Reports

The many reports that can be generated with the software allow you to manipulate groups of data to produce comprehensive summaries of how services and activities are serving youth.

Reports Main Page

Click on the Reports link on the Main Menu to access the Reports Main Page. The Reports Main Page is divided into three sections:

• 21st Century Reports: Get a general overview of 21st Century Learning Centers. You can create comprehensive lists of service activity descriptions, tabulate how many individuals are being served, and compile general characteristics about individuals.
• Management Reports: These reports are geared towards day-to-day service program operations. Forms such as attendance sheets may be printed out to distribute to program staff for use during classes or sessions. You can also print out lists and labels to organize folders and label program service binders. Participants whose information has not been completely entered into the database may also be identified with management reports, eliminating the need to search through all participants manually.
• Data Analysis Reports: These reports provide long-term assessment of service programs so that you can track trends and outcomes. Using data entered into the database, reports can be generated pertaining to overall attendance, general information on services, units of service, and demographic information.

Some reports generate within the web browser. To print these, click the print button at the top of your browser.

Some reports generate within Adobe Acrobat in a different browser window. To print these, click the print button in the gray area at the top of the report screen (not the print button on the very top of the screen that you would normally use).

NOTE: Some computers may not have the program used to generate reports, Adobe Acrobat. Before attempting to generate reports, please make sure your computer already has the program. Adobe Acrobat is available for free download online at http://www.adobe.com/products/acrobat/main.html#.

Student Characteristics

The Student Characteristics Report allows you to compile a general overview of students involved with 21st Century Learning Centers. WIth this report, you can view how many students

• are enrolled at the host school and at the Center
• are of a certain ethnicity
• considered Special Education students
• have limited English proficiency
• are eligible for free or reduced price lunch
• are new to the school

With a general idea of the individuals who are being served by centers, it will be possible to assess areas that may need more resources or staffing.

To generate a Student Characteristics report:

1. From the Reports Main Page, select Student Characteristics under the 21st Century Reports section.
2. Enter the Begin and End date for the report. This creates the timeframe for the report, so it will included data from and including the Begin date to the End date.
3. Click on Generate Report.

Activity/Service Reports

Activity/Service reports give a general description of services and activities, and also summarizes participation in activities and services. The report breaks down service categories (ie. Community Service, Homework Help/Tutoring), and with this report, you will know:

• how many activities are offered in each category
• times activities are offered
• staffing level and type
• grade levels served
• average daily attendance
• how many hours and days activities are offered per week

To generate an Activity/Service report:

1. From the Reports Main Page, select Activity/Service Reports under the 21st Century Reports section.
2. Enter the Begin and End date for the report. This creates the timeframe for the report.
3. Click on Generate Report.

Center Participation

The Center Participation Report summarizes general attendance at centers for specific periods of time, such as for the current program year or for the summer. With this report, you will know

• the total number of individuals served during the past academic year, the past summer, and in the grant year
• the number of attendees who attended fewer than 30 days or more than 30 days

To generate a Center Participation report:

1. From the Reports Main Page, select Center Participation under the 21st Century Reports section.
2. Enter the Begin and End date for the report. This creates the timeframe for the report.
3. Click on Generate Report.

Query Tool

The Query Tool is a useful way to customize information included in reports. The Query Tool goes beyond merely differentiating between youth and adult participants, or between individuals entered into the database and those who have current attendance records. With the Query Tool, you can narrow the software's search for data so that you may report on individuals according to any or all of these parameters:

• age range
• gender
• race
• grade
• special education needs
• english proficiency
• whether the student is new to the school or program
• whether the individuals can receive free or reduced price lunch
• active status

The Query Tool option is available in these reports:

• Multi-Day Attendance
• Average Daily Attendance
• Demographic Summary

To set the Query Tool:

1. Click on Reports from the Main Menu.
2. Click on Query Tool at the bottom of the Reports Main Page, under the Data Analysis Reports section.
3. Specify search criteria as necessary.
4. You can check which individuals fall under the search parameters by clicking on Find Person at the top right of the Query Tool page.
5. Click on Clear at the top of the Query Tool page to clear all search specifications.
6. Once you are finished customizing the search parameters, click on Return to return to the Reports Main page.

NOTE: You may also reach the Query Tool page from the three report pages that have this option (listed above). When you are filling out the specifications for each report, there will be a link to set the Query Tool on the report's page. Click on the link to pull up the Query Tool.

Generating Attendance Sheets

You can print out Attendance Sheets for either a single date or multiple dates. These provide you with paper copies that can be used in classrooms and centers, and from which attendance information can be entered into the database at a later time.

1. Click on Reports from the Main Menu.
2. Click on either Single Day Attendance Sheet, or Multi-Day Attendance Sheet, depending on what you want to print.
3. For Multi-Day Attendance Sheet
   1. Enter in the Begin Date, which is the date for your first Attendance Sheet.
   2. Enter the Number of Days that you want your attendance sheets to cover. The maximum number of days is 10.
   3. Check the box for Use Query Tool Results if you want to create a more specific report.
   4. Select Classes by checking the services you want to generate these attendance sheets for. You can only check a total of 5 services per report.
   5. Click on Generate Report.
4. For Single Day Attendance Sheet, you have the option of printing a single attendance sheet for
   1. today's date -- click on Select next to this option.
   2. tomorrow's date -- click on Select next to this option.
   3. or any specific date -- enter in the date, and click on Select.

