InstantKB.NET v1.3 Knowledge Base

Error message 3022 (changes not successful because they would duplicate values in the index...) when viewing/editing Year Information.

Administrator — Thu, 23 Aug 2007 04:19:00 GMT

Abstract:

Error: You receive the following message when trying to view/edit Year Information: "3022: The changes you requested to the table were not successful because they would create duplicate values in the index, primary key, or relationship. Change the data in the field or fields that contain duplicate data, remove the index, or redefine the index to permit duplicate entries and try again."

Applies To: SSS 3.1

Solution: An early version of StudentAccess for Student Support Services contained a minor issue that lead to this error when trying to view and/or edit some student records on the Year Information form. This has been resolved and we recommend that you visit our website studentaccess.com to download and install the updated version of StudentAccess.

If after reinstallation you continue to receive the error, please contact StudentAccess technical support at 1-800-801-1232.

I cant seem to find the place to a SSN. It used to be on the Admin tab, but now... not? Thanks.

Administrator — Mon, 30 Apr 2007 05:55:00 GMT

Abstract:

Description of Problem:

I cant seem to find the place to a SSN. It used to be on the Admin tab, but now... not? Thanks.

Applies To:

SSS

How To:

The SSN is located under the Perm Info tab for each student, it's about the fifth item under General Information. How the SSN is used changed in the newer versions of StudentAccess (Versions 3.0 and 3.1). There is a related article attached below with explanations of the SAIDs and SSN. If you want to update the SAID number you need to:

1) Go into the Admin tab.

2) Click on the Workstation Settings link.

3) Select the tab for Student Update

We have been using the Student Access Program for over two yrs. the oly problem we have encountered is that I am not able to record the porgram particiapnts tutoring hours, I am able to record tutors info, and match request but once the student has particiapted of the tutoring services have no way of recording that. pLease help

Marc Welty — Thu, 29 Mar 2007 05:09:00 GMT

Abstract:

Description of Problem:

How to record tutoring hours for services already provided.

Applies To:

SSS, UB, TS, EOC, McNair, DSS, SAI

How To:

After you have matched up requests, you are able to record the actual hours spent with the student. You do this by clicking on "Record Tutoring Hours" on the Tutoring Menu. On the "Tutoring Hours" form, follow the steps below to record the hours.

Unable to navigate to the next request on the Tutor Request Form

Marc Welty — Mon, 05 Mar 2007 03:22:00 GMT

Abstract:

Runtime error 3077: Syntax error (missing operator) in expression.

On the Tutor Request form, when trying to navigate to the next request by hitting Next on the navigation button.

Applies To:

SSS (3.0, 3.1)

Solution:

This error can occur if the Term to View in the upper right hand corner has exactly one request. Below might state 1 of 4, but when you click next, it switches to 1 of 1, and throws the error above.

To work around this, click on either First or Last before clicking on Ne

Unable to Open Reports in Student Access

Marc Welty — Mon, 05 Mar 2007 03:08:00 GMT

Abstract:

Runtime error 2501 "Open Report Action Cancelled":

Open Report action has been canceled. Often there is no error. A new report cannot even be created in Access.

Applies To:

SSS, UB, TS, EOC, McNair, DSS, MP, SAI

Solution:

This error can occur when any of the StudentAccess reports are trying to be viewed in print preview. Test to see if any tables, queries or reports in different Access files will open up to print preview.

If no reports can be opened, the problem is not isolated inside StudentAccess. Contact your IT Department. Check to see if they have installed new pri

Installing 2005-2006 Anual Performance Report Generator

Administrator — Tue, 27 Feb 2007 06:54:00 GMT

Abstract:

Description: Instructions for successfully installing the new APRG for StudentSupportServices for 2005-2006.

Applies To: SSS

How To: Please follow the instructions below when installing and opening the APRG 05-06. If you have already installed and linked 3.1 to the datafile, you may skip the

steps below and open the APRG.

1. Make sure that you have installed StudentAccess 3.1 on the computer you are installing the APRG on.

2. After installing 3.1, open it by clicking the StudentAccess icon on your desktop.

3. It will state that it can not find the recorded location of the datafile and ask you if you want to re-link it.

4. Hit the Browse button and find the datafile, which

Does the of enrollment status values on the APRG add up the term attempted credits and submit the appropriate status or do I need to do a query and put in the spring 06 term field enrollment status the students credit hours for the year? Thank you.

