June 5, 2003
In response to the need for one location in which to define a student’s EMIS situation, we have
designed and developed a program called SMART. This program introduces a situation number
for each possible status/att combination, while keeping the current status/att system intact.
SMART contains several features to help in defining an EMIS situation for a student. Situation
rules are listed and checked within the program. SMART also allows the entry of some STUD
fields and many SAID and EMIS Demographic and Attendance screen fields. SMART does not
replace SIS in the enrollment and withdrawal of a student.
To select a student on the SMART screen, enter student id or name and press return. To select
by name, type last name or the first few letters of it and press ENTER. If necessary, use F10 to
scroll ahead to the appropriate student. To specify first name, or the first few characters of it, type
LASTNAME,FIRSTNAME and press ENTER, with no space after the comma. To ensure that you
have the correct student selected, student name, sex, grade, status, homeroom and building are
displayed in the top box. Below the options box, a message indicating whether or not the student
has an EMIS demographic record is displayed.
Options at this point in the program are as follows.
The Look option allows you to display all data about a student without the possibility of
making changes. All data does not fit on the screen at one time.
Use your up and down arrow keys or page up and page down keys to see all the data.
Exit will take you out of the SMART program.
Copy into SMART.TXT file
Email with edit
Print to slaved printer
Print to queued printer
I changed my mind
The Next option will display the next student either alphabetically if initial student
was selected by name, or numerically if initial student was selected by number.
The Update option allows you to make changes to the student’s data. This is
described in detail below.
The Switch option allows you to run another program without going to the MENU. Options
include 'DISC', 'SIS', 'STINQ' and 'I changed my mind'. Arrow to the desired option, and
press Enter. If you select DISC, SIS or STINQ, the new program will display the last
student accessed in SMART.
The student’s SSID value will not be displayed to the Look or Update SMART screens unless the
user has access to see that ID.
To make changes to any of the SMART data, press F12 on the first set of options and you will be
in UPDATE mode. (If this student is new to EMIS and does not have an EMIS record, SMART will
run UNCLEMIS prior to displaying student data to the screen.) This gives you access to modify
the data on the screen. There is more data than what will fit on the screen at one time. Use your
up and down arrow keys or page up and page down keys to scroll through the data. Do not use
your ENTER key to scroll through the data. Press ENTER on a field after you’ve modified the
value for that field. Changes made to the data will not be stored until the F12 key is pressed on
this screen to Save.
Six fields on the SMART screen work together to define the student’s situation, Student Status,
Student % of Time, District of Residence IRN, Attending/Home IRN, Attending/Home Indicator
and Handicapping Condition. You do not have access to these fields on the full SMART screen,
but through the EMIS Situation Components screen, where they are validated online as a group.
This is described below.
It is important to understand that while in Update mode, the student data from the SIS STUD and
SAID files along with the student data from the EMIS demographic file are all locked until you are
finished with Update mode. This means other users cannot access this data for this student.
It is also important to note that admissions, withdrawals and readmissions must still be done
within SIS using the SCHE/STUD screens as you have done in the past. Admission and
Withdrawal dates on the SMART screen are from the EMIS demographic record and are modified
by UNCLEMIS based on the student’s STUD data. It is rare that you will need to modify the EMIS
Admission and Withdrawal dates in SMART.
Once in Update mode, the options are as follows.
This option returns you to the main SMART screen without updating.
“Copy into SMART.TXT file” puts contents of screen in file called SMART.TXT
“Email” sends contents of screen to email address specified by user
“Email with edit” allows you to edit email message before sending
“Print to slaved printer” this feature is not yet implemented
“Print to queued printer” sends contents of screen to your queued printer
“I changed my mind” takes you out of export option
Field Menu/Edit (F10)
F10 displays menu of options for current field (current field is location of cursor)
Arrow down to appropriate choice and press enter to select
BRERFOX helps you determine the appropriate EMIS situation for a student by prompting
with a series of questions. Once you get through the prompts to a specific situation, you
will be taken to the EMIS Situation Components screen to enter the specifics.
The Save option will verify the value in each field, update STUD and SSID, update the
EMIS demographic and attendance record, and run UNCLEMIS. Any errors found by
UNCLEMIS or the validation process will be displayed to the screen.
When in update mode, you may obtain help with the student’s EMIS situation in several ways.
You could use the BRERFOX option, F11, as described above, press F10 on the EMIS Situation
field for a list of situations, or press F10 on the Status/Att field for a list of combinations. Each
feature will give only those options appropriate for your building type: regular, jvs, esc or
Whether you press F10 for a list of options, run the BRERFOX program or know the situation
number or status/att combination and type it in directly, the next step will be the same. The
program will display two boxes to the screen. The top box contains the list of EMIS Situation
Components. The bottom box contains the rule for each of those components, based on the
student’s EMIS situation.
If any of the components have only one possible response, SMART will load that value for you
and will not allow the cursor to stop on that field for modification. For those components that may
be modified, enter the appropriate value for the student. Once the specifics on the student’s
situation have been defined, press F12 to Validate. SMART will verify the values that have been
entered to ensure they are valid for the student’s situation. If any are not valid, that component’s
rule will flash in the bottom box and you may make the correction. Press F12 again to Validate.
Once the components pass the validation check as a group, you will be returned to the full
SMART screen and you will find the new values in place on this screen. However, they will not be
stored until you press F12 on the full SMART screen to Save. If you are not satisfied with the
values on the EMIS Situation Components Screen, press F8 and you will be returned to the full
SMART screen where the original values will still be in place.
If the student’s situation is not changing, but the value of one of the components needs to change,
for example Percent of Time, press enter on either the EMIS Situation or Status/Att field on the full
SMART screen, without changing or re-entering the situation number or status/att combination.
The current values for the six individual fields will be displayed to the EMIS Situation Components
screen where you can make the adjustment and then press F12 to Validate the fields as a group.
There are three possible options on the EMIS Situation Components screen.
User will be returned to the full Update mode screen and original situation will
Field Menu/Edit (F10)
This will give a list of options for the current field.
Validate tells the program that the situation components are complete. If the response to
any component is not appropriate for the situation, the rule for that component will flash in
the bottom box. You can correct the component in the top box and press F12 again to
Validate, or press F8 to exit and the student’s original situation will remain intact.