The Administration Module
Figure 1 – The Administration Module’s main menu
The nine main options on the Main Menu will be described in detail in the pages which follow.
This option is used to enter names of individuals into the Lucid database (figure 2).
Figure 2 – Registering a new person in the database
In figure 2 the administrator needs to know the new student’s correct date of birth; this is necessary because the student’s age determines which band of norms will be used to generate reports after the student has been tested.
The date of birth can also be used as a security measure instead of a password. Students can be either entered individually (as in Figure 2) or in batches via a specially formatted text file (see next section).
Import from file
This option allows the administrator to import the details of multiple users easily. The file containing the details should be in a special comma-separated format, which is described in detail in Appendix 1 at the end of this guide.
Figure 3 – importing new users into Lucid Rapid
To import a cohort of new students, choose Preview file to use the file browser to locate the text file containing their details.
An example file called junior_import.txt or secondary_import.txt can be found in the Archives folder of the application path. Upon selecting the file, the spreadsheet shown on the import screen will be populated with its contents (see figure 4). At the time of import, each student is allocated a unique User ID by the software; this is used in various database tables to locate students’ information. The User ID can also be used by the administrator or teacher as an identifier for reports if two students share the same name.
If there are errors in the formatting of the text file (e.g. if there are blanks in any columns or items are in the wrong column) it is important to fix these problems by looking at the import file again and NOT to proceed with importing the new users.
Use the Print out option to view a hard copy of the details to be imported. If you are happy that all the fields are correct then click on Import individuals to implement the import process. After importing students please go directly to the Security menu to view the Login or Group settings for each new student.
Figure 4 – previewing information about new students to be imported
From time to time it may be desirable to erase cohorts of previously assessed students from the Lucid Database. This can be done using the option provided on the Administration Module’s main menu. The resultant screen shown is shown in figure 5.
Deleting all students in a group
Select a group from the drop-down list in the Group deletion panel. Then choose Delete all from Group to delete all of the students shown in the list.
Individual students can be deleted via the Selection panel in the top right part of the screen. Select the All button to select everyone in the Group. To select specific individuals click on each name whilst pressing the Ctrl key on the keyboard. All individuals who will be erased from the database will be highlighted in blue. Select Delete individuals to delete those highlighted individuals.
Please exercise the greatest care when choosing to delete students from the database as mistakes may be difficult or impossible to rectify.
Figure 5 – Deleting users from the Lucid Database
The archiving feature has three options. (1) Save the current database (2) Load a previous archive (3) Start a clean database.
(1) Save the current database
This option saves all students and their results and the groups to which they have been allocated. To see a summary of the tables affected, please see Appendix 2.
(2) Load a previous archive
This option has a safety mechanism built in. It first makes an emergency archive of the current database and stores this in the folder ‘Archives\Recovery’. It then deletes all students and their results and finally loads in the archive you have chosen, which then becomes the current database.
(3) Start a clean database
A typical use is to import a new intake of students This option also makes an emergency archive of the current database and stores this in the folder ‘Archives\Recovery’. It then deletes all students and their results.
Note: An archive is not a complete backup of the database, it is just a store of students and their test results in the form of [INSERT INTO] SQL statements. Archives are given the file extension .ARV and are normally stored in a folder off the Application Folder called ‘Archives’.
There are two guides accessible from the Main Menu, the Software Guide (which you are reading now) and the Teacher’s Manual.
The latter is the guide designed for Sencos, teachers or other professionals and gives guidance on interpretation of results and teaching strategies.
Each guide is launched into your Web Browser from which it can be printed out if required.
Both guides are also available as Adobe Acrobat PDF files and can be found on the LASS for Networks CD.
The Reports Generator offers the administrator or Senco several ways to show results of assessments and various ways to print them out.
Figure 7 – Reports Menu
The Reports Generator (figure 7) is described in detail in the LASS Teacher’s Manual. Each report is composed of a bar chart including centile scores for each of the eight assessment tasks, a scores Summary table, Export to Excel option and an optional Comment feature.
The graphical profile fills the main part of the screen. By default the chart will have a background with monochrome bands as in figure 7. The green bars are also solid and centile (percentile) scores are shown. By clicking on the three icons within the Chart features panel, the background can be turned to white, the bars hashed to make them look lighter and Z Scores (otherwise known as standard deviation units) can be displayed instead of centiles. All these settings will appear in the Report previews as well.
Report previews (Printing out)
There are facilities to print out either individual reports (click on Single and see example in figure 8) or pages containing up to 8 small representations of reports for multiple students (click on Batches and see example in figure 9).
Click on the chart icon to display the graphical profile if it is not being shown.
Figure 8 – Print Preview page
The Print Preview Page is displayed when the user clicks on the Single button on the Reports page. The preview shows exactly what the report will look like when it is printed out. The report can be enlarged with the Zoom facility. In addition, five tick boxes can be checked to show (or hide) various parts of the report, namely the Guidance for Interpretation summary; the administrator’s comment paragraph (optional); a border around the report; mnemonics to show the familiar names of the tests below their scientific names and finally an option to show the dates upon which the tests were undertaken. The report can also be copied to the Windows clipboard (Copy) so that the report can then pasted into any suitable word processor or other application. See the tip below.
