ANNUAL SCHOOL REPORT 2005
New ASR 2005 Technical Guide Apple Mac Platform Only 1 21-
TABLE OF CONTENTS
PART 1 SYSTEM REQUIREMENTS ..............................................................................................................................3
PART 2 GENERAL GUIDELINES, SPECIFICATIONS AND REMINDERS .............................................................3
PART 3 INSTALLATION GUIDE ...............................................................................................................................3
PART 4 ENTERING YOUR SCHOOL DATA ..............................................................................................................4
PART 5 HOW TO INSERT YOUR SCHOOL LOGO ......................................................................................................5
PART 6 HOW TO INSERT GRAPHS FROM YOUR SCHOOL DATASHEET ............................................................7
PART 7 ASR STYLES AND FORMATTING ................................................................................................................11
PART 8 HOW TO ENTER ENROLMENT, ATTENDANCE AND FINANCIAL DATA ..............................................15
PART 9 INSERTING PICTURES/GRAPHS AND MINIMISING YOUR FILE SIZE ..................................................18
PART 10 PRESENTING DATA IN TABLES .................................................................................................................21
PART 11 FINAL CHECKLIST ......................................................................................................................................23
PART 12 HOW TO E-MAIL THE ASR ..........................................................................................................................23
Part 1 System Requirements
New ASR 2005 Technical Guide Apple Mac Platform Only 2 21-
Part 1 System requirements
Operating Systems (O/S) 8 and 9, Microsoft Office 2001 for MAC and Microsoft Office 2004 for MAC OSX.
Part 2 General guidelines, specifications and reminders
There are three separate templates all in arial font; one each for High schools, Primary schools, and Central
schools. It is recommended that EEC, SSP, JJC and Hospital schools choose one of the three templates
appropriate for its situation.
There are no separate PC or Apple Mac versions of the template. The templates can be accessed and used on
both PC and Apple Mac computers.
The following information will need to be entered by the school: school code, school name, school address, school
phone number, school fax number, school website or email address, name of principal, designated regional officer,
region or school education group and school education director details. School name and code will no longer be
included in the footers so they are to be left blank, page numbers are automated. It is the responsibility of the
school to ensure that the school details are correct.
The templates that have been developed will be used for print-ready reports, i.e. for distribution to schools and
parents; and for parents requesting copies of any school’s report. A PDF version of the report will also be available
to schools for their own purposes.
The new format addresses the required changes for reporting in 2006 and subsequent years. It provides scope for
provision of richer information about the school and also provides further alignment of ASRs with the new school
planning processes for 2006-2008.
As pictures form an important part of every report, it is important that the format and structure of your pictures are
correct for the reports. Please ensure, therefore, that you follow the process of how to insert pictures in Part 9 of
this document to avoid delays in processing your report at state office.
There is a requirement that the number of pages should be at least a multiple of 4, or near that (i.e. 3 or 7 etc.) in
order to retain the booklet style for printing.
It is essential that the DET protocols for publishing in print are followed. These are accessed via Legal Services site
on DET Intranet where specific 'privacy' information can be accessed in turn from the third line on the Legal
Part 3 Installation guide
When you receive your templates for the first time, you need to ensure that you retain copies and store them on the
desktop of your computer or in a convenient location. Create a folder called Annual Report 2005 for easy
The templates are Word files. Open the file containing the template you want, choose your Annual Report 2005
folder from the drop down menu and select Save.
To retain an original copy of your template, carry out the following steps.
Step 1 Open your chosen Annual Report 2005 template from the folder in which you saved it.
Step 2 Go to File -> Save As and enter the following:
School code–school name ASR 2005.doc
For example: 8385-Greystanes High School ASR 2005.doc
Step 3 Choose the Annual Report 2005 folder from the drop down menu, and click Save.
You can now begin to enter work on your ASR 2005 and save as per normal.
