ARC (Attendance Review Committee) reports are used to identify high school students who are close to losing course credit because of excessive unexcused class absences.
These reports are usually executed at the end of the day on Fridays from the end of September to the middle of June.
To run these reports, call up the following database:
\\DOFS02\Public\production\New Student System\Aspen\aspenReports_2024.accdb
In the job name enter ARC Letters
Click Run Job. Three reports will be generated. Click the PDF or XPS button as shown below to save the report as a pdf:
Save all 3 reports with the suffix that corresponds to the current date in _YYYYMMDD format. For example, rptArcGradeLvlPrin_20250502.pdf, rptArcGuide_20250502.pdf and rptARC_Letter_20250502.pdf.
Note: A student will only have an ARC record generated when they reach a new ARC level. There is a table called dbo_AspenARC_total that keeps track of the ARC records that get generated. If you need to rerun an ARC report that you already ran today, you will need to call up that table and clear out today’s ARC records. There is a field called lastUpdateDate where the date id in YYYY-MM-DD format. Clear out today’s records only and then you can rerun the ARC reports.
After you save the rptARC_Letter_{YYYYMMDD}.pdf file, you will need to split up the report by the student ID.
Call up the pdf document in Adobe Acrobat and click the button in the upper left corner. Then, select Plugins, Split Documents, Split Documents… (as shown below):
A dialog box will appear where you can select how and where you want this split up. On the dialog box, do the following:
Select Use Separator: Page Where Text Changes.
Select your output folder.
In the Append to name box, Click Delete and then Add. This will allow you to select the field that will be used for each document. After you click add, select the Text from Location option and click Next>>.
In our case, we will be selecting the student ID for both the “Page where Text Changes’ and the “Append to name” option.
After you have all of the ARC letters separated out and named for each student’s student ID, you will need to rename them according to the student’s name and put then into zip files for each grade level principal. Fortunately, this part is really easy.
Call up the following database:
\\DOFS02\Public\production\New Student System\Aspen\studentMaintenance_2024.accdb
In the search box, look for the form called frmRenameToName. Open that form.
Click the Brows button at the top and select the folder where you stored the split documents.
Click “Organize into sub folders by grade level principal”.
Click Rename files to Name of student.
After that finishes, look in the folder that you selected and you will see the zip files named for each grade level principal.
Send the zip files and the rptArcGradeLvlPrin_{YYYMMDD}.pdf files to all of the grade level principals as well as the HS principal and the Assistant Superintendent for Instruction.
You can delete the regular folder that get created. Those were just used to create the zip folders.
Then send the rptArcGuide_{YYYMMDD}.pdf file to all of the HS counselors.