Marc Welty — Tue, 09 Jan 2007 09:27:00 GMT

Abstract:

Question: Does the of enrollment status values on the APRG add up the term attempted credits and submit the appropriate status or do I need to do a query and put in the spring 06 term field enrollment status the students credit hours for the year? Thank you.

Answer: The APRG does not add up the attempted term credits and place the appropriate enrollment status for each student. You will have to edit each student's enrollement status individually.

I notice in the 3.1 version we now have alternate dates for first date and last date of service, as well ad grad date. I see theres a note to the effect that "Alt values are used by the APRG..." but Im not certain what this means.

Administrator — Tue, 09 Jan 2007 09:19:00 GMT

Abstract: Alternate Reporting Value (ARV) fields can be used to report something in these date fields that is not actually a date. For instance if you want to report a "Not Applicable, still enrolled in project" value in the Last Date of Service field, you can not actually enter the "88/88/8888" in the Date of Last Service. This is due to the fact that the main Date of Last Service field is formatted as a Date field, only allowing valid date values. The ARV fields allow any 8 characters to be entered so that you can actually enter the 8's into the field.

I downloaded the SSS 3.1 version. The fields are consistent with the changes in the APR requirements except that field #24 is missing "G.P.A. scale." however, there are fields missing newer value options. Field #13 should have 15 value options but only has 11 value options. Field #15 should have 5 additional value options. Field #17 is missing 1 value option. Field #20 should have 10 value options instead of "Yes" or "No" ion. And, field #27 should have 4 additional value options.

Administrator — Mon, 08 Jan 2007 06:28:00 GMT

Abstract:

Field #24 "GPA Scale" is handled in Step 3 of the APRG. There is a dropdown box where you select what your school's GPA scale is and that value gets placed in Field #24 for all of your students in Sec III of the report.

As for the other fields you mentioned, there are a couple of reasons that those values options are not updated. Our policy is that when the Department of Education makes changes to the reporting structure, we do not automatically update lookup table values for you.

So you have a couple of solutions. In StudentAcccess, from the Main Menu, click on "Go to Admin", then 'Update and Review Default Values", enter the password (the default is "hello"), and then you can chose to edit the various dropdown lists from that form. Also, on Step 4 of the APRG, you also have the ability to edit lookup table values, in this case we placed controls specifically for those lookup tables affected by the Annual Performance Report. In the User's Guide for the APRG, there is a section that highlights all of the changes to lookup table values for you.

If you have any questions about how to make these changes, or if you would like further information on why we do it this way, please do not hesitate to give us a call at 800-801-1232

How to make a backup of your Datafile

Alex Grote — Tue, 02 Jan 2007 02:30:00 GMT

Abstract:

Follow these steps to make a backup of your datafile:

1. Browse to the folder that contains your datafile. You can do this by double clicking on My Computer or using the Windows Explorer to navigate to the proper location.

2. When you have opened the folder that contains your datafile, create a new folder in this location named "Backup" or something similar. This will help identify the contents of the folder.

3. Click on your datafile one time to select it and then use the "Copy" command to copy it. You can do this by clicking on the "Edit" pull down menu and then clicking on "Copy", right clicking on the file and selecting "Copy" from the pop up list, or pressing the "CTRL" and "C" keys at the same time on the keyboard.

4. Once you have done this, double click on your "Backup" folder to open it, then use the "Paste" command to move the copy into the backup folder. You can do this by clicking on the "Edit" pull down menu and clicking on "Paste", right clicking in the open area of the folder and clicking on "Paste" from the pop up list, or pressing the "CTRL" and "

How to use the 2005-2006 SSS APRG with my password protected datafile

Alex Grote — Fri, 29 Dec 2006 09:47:00 GMT

Abstract:

If you have set a password on your datafile, you will need to use the following steps to allow the 2005-2006 SSS APRG to connect to your datafile properly. This process skips the standard startup routine and allows you to access the structure of the APRG.

