Program Reporting

Help & Frequently Asked Questions

Learn how to use the Per Scholas Program Reporting tool, understand the available reports, and find answers to frequently asked questions.

Overview

Program Reporting is Per Scholas's customized reporting tool for tracking learner progress across active training programs. It provides real-time and historical views of assessment scores, attendance records, eligibility status, and certification results for each cohort.

Data is sourced from the Learning Management System (LMS) and Per Scholas's internal databases, and is refreshed on a regular schedule. Reports are generated automatically and can be viewed at any time by authorized users.

Getting Started

There are two ways to access program reports:

Per Scholas Staff
Sign in using your Per Scholas account. Staff members have access to all cohorts and report types, including live views and historical snapshots.
External Partners & Guests
Enter the access code provided by your Per Scholas contact. Access codes are tied to a specific partner and grant access to all cohorts associated with that partner. Only live data and verified (finalized) snapshot reports are visible with an access code.

Once authenticated, use the cohort selector in the sidebar to choose a program. After selecting a cohort, the sidebar navigation will allow you to switch between the available report types.

Report Types
Learner Eligibility

Aggregates course grades, assessment scores, and attendance into a single eligibility view for each learner, sorted by course grade. The 'Assessment Average' shown is the weighted average of assessments, equivalent to the course grade without the in-class participation score factored in.

Assessment Results

Displays assessment data for the course. The 'Overview' tab shows total scores per learner by module. You can drill down into individual modules to see scores for each specific assessment within that module, as well as factors that affected the score, such as late submissions or excused absences.

Certification Results

Tracks certification exam attempts and pass/fail status for learners in the cohort. Certification data is always live (no historical snapshots) and is typically available toward the end of a course.

Learner Attendance

Shows attendance records for active and inactive learners. Inactive learners are those who have withdrawn or been dismissed from the course, and will not appear in other reports such as eligibility or assessments. Attendance is displayed as a percentage and broken down by day.

Live View vs. Snapshot Reports
Live View
Shows the most current data pulled directly from the LMS. This data updates regularly and always reflects the latest available information, but can be up to four hours stale. Live views are the default when you navigate to a cohort.
Snapshot Reports
Saved copies of report data from a specific date. Snapshots are generated automatically on a set schedule and preserve the data exactly as it appeared at that point in time. Use the date selector on any report page to switch between the live view and a historical snapshot.

Note: Certification reports are always live and do not have historical snapshots, as certification data is typically only available toward the end of a course and rarely, if ever, changes.

Report Workflow States

Snapshot reports go through a workflow before being finalized and shared. Each report has one of the following statuses:

Draft
The report has been generated but has not yet been reviewed. Draft reports are visible to staff only.
In Review
The report is currently being reviewed by staff. In Review reports are visible to staff only.
Verified
The report has been reviewed and verified. Verified reports are visible to both staff and external partners with access codes.

External Partners: You will only see reports that have been verified. If you are expecting a report and don't see it, it may still be in the review process. Contact your Per Scholas program manager for more information.

Report Schedule

Snapshot reports are categorized by type based on when and why they were generated:

Weekly
Generated on a weekly cadence for ongoing program monitoring, typically for customized partner programs.
Bi-Weekly
Generated every two weeks, commonly used for market programs which require less frequent monitoring.
Midpoint
A snapshot taken at the midpoint of the program for progress evaluation.
Final
The final report generated at program completion, representing the concluding results for the cohort.
Exporting Data

Authorized Per Scholas staff can export a cohort's data as an Excel workbook using the Export Excel Workbook option in the sidebar. Exports include all report data for the selected cohort and date.

Before downloading, you will be asked to acknowledge the Per Scholas PII and Data Sharing Policy, as exported files contain personally identifiable information.

Excel exports are only available to staff with administrator-level permissions. If you need an exported report, contact your program manager or administrator.

Access Codes

Access codes allow external partners and guests to view reports for cohorts associated with their organization. Each access code is tied to a specific partner name and grants access to all programs for that partner.

Key details about access codes:

  • Access codes are provided by your Per Scholas contact, and are not self-service.
  • Codes may have an expiration date. If your code has expired, contact your Per Scholas contact for a new one.
  • Access code users can only view verified snapshot reports. Live views are also available for associated cohorts, but data may not be finalized.
Frequently Asked Questions

Use the cohort selector in the sidebar on the left. You can search by program name, UCI code, training track, or campus. Once selected, use the sidebar navigation links to switch between report types (Eligibility, Assessments, Certifications, Attendance).

You can share a direct link to a report with someone by copying the URL from the browser address bar, or by clicking the copy link button at the top of the report page, next to the cohort name (
Copy Link
).
You should not:
  • Share screenshots of the report.
  • Share the report data with anyone outside of Per Scholas, unless there is an active data sharing agreement in place.
Refer to Per Scholas's PII and Data Sharing Policy for more information on proper handling of personally identifiable information (PII).

Live views pull the most recent data from the LMS and are refreshed regularly, but may be up to four hours stale. Snapshot reports are generated automatically on a set schedule (typically every Wednesday and Friday). The exact cadence may vary by program type.

For staff: Make sure you are signed in. All active and past programs with a start date should appear in the cohort selector. For recently started programs, ensure the cohort has been created in the LMS.
For access code users: Your access code is tied to a specific partner. Only cohorts for that partner will appear. If a cohort is missing, it may not be associated with your access code in Airtable. Contact your Per Scholas contact for assistance.

Staff only: Reports go through a workflow: Draft → In Review → Verified. Only verified reports are shared with external partners. Staff can view reports in any state, but partners will not see unverified reports.

On any report page, use the Snapshot Date dropdown in the top-right area to switch between the live view and historical snapshots. You can also click on a snapshot report from the home page to navigate directly to it.

The Assessment Average is the weighted average of all assessment scores for a learner. It represents the course grade without the in-class participation component factored in. This gives a clearer picture of assessment-based performance.

Certification data is typically only available toward the end of a course and reflects pass/fail status for certification exams. Because this data doesn't change as frequently as assessments or attendance, historical snapshots are not generated for certifications.

Active learners are currently enrolled and participating in the course. Inactive learners are those who have withdrawn or been dismissed. Both groups are shown separately on the attendance report.

Staff with administrator permissions can export cohort data as an Excel workbook using the sidebar option. This requires acknowledging and adhering to the Per Scholas PII and Data Sharing Policy. If you do not have export permissions, contact your program manager or administrator.

  • Ensure you are entering the code exactly as provided, including dashes.
  • Your code may have expired. Contact your Per Scholas contact for a replacement.
  • If the code was recently created, try refreshing the page and entering it again.

Yes. Access code users can view live data for their associated cohorts. However, for historical snapshot data, only reports that have been verified by Per Scholas staff will be visible. It is important to note that live data may not be finalized, and may not reflect the most accurate information (retakes, grading-in-progress, etc.).

Click on your name or profile picture in the top-right corner of the navigation bar. A dropdown menu will appear with a Sign out option.

For questions about specific cohort data, contact your program manager. For technical issues with the application, access code requests, or permission changes, contact your Per Scholas administrator.

This section shows cohorts you've recently visited, allowing you to quickly jump back to them without searching again. It stores your recent history locally in your browser.

The Program Reporting tool works best on modern browsers including Chrome, Firefox, Edge, and Safari. For the best experience, use the latest version of your browser.
Contact
  • For questions about specific cohort data, contact your program manager.
  • For access code requests or permission changes, contact your partner account manager.
  • For technical issues with the tool, contact support.productops@perscholas.org with a detailed description of the issue, and any relevant screenshots or error messages.