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    Mac technical Guide(MS Word 2,850 kb) Mac technical Guide(MS Word 2,850 kb) Document Transcript

    • ANNUAL SCHOOL REPORT 2007 TECHNICAL GUIDE FOR APPLE MAC PLATFORM ONLY ASR 2007 Technical Guide Apple Mac Platform Only 1
    • TABLE OF CONTENTS PART 1 SYSTEM REQUIREMENTS ..............................................................................................................................2 PART 2 GENERAL GUIDELINES, SPECIFICATIONS AND REMINDERS .............................................................2 PART 3 INSTALLATION GUIDE ...............................................................................................................................3 PART 4 ENTERING YOUR SCHOOL DATA ..............................................................................................................3 PART 5 HOW TO INSERT YOUR SCHOOL LOGO ......................................................................................................4 PART 6 HOW TO INSERT GRAPHS AND TABLES FROM ELECTRONIC DATA SUMMARY SHEET .................5 PART 7 ASR STYLES AND FORMATTING ................................................................................................................13 PART 8 HOW TO ENTER FINANCIAL DATA ............................................................................................................17 PART 9 INSERTING PICTURES/TROUBLESHOOT LARGE FILE SIZE ...................................18 PART 10 PRESENTING DATA IN TABLES .................................................................................................................19 PART 11 FINAL CHECKLIST ......................................................................................................................................20 PART 12 HOW TO E-MAIL THE ASR ..........................................................................................................................20 PART 1 SYSTEM REQUIREMENTS 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 General There is one template in Arial font which will be used for all schools. There are no separate PC or Apple Mac versions of the template. The template 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 and name of principal. Footers are to be left blank, page numbers are automated. It is the responsibility of the school to ensure that the school details are ASR 2007 Technical Guide Apple Mac Platform Only 2
    • correct. The template that has 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. Picture requirements 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. Page length 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. Protocols 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 Services site. Installation Guide Part 3 Installation guide When you open the template for the first time on the DET Intranet, 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 2007 for easy reference. The template is a Word file. Open the template, choose your Annual Report 2007 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 2007 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 2007.doc For example: 8385-Greystanes High School ASR 2007.doc Step 3 Choose the Annual Report 2007 folder from the drop down menu, and click Save. You can now begin to enter work on your ASR 2007 and save as per normal. Troubleshooting 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 2007. Front cover ASR 2007 Technical Guide Apple Mac Platform Only 3
    • Click into the shaded areas and type in your school code and school name as outlined above. Self-evaluation and school contact information Enter details of your self-evaluation committee members in the shaded areas outlined above. Enter the name of school, school address, school phone number, school fax number, school website and/or email address and school code on the final page of the report as outlined above. Part 5 How to insert your school logo Introduction You will need to retrieve your logo either from an existing document (for example, your ASR 2006) or your school website. Accessing the school logo ASR 2007 Technical Guide Apple Mac Platform Only 4
    • 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. Please ensure that your school logo fits neatly into the allocated space as shown below. If you do not wish to use your school logo, delete box ‘Insert your logo here or delete this box’. 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. Select the yellow box labeled ‘Insert your logo here or delete this box’ and delete. Paste the copied school logo to the Annual School Report (select Edit -> Paste Special). The following dialog box appears (select Picture ->OK). The logo will automatically position itself within the template guidelines. The logo may need to be reduced or increased in size to be suitably aligned with the front cover design. Insert logo from website Step 1 Open the website that contains your school logo. Step 2 Select the logo and copy it (select logo ->Edit -> Copy). Step 3 Go back to your Annual School Report. Select the yellow box labeled ‘Insert your logo here or delete this box’ and delete. Paste the copied school logo (select Edit -> Paste). Part 6 How to insert graphs and tables from electronic Data Summary Sheet The electronic Data Summary Sheets (eDSS) will be provided to primary schools by the end of November 2007 and to secondary schools by mid-February 2008. Primary The primary electronic Data Summary Sheet includes data on BST literacy and numeracy for Year 3 and Year 5, average progress in BST literacy and numeracy between Year 3 and Year 5, benchmark information, student attendance, student enrolment, staff attendance and class sizes. ASR 2007 Technical Guide Apple Mac Platform Only 5
    • Primary continued: ASR 2007 Technical Guide Apple Mac Platform Only 6
    • Secondary The secondary electronic Data Summary Sheet includes data on ELLA, SNAP, School Certificate, Higher ASR 2007 Technical Guide Apple Mac Platform Only 7
    • School Certificate, Value-added, benchmark information, student attendance, staff attendance, student enrolment, retention to year 12. Secondary continued: ASR 2007 Technical Guide Apple Mac Platform Only 8
    • ASR 2007 Technical Guide Apple Mac Platform Only 9
    • Secondary continued: ASR 2007 Technical Guide Apple Mac Platform Only 10
