Ensemble Rolls

Ensemble Roll (basic)

This option produces a basic spreadsheet-style roll. You can enter dates or text (or a mixture of both) as column headings and can print either in portrait (10 columns) or landscape (18 columns).

Ensemble Roll (basic) NECOM

This ensemble roll produces a basic spreadsheet-style roll. You can enter dates or text (or a mixture of both) as column headings and can print either in portrait (10 columns) or landscape (18 columns). The difference between this roll and Ensemble Roll (Basic) is that it shows School and Year Level, rather than Form and Special Role. It is perhaps better suited to independent music schools (rather than Music Departments within schools) that teach students from a number of schools in the area.

Ensemble Roll (parents) NECOM

This ensemble roll produces a basic spreadsheet-style roll. You can enter dates or text (or a mixture of both) as column headings and can print either in portrait (10 columns) or landscape (18 columns). This roll includes Date of Birth and Parent Names (it gets this data from the 'Salutation' field in the Students file). This roll was requested by a school offering programs for very young children and their parents.

Ensemble Roll TEMPLATE (no names)

This button prints a Template Ensemble Roll with no information (except Term and Dates, if you wish). You can give this to your conductors to fill out at the start of the year and then you can use it to update your database.

Ensemble Roll TEMPLATE 2

This button prints a Template Ensemble Roll for each existing ensemble. It includes the Ensemble details, but leaves out the student names. You can give this to your conductors to fill out at the start of the year and then you can use it to update your database.

One thing to bear in mind is that this template prints just like a roll, but with blank names. It uses the existing student records but doesn't display the name. So, for example, if you had 20 students in Stage Band last year, it will print with approximately 20 blank lines. If it's a brand new ensemble with NO students yet, it won't print. You will have to use the original Ensemble Roll Template (no names) for brand new ensembles.

Ensemble Roll (condensed)

This button produces a 'paper friendly' version of the Rolls! The process works the same as the other Ensemble Rolls, but prints in a smaller font, less space between lines, etc. The final product uses much less paper!

Ensemble Roll (with phone numbers)

This button produces Rolls in a similar format to the 'standard' button. The only difference is that each student's home phone number is printed underneath their name.The 'Reduce Space' option is not available for this format.

Ensemble Roll (with Student ID)

This button produces Rolls in a similar format to the 'standard' button. The only difference is that each student's ID number is printed near their name. If you choose the 18 week option, Campus is also visible on this roll.

Ensemble Roll NRC

Ensemble Roll NRC (created for Northern Rivers Conservatorium) displays:

Ensemble day
Time and venue
Ensemble part (IF this is selected in the sort order during the setup process)
Student name
Primary contact name
Mobile phone number
Primary contact email

This roll can be printed fortnightly as it displays TWO student signature boxes, one for each week.It also has verification text at the bottom of the roll and room for the teacher to sign and date.

Example of verification text: This is a legal record of student attendance required under our funding agreement with the Dept. of Education - Tutors must ensure their accuracy by monitoring their students.

Tutors are asked to sign off on each week to show this is a true and correct record. These rolls can also be EMAILED to the teachers (either one at a time, or as a whole group).

To email the rolls to the teachers:

1. Click Ensemble Roll NRC in What Do You Want To Do? > Printouts and work through the process of setting up the headings.

2. When you get to the Preview screen, check the rolls but don't print them. Click 'Continue' at the top right to return to What Do You Want To Do?

3. Go to the Contacts file and click the arrow at the far left of any current staff record to go to Form View.

4. Find a teacher (or ALL teachers that take ensembles i.e. use an asterisk in the Ensemble Name field in the Ensemble/Group/Class portal)

5. Select Script from the menu at the top of the screen, then Email Ensemble Rolls. Music Monitor will work through the found set of records, creating an email for each one, and attaching the appropriate Ensemble.

Note: If Ensembles have more than one conductor/tutor, it will be the FIRST listed teacher (in the Ensembles/Classes setup) whose name will be printed at the top right of this roll.

Ensemble Roll (standard)

Clicking this button will produce printable rolls for your ensembles. The rolls have the Ensemble details at the top of each page (name, conductor, time, etc.) and students are then listed, grouped under the instrument they play (or part). The student Forms are also listed on these rolls.

You will be given the option of printing an 18 week roll (landscape) or 10 week roll (portrait).

When you click this button, the computer will automatically work through a number of steps:

1. Firstly, it will enter FIND MODE, allowing you to enter your own search criteria. However, you will notice that in the 'Status' field, a find request has already been entered i.e. 'Current'. This is because usually you would want to find only the students currently in ensembles. By including this request in the script it means you don't have to remember to type it in all the time! You can modify the search criteria, however, by typing in your own request before clicking 'Continue'. For example, if you only want to print the students for one ensemble, you could type in the ensemble name at this point.

2. Click 'Continue' at the top right of your screen.

3. You will then go to another screen where you can type in additional information to complete your report (i.e. the Term/Semester, and the key for entering attendance details.)

4. You will then go to another screen where you can enter dates to appear as column headings.

Note: You can enter dates OR text OR a mixture of both as column headings. For example, you could enter 3/10, 17/10, CAMP, 31/10... etc. You can also leave some or all of the column headings blank, or use them for other things such as recording points for attendance. For example, you could enter 3/10, 17/10, PTS, 24/10, 31/10, TOTAL... etc.

On this screen you can also select the default sort order for your roll. All rolls sort FIRST by Ensemble Name, but you can choose to sort by Ensemble Part, or Last Name, or Form. (Bear in mind that some rolls will not display the ensemble part for students unless the Ensemble Part is included in the sort order. You might need to experiment to find the one that suits you best!)

5. Click 'Continue'. The computer will then FIND the records specified by your criteria and sort them by your selection.

Note: If you want the rolls printed in a DIFFERENT instrument order, you will need to go back to the Ensembles screen and edit the 'Ensemble Part' table. The rolls always print in the number order as currently displayed in this list.

6. It will then take you to a different LAYOUT of this information (the 'Ensemble Roll' layout) and ask if you want to remove the blank lines between instruments (the reason these lines are there is so that conductors can add names throughout the term. However, sometimes they can be annoying!) Select 'Yes' or 'No'.

7. It will then pause for you to have a look at the information. If you're happy with the Preview, click the Print icon at the top of the screen to print your roll.

Note: If you wish to change the sort order of your roll, click 'Cancel' in the top right of the tool bar. You can then select 'Sort' from the 'Records' menu in the toolbar at the top of the screen and make any changes. To preview your report again, choose 'Preview' from the 'View' menu. To return to where you started, select 'Ensemble Details' from the layout drop-down list.

8. Click 'Continue' at the top right of the screen to take you back to where you started.