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Healthy School Environments Assessment Tool (HealthySEAT)

Section 6: Report/Output Menu

Reminder

Make frequent copies of your data file (BE_HSEAT.mdb).

6.1 Introduction

HealthySEAT has built-in functions to generate reports and output based on facility assessment results and information contained in the Customize for District process. The reports are designed to allow districts to aggregate and manage the information developed through the assessment process, and to help in identifying, evaluating, preventing, and remedying environmental health hazards. Use of, and access to, these report features is entirely at the discretion of the district.

All reports/output options are provided on the Reports/Output Menu, which is accessible from the “Open Reports/Output Menu” button on the Main Menu.

Reports/Output Menu

6.2 Report Selection and Configuration

The Reports/Output Menu provides a three-, or in some cases four-, step process for report selection and generation.

6.2.1 Step 1 - Select a Report/Query Group

The first step involves selecting a report or query group. The choices are as follows:

  • Program-Level - This group includes reports and/or queries that pertain to the district’s overall assessment program.
     
  • District-Level - This group includes reports and/or queries that that are meaningful to district-level staff, including those that aggregate results from multiple school facilities.
     
  • School-Level - This group includes reports and/or queries that are meaningful to school staff, and generally include the most detail about specific assessments and recommendations.
     
  • Application-Level - This group includes reports and/or queries that related to the HealthySEAT application and configuration. These include reports on users and application errors.

6.2.2 Step 2 Select a Report or Query

Step two of the report generation process involves selection of the report that the user wants to generate, or the query to be exported from HealthySEAT.

The selections are made from a drop-down list, which is pre-determined based on the report/group selected in Step 1, as follows:

Program-Level Reports

  • Master Checklist - This report displays all of the areas/topics, subtopics, and assessment standards included in the district’s Assessment Guidebook, formatted as a checklist.
     
  • List of Custom Checklists - This report displays a list of the custom checklists that have been created, the notification letters associated with each, and the total number of standards included.
     
  • Notification Letters - This report displays key information about each notification letter. The first three letters are standard letters, which may be customized but not deleted. The other letters are custom letters created by the district.
     
  • Assessment Guidebook - This report displays detailed information for each assessment standard included in the district’s assessment program. Assessment standards are organized by area/topic and subtopic.
     
  • Assessment Guidebook Table of Contents - This report displays the table of contents to accompany the Assessment Guidebook. (Note: before generating this report, first generate the Assessment Guidebook report in Print Preview format and navigate to last page).
     
  • Assessment Standards NOT Included - This is an Assessment Guidebook-style report that includes only assessment standards that are NOT included in the District assessment program.
     
  • Regulatory Assessment Standards - This is an Assessment Guidebook-style report that includes only assessment standards that are or may be regulatory requirements.

District-Level Reports

  • Number of Open Recommendations by Facility - This report displays a list of all district facilities. For each facility, the number of open recommendations at each priority level is shown, with district totals at the bottom. This report may be filtered by facility.
     
  • Total Number of Recommendations by Facility - This report displays a list of all district facilities. For each facility, the number of recommendations at each priority level is shown, with district totals at the bottom. This report may be filtered by facility.
     
  • Total Number of Recommendations by Area/Topic - This report displays a list of all area/topics included in the district’s assessment program. For each area/topic, the number of recommendations at each priority level is shown, with district totals at the bottom.
     
  • Total Number of Recommendations by Subtopic - This report displays a list of all area/topics and subtopics included in the district’s assessment program. For each area/topic, and each subtopic, the number of recommendations at each priority level is shown, with district totals at the bottom.
     
  • Total Number of Recommendations by Assessment Standard - This report displays a list of all area/topics, subtopics, and assessment standards included in the district’s assessment program. For each area/topic, each subtopic, and each assessment standard, the number of recommendations at each priority level is shown, with District totals at the bottom.
     
  • District Policies/Programs - This report displays the status of district-level policies and programs.
     
  • District Assessors - This report displays detailed information on all district assessors.
     