1. Install the APRG.

2. Locate the APRG icon on your desktop. Click on this icon one time to highlight it.

3. While the icon is highlighted, press and hold the "Shift" key on your keyboard. While holding the "Shift" key, press the "Enter" key. You do not need to hold the "Enter" key, however, you will need to hold the "Shift" key until the APRG opens to the Database window.

4. On the left side of the database window you should see several options. Click on "Tables" to make sure you are viewing the tables in the APRG.

5. Use the scroll bars to locate the last table in the list. You are looking for the "WorkStationSettings" table. If you can see the "WorkStationSettings" table, proceed to Step 11. If you do not see it and you see either "tblYearEnd" or "tblSection5" as the last table, continue to Step 6.

6. Click on the "Tools" pulldown menu.

7. Expand the "Tools" pulldown menu and click on "Options" at the bottom of the list.

8. On the "Options" form, you should see a few tabs. When the form opens you should be on the "View" tab. On this tab, there is a section titled "Show", in the "Show" section place a check in the box next to "Hidden Objects".

9. Click the "Apply" button at the bottom of the form.

10. Click the "OK" button to close the form.

11. You should now be able to see the "WorkStationSettings" table. Double click on the table to open it.

12. Scroll to the right and find the field named "DBPwd". Enter your database password in this field on the fir

Unable to Download SSS and UB Products with Mozilla FireFox

Administrator — Thu, 21 Dec 2006 04:30:00 GMT

Abstract:

Description of Problem:

When attempting to download SSS or UB StudentAccess products, the webpage appears to be blank when using Mozilla Firefox as an internet browser.

After entering in your department’s keycode, a list of available downloads for you department appears. After selecting a product for download, the webpage that you are redirected to is blank.

Applies To:

SSS, UB

Description of Problem:
With Microsoft Access, a user has the power to create virtually an infinite amount of different queries. This article is designed to show you the basics of writing a custom query, and lead you to develop your own queries based on your needs. Below is a list of key terms that we will be using throughout the examples. These terms are used for filtering results, and are only used in the Criteria rows of a query. It is a good reference for the types of queries you would write for retrieving information in StudentAccess.

Key Terms List:

Like: Compares the provided string of text to all records searches and returns the record if it matches the
provided string. This term is great for searching names.
Example: Like “Bar*”

And: Both search criteria have to be true in order for the record to be shown.
Example: >=2.0 AND <=3.0
This will return only the records that have values greater than o

Invalid Use of Null when adding Bulk Additions

Melanie Sanders — Tue, 14 Nov 2006 09:06:00 GMT
Abstract:
Description of Problem:
"Invalid Use of Null" (Error code 94) when trying to add Bulk Contacts.

Applies To:
SSS 2.1, UB, McNair

How To:
When use the Bulk Addition make sure there is only one blank Advising Code line under the Advising Codes section. The only line without information should be the new record line, marked with a star. Cut or delete any blank records that do not have a star from the Advising Codes section.

Reset Student List

Melanie Sanders — Tue, 14 Nov 2006 08:00:00 GMT
Abstract:
Description of Problem:
In previous versions of StudentAccess, the option of selecting "All" as a counselor was available, in order to view all students tracked in the database. With 3.0 there is no longer this option. This article explains how to view all students in the student list.

Applies To:
StudentAccess 3.0

How To:
If you have filtered the student list by counselor or status, and are having a hard time remembering which counselor certain students are assigned to in StudentAccess, simply click "Reset Filter" in the upper left hand corner of the main menu. This will reset

How to insert student's pictures in SA 3.0

Melanie Sanders — Tue, 14 Nov 2006 08:00:00 GMT
Abstract:
Description of Problem:
This article explains how to insert or change a picture on the Permanent Information Form in StudentAccess 3.0. It should be noted that each picture only acts as a link to a file stored on a network. The location of these files should be common to all computers viewing the picture.

Applies To:
SSS

How To:
The first step is to navigate to the desired student’s Perm Form.
1. Click the button next to the picture frame titled, "Insert Picture". A Browse Dialog box will appear.
Description of Problem:
If you need to re-download, upgrade, or download a version of StudentAccess on a workstation for the first time, this article will guide you through the steps on how to do so.

