healthstream learning center reports guide · hlc reports guide august 2008 1 welcome to the hlc...

HealthStream Learning Center

Reports Guide

Copyright 2008, HealthStream Inc.Reproducible by permission only.

This guide was created to assist HLC administrators in maximizing use of HLC reports.

HLC Reports Guide August 2008

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Welcome to the HLC Reports Guide! This guide was created to assist HLC administrators in maximizing use of HLC reports. Hard copy of this document will be provided to participants at HealthStream Summit 2008. A PDF version will be available to all customers within the HLC online Help System.

Currently Available Reports Reports within the HLC are divided by function. Currently available reports include:

People Reports o Discipline Listing o Expiring License o Group Transcript o Instructor Resume o Role Features o Role Utilization o Student Assignment Completion o Student Group o Student Import Results o Student Listing o Student Transcript (Admin View)

Course Reports o Annotations o Course Development Status o Course Listing o Evaluation Structure o Expiring Courses o Test Structure

Education Reports o Assignment Completion – Drill-through o Assignment Completion – Schedulable o Class Contacts o Class Grading Status by Administrator o Class Grading Status by Course o Class Registration Status o Class Roster & Sign-in Sheet o Completion Data Export o Course Certificates


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o Course Completion – Drill-through o Course Completion – Schedulable o Delinquency/Past Due – Drill-through o Delinquency/Past Due – Schedulable o Evaluation Scores by Course o Failed Courses o Instructor Class Schedule o No Show o Test Question Analysis o Top 10 Courses Completed o Training Hours Summary o Upcoming Classes

Tools Reports o Daily Equipment Schedule o Daily Room Schedule o Department Listing o Department Utilization o Job Title Listing o Job Title Utilization o Organization Hierarchy

Most Highly Utilized HLC Reports Statistically, the following reports are those that are most frequently accessed by HLC customers:

o Student Transcript Admin View o Course Completion - Drill-Through o Student Assignment Completion o Class Sign-in Roster o Delinquent/Past Due - Drill-Through o Assignment Completion - Schedulable o Course Completion - Schedulable o Discipline Report o Group Transcript o Student Listing o Delinquent/Past Due - Schedulable


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Request Manager The Request Manager allows administrators to view Requests and Scheduled Tasks. Requests can include the status of report submissions and course publishing that process in the background. In addition, the Request Manager enables administrators to manage reports that have been previously scheduled. This includes the ability to generate any scheduled report on-demand.

Requests A Request is a process that has been initiated by an HLC administrator and requires time for the system to process. Rather than requiring the administrator to wait for the process to finish before allowing continued use of the HLC, the process is passed over to the Request Manager. The administrator is then free to continue using the HLC. The Request Manager allows viewing of all requests that have been submitted to the HLC along with their statuses. Requests include:

o Saving a group assignment o Publishing a course o Registering more than 50 students for a class o Scheduling a report

The time it takes for a request to finish processing depends on the type of request, the amount of data being processed, and the current demands on the HLC from other users. For example, publishing a course to several institutions within an organization may take longer than a course published to a single institution. Requests remain visible in the Request Manager for two weeks. Scheduled reports remain visible under Scheduled Tasks until deleted by an administrator. Not all requests succeed. In certain situations, a request may fail. Information as to why the request failed is accessible in the Request Manager, and should be reviewed by the administrator.

Scheduled Tasks A Scheduled Task is a request that has been configured and set to be processed at a specific time. This includes reports that have been scheduled. From this screen administrators can view scheduled reports, edit their schedules, run reports and delete scheduled reports that are no longer needed.

A schedulable report must be configured and then run initially before the Schedule link appears on the configuration screen. Viewing the initial report allows the administrator to confirm that configuration settings meet the reporting needs for future, scheduled reports. The Reports Table found in Appendix A identifies which reports are schedulable.


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When searching for and selecting specific students for a schedulable report, only those students selected in the original configuration will be included. To create a dynamic group of students for scheduled reports, create and select a profile student group.

