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2014

Barbara-Ann Geehan for Education 6822


SAS: A Brief Overview
Using SAS Page 2

Table of Contents
What Is SAS? ................................................................................................................................................. 4
Symbols ..................................................................................................................................................... 4
Signing In and Out ......................................................................................................................................... 5
Signing In to SAS ........................................................................................................................................ 5
To sign in to the SAS system: ................................................................................................................ 5
Navigating in SAS .......................................................................................................................................... 9
The menu .................................................................................................................................................. 9
Searching for Pages in the Menu ............................................................................................................ 10
Using the Keyboard to Navigate ............................................................................................................. 10
Access Keys ......................................................................................................................................... 10
Hot Keys .............................................................................................................................................. 11
Obtaining System Information ............................................................................................................ 11
Understanding SAS Pages ........................................................................................................................... 12
Using Page Groups (Components) .......................................................................................................... 12
Downloading to Excel.............................................................................................................................. 13
Getting Help from a SAS Page ................................................................................................................. 13
Using Favorites in the Menu ....................................................................................................................... 14
To add a page to your favorites: ............................................................................................................. 14
To edit your favorites: ............................................................................................................................. 14
To access a function from your favorites: ............................................................................................... 15
Entering Marks ............................................................................................................................................ 16
Entering Rolled-Up Marks ....................................................................................................................... 16
Enter/Edit Marks for All Courses For One Student ................................................................................. 19
Entering Attendance ................................................................................................................................... 21
Entering Attendance for a Class .............................................................................................................. 21
Entering Attendance for a Class .............................................................................................................. 22
Notes on Finding a Student ......................................................................................................................... 23
Making Sure Its the Right Data .................................................................................................................. 23
Proper Dating .......................................................................................................................................... 23
Entering Data .............................................................................................................................................. 24
Inserting Special Characters in Descriptions ........................................................................................... 24
Using SAS Page 3

To insert special characters: ............................................................................................................... 24
Active Demonstrations and Practice ........................................................................................................... 26
Frequently Asked Questions ....................................................................................................................... 27
If I enter incorrect data, how hard is it to change?................................................................................ 27
Can I add new students to the class list? ................................................................................................ 27
Can I delete students that have left the program? ................................................................................. 27
What if I lose or forget my password or user ID? ................................................................................... 27
Can I enter partial marks? ....................................................................................................................... 28
Can I access SAS from home? ................................................................................................................. 28
Is there a mobile app for SAS? ................................................................................................................ 28
Where can I find help? ............................................................................................................................ 28
Is there a 24 hour help line / web page (with Live Support)? ................................................................ 29
How do you ensure privacy and security of the data? ........................................................................... 29


Using SAS Page 4

What Is SAS?


SAS (Student Administration System) is a set of applications that you use to view and update College
data. Academy Canada uses SAS to maintain student data, including admissions, student records, and
course information; human resources data, including job-related, salary, and benefits data as well as
biographic and demographic data; and financials data.





Note:

Currently, the SAS Financials system at the College is a different version than the
student and HR systems. This document describes the version of SAS used for our
student.




Specifically, this manual is for instructors who have to enter marks and attendance into the SAS system.
It is for those instructors who have computer and Internet experience. There are plenty of screen shots
throughout the manual so that you can easily match the onscreen demonstration, and real application
with the steps necessary to complete the tasks.

Symbols
Note: Items that are nice to know


Important: Items that could cause issues


Tip: Fun or Quick way to do a task
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Signing In and Out

The SAS Student Administration and Human Resources systems share a single database. Since the data
contained in this database is largely confidential, access is restricted by department/program and
administrative role. Your security administrator has given you access to the appropriate SAS module.



Your College NetID has been set as your SAS User ID. This user ID, along with your Academy Canada
email password, allows you to perform the functions required for your position. It is your responsibility
to ensure that your password does not become known to anyone else.


Signing In to SAS

You access the SAS systems through the Internet Explorer or Safari web browser. At this point Mozilla
FireFox is NOT supported.



