Student numbers report steps

• Gather information from LangLion
  • Run the number of free spots report
    • Reports > reports > Choose report > Groups – number of free spots
    • run report – order by name (of group)
    • save as .csv file
    • See video: Screencast of free spots report
  • Note private hours
    • go to Secretariat > groups
    • select Private groups
    • go to Lessons screen
    • change the dates from the Mon to Sun of the previous week
    • tab through the groups noting the hours taught in that week
    • See video: Screencast of note private hours
  • Run multiple group students report
    • go to Reports > reports > choose report > multiple group students (Éamon)
    • save report as .csv
• Process any group changes
  • Check that the groups match the previous converter groups
    • We need to check that there aren’t changes to the list of groups before we convert them to the Wall Times format
    • open the text .csv file and select all the data
    • open a blank Google spreadsheet and paste the data into cell A1
    • select column A – select data > split text to columns – select separator ‘semicolon’
    • move the following groups to the end (these are the classes more likely to change during a trimester)
      • CAE
      • FCE
      • PET
      • SPINT
      • SPUPP
      • Private
      • See video: screencast moving groups in pasted data
    • check the groups are the same on the converter (Class numbers converter) and the new spreadsheet
      • if there are changes, make them on the converter to match the new list, making changes to the Adult summary, Kids summary and Others summary
      • See video: Screencast change groups in converter
  • Make class changes to Wall Times (if you found changes above)
    • Go to Wall Times 2016-2017
    • Make changes on the spreadsheet
    • See video: Screencast of changes to wall times
  • Copy the numbers
    • Copy numbers across to Wall Times 2016-2017
      • In Class numbers converter look for classes with ‘Feck’ flags which reflect changes from what was last updated
      • Copy numbers from columns B and C for that group
      • Paste special > Paste values only into Columns E and F
      • Paste into the Wall Times spreadsheet
      • See video: Screencast – copy numbers to wall times
    • Copy numbers across to Kids’ Wall Times 2016-2017
      • Exactly the same process as for the adults
    • Update other wall times sheets
      • Update Wall Times RED sheet
        • Within Wall Times 2016-2017 there is a sheet called Wall Times RED which is the one that was used for marketing during the summer. It’s not as automated, and so has to be checked. It’s possible that we don’t need this updated now, but it’s quick and I like to keep them all in synch
        • Look at Wall Times RED – Check that Full classes have the right format (Red strikethrough)
        • Check that any classes with red strikethrough but which are not now full have the right format (reset)
        • Check that ‘Add doesn’t appear in column A
          • if it does, add a second line for the class and copy the logic from another such class
          • See video: Screencast Adding duplicate class to Wall Times RED
        • See video: Screencast Update other wall times sheets
      • Update Wall times without numbers
        • Copy Wall Times RED columns A to F
        • Select all cells in Wall times RED window and delete content
        • In cell A1 edit > paste special > paste values only, and edit > paste special > paste format only
        • select column F, and change text to white
        • Copy ‘With numbers’ columns A to G
        • Select all cells in without numbers and delete content
        • In cell A1 edit > paste special > paste values only, and edit > paste special > paste format only
        • select column F, and change text to white
        • See video: Screencast Update wall times without numbers
      • Gather number info
        • Get student numbers for adults “From Wall Times 2016-2017 ‘with numbers’ sheet, at the bottom, columns M and N
          • See video: Screencast Get student numbers for adults
        • Get student numbers for Kids
          • From the Kids’ Wall Times 2016-2017 ‘with numbers sheet, at the bottom, column K
          • See video: Screentcast Kids’ Wall Times numbers
        • Get adjustment numbers for students in multiple groups
          • There are students who have multiple group records. Sometimes they don’t need adjustment. For example, a person doing 3 hours GE and and exam class traditionally count as 2. But a student who goes to a MW class on Mon only, and then the Thursday of a TT class should be counted as 1. LSS students are not counted if they’re in another group. This is the latest part added to the students stats, and it hasn’t fully matured. For now, I’m keeping them in a spreadsheet with a note, and an adjustment for each class level affected.
          • See video: Screencast Adjustment for students in multiple groups
      • Update the student stats spreadsheet
        • Go to the students stats spreadsheet
        • input the information in the people tab
        • input the information in the hour adjusted tab
        • See video: Screencast: Updating student stat spreadsheet
      • Get the totals
        • check that the previous year information is correct
        • get numbers for update report
        • See video: Screencast Get the totals
      • update totals on slack
        • Go to the Circulate note on stats subtask on Asana
        • Update the information in the description from the Student stats spreadsheet
        • Copy the information and paste it into a comment under Links to Interactive Charts
        • See video: Screencast Update totals on Slack“