New ASR 2005 Technical Guide Apple Mac Platform Only 3 21-
Save a copy of template in a different location.
During preparation, use <Undo> to recover any field unintentionally deleted.
Maintain regular progressive external back-ups of work completed as you go.
Part 4 Entering your school data
There are a few key areas that need your attention before you begin typing the text of your ASR 2005.
Click into the shaded areas and type in your school code and school name in the shaded areas outlined above.
New ASR 2005 Technical Guide Apple Mac Platform Only 4 21-
Self-evaluation and sign-off
Enter details of your self-evaluation committee members, designated regional officer, region or school education
group and school education director in the shaded areas outlined above. Under the heading School contact
information enter the school address, school phone number, school fax number, school website or email address
and school code on the final page of the report as outlined above.
Part 5 How to insert your school logo
You will need to retrieve your logo either from an existing document (for example, your ASR 2004) or your school
Accessing the school logo
Schools should have an electronic copy of their logo for insertion. To assess the quality of a logo, print a copy as
the printed copy may differ from the appearance on screen.
New ASR 2005 Technical Guide Apple Mac Platform Only 5 21-
Please ensure that your school logo fits neatly into the allocated space on the bottom right-hand corner of the cover
page the report as shown above. If you do not wish to use your school logo, click in the shaded area and press
Insert logo by copying from an MS Office document
To copy the logo from a Microsoft Office document (i.e. Word, PowerPoint, etc), follow the steps below:
Step 1 Open the document that contains your school logo.
Step 2 Select the logo and copy it (select Edit -> Copy)
Go back to your Annual School Report.
Click on the shaded area labeled ‘Insert school logo’ and paste the copied school logo into the
Annual School Report. (Select Edit -> Paste Special)
Paste the copied school logo to the Annual School Report. (Edit -> Paste Special)
The following dialog box appears:
Step 3 The logo will automatically position itself to within the guidelines set for the logo. The logo may
need to be reduced in size to fit under the coloured panel.
Step 4 Click on the logo and place cursor on the bottom right hand corner of the logo. This setting
enables you to move the picture into place.
*Note: To retrieve the logo from your school website, follow the steps above, replacing Edit->Copy with Highlight
the picture->Edit->Copy in Step 2 above.
New ASR 2005 Technical Guide Apple Mac Platform Only 6 21-
Part 6 How to insert graphs from your school datasheet
Student performance data
Schools using this format will be provided with the following datasheets on request. The graphs relate to the results
for students in your school:
There are three sets of graphs included in the primary datasheet as shown below; BST literacy and numeracy for
Year 3 and Year 5 and progress in literacy and numeracy from Year 3 to Year 5.
New ASR 2005 Technical Guide Apple Mac Platform Only 7 21-
The secondary datasheet includes graphs on student performance for ELLA, SNAP, School Certificate, Higher
School Certificate and Value-added.
New ASR 2005 Technical Guide Apple Mac Platform Only 8 21-
New ASR 2005 Technical Guide Apple Mac Platform Only 9 21-
Step 1 Select the graph that you want to include (click on the graph and select EditCopy)
New ASR 2005 Technical Guide Apple Mac Platform Only 10 21-
Step 2 Open your 2005 ASR and place the cursor in the location where you want the graph under the Student
performance heading and paste (EditPaste)
Step 3 The graph may need resizing to improve visibility. Select the bottom right-hand corner of the graph and
drag the cursor in or out depending on the required size.
* Note: The same process is employed for all primary and secondary data sheet graphs.
Part 7 ASR styles and formatting
All the styles to be used in the annual school report are predefined in the template. All styles begin with ‘ASR . . .’
Changes to the page setup, font sizes, styles, etc. on the template are likely to cause complications in formatting
and printing and can consequently cause delays in the processing of your report. It is strongly advised that such
changes should not be made.
The only font used (including the financial statement table, enrolment graph, attendance graph and class sizes
table) is Arial.