Applies To:
SSS, UB, TS, EOC, McNair, MP, DSS

How To:
First off, make sure you are at the computer you want to perform the installation at.
1. Open your internet browser to www.StudentAccess.com.

2. Click on "Downloads" on the tab located at the top of the page.

3. Enter in your key code into the box, and click "View Downloads".

*Note: You can gain Access to your key code a few ways:
A) If using StudentAccess 3.0, the department's key code is located on the D

SSN, SID, SAID, Reporting SID not being immediately encrypted.

Melanie Sanders — Tue, 14 Nov 2006 07:59:00 GMT
Abstract:
Description of Problem:
After selecting the check boxes that determine what fields are to be encrypted on the Student Information forms, the information is still being displayed.

Applies To:
StudentAccess 3.0

How To:
With any change of settings in the Admin Section, StudentAccess needs to close out and reopen for any of the changes to take effect. Once you restart StudentAccess, the fields that you chose to encrypt will have the digits replaced with asterisks.

How to set-up your StudentAccess Data File for the first time

Melanie Sanders — Tue, 14 Nov 2006 07:59:00 GMT
Abstract:
Description of Problem:
If you have received StudentAccess through the mail on a CD, the data file must be copied to your hard drive or a network drive to use with StudentAccess. This article gives step-by-step instructions on how to do this.

Applies To:
All Programs

How To:
Description of Problem:
After downloading, installing, and updating the datafile some information seems not to have transferred over to 3.0.

Applies To:
SSS

How To:
Make sure that 3.0 is relinked to the same datafile as the previous version was linked to. You can check this by opening SA 2.1 (The previous version of SA before 3.0 was installed) and selecting "Help" on the menu, and selecting "Database Information". Write down the path that is displayed under the fist line "Data File Location".
Description:
This article explains a few important reminders when installing StudentAccess 3.0.

Applies To:
SSS

Info:
1. When opening up StudentAccess 3.0 for the first time, it will require you to relink to the data file. It most cases, it will be the same data file that the previous version of 2.1 was linked to. After you link up to the data file, it will ask to you to upgrade the data file.
2. Make sure no o

StudentAccess Responding to Changes in APR Requirements

Melanie Sanders — Tue, 14 Nov 2006 07:57:00 GMT
Abstract: Description of Problem:
How will StudentAccess respond to changes in requirements for the Annual Performance Report?

Answer:
As the Department of Education updates thier requirements for Annual Performance Reports for TRIO programs, our staff follows the process and makes plans on how to respond to the changes. Once the Department releases its final requirements for a reporting year we will release a new APRG and if necessary program file updates (usually about 2 weeks after the release of requirements) that take into account any and all changes made from previous year’s reporting requirements.

If a draft of proposed reporting requirements is available when new releases of StudentAccess are being planned, then that draft is taken into consideration when designing updates to StudentAccess.

You can continue to use any previous year’s APRG to look at data, but you will need to upgrade to the current reporting year’s APRG when preparing to file the report.

Reports d by StudentAccess not Printing

Melanie Sanders — Tue, 14 Nov 2006 07:56:00 GMT
Abstract:
Description of Problem:
When the Print Button is clicked for any report in StudentAccess, no report prints and all that appears is a print preview.

Applies To:
SSS, UB, TS, EOC, McNair, MP, SAI

How To:
This occurs because it gives the chance to the user to view the report before it actually prints so any changes that need to be made can be done so without printing the report multiple times. To print the report from the print preview page, click on the printer button in the upper right hand corner of the menu bar. This action will send the report to the default printer that is determined on your computer.
Description:
This article explains the different options StudentAccess offers on how to record a student's Cumulative GPA.

Applies To:
SSS

Information:
The 2004-2005 APRG allows the user to choose if they want to pull a student's GPA from the Term records, or Year Records. The option is located on the General Settings Screen of the APRG. Below is a detailed explanation of both methods.
Description of Problem:
After updating to StudentAccess 3.0, The Cohort Year field in Permanent Information is blank. Since this field has an asterisk to the right of it, many people might be wondering how this information will be updated and reported when it comes time for the Annual Performance Report.

