers start writing reports but you can make alterations at any stage if you wish.
NB: You can delete the example pupils at any time if you prefer. Click the Pupil icon right-click on a name and select Delete.
2.Change the school name and logo:
Click on the Options icon then click on the School icon.
Type your school name in the text box provided.
Click the 'Change school logo' button if you want to change your school logo. Browse for your school logo, click 'Open'. Don't worry about the aspect ratio (it not being the correct dimensions) or requiring more than one logo on the front page as this can be sorted out using the page designer.
3.Modify your front page:
Click on the Options icon then click the Customise design icon.
Select which key stage you want to edit (along the top) then click on the drop down arrow next to the front page. Select a page style from the list.
There are a number of pre-designed front pages or you can select a Blank page layout to start a new front page.
If you want to edit further i.e. if you have chosen a blank page, click on the Edit Page button next to the Front Page to enter the actual Page designer.
To insert something new on the page, left-click on a blank area. From the list that appears, select which object you would like to insert.
To edit an existing object on the page, hover your cursor over the object, a red box will appear, right-click click to see edit options.
4.Add associated text:
Associated text is entered to enable the pupil name, teacher name, date etc. to automatically change depending on the pupil’s report.
To add associated text to the front page first click the Options icon then click Customise design.
Click Edit next to the Front Page box, left-click in a blank area, a menu will appear, select Insert Text.
Right-click on the new text, click 'Edit' (sometimes there may be an object in front, right-click and select 'Move to back' to there is another object in the way).
Type in the associated text within square brackets [ ]. s, [ ] [pupil] Will show the pupils forename and surname [teacher] Will show the title and surname of the pupils teacher e.g. Mr Jones [teachers] will show all jobshare teachers entered for the pupil. For more instruction see help section 7d. Jobshare teachers. Other options include: [schoolname] [address1] [address2] [postcode] [head] [date] A full list is available in the next Help section. You can right-click on the text to edit the fonts and colours NB: If, when you preview the front page the text is incorrect and the square brackets [ ] are visible, check you have entered the text correctly, as above.
5.Set and modify the report style and/or back page/results page(s):
You can set a style for the main body of the report including the line style for the subject boxes i.e. rounded corners. You can also set a logo to appear on every page or for report text to appear on the front page. You can set the back pages of the reports to show results page(s), a signed box and/or a fully customised acknowledgement/return slip.
To modify the report style first click the Options icon, then click Customise design.
Select which profile/keystage you want to edit (along the top).
Decide which 'page' you want to change then click the drop-down arrow to the right of the mini graphic of the page. You can now select a page style from the list.
There are a number of pre-designed page styles or you can select a 'Blank Page' layout to start a new design.
If you want to edit further, i.e. if you have chosen a blank page, click on the Edit button to the right. A page designer window will appear.
Click on a blank area on the page. A menu will appear, from this menu select how you would like to edit the page.
If you an object (text box, picture etc) you can right click on the object to edit further.
There are 3 extra back pages that you can set if you would prefer more than one back page. They work exactly the same as the instructions above.
6.Modify report subjects:
To set the report subjects for pupils you will need to enable or disable subjects for each profile/keystage (EYFS, KS1, KS2 etc). If you do this then when you later enter the pupil name and keystage, the correct subjects will appear in their report.
To modify the report subjects first click the Options icon, then click Subjects.
There is a grid of subjects against profiles/keystages, you should notice a tickbox and a group of grey and green squares.
The tickbox on the left is a 'master switch', you can use this to quickly turn a subject on or off - A tick means the subject may appear in reports, the subjects without a tick will not appear in reports.
The grey/green squares turn the subject off/on for profile/keystage column they are in. If the box is grey then the subject will not appear (unless text has already been typed for that subject), if the box is green then the subject will appear. To change a box's colour just click it with you left mouse button.
Example: Normally the box for Literacy in the EYFS column is normally greyed out, this means that Literacy will not appear in any EYFS pupil's reports. The box against Literacy and KS1 is normally green, this means that Literacy will appear in KS1 pupil's reports.
Important: If you find you have set your subjects correctly, but your sudents are still getting incorrect or no subjects in their reports then make sure they have been set to the correct profile/keystage. To do this click the 'Pupils' icon, right-click on a pupil and select 'Edit pupil'. Check the 'Profile' is displaying the correct keystage. The correct subjects should be listed under 'Allocated subjects'. If not, next to the Profile/keystage setting, click 'Apply to Pupil'.
7.Renaming a subject:
You can rename a subject's virtual name at any time, even when report writing has already started.
To rename a subject first click the Options icon, then click Subjects.
Click on the subject name you want to change, click the 'Rename' button. Click 'Yes' to change the virtual name (recommended).
Enter the new name of the subject (virtual name) will appear to the right of the original in the list. To commit this change to the pupils, click 'Apply subjects' (the normal 'Apply' will not be sufficient).
Once completed the renamed subject name will appear in the editor window and your reports.
We have added the most popular languages taught in schools, but you can add more or delete existing languages easily.
To add a language to your reports first click the Options icon, then click Subjects.
Make sure that there is a tick next to the 'Languages' subject and that the profiles/keystages that teach languages are set to green, click 'Back to icons' and then click Languages.