Important!

Some people may use more than one SAS system, such as Financials and Student
Administration. Only one SAS system should be open on your desktop at one time. You
must sign off any open SAS system before you sign into another one.


To sign in to the SAS system:

Signing into the SAS Administrative System

1. Open a browser and navigate to the SAS home page (Figure 1).


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Figure 1 - Log In screen



Important!
Please keep this address at hand, but not saved on Public Computers.






Important!
Some people may use more than one SAS system, such as Financials and Student
Administration. Only one SAS system should be open on your desktop at one time. You
must sign off any open SAS system before you sign into another one.

2. Click to Log in.

3. Type your User ID and password in the User ID and Password fields, respectively. Passwords are
case-sensitive. Your password appears as asterisks as you type.


Note:
If you have forgotten your password, contact the Network Administer at 570-2841.
Please see the Vice Principal at your campus to obtain a userID,


4. Click the Enter button (or press the Enter key) to sign in to the SAS system. The home page for
the SAS application is displayed.

Use your AC email user name here

Use your AC email Password here

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Figure 2: The SAS Home Page



Tip!
You may want to resize the browser window to best accommodate the contents of the
SAS page, or press F11 to put the window into full screen mode.


Signing Out of SAS

You can sign out at any time, by clicking the Log Out link in the menu section of every page You may
need to scroll down on the menu scroll in order to see the log out button. You must save any changes
before signing out, but you can return to a saved record at a later time to make further changes.


To sign out of SAS:
Logging Off

1. Click the Log Out link in the banner at the top right of the page.


Menu
Menu Scroll Bar
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Figure 3: Log Out Button


2. If you have unsaved changes, you will be presented with an unsaved data dialog box. If you click
yes, you are returned to the page. To sign out without saving your changes, click the Cancel
button.



Important!
If you navigate away from the SAS pages without signing out, you are still logged in. If
you close the browser without signing out, the system will log you off, but as long as you
have one browser instance open (even if it is minimized), you are still logged into the
system.




Note:
For security, you should close the browser after you log off.



Menu Scroll Bar
Log Out
Using SAS Page 9

Navigating in SAS

In SAS, the menu of available functions is always available on the left edge of the page.

When the menu is initially displayed, only the high level options are listed. When you click on one of
these options, a submenu is opened below the option in the menu, and a navigation page is opened in
the main window.





The menu
1. Use the menu scroll bar to scroll through the functions. You can select the option you want from
the menu and submenu navigation page.


2. If you click on a submenu option in the menu, another level of menu opens up, and the
navigation page displays the options for that submenu.


3. If you click on the submenu link in the navigation page, the navigation page for that submenu
opens,


High Level Option

Sub Menu
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Searching for Pages in the Menu


If you are not sure which submenu contains the function you are looking for, you can use the Search
field at the top of the menu to locate the function. Enter the name of the function, or part of the name,
and click the Start Your Search button or press the Enter key. The results of your search are displayed on
a search results page, with a brief description of each function that matched your criteria, and the
navigation path to the function. The function page names serve as links you can click to go to the
desired page.


1. Type the name of the function and click Start Your Search
2. Search results with brief descriptions and navigation
3. If you still arent sure, you can enter further criteria to filter the results.
4. Click on the function name to open the page



Using the Keyboard to Navigate

From any SAS page except a menu page, you can hold down the Ctrl+K key to display a list of SAS
keyboard shortcuts. (The page can then be printed by clicking the Print link.) These keyboard shortcuts
allow you to navigate using the keyboard rather than the mouse.


In the examples below, you will see that using a keyboard shortcut is not necessarily faster than using
the mouse. However, the keyboard shortcuts give you a way to navigate without moving your hand
away from the keyboard.



Access Keys

An access key is an Alt+key combination that moves focus to a specified field on the current page. After
you press the Alt+key combination, you must press the Enter key to perform the action.

For example, to use the keyboard instead of the mouse to return to the Search page, you can press
Alt+2+Enter. The Alt+2 key combination moves the focus to the Return to Search button on the current
page. The Enter key executes the action and returns you to the Search page.