Applies To:
SSS

Information:
The Department of Ed will be making a change to the way the Cohort Year is reported on the Annual Performance Reports. While it is not finalized, they are expected to use the actual school year that the student entered the program to track t

No Contacts Report Not Filtering Correctly

Melanie Sanders — Tue, 14 Nov 2006 07:54:00 GMT
Abstract:
**Internal Article**

Description of Problem:
The "No Contacts" Report inside the latest version of Talent Search is not filtering correctly. The report displays either all students with Appointments or no one at all.

Applies To:
TS

Resolution of Problem:
Description of Problem:
Data is missing from your StudentAccess program or the data in your StudentAccess program does not match the data in your colleague's StudentAccess program.

Applies to:
SSS, UB, TS, EOC, McNair

How To:
Check the datafile that your StudentAccess program is linked to. More specifically it is important to compare the location of the datafile that your StudentAccess program is linked to with the location of other users in the office. Please note that every user in your office with the StudentAccess program ne

Cohort Report Showing "N/A" for Cohort Group

Melanie Sanders — Tue, 14 Nov 2006 07:53:00 GMT
Abstract:
Description of Problem:
After converting to SSS v3.0, the "Students and corresponding cohort along with totals for each cohort" report on the Student Lists report menu shows most or all students in the "N/A" cohort group.

Applies To:
SSS v3.x

How To:
Description:
This article will describe how the encrypting of the SSN field in your StudentAccess database works.

Applies To:
SSS v3.0 and higher

Information:
In version 3.0 of StudentAccess for SSS we have introduced the ability to encrypt the SSN field in your database. If enabled, there is a function in StudentAccess that will encrypt SSN’s in your database. This means that once entered, they are stored as gibberish in the table and will appear masked on forms and reports. This should be a useful addition for programs that have security requirements on them about storing sensitive information.

Once the SSN in encrypted, it can be viewed as plaintext if a user e

Current Counselor and Working Student changing randomly on Main Menu

Melanie Sanders — Tue, 14 Nov 2006 07:51:00 GMT
Abstract:
Description of Problem:
User 1 opens StudentAccess 3.0 and selects a current working counselor and student from the main menu and then opens a form and works with that student. Then User 2 opens StudentAccess 3.0 and changes the current working counselor and student on the main menu on their computer and when User 1 returns to the main menu on their computer the current working counselor and student have changed to those people that User 2 had selected.

Applies to:
StudentAccess 3.0

How To:
This change in current working counselor and student is occurring because both users are accessing a shared program file from a network drive. To stop this problem from happening each user needs to install StudentAccess 3.0 onto their local computer.
Description:
This article will describe how to apply a password your StudentAccess datafile so that it requires a user to enter the password before opening the datafile.

NOTE:
SSS v3.x

How To:
The following procedure will walk you through setting up password protection on your StudentAccess database. This will make it so that only those with the password can open the datafile (where your student records are kept) directly, and so long as the password is not saved in StudentAccess (see instructions below), only authorized users will be able to open up the StudentAccess front end file and access the program.

All users must have exited out of StudentAccess.

Datafile Location Is Not Correct

Melanie Sanders — Tue, 14 Nov 2006 07:50:00 GMT
Abstract:
Description of Problem:
When opening up Student Access, a message box appears stating, "The file location specified is not correct. Please select a valid location and try again.” Or a message stating there was a problem with the data file and its recorded location appears.

How To:
This can occur if the location of your datafile changes or the name of the network share that it is stored at changes.
1. Click “OK” on the error message. This message should appear and another message box should appear asking if you want to find the location of the datafile. Click “OK”.
2. Click the Browse button on the startup form,

Open Term form and Recieve Error 13: Type Mismatch

Melanie Sanders — Tue, 14 Nov 2006 07:50:00 GMT
Abstract:
Description of Problem:
With a student selected and you click on Term Information, an error box displays that states, "Error 13: Type Mismatch". After clicking OK, the Term form proceeds to open.