NOTE: Single-Day Attendance Sheets will open up in a new browser window in Adobe Acrobat. To print these, click the print button in the gray area at the top of the report screen (not the print button on the very top of the screen that you would normally use). Multi-Day Attendance Sheets open in a new browser window. To print these, click the print button at the very top of the screen.

Absentee Roster

The Absentee Roster Report allows you generate lists of individuals according to how many absences they may have for service activities.

To generate this report:

1. Select Absentee Roster from the Reports Main Page.
2. Enter the Begin Date for this report.
3. Enter the End Date.
4. Select the Number of Absences from the pull-down menu. By doing so, the software will search for individuals who have this number of absences within the Begin and End dates you specified in steps 2 and 3.

Lists and Labels

To create lists or mail labels of Participants, Staff, or Agencies:

1. On the Reports Main Page, click on the Lists and Labels link in the Management Reports section.
2. There are seven types of labels you may print.
   • For Participant List, Participant Mail Labels, and File Folder Labels, you can print all labels within these groupings by clicking on All. If you don't want to print all the labels, click on Use Query to generate labels for individuals you have specified in the Query Tool.
   • For the remaining four label types, click on Select to generate labels for a particular type.
3. The lists and mail labels will generate in a new browser window, using Adobe Acrobat. To print these, click the print button in the gray area at the top of the report screen (not the print button on the very top of the screen that you would normally use). Mail labels should be printed on Avery-brand labels.

Missing Demographics Summary

The Missing Demographic Summary report generates a list of individuals for which demographic information, such as date of birth, gender and ethnicity, has not been entered into the database system.

To generate the Missing Demographics Summary report:

1. Click on Missing Demographics Summary in the Management Reports section of the Reports Main Page.
2. Enter the timeframe for the report by entering the Begin and End dates.
3. Click on a radio button below the Begin and End dates to specify who you want to be included in the report.
4. Click on a radio button specify to include Youth, Adult, or both types of participants.
5. Choose whether you want names included in the report.
6. Click on Generate Report.

Your report will generate in a new browser window, and you can print this report using the print button at the top of the window.

Average Daily Attendance

Average Daily Attendance is one of six Data Analysis Reports that you can generate. With the Average Daily Attendance, you get an overview of enrollment and drops, as well as the number of individual records you have in the database for various programs.

To generate this report:

1. Select Average Daily Attendance from the Reports Main Page.
2. Enter the timeframe for this report by entering the Begin and End dates.
3. Check the box under Query Tool if you want to use the Query Tool to customize your search.
4. You can report on all programs by clicking on Select All. Or you can generate a General report that doesn't distinguish between programs. Click on the box next to General to create this report.
5. Click on Generate Report.

Attendance by Date

The Attendance by Date report generates a value for total average daily attendance, and also lists attendance for individual programs. This report can be useful as a part of a year-end report, for example.

To generate this report, simply

1. Select Attendance by Date on the Reports Main Page.
2. Enter the Begin and End dates for the report.
3. Click on Generate Report.
4. Your report will generate in a new browser window. To print, just use the browser's Print option.

Missing Attendance Summary

The Missing Attendance Summary report helps you get an idea of how much attendance information has been entered into the database. Per service activity, this report will list the number of days, the number of days without attendance, and then calculate the percentage of days that are missing attendance information.

To generate this report:

1. Select Missing Attendance Report from the Reports Main Page.
2. Enter the Begin and End dates for the timeframe you want the report to cover.
3. Click on Generate Report.
4. Your report will generate in a new browser window. To print, simply use the browser's Print option.

Service Summary

With the Service Summary report, you can print out service reports that give a general description of services, including

• days and time for when the service meets
• number of participants
• average daily attendance
• age range
• categories
• location
• a narrative description of the service

To generate this report:

1. Select Service Summary from the Reports Main Page.
2. Enter the Begin and End dates for the report to span.
3. Select the service categories you want to include in the report by checking on the box next to the category name.
4. Your report will generate in Adobe Acrobat in a new browser window. If you have selected a number of service categories for the report, use the scroll bar on the right side of the browser window to view all of the services that fall under these categories. To print the report, click the print button in the gray area at the top of the report screen (not the print button on the very top of the screen that you would normally use).

Units of Service Summary

The Units of Service Summary report organizes the number of participants and sessions, and program hours for each service category. This report gives you an idea of how much time has been dedicated to providing core services to participants.

To generate the Units of Service Summary:

1. Select Units of Service Summary from the Reports Main Page.
2. Enter the Begin and End dates for the report.
3. Click on Generate Report.

Your report will then generate in a new browser window. The report is divided into Individual Visits and General sections. Service categories are listed at the left of the page, and you can scan the report to view the units of service provided per category.

Demographics Summary

The Demographics Summary report describes the total demographic of individuals who receive services from 21st Century Learning Centers.

To create this report:

1. Select Demographics Summary from the Reports Main Page.
2. Enter the Begin and End dates for this report.
3. Check the box below the Begin and End dates if you want to use the Query Tool
4. Click the radio button to specify which participants you want included in the report.
5. Click on Generate Report.