• Four levels of headings have been provided (ASR Heading 1–4)
• ASR Heading 1 has been used for each of the fourteen designated sections.
• ASR Heading 2 to ASR Heading 4 should be used for subsequent sub-headings, as they appear in the
• Each level of heading is designed to be written with initial letter upper case only and with the heading length no
more than one line.
• The ASR Target heading is formatted to ASR Heading 4 size.
ASR body text
The style used for the main body of text is called ASR Body Text and can be selected from the Formatting palette
(see page 10).
There are two styles used for tables in the ASR. The first row or heading is called the ASR Table heading and the
main section of the table is called ASR Table text.
To use the predefined bullets, please use the ASR List Bullet. This can be selected from the Styles and Formatting
New ASR 2005 Technical Guide Apple Mac Platform Only 11 21-
• ASR List Bullet is used for the first-level bullet, a dot set flush left.
• The first word of a paragraph is not indented.
• Spacing around paragraphs and headings is predefined in the template.
• Only one space should be used after a full stop
Column breaks and most page breaks have been removed to allow maximum flexibility in the length of each
section. This may require schools to make some final adjustments to the layout of each page when the text is
complete so that the top of each column is the same relative to the top of the page.
To insert a column break or page break use the Column break feature from the Insert drop-down menu bar. Insert
the cursor at the point where you want the preceding column or page to end. Select Insert -> Break -> Column
break -> OK.
If ASR Heading 1 or ASR Heading 2 should occur at the top of a column, the space above these headings can be
removed by using the paragraph feature from the format drop-down menu. Click anywhere in the heading, then
select Format -> Paragraph -> Spacing -> Before -> change to 0 pt -> OK.
Introducing the Formatting Palette
The Formatting Palette is a toolbar that is displayed in the top right hand corner of your screen. Go to View->
Formatting Palette to open if not open already.
New ASR 2005 Technical Guide Apple Mac Platform Only 12 21-
Do not use
*Note: Depending on your computer setup, you may access all these features from the toolbar, as shown below.
The Font menu displays the properties for the line or paragraph of text that is highlighted or in which the cursor is
placed. The Style menu displays the style for the line or paragraph of text that is highlighted or in which the cursor
*CAUTION: Do not use the bullet icons on the standard MS Word toolbar.
Ensuring your ASR styles are correct with the Formatting Palette
Very often text that may appear as a particular style is in fact incorrect. The following picture shows a very common
scenario seen in reports.
New ASR 2005 Technical Guide Apple Mac Platform Only 13 21-
The formatting of the selected text
appears to be ASR List Bullet but
there is no bullet
This is often the case when a list bullet is no longer required and is removed by a back space. Nevertheless the
ASR List Bullet style is still retained within that paragraph of text.
The solution is to change the style by using your Formatting Palette. The following steps can apply to any ASR
style you wish to change.
Step 1 Place the cursor on any line in the paragraph or sentence that you wish to change.
Step 2 Click on the ASR style in the Style drop list in the Formatting Palette that you require. The style is
then automatically applied.
Hence in the example above we would click on ASR Body Text to ensure that the ASR List Bullet style is not
Adding or deleting text
You can add or delete headings and sub-headings within each section as required.
In the Significant programs section (pictured over page on left), there are three ASR Heading 2 headings, two of
which are required. You have the option to add sub-headings as required within each section, you may delete the
Other programs heading as outlined below if you are not reporting on any other area other than those required or
where significant funding has been provided.
The picture on the right displays the Other programs section as highlighted. To delete, simply place the cursor at
the beginning or the end of the two words and hold the mouse down until the two words have been highlighted.
Then you can press the <Delete> key to remove the heading.
New ASR 2005 Technical Guide Apple Mac Platform Only 14 21-
* Please note (JJC, EEC and
Hospital schools): Wherever there
is a reference to the words ‘school’
or ‘principal’ in the report template,
they can be replaced with the
appropriate word. For example:
unit, centre, or teacher-in-charge.