Report Timing Some HLC reports deliver data in real-time, meaning that the report displays information as it is at the time the report is generated. Other reports display information through the day prior to the day in which the report is being generated. The Reports Table, found in Appendix A, includes a column to identify the reports that present data in real-time.

Common Report Configurations There are several report configurations that are used in many HLC reports. This section of the Reports Guide describes those configurations, and how they are used when selecting report criteria. Export Formats HLC reports can be exported (i.e. saved) outside the HLC in a variety of formats. An export format can be selected by selecting the desired format from the dropdown menu, and clicking the Export link:

CSV formatted files are displayed in Excel format. PDF is the preferred format selection for printing or to send report data to another recipient (as an email attachment).


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NOTE: Reports can also be emailed to others by clicking File/Send/Link by Email from the report page. The link will remain accessible in the recipient’s inbox for two weeks and the data will be updated during that time.

Date Range Date Range requests on report configurations will render data to include the From and Through dates. Dates can be entered by typing them directly into the date fields using the mm/dd/yyyy format, or by using the calendar tool to select a date.

A fixed date range can also be selected using the date range drop-down menu.

Today = Date the report is being configured Tomorrow = The day after the report is being configured Next Week = The next calendar week (Sunday – Saturday) Next Month = The next calendar month Next Year = The next calendar year Other fixed date range options may be displayed, depending upon the report.

Note the differentiation between Last Year and Last 12 Months. Last Year refers to the previous calendar year. Last 12 months renders data from 12 months prior to the date of the report forward.


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Another differentiation to note is Current Year and Year to Date. Current Year includes January 1 through December 31 as the date range, where Year to Date uses the current date as the Through date. This is particularly useful for reports based on due dates where the due date falls after the report date.

Report Data Selections HLC reports often include links, allowing administrators to narrow data selections.

Link selections will vary by report, and may include: o Select Courses and Students from an Assignment (which auto-populates the

Student box to include all Student Groups who received the assignment) o Search for Courses o Select a Student Group o Search for Students o Select an Affiliation o Select an Instructor o Select Evaluation o Select a Test, etc.

Required Selections Most reports have required selections, with the most common selection set by default. These selections are marked by radio buttons, allowing the administrator to make an either/or choice.


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Display Options Many reports include display options. Marked by checkboxes, the administrator may choose the number of additional fields or data items to include in the report.

A new feature has been added to the System Preferences selection on the administrator My Profile screen, allowing administrators to select their default report views to show or hide Additional Options.

Score Not Yet Due As Assignment Completion reports allow administrators to determine how students with the assignment status Not Yet Due will be factored into the report scores.

Scored as Not Yet Due = Overall completion score based on Completed On-Time and Completed Late only Scored as Completed on Time = Courses are added to the number of courses that are complete, skewing the completed score higher (i.e., number includes all students who have “done the right thing”) Scored as Delinquent = Courses are added to the number of courses that are permanently delinquent, skewing the Delinquent score higher (i.e., number includes all students who have not completed, either because they haven’t yet reached their due date, or by becoming delinquent) Not Scored = Courses are not factored into any scores and are subtracted from the number of courses (the denominator) used for other scores.


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Sort Options Many reports include Sort options, allowing the administrator to determine the sequence of the data display. Sort options vary by report.

Did You Know…? HLC Reports Tips and Tidbits The following information is provided to further assist administrators in maximizing the effective use of HLC reports.

Request Manager o If email addresses are added to a scheduled task, the administrator who added

the scheduled task must delete the email addresses, if desired. o There is a 1,500 character limit to the email address field. o If an administrator has an imminent departure planned (e.g., job change) consider

reviewing and deleting scheduled tasks requested by that administrator with the administrator prior to departure.

o Relative date selections use on reports can be ‘rolling’ dates relative to when the report is automatically generated. For example, if Last Month is used when a report is generated in July, the date range will be June 1 through June 30. When the scheduled report is generated again in August, the date range will then be July 1 through July 31, and so on.