Useful tip: To copy a LASS report into Microsoft ® Word or other word processor, launch that program before LASS. Copy the report to the clipboard in LASS and then go directly to Word by pressing the computer’s ALT key and then tapping the TAB key until you select the Word icon in the grey panel in the centre of the screen. Then release both keys and you’ll now be in Word. Press CTRL and V to paste the report into a clean page in Word. Use ALT TAB combination again to return to LASS. We hope you find this top useful!
Figure 9 – Batch Print Preview page
To create a report which may contain multiple pages, select the students whose graphical profiles you wish to include by highlighting them on the Batch list panel (figure 9). Then click on Create batch printout to complete the process. There is a facility to show either the students’ names or their LASS IDs instead.
In the example shown in figure 9 the page shows eight miniature graphical reports (also called thumbnails).
Students who have not completed any LASS tests will not be shown on the Batch Print Preview page.
Click on this button to see a detailed table of raw scores and other information for any individual. An example is shown in figure 10. This can be printed out by selecting the Print icon on the Report page (figure 7).
Figure 10 -Summary table for a student
Adding a comment to a report
The Administrator or SENCO can type in one or two paragraphs of comments concerning an individual who has been assessed, which will then be displayed and printed out in the lower part of the report (individual reports only).
This is a useful feature which allows detailed raw data and scores for all registered students to be exported to a comma separated file (.csv). This file can then be imported into a spreadsheet application such as Microsoft ® Excel ® for further analysis.
A typical line of data would contain the fields represented by the headings below:
Name, ID, DOB, Test, Score, Centile, Z Score, ZScore difference, Discrepancy, Test date, Age at test, Age equivalent range
This facility allows the administrator to see which student have completed their assessment tasks. The list can be filtered on Groups and there is a new option (Export) in v6.05-N to export the list into a csv file which can then be imported into Microsoft Excel or other spreadsheet application.
The spreadsheet shown on screen can also be printed by selecting the Print icon.
Figure 11 – Testing progress screen
This option on the Main Menu offers two different editing facilities:
(a) To edit student’s personal information and (b) to allow a student to retake assessments.
Figure 12 shows a typical screen where the student’s details are shown (top) and the LASS assessments or tests he has completed are shown in the central panel.
By clicking on the upper ‘Edit details’ button the student’s name, date of birth and gender can be altered. As a cautionary note, if a student’s date of birth was originally entered inaccurately and the student subsequently sat an assessment, the report for that student may show an inaccurate graphical bar and inaccurate centile scores. If the inaccuracy of the date of birth has resulted in the student’s year band changing (e.g. from age 11 years to 12 years) it may be worth retesting the student on that assessment module having entered the correct date of birth. In this way the correct norms bands will be used by the Reports module with that student’s results.
The assessment modules completed by each student are shown in the central panel. Assessments or tests completed are shown as red discs. By clicking the ‘Edit details’ button to the right of the panel the red discs may be changed to the green ‘Retest’ ones by clicking on them. Changes made are saved to the database when the appropriate ‘Save changes’ button is clicked upon.
Caution! Before using the retesting feature on this screen, it is strongly advised that any reports for the student are printed out, as retesting will result in the loss of the previous results for that test.
Figure 12 – Fine Tuning screen
This page not allows the administrator to change the password used to gain access to the Reports and Administration Module. This password is normally required to be entered when the module is launched. By default it is set to: lucid
In addition, the LASS software licence details may be viewed. This can allow planning for future renewal of the software licence if necessary.
Figure 13 – Settings Menu
After new students have been registered within LASS (either individually or by using an import file) it is useful to check or modify security details for each student. This can be done on the Security Menu (figure 14). Even if this is not done, default settings will be allocated automatically by the program when new students are added.
Figure 14 – Security menu
It is important to be aware of the security settings used in LASS, so these are described in the paragraphs which follow.
Every student is allocated to a notional group which, by default, is called Universal (this group cannot be deleted). If you don’t want to allocate individuals to new groups then simply leave them in the Universal group to which they are initially allocated.
If you wish to place cohorts of students into different groups then you can create your own groups and name them as, say, All Year 4 or All Year 5.
Change the name of a Group/Class
You cannot change the name of the default group ‘Universal’, though any other existing group names can be freely changed.
Add a new Group/Class
Simply enter the name of the new group in the appropriately titled text box shown in figure 14 and then click on the Add button.
To place a new student into the new group look at the panel entitled “Edit an individual student’s details”. Select the individual using the upper drop-down list. Then select the name of the group into which you wish to place the student using the second drop-down list. Finally select Update in this panel.
Disband a group
This will remove a student from his/her current group and reallocate him/her into the Universal group. This process will also remove the name of the disbanded group from the database.
Removing the student’s name from the (login) list shown on the Test Module
You may not want all of the students registered in LASS to have their names appear in the Login list which is the gateway to the Test Module. In the sub-panel entitled “Show in Login list” select either Yes or No to make this choice.
Can the login list setting be applied globally?
Yes. You will notice towards the bottom of the Security Menu there is a panel entitled “Edit settings for Group/Class”. Here you should choose the group to which a setting should be applied using the drop-down list. Then click on the appropriate radio button on “Show in Login List”. Finally click on the adjacent button called Update.
This feature allows entire groups to be hidden from the drop-down (login) list at the start of the Test Module.