Part 8 How to enter enrolment, attendance and financial data
In the ASR template, there are three updating components that will assist you in presenting your data
automatically. They are:
• the student enrolment graph;
• the student attendance graph; and
• the financial summary table.
The following are instructions on how to input data.
Student enrolment graph
*Note: JJCs, EECs, Hospital Schools and SSPs are not required to fill out the attendance graph, and can simply
delete it from the template.
The following graph falls under the heading Student enrolment profile. The graph will automatically be updated and
redrawn once you enter the actual data for your school into the Datasheet attached to the graph (as shown below).
Step 1 Double click on the graph and it will transform into the edit Datasheet format as shown in the
figure over the page.
New ASR 2005 Technical Guide Apple Mac Platform Only 15 21-
Step 2 Key in your data into the Datasheet.
Step 3 When complete, ensure that the whole table is visible and click outside the spreadsheet to go
back to Word editing.
*Note: JJCs, Hospital Schools and SSPs are not required to fill out the attendance graph, and can simply delete it
from the template. EECs are required to report on ‘Visitor profile’.
This graph falls under the heading Student attendance profile. The graph will automatically be updated and
redrawn once you enter the actual data for your school into the Datasheet attached to the graph (as shown below).
Step 1 Double click on the chart and it will transform into the edit Datasheet format as shown in the
Step 2 Key in your data into the Datasheet. The data to be entered is provided as a PDF file.
New ASR 2005 Technical Guide Apple Mac Platform Only 16 21-
Step 3 Once you have finished, click anywhere outside the graph to go back to Word editing.
*CAUTION: Do not click the red button top left of the Datasheet to close. This will disable the possibility of selecting
the Datasheet again for editing, unless you close the report file completely and re-open it.
Financial summary table
This table falls under the heading Financial summary. The table will automatically total the financial figures once
you enter the actual data for your school into the spreadsheet.
Step 1 Double click on the table and it will transform into the edit format as shown in the figure below.
New ASR 2005 Technical Guide Apple Mac Platform Only 17 21-
Step 2 Select the appropriate cell and enter your school’s figures. Enter 0 (zero) for items that are not
applicable. Do not enter ‘n/a’, other text, ‘$’ signs, commas, or spaces in the dollar column as this
will prevent the spreadsheet from automatically calculating the data. The Total income, Total
expenditure and Balance carried forward figures will be automatically calculated.
Step 3 Click anywhere outside the table to go back to Word editing.
*Note: If you accidentally delete any of the formulae in the Total income, Total expenditure or Balance carried
forward cells, you can then replace them by performing the following steps.
Step 1 Double click on the table to open the Datasheet.
Step 2 Double click inside the cell that you wish to correct. This allows you to change its contents. Your
cursor should appear inside the cell ready to type.
Step 3 Re-enter the appropriate formulae as required.
The Total income formula should be: =SUM(B4:B10)
The Total expenditure formula should be: =SUM(B14:B27)
The Balance carried forward formula should be: =SUM(B11-B28)
Step 4 Click outside the sheet to view your total amounts, which should now be correct.
*Note: The spreadsheet will automatically calculate the totals of the columns so long as there are no entries with $
signs, spaces, commas or text.
This all assumes that the correct cell range has been retained in the Datasheet that you have been manipulating.
Part 9 Inserting pictures/graphs and minimising your file size
Pictures, graphs and tables can be inserted into the report to support specific sections. See Part 10 on how to
easily insert tables into your report.
The size of your Annual School Report should be less than 2MB (2000KB). This should still be the case even if you
have 3–5 pictures in the document.
*Note: Clip Art is not to be used in the report.
Picture quality requirements
Each picture should be in JPEG graphic or picture format, as these formats take up less space. You can use MS
Word to convert a picture to JPG (JPEG format). The steps to do this are outlined below.