  • District Contacts for Remediation - This report displays detailed information on all district contacts for remediation.
     
  • Scheduled Assessment Reminders - This report displays a list of open assessments that have either an initial assessment or re-assessment scheduled within a pre-configured number of days from the current date. This report may be filtered by facility.
     
  • Assessment Frequency Reminders - This report displays a list of active facilities that either have not been assessed within a pre-configured target frequency, or have never been assessed. This report may be filtered by facility.

School-Level Reports

  • Assessment Details by Facility - This report contains assessment details grouped by facility. This report may be filtered by date range and/or facility.
     
  • Assessment Details (Export) - This query includes assessment details, sorted by facility and assessment date, formatted for export to Microsoft Excel. This query may be filtered by date range and/or facility.
     
  • Recommendations Details by Facility - Recommendations details grouped by facility and assessment. This report may be filtered by date range and/or facility.
     
  • Recommendations Details (Export) - This query includes recommendation details, sorted by facility and assessment date, formatted for export to Microsoft Excel. This query may be filtered by date range and/or facility.
     
  • Open Recommendations by Facility - Open recommendations details grouped by facility and assessment. This report may be filtered by date range and/or facility.
     
  • Basic Facility Information (Export) - This query includes basic facility information, formatted for export to Microsoft Excel. This query may be filtered by facility.
     
  • Additional Facility Information (Export) - This query includes additional facility information, formatted for export to Microsoft Excel. This query may be filtered by facility.

Application-Level Reports

  • HealthySEAT Users - This report displays details for all non-administrator HealthySEAT users.
     
  • HealthySEAT Application Error Report - This report shows all application errors generated from the local installation of HealthySEAT, with the most recent errors shown first. It is intended to serve only as a trouble-shooting aid.

6.2.3 Filtering the Report or Query

If the selected report or query can be filtered, then Step 3 will involve selecting the filter parameters, which may include a date range and/or a facility name.

Filter the Report or Query

Filtering by a Date Range

To filter the report or query output by a specific date range, select a date range by clicking on the calendar icons to the right of the starting (left) and ending (right) date fields. If a start date for the range is not specified it will default to January 1, 2006. If an end date for the range is not selected it will default to the current date.

Filtering by a Facility

To filter the report or query by a specific facility, select the facility name from the Facility drop-down list.

6.2.4 Selecting an Output Format

Depending on whether filter parameters are available for the selected query or report, this will either be Step 3 or Step 4. The user must click the circle to the left of the output format desired.

Select an Output Format

There are five possible selections, including:

  1. Print Preview: With Print Preview, the report or query is prepared for printing and presented to the user in a preview window, from which it can be printed. Use this option to print to PDF or to a local or network printer.
     
  2. Text (plain): With the Text View, the report or query is output as a delimited ASCII text file, the name and location of which the user is prompted to select.
     
  3. Excel: With Excel, the report or query is output to a Microsoft Excel (.XLS) file, the name and location of which the user is prompted to select. This output format is best suited for queries.
     
  4. RTF (rich text): With RTF, the report or query is output to a Rich Text Format (.RTF) file, the name and location of which the user is prompted to select. This output format is best suited for reports, and includes special formatting used by word processing programs such as Microsoft Word.
     
  5. HTML: With HTML, the report or query is output to one or more Hyper Text Markup Language (.HTML) files, the name and location of which the user is prompted to select. This output format is best suited for reports that are intended to be posted on a website.

Not all of these selections are available for all queries or reports. The available choices have been pre-configured for each report or query.

6.3 Generating the Report/Output

Once the configuration steps outlined in Section 6.2 have been completed, the final step in generating the report or output is to press the “Generate Report/Output” button at the bottom of the screen.

Generate Report/Output button example

Depending on the output format selected, the user will either be presented with a report preview, or asked to supply a file name and location. If a file name and location are supplied, be sure to note them down so that the report can be retrieved later.

If presented with a report in preview mode, use the Print button in the button bar to print it, then use the Close button in the button bar to close the preview window and return to the Reports/Output Menu.

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