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You can also use the keyboard to navigate between tabs in a page group, if the name on the tab has an
underlined letter. This is particularly helpful if you are typing in values on a multi-tab page.
Use the underlined letter for the desired tab with the Alt key to move to that tab. For example, to move
to the Student Sub-Plan page in the Student Program/Plan page group, press Alt+S+Enter.


Hot Keys

A hot key combination performs an immediate action, without pressing the Enter key.

For example, if focus is on a field (you type a partial value in a field, tab to the field, or click in the field
input area) and the field has a Lookup button, you can press the Alt+5 key combination to display the
Lookup page. To perform the same action using the mouse, you position the cursor on the Lookup
button and click.



Obtaining System Information


From any SAS page except a menu screen, you can hold down the Ctrl+J key to display system
information such as browser, operating system, and release identification.

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Understanding SAS Pages


In SAS applications, data is grouped into related fields, which are presented on one or more related
pages. A set of related pages is called a page group (or sometimes, component), and is presented as a
series of tabbed pages in a browser window. The name of the page group is the name in the navigation
path at the top of the browser window. Each page within a page group has its own name, which is
displayed in the page tab (often abbreviated).



Using Page Groups (Components)

Pages are grouped together into components to show that the information they contain is shared or
related. For example, the Student Program/Plan page group is divided into several pages, which form a
logical arrangement of information, and guide you to related information or activities.



Pages in a group are treated as a single entity when you save data. This means that when you click the
Save button from any page in a page group, data on all pages in the group is saved to the database. If
the system encounters a required field that you have not completed on any page in the
group, you will receive an error message.






Note: Before clicking the Save button, ensure that you have made all of your changes on
all pages in the page group.



To navigate within a page group, click either the page tab at the top, or the link at the bottom of the
displayed page.


If you have unsaved data on the page, you will be prompted to save your changes before continuing to
the new page group. Read the prompt carefully: to continue, click the Cancel button, but to go back and
save your changes, you will need to click the OK button.

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Downloading to Excel

You can export a grid to an Excel spreadsheet by clicking the Download button in the navigation header
for the grid. Click the menu icon to expand the menu then click the Show All Columns button. Click the
Download button for export to Excel


Getting Help from a SAS Page

If you need help while you are working in a SAS page, you can click the Help link at the top right of the
page to open online help or a demo that shows you how to use the page. When you click the Help link, a
new window opens to display the help player.



Using SAS Page 14

Using Favorites in the Menu

The first item in the main menu, directly under the Search field, is the My Favorites option. If you use a
particular page often, or if you use a page infrequently and cant remember where to find it, you can
add the page to your favorites. Then you wont have to navigate through the menus to find the page;
you can open it directly from the My Favorites menu. After you add a page to your favorites menu, you
can change the order of the pages in the menu to display in the sequence in which you use the
functions, or to put the most frequently used page first. You can also change the name displayed in the
favorites menu, or if you no longer need the page, remove it from your favorites.


To add a page to your favorites:

1. Navigate to the page or page group you want to add to your favorites.
2. Click the Add to Favorites link in the banner on the top right of the page, or select My Favorites
in the menu, and click the Add to Favorites link.
3. Click Search Within Results and then click Find to filter your search results further
4. Enter additional criteria
5. Click the Add to Favorites link
6. When the Add to Favorites page is displayed, you can either leave the default page name, or
change it to something that makes more sense to you.
7. Click the OK button to save the link in your favorites.



To edit your favorites:

1. Navigate to My Favorites > Edit Favorites.
2. To change the order of your favorites to match the sequence or frequency with which you
normally use the pages, type the appropriate Sequence number for each page.

Tip! If you use sequence numbers of 10, 20, 30, etc., you will be able to add new
favorites in between the existing ones without renumbering every page.