    • How to insert graphs: *CAUTION: DO NOT re-size any graph in the excel worksheet, doing so can affect the appearance of patterns once converted into a PDF file. Note: The same process for inserting graphs and tables into the ASR template is employed for both secondary and primary schools. Step 1 Click in any corner of the graph you want to include e.g. Year 7 Literacy ELLA (select EditCopy). Selected graph must appear as shown Step 2 Open your 2007 ASR and place the cursor in the location where you want the graph e.g.Year 7 Literacy ELLA (select EditPaste Special PictureOK). *CAUTION: DO NOT paste as Microsoft Excel Chart Object 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. How to insert performance tables: Step 1 Open ASR 2007 template and your eDSS. Step 2 Place cursor at beginning of grey text field in ASR template and delete. Step 3 Go to eDSS e.g. Literacy – ELLA Year 7. Click mouse and hold in top-left corner, drag to bottom- right corner and release mouse (select EditCopy). ASR 2007 Technical Guide Apple Mac Platform Only 11
    • Step 4 Go back to ASR (select Edit>Paste Special>Picture>OK). How to insert other tables e.g. Class sizes table: Step 1 Go to eDSS e.g. Class sizes table (Primary and Central). Click mouse and hold in top-left corner, drag to bottom-right corner and release mouse (select EditCopy). Step 2 Open your 2007 ASR and place the cursor in the location where you want the table e.g. under Class sizes heading (select EditPaste). Class sizes table in eDSS Paste under appropriate heading in ASR template Staff Attendance: Retrieve figure from text box and enter accordingly into template. e.g. 97.4% ASR 2007 Technical Guide Apple Mac Platform Only 12
    • Part 7 ASR styles and formatting Introduction All template styles that can be used in the ASR are predefined. Most 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. The only font used in the template is Arial. ASR headings • Four levels of headings have been provided (ASR Heading 1–4) • ASR Heading 1 has been used for each of the major sections. • ASR Heading 2 to ASR Heading 4 is designed for subsequent sub-headings, as they appear in the template. • Each level of heading is designed to be written with initial letter upper case. 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 14). ASR tables 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. ASR bullets To use the predefined bullets, please use the ASR List Bullet. This can be selected from the Styles and Formatting task pane. • ASR List Bullet is used for the first-level bullet, a dot set flush left. Formatting • 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 Page layout 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 Headings 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. ASR 2007 Technical Guide Apple Mac Platform Only 13
    • 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. Font menu Style menu 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 is placed. *CAUTION: Do not use the bullet icons on the standard MS Word toolbar. ASR 2007 Technical Guide Apple Mac Platform Only 14
    • 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. 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 preserved. ASR 2007 Technical Guide Apple Mac Platform Only 15
    • Adding or deleting text You can add or delete headings and sub-headings within each section as required. For example: In the Significant program and initiatives section (over page), there are four ASR Heading 3 headings, three of which are mandatory. 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. At the completion of the report, ensure you have deleted any unused grey text fields. Delete in the same fashion as explained in this section. *Please note (JJC, EEC, Hospital School): Wherever there is a reference to the words ‘school’ or ‘principal’ in the report template, they can be replaced with more appropriate words, e.g. unit, centre, teacher-in-charge. ASR 2007 Technical Guide Apple Mac Platform Only 16
    • Part 8 How to enter financial data 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. 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. ASR 2007 Technical Guide Apple Mac Platform Only 17
    • Part 9 Inserting pictures/troubleshoot large file size Pictures, graphs and tables can be inserted into the report to support specific sections. Please follow requirements for ensuring requisite file size. Picture quality requirements • The total size of your ASR should be less than 2MB (2000KB) approx. • Pictures should be in JPEG graphic or picture format (these formats take up less space). • 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. • Clip Art is not to be used in the report. • The dimensions of the picture should be reduced for the purposes of fitting into the report columns. Picture layout Select picture ->Format->Picture (or double click picture)->Layout tab ->In Line with Text->OK. You may then move the picture by selecting picture->click and hold mouse->drag to exact choice of location->release mouse. Check file size periodically To check your file size, make sure you have saved any changes you have been working on. Go to File->Properties ->General Dialog box appears, displaying information about your document Troubleshoot large file size – if file size is significantly over 2MB Options available that may help in reducing file size: 1. Ensure graphs from electronic Data Summary Sheet (eDSS) are copied and pasted according to instructions on page 11 and NOT pasted as Microsoft Excel objects. 2. Insert pictures in JPEG format Select picture ->Edit->Cut ->Edit->Paste Special->Picture (JPEG) ->OK. 3. Change pictures to Grayscale Double click picture->Picture Tab->Color->Drop Down List->Grayscale->OK. * Note save document for any changes outlined above to take effect and before checking file size. If file size is still too large you may need to go back to your pictures and consider removing some of them. ASR 2007 Technical Guide Apple Mac Platform Only 18
    • 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. Step 3 Your table appears in the position of your cursor ready for information to be typed straight into it. Newly-created table Tips • 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. ASR 2007 Technical Guide Apple Mac Platform Only 19
    • Part 11 Final checklist Have you checked the following? • School details in the masthead have been entered correctly. • You have met and entered all the mandatory requirements outlined in the template support document. 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. ASR 2007 Technical Guide Apple Mac Platform Only 20