Applies To:
SSS, UB, TS, McNair, DSS, MP, SAI

How To:
The Term drop down list located in the upper right hand corner of the the Term information obtains its values from the default list table for Term. This error is occurring because the currently selected default term is present in the table, but does not have an order assigned to it.
To resolve this problem, follow these steps:

Student Access is Read-Only

Melanie Sanders — Tue, 14 Nov 2006 07:49:00 GMT
Abstract:
Description of Problem:
When opening Student Access, numerous messages display "StudentAccess is Read-Only." After clicking through the messages, Student Access will continue to open, but it will not allow you to make any changes.

Applies To:
SSS, TS, UB, McNair, DSS, MP, SAI

How To:
This problem is caused because either the data file, or program file of Student Access has its permissions set to "Read-Only". To fix this, you need to change the proper

#Error under Quick Information About This Student

Melanie Sanders — Tue, 14 Nov 2006 07:48:00 GMT
Abstract:
Problem:
On StudentAccess 3.0 Main Menu under “Quick Information About This Student” #Error is listed instead of “Student is Active”.

Applies to:
StudentAccess 3.0

Solution:

Enter Parameter Value "tblPermData.Status"

Melanie Sanders — Tue, 14 Nov 2006 07:47:00 GMT
Abstract:
Description of Problem:
On StudentAccess 3.0 Main Menu Filter List, when selecting a specific Status a message box appears with the title “Enter Parameter Value” and says “tblPermData.Status” with a text field for filing in the missing data. This message box appears because the Status field is missing from tblPermData.

Applies to:
StudentAccess 3.0

How To:
To fix this problem, a backup d

#Name? in Status field of Permanent Information

Melanie Sanders — Tue, 14 Nov 2006 07:45:00 GMT
Abstract:
Description of Problem:
On StudentAccess 3.0 Permanent Information form, the Status field is followed by #Name? instead of Active, Inactive, or Pending.

Applies to:
StudentAccess 3.0

Question:
Why should I backup my datafile?

Applies to:
SSS, UB, TS, EOC, DSS, McNair, MP, International

Answer:
Your datafile should be backed up on a regular basis, especially before a datafile update or installation of a new version of the software. There are instances when your datafile may become corrupt for one of many reasons and the best solution in a situation like that is usually to revert to a recent backup of your datafile. By backing up your datafile on a regular basis you keep the information in the datafile up-to-date and lower your risk of losing information that you previously entered into the program.

How To Set Up a Realtime Database

Melanie Sanders — Tue, 14 Nov 2006 07:26:00 GMT
Abstract:
Description of Problem:
This article provides instructions on how to create a Realtime database in Microsoft Access that you can use to create custom queries and reports based on the data entered into StudentAccess.

Applies To:
All Programs

How To:
A Realtime database is a separate database file that you can use to create your own reports and queries. This will allow full access to the data in the StudentAccess database but will keep these custom queries and reports from getting lost when upgrading to new versions.

There are two steps to creating a Realtime database. The first is to create the actual database file. The second is to link the tables from the StudentAccess data file. The following list shows, by program, the default data file names:

Inconsistent Data between workstations

Melanie Sanders — Tue, 14 Nov 2006 07:25:00 GMT
Abstract:
Description of Problem:
You notice that you and a coworker have inconsistent data, (You have students that have a term record, and he/she does not) it is possible you are connected to a different datafile.

Applies To:
SSS, UB, McNair, TS, EOC, MP, SAI

Info:
The easiest way to determine what data file you are connected to is to check in StudentAccess. Open StudentAccess, click on the Help pull down menu and select Database Information from the list. On the form that opens, the path to the datafile location is displayed directly beneath the heading "Data File Location".
Check the location on your coworkers computer and compare the datafile locations.

Linking StudentAccess to Datafile

Melanie Sanders — Tue, 14 Nov 2006 07:25:00 GMT
Abstract:
Description of Problem:
When opening StudentAccess, a message pops up stating, “The file location specified is not correct. Please select a valid location and try again.” Or a message stating there was a problem with the data file and its recorded location appears. This article describes the process of linking StudentAccess to the data file.

Applies To:
SAI

How To:Description of Problem:
After running the Annual Performance Report Generator for a given section, there are students appearing more than once on the the report.