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3. To change the name of a favorite, type the new name over the displayed name.
4. If you no longer need a favorite and want to remove it from your favorites menu, click the
Delete button next to the page you want to remove.
5. Click OK when you are prompted to verify the deletion.
6. When you have made all your changes, click the Save button.


Figure 4: Editing Favourites


To access a function from your favorites:

1. If necessary, scroll to the top of the menu.
2. Click the My Favorites option to open the favorites menu.
3. Click on the desired page name to open it


Sequence Number
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Entering Marks


When you need to change or verify an evaluation scheme for a course, you will have to use the menu
and the submenu on the left side .



Note: The menus and submenus will NOT look the same for all, different positions have
different needs and therefore different menus.




Currently , you only have the option of entering the rolled-up marks for a student (That is you can only
enter the overall final grade). In the future, the SAS system will be capable of taking assignment marks,
test marks, and return a Final Grade.



Entering Rolled-Up Marks

1. On the menu, on the left side, Click Attendance/Marks
2. On the Submenu that appears, click on Add/Edit /Display marks by Program
3. In the main screen, there are three options to choose from
a. Enter/Edit/Display rolled-up marks for a course
b. Enter/Edit Marks for All Courses For One Student
c. Enter/Edit/Display rolled-up marks for an entire program
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Figure 5: Entering Marks

4. Choose Enter/Edit/Display rolled-up marks for a course
a. Use this at the end of the course, when you have tabulated all student marks.
b. All students taking the course will be listed.
5. A list of courses that you have been assigned will appear
6. Click on the course in which you want to enter the final grades




Important! If you are teaching the same course more than once, ensure you verify the
group and the dates.




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Figure 6: Grade Box

7. You scroll down the page until you find the row that you want.
8. Enter each final grade in the row with the student name
9. You MUST click in each Grade Box, you cannot press enter or tab to move to the next grade box
10. Click Submit


Enter Grades Here
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Enter/Edit Marks for All Courses For One Student

Sometimes you have to change the marks for an individual student, the best way to do this is to select
Enter/Edit Marks for All Courses For One Student, then type in the students first and last name or
student number.

1. Click on Enter/Edit Marks for All Courses For One Student
2. Type in student Number in the box
OR
3. Type in student last name and first name
4. Click Submit (see Figure 7)
5. Enter the grade in course box
6. Click Submit (See Figure 8)



Figure 7: Name for Individual Grade


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Figure 8: Individual Student Marks



Course Name
Grade Box
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Entering Attendance

Due to the nature of the some of the funding agencies that provide training allowances to the students
at the College, it is imperative that the attendance of each of your students is entered in a timely and
accurate fashion. It must be entered on a weekly basis Attendance, like marks, can be entered for the
entire class or for just one individual student.


Entering Attendance for a Class
1. Click Add/Enter Display Attendance from the menu
2. Click on the calendar symbol next to the start date
a. A pop-up calendar will appear to choose the week for which to enter your attendance



3. Click on the Enter Weekly Attendance Button
4. Click on arrow next to the Select One box, for any student, any day to receive a drop down
menu. The options on this menu are:


5. Choose the best description
6. Click Submit at the bottom of the page

Click here for the
pop-up calendar
Using SAS Page 22









Important!
If you do not hit submit at the bottom of the page, your changes will NOT be
saved.


Entering Attendance for a Class
1. Click Add/Enter Display Attendance from the menu
2. On the Main Screen, Choose Enter Attendance for One Student
3. As per the Individual Marks page,
a. Type in student Number in the box
OR
b. Type in student last name and first name
c. Click Submit
4. The Screen for the individual Student has the same Select One Arrow


Select One arrow
Using SAS Page 23

Notes on Finding a Student

If you do not use have a students ID, or the correct spelling of the student name, you can enter partial
information in the first and last name boxes.

Entering Bruce in the First name box will return a list of every student with a first name of Bruce.

Entering Bruce in the First name box and M in the last name box will return all students whose
first name is Bruce and whose last name starts with M

The Last name box works exactly the same way, can put full name in Last Name box and Initial in
First name box.