The resolution of each picture should be 200 dpi. The picture will be laser-printed so there is no need to have a
picture greater than 300 dpi resolution.
Pictures should be in grayscale with the total file size less than 2MB.
The dimensions of the picture should be reduced for the purposes of fitting into the report columns.
How to convert a picture to JPEG using Word
Step 1 While in your ASR, click on the picture once.
Cut it by clicking on Edit -> Cut, make sure you keep the cursor in its current position.
Step 2 Paste special as picture by clicking on Edit ->Paste Special -> As: -> Picture(JPEG)
Step 3 Double click on the picture, select Layout tab -> Wrapping style -> In line with text -> OK
New ASR 2005 Technical Guide Apple Mac Platform Only 18 21-
Minimising your file size
To check your file size, make sure that you have saved any changes that you have been working on. Go to File
The following dialog box appears, displaying information about your document.
New ASR 2005 Technical Guide Apple Mac Platform Only 19 21-
The General tab displays the file size. To ensure that your ASR document keeps within the limits of 2MB, check
your file size periodically.
Pictures and graphics are the main concern when it comes to reducing your file size. They are the first things you
need to attend to when a file size reduction is necessary.
The following picture was turned into grayscale within the Format Picture option. Simply double click onto the
picture and the Format Picture dialog box will appear.
Click on the Picture tab, choose Grayscale and then click OK.
If, after changing some or all of your pictures to grayscale and ensuring they are in JPEG format, you find that your
file size is still large, you will then need to go back to your pictures/graphs and consider removing some of them.
New ASR 2005 Technical Guide Apple Mac Platform Only 20 21-
Part 10 Presenting data in tables
Presenting in tables is one way to present data. The following shows step by step how to achieve this.
Step 1 Go to Table->Insert->Table
Step 2 Choose the required number of rows and columns you need to display your data set.
New ASR 2005 Technical Guide Apple Mac Platform Only 21 21-
Step 3 Your table appears in the position of your cursor ready for information to be typed straight into it.
• To add rows to your table, place the cursor anywhere in the table and go to Table->Insert, (this also applies to
inserting columns), or simply place the cursor in the last box of the table and press the Tab button (which
creates a new bottom row).
• To delete rows from your table, select the row and go to Table->Delete->Rows.
• To delete columns from your table, select the column and go to Table->Delete->Columns.
A table is included that will display class size information for primary classes K–6.
* Note: This table is required for Primary and Central schools only. Please ignore this section otherwise.
The following displays the table in the report (left) and an example of a filled-in table (right).
Roll Class Year Total per Year Total in Class
Jackaroos K 23 23
Honey Bees 1 13
2 15 28
Maroons 1 27
Green Goblins 2 24
Purple Blue 3 12 12
Red 3 29
Yellow Gold 4 9
5 8 17
High Flyers 4 19
Daisy Bells 5 16 16
Bottle Brushes 6 26 26
Crickets 6 31 31
The table on the right provides one example where the school in question has a number of classes: both composite
New ASR 2005 Technical Guide Apple Mac Platform Only 22 21-
(multi-age) and regular (single year).
The table has been formatted so that:
• the Roll Class names are left-aligned
• the three data columns are right-aligned
• the final column, Total in Class, is also vertically aligned to the bottom (as per the second and seventh rows).
Adding rows by either method mentioned above will preserve the formatting in columns, rows and cells. If you lose
the formatting, however, you can highlight the column, row or cell, go to Table->Properties and re-select the
required alignment or formatting.
Part 11 Final checklist
Have you checked the following?
• School details in the masthead have been entered correctly.
• Designated regional officer, region or school education group, and school education director information has
been entered correctly.
• You have completed your financial summary, enrolment data, attendance data, your class size table (where
applicable) and student performance information.
Part 12 How to e-mail the ASR
Once you have completed your ASR, you need to email it to your designated regional officer in the normal manner.
New ASR 2005 Technical Guide Apple Mac Platform Only 23 21-