Like subjects, a tick on the left is a 'master switch', the grey/green boxes turn the language on for the particular profile/keystage. When ready click 'Apply subjects', 'Back to icons' and then 'Ok'.
9.Changing subject order:
You can change the subject order at any time, even after report writing has started.
To change the subject order of your reports first click the Options icon, then click Subjects.
Click the name of the subject you would like to move and then use the 'Top', 'Up', 'Down', 'Bottom' to reposition the subject.
10.Set and modify Attendance, Signed and Acknowledgement/Return slip:
An attendance box can be added to reports to display attendance figures for each pupil. A signed box for teachers and Headteachers and an acknowledgement return slip for parents. There are 2 different ways to add these boxes.
a) The same way as a subject box (recommended):
First click the Options icon, then click Subjects. Put a tick in the tickbox next to Attendance, Signed, and/or Acknowledgement/Return slip. Then ensure that there is a green box in each of the profiles/keystages required. Click 'Apply subjects', then leave the options.
b) As a custom back page:
First click the Options icon, then click Customise design. Select the keystage you want to edit (along the top). Click the drop-down arrow on the right of the back page image and select the page you want from the list. To further customise the style you can click the 'Edit' button next to the page. If you require more than one back page you can use the 3 extra back pages. Repeat this process for each of the profiles/keystages that you want custom back pages for.
11.Set character limits (normally turned off):
When the user types more than the warning number of characters set, the background for the subject changes to amber. If they continue typing and reach the maximum number of characters set, the background for the subject changes to red. Each subject can have it's own set of limits.
Note: Colour will only appear in the editor window, it will not print out onto reports.
To change character limits first click the Options icon, then click Subjects.
Right-click on a subject name, a menu will appear, select 'Set warning number of characters', type in the number of characters less than the maximum number that you would like for the subject, click 'Ok'.
Right-click the same subject, select 'Set recommended maximum characters', type in the maximum number of characters that you would like for the subject, click 'Ok'.
12.Set subject heights:
Each subject 'box' height in printed reports are usually set by the amount of text written in that subject, they automatically grow or shrink accordingly. However, you can fix the height of subject to a specific value. When settings a subject height you will get a warning that text may be clipped, this means that if you set a box height and you write too much then any text that won't fit in the box will be cut short. To prevent this, your teachers should do regular print previews, you could also use the character warning limits to help indicate when you are typing too much - this is not foolproof though as some characters can obviously take up more space than others.
To set a subject's height first click the Options icon, then click Subjects.
Right-click on a subject name, a menu will appear, select 'Set subject height'. Enter a height in mm, zero ('0') will turn on automatic heights (the default). Click ok when you have entered the value. The mm value is approximate and may vary from printer to printer - It does tend to be constant on the same brand/model of printer though.
When setting subject heights for subjects that contain subheadings, the subheadings are contained in the main subject height - they do not have their own height setting, so make sure that the main subject has enough height to also contain the subheadings and their report text.
13.Set grade menus:
Grades are click-able menus that appear to the right of the subject titles when you write reports. In printouts they appear just after report text. They are a quick and easy way of putting results information into subjects. You can set grade drop down menus to appear in each subject box.
To set a subject's height first click the Options icon, then click Subjects.
You can click the 'Default Grades' button and this will apply a default effort and attainment drop down menu for each subject in each report. Alternatively, right-click on a subject name and select 'Set grade options'.
Type in the name of a grade, eg: Effort, then type in an equals sign (=) and then type in the options separated by a comma. You can have more than one grade by separating them with a colon (:).
Once you have set-up your grade options, click 'Apply subjects' then leave options.
To delete grade options repeat the previous steps, but enter no text for the grade options. You needn't delete them though, because if the teachers select '- - -' from the grade menu then no grade will appear in the printouts.
Subheadings will appear within the same printed box as the main subject. Subheadings can have their own text font, size and colour.
To add a subheading first click the Options icon, then click Subjects.
Right-click on a subject name and select 'Create subheading based on this subject'. Type in the name of the subheading then click 'Ok'. When you are finished creating subheadings, click 'Apply subjects' then leave options.
15.Setup grid boxes:
You can create various types of grid boxes to appear in pupils reports. You can choose the number of columns and rows, enter titles and mark the boxes with Xs or add text. When editing a report a grid will appear like a button, clicking the button will open an easy to use spreadsheet-like grid. However, when printed, a grid will be printed properly in-line with the report. Grids can have their own text front, size and colour for both grid headings and grid normal text.
To create a grid right-click in the editor window (the screen on the left in 'Split view') where you want the grid to appear, select 'Create grid'.
Enter the name of the grid, enter the number of columns, then enter the number of rows. A button will appear in your reports, click the button. A spreadsheet-like grid window will appear. To set default grid text just enter text into one of the grid cells then click 'Set default'.
Click 'Delete' to delete that particular grid from the report. Click 'Save' to save that particular grid.
16.Modify printer fonts:
There are various fonts used within the report that can be altered. The font changes do not usually appear on-screen but do alter the appearance of print previews and printed reports.
To modify a printer font or colour first click the Options icon, then click Fonts and Colours.
You will see a list of fonts, find the font you want to alter, then click the column of the property you want to alter.
Example: To change the subject text from size 9 to size 10, just click the '9' in the 'size' column of the 'subject text' row. A window will appear for you to edit the '9', change it to '10' then click 'Ok'.