Applies To:
SSS, TS, EOC, UB, McNair

How To:
A student will only show up on an APR if they have a Participation Status that is attributed to them for the reporting year. In most cases, the reason an APRG is displaying students multiple times is due to the fact that a participation status has been selected for the student in both terms of the year and the values selected are not consistent wi

Missing Students on Annual Performance Reports

Melanie Sanders — Tue, 14 Nov 2006 07:23:00 GMT
Abstract:
Description of Problem:
After running the Annual Performance Report Generator for a given year, there are students not appearing on the the reports that have been served during the reporting year.

Applies To:
SSS, TS, EOC, UB, McNair

How To:
A student will only show up on an APR if they have a Participation Status that is attributed to them for the reporting year. In most cases, the reason an APR is missing students is due the fact that no participation status has been selected for the student for the given year.
Below are steps in StudentAc

Why Do My Students Not Show Up in the APRG

Melanie Sanders — Tue, 14 Nov 2006 07:22:00 GMT
Abstract:
Question: Why do my students not show up in the APRG?

Applies To: SSS

Answer: There are several possible answers to this question and the steps below outline some things you can check yourself.

1) Do your students have a Participant Status filled out for the reporting year? This field is what the APRG uses to determine whether or not to include a student in the APR. What a student’s Status is on Perm Info DOES NOT affect how they are reported to the Department of Education. If you store Participant Status with Term information, a student must have at least one term record with that field filled out during the reporting year; if you use Year information to store this, that field must be filled out for every student you want to report on.

2) Check the General Settings tab for Required Information. How you fill this out will affect how the APRG performs. The Start Date, End Date and Cohort Start

Lab Contact Assistant (LCA) General Information

Melanie Sanders — Tue, 14 Nov 2006 07:15:00 GMT
Abstract:
Description:
This article presents basic information on the separate utility for StudentAccess called the Lab Contact Assistant.

Applies To:
SSS, UB, McNair
Information:
The LCA was developed to create an efficient way to track a high volume of Contacts in a lab environment. It is divided up into two different parts. The Administrator program and workstation program. The workstation program can be placed on multiple computers and is used for students to log-in to. The administrator program is placed on a separate computer, and can link up to all individual workstation computers. Below are details of each of the the two programs.
<

Received Error Code "DEL-0" When Trying To Delete A Student

Melanie Sanders — Tue, 14 Nov 2006 07:10:00 GMT
Abstract:
Description of Problem:
When trying to delete a student, you receive an error message with the reference code “DEL-O”.

Applies To:
All Programs

How To:
This error message occurs during the delete of a student when there is a problem with a record related to tblAppointment. Most commonly, this occurs if the Primary Key and/or Indexes for tblAppointment have been lost or modified, this could also indicate corrupt data in tblAppointment.

If you have received this error, please call StudentAccess technical support at 800-801-1232 to speak with a technical support staff member who will help you determine the source of the problem and how to repair it.

Reference Code DEL-12 When Trying to Delete a Student

Melanie Sanders — Tue, 14 Nov 2006 07:01:00 GMT
Abstract:
Error:
The delete process did not complete successfully. Please contact Heiberg Consulting for further assistance at (800) 801-1232 or Email support@heiberg.com. Write down the reference Code # DEL-12. Thank You.

Applies To:
SSS 3.0

Reference Code UPD-1 When Trying to Update a Student's SAID

Melanie Sanders — Tue, 14 Nov 2006 06:54:00 GMT
Abstract: Description of Problem:
The update process experienced problems during execution and did not complete successfully. Please contact Heiberg Consulting for further assistance at (800) 801-1232 or Email support@heiberg.com. Write down the reference Code # UPD-1. Thank You.

Applies To:
SSS 3.0

How To:
Description of Problem:
Receive “94: Invalid Use of Null” error when trying to send an email to students from the StudentAccess Email Generator.

Applies To:
SSS 3.0

How To:
If the “Total Number of Included Students” does not equal the “Total Number of Students with Email”(these numbers are displayed towards the top right of the form), then you will receive this error if you have selected to place all the recipient’s emails in the To: field of the email. When a single email is sent to all recipients at once, StudentAccess cannot handle invalid emails.

To resolve this, select the “Individual” option from the Recipients box on the Email Generator form. This will send emails one at a time to all students in your list and allow StudentAccess to handle missing or in