Note:
Only 100 records are displayed per page. If more than 100 records are found you can
view them all on the same page by clicking the View All link at the top of the Search
Results list. If your search results in more than 300 records, the page displays a message
asking you to narrow your search by re-entering more specific criteria.


Making Sure Its the Right Data

How information is stored affects how it reacts when you add, change, and delete items. You must
understand how the information is stored to be certain that you are accessing the correct data.


Proper Dating

The SAS Student Records system stores many records by date. This allows you to keep all the data, past,
present, and future (applied students but not registered students), in one database. The date is used to
determine which record is current at any given time, and controls which data is used by transactions.

Using SAS Page 24

Entering Data
Generally, you enter data in SAS just as you would in any other application.


Inserting Special Characters in Descriptions

There are some fields in SAS (most often name or description fields) where you may need to enter
special characters, such as or . You can do this by copying and pasting the character from Microsoft
Word or from the Windows Character Map.

The following instructions show how to copy and paste from the Character Map system tool.



To insert special characters:
1. Keep the SAS window open and click the Start button on the Task bar at the bottom of your
screen.
2. Navigate to All Programs > Accessories > System Tools > Character Map in Windows
3. Select the font from the drop-down list in the Font field.
4. Locate the character you want to insert in the text field, and click once on the character.
5. As you click on the character, it will be enlarged, so you can confirm that this is the character
you want. In the following figure, the is highlighted.


6. Click the Select button to select the highlighted character. This displays the character in the
Character to Copy field.
7. Click the Copy button to copy the character to the Windows clipboard.
Click on any letter to enlarge
Using SAS Page 25




8. If this is the only character you need to copy at this time, close the Character Map window by
clicking on the Close button.
9. In the SAS window, select the character you want to replace, or position your cursor where you
want to insert the special character.
10. Press the Ctrl+V key to paste the copied character into the text field.
11. Continue entering information as usual.



Copy Button
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Active Demonstrations and Practice


Please visit the following website for interactive demonstrations of the SAS. You can enter data, change
data, and look for fictional students. Feel free to use this tool often, you have unlimited access to this
website. It will look and act like SAS.

http://www.sasystem.org/SAS/index.cfm?Accord=4712&SPActionType=Demo




Using SAS Page 27

Frequently Asked Questions

If I enter incorrect data, how hard is it to change?

You can always edit data, up to the point that the student graduates. You edit data is the exact same
menu and place where you entered the data originally.


Can I add new students to the class list?

No, new students must be added through the Registrars office. Please contact the registrar if you have
students in class that are not on your SAS list. (registrar@academycanada.com )


Can I delete students that have left the program?

No, students who have dropped or withdrawn from your class must be deleted through the Registrars
office. Please contact the registrar if you have students on your SAS list but not in your class.
(registrar@academycanada.com )


What if I lose or forget my password or user ID?

If you have forgotten your password or ID, contact the Network Administer at 570-2841
(netadmin@academycanada.com)


Using SAS Page 28


Can I enter partial marks?

No, at this time you only have the ability to enter the overall final grade in a course, This will change at a
later date.

Can I access SAS from home?

Absolutely, simply type the address into your internet browser (Internet Explorer or Safari)


Is there a mobile app for SAS?

Currently, there are two mobile apps available for SAS. One for iPhone and one for Android devices. You
can download them from the homepage of SAS


Where can I find help?

If you need help while you are working in a SAS page, you can click the Help link at the top right of the
page to open online help or a demo that shows you how to use the page. When you click the Help link, a
new window opens to display the help player


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Is there a 24 hour help line / web page (with Live Support)?

No, help is limited to the office hours of the network administrator. Please contact the Network
Administer at 570-2841 (netadmin@academycanada.com)


How do you ensure privacy and security of the data?

Privacy is secured in the fact that instructors can only access their students grades, attendance, and
comments.

Security must be maintained by every user
Please do not leave your computer logged in to SAS
Please do not share your password
Please ensure that prying eyes cannot see SAS when visiting your office

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