Disciplines Listing o Disciplines included in the HLC meet the following criteria:

o There is a specific accrediting/approving body that requires reporting for a specific discipline.

o There is a specific standard resource to reference (e.g., government website, definition, etc.).

o There is an industry-wide requirement for all cases of that specific discipline.

o The discipline is included in the standard discipline resources – the Occupational Outlook Handbook (OOH) and the Standard Occupation Classification System (SOC).


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Expiring License Report o License expiration date is not a required field. Students may indeed be

approaching license expiration, but will not appear on the report. o By default, license information is added by students, therefore, cannot be used as

objective validation of licensure.

Group Transcript o To print multiple transcripts for inclusion in employees’ hard copy files, select

Include Page Breaks after each student. This selection will format the report so that each student’s transcript will begin at the top of a new page.

o Failed Courses can be included in the Group Transcript report. A No Show grade for a classroom activity will yield a failed course.

o If selecting student groups, only groups of active students will display. o When selecting individual students, inactive students can be included. o When scheduling this report, remember that only Profile student groups will

automatically update to include new students in the report. Individual student groups and student criteria will not.

Instructor Resume o An instructor resume can be generated in Standard or Professional format.

o Standard formatting produces a basic resume with alternating shaded rows for contrast.

o Professional formatting produces a more formal, stylized resume that may be ideal for inclusion in student handout packets.

Role Features o Use the Role Features report as a tool for determining appropriate

administrator access within your organization. o For each default administrator role, the report displays a list of features that are

enabled, can be edited, are viewable only or do not display for the role. o The Enterprise Administrator role generally shows most (or all) features turned

on for a selected institution.

Role Utilization o Use the Role Utilization report to determine which administrators have access

to each default role. o Rather than using the Student Role selection for the Role Utilization report, use

the Student Listing report. The Student Listing report allows for a more defined report using additional search parameters.


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Student Assignment Completion o The Student Assignment Completion report can be accessed from two points

within the HLC: o From the individual student record (left-hand navigation tree) o From the Reports tab under People Reports

o This report is a valuable tool to use in conjunction with the Student Transcript report prior to performance review, to assess a student’s educational participation or accomplishments.

o More than one student can be selected for a single Student Assignment Completion report.

o The date range selection is based on assignment Due Date, not Completion Date.

o To run this report for specific course, use the Assignment Completion – Drill-Through report instead. Select one or more individual students and then drill-through to the Student Detail layer for the same view of the data.

Student Group o Inactive students will not appear in the student groups. o Students excluded from a Profile student group will still appear in the group

listing with [Exluded] after their names.

Student Import Results o The Student Import Results report should be generated and analyzed following

every data import upload to the HLC. This report can be scheduled to run based on the schedule of data imports.

o Designate an administrator to be responsible for running (or receiving) this report, and identifying errors or exceptions.

o If no results are generated, check to ensure that the import files was uploaded. o For customers who send in a file that includes all students for every import, keep

in mind that the import process includes an assessment of the file to determine which records are new or changed, and only those records are processed in the actual import. The outcome of processing those new and changed records can be seen in the Student Imports Results report.

Student Listing o The Student Listing report is preferred over the Student Role selection of the

Role Utilization report, as the Student Listing report allows for a more defined report using additional search parameters.

Student Transcript (Admin View) o The Student Transcript (Admin View) report allows administrators more

flexibility in defining the transcript date range than the traditional student view.


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o Administrators can choose to display failed courses in this report. o Courses may be grouped by credit type. o This report is a valuable tool to use in conjunction with the Student Assignment

Completion report prior to performance review, to assess a student’s educational participation.

Annotations o The Annotations report can be used as a tool for annual annotations review. o This report should be generated and reviewed in preparation for HealthStream

regulatory course updates, to assist in determining the need to export/import annotations or create new annotations.

o Active and inactive annotations can be viewed. o Details including creation date, modification date and target audience are

displayed.

Course Development Status o Changing course development status prior to publishing a course is not required.

The Course Development Status report will contain accurate information only if administrators creating HLC courses utilize and update the course development status flag when appropriate.

Course Listing o Courses returned in the Course Listing report may be filtered by types of

learning activities included.

Evaluation Structure o The Evaluation Structure report may be printed and added to