Some non-English speaking parents request that documents be translated into their home language.  To facilitate this, we can use a program that makes calls to Google translate to convert the text into almost any language.  

To translate elementary report cards into a home language, the student must first have 2 fields set to the correct values in the student table.

In student top tab, details side tab, there needs to be a language entered in the “Home Language” field and the student needs to have the “Translate communications to home language” flag checked.  Here is an example:

 

To translate the elementary report cards, call up the following database:  \\DOFS02\Public\production\New Student System\Aspen\Translation_reports.accdb

Click in the “Job Name” dropdown box and select “K-4 Report Card”.

In the Report Option box, select the School Code and the Trimester for which you are running these report cards.  Here is an example:

Warning: These reports can take a long time to run. 

Because of the time that it takes to run, there is an option to select just a few students if that is all that you need.  If this is the first time that you are running this for this school, you should generate report cards for all of these students.  

To run the report cards for just selected student, first select the school code in the Report Options box then click the Select Students button. 

You will then see a form with all of the students from that school who have a home language entered and have the “Translate communications to home language” flag checked.

Select the students that you want to print and click close. 

 

Back on the main screen, click the Run Job button. 

 After the report is generated, click the PDF or XPS button and save the report as a pdf file.

 

After you save the PDF file, you will need to do the following:

  • Split up the document by student name.
  • Change the file names to the student IDs.
  • Copy all of the PDF documents into 1 zip file.
  • Upload the zipped PDF documents into the Documents side tab in Aspen. 

All of those steps will be explained next.

 

Split up the document by student name

To split up the document by student name, call up the PDF in Adobe Acrobat.

Next, click the  button in the upper left corner.

Move the cursor down to Plugins, Split Documents, Split Documents…

 

On the dialog box that follows, click the Use separator button and select Page Where Text Changes.  Then click Options.

On the Options dialog box, highlight the student’s name and click OK.

Back on the Split Document Settings dialog box, Click Brows next to the Output folder and browse to where you want the split documents to go.  

Then, in the “Append to name” box, highlight whatever is in there and click Delete and then click Add.  We need to select the area from the document to use for the new file name for each split document.

Click OK at the bottom. 

 


 

 

Change the file names to the student IDs

After you split the document up, you will need to change each document so that it is named for the student ID for that student.   There is a program for that.

To change the files names from the student’s name to the student’s ID, call up the following program:

\\DOFS02\Public\production\New Student System\Aspen\studentMaintenance_2024.accdb

In the navigation bar on the left, look for the form frmRenameToName.

Go to the bottom part of that form.  

Underneath where it says Files with name of student renamed to student ID, click the browse button and browse to the folder where you stored the split documents. Then click Rename files to student ID.

There may be some files that the program cannot figure out so you may need to manually rename some of them to the student ID.  

 

Copy all of the PDF documents into 1 zip file

Browse to the folder where you created the PDF report cards.

Right-click all of the files that you renamed to the student ID and select “Show more Options”

 

Then select Send to, “Compressed (zipped) folder”.

 

This will create a zip file that you will need to upload to Aspen.

 

Upload the zipped PDF documents into the Documents side tab in Aspen

To upload these PDF documents into the documents side tab, go into Aspen and go to district view, Tools top tab, Imports side tab. 

Select the import called Zip File Import.

Click Options, Run.

On the dialog box that appears, give the document a meaningful name.  Specify the school year first, marking period second and what the document is.  For example, 2024-25 Trimester 2 Translated Report Card.

Select Other for the document type.

Click the Choose File button and select the zip file that you created in the last step.

Click Run.

The translated report cards should now appear in the documents side tab.

 

When you are done, do these same steps for the Special Area Report cards.  Just give it a different name when you import the zip file.