To create the graduation line-up reports, go to the access database: \\DOFS02\Public\production\New Student System\Aspen\gradLabel.accdb

 

If this is the first time that you are calling up this program this year, press F11 to expand the navigation bar on the left side.   Then, call up the table called dbo_gradLabel and clear it out.  It will have last year’s grads in it until you do this.  

Execute the query called qryUpdate98and95. This will update the 98 or better average and the 95 – 97.999 average flags for the student who have achieved that.  

Back on the main form, click the button called Graduation Setup Data. This year’s seniors will populate on the next screen.

You will see a student named _RESERVED as the first student following the 95% or > group.  This is intentional so that we have 1 spot reserved in the first spot for students who could not be with us for graduation. 

 

Step 1: 

We need to identify the students who will be on stage.   That is done with the check boxes.   Place a check in the check box for the following students:

  • Exchange students
  • President
  • Vice President
  • Secretary 
  • Treasurer
  • Historian
  • Anyone who is giving a speech 
  • The query qryUpdate98and95 that you ran earlier set the flags for 95 or 98 or better.
  • Singers
  • Other (anyone placed on stage for any other reason).
  • If a student is to be removed from the graduation lineup, click the exclude checkbox. 

As you select these, the sort order will change on the screen.  
 

Step 2:

Enter the Number of seats per row on stage.

Enter the number of seats reserved on stage for principals and class advisors.  This number does not include the Board members who sit in their own section.  

Enter the number of seats per row on the floor.  This number is for each side.  For example, if you enter 14, that means that there are 14 on the Garnet side and 14 on the Gold side.

 

Step 3:

Click the Clear Line Color button.

 

Step 4:

Click the Clear Seat button. 

 

Step 5:

If there are any students with a pre-selected line color, manually select that line color and click Keep Color. 

If there are any students with a pre-selected seat, manually select that row and seat and click Keep Row/Seat. 

There should be very few if any students who get this. 

 

Step 6:

Click the Assign Line Color button.  Wait until all of the line colors are filled in before advancing to the next step. 

 

Step 7:

Click the Assign Seats button.  The program will automatically assign the seats for each student. 

 

Click the close form button to go back to the main screen.

 

 

Back on the main screen, click the Reports button.  

 

The first 2 reports a re graduation labels.  These go on Avery 5163 or 8163 size labels.  Those are the 4” X 2” labels.  

 

Next are the graduation lists.  Send the Grad line-up list to the person who is organizing the line-up.  Send the Graduation Announcement list to the person who will be reading off the names at graduation.  At the time of this document creation, that person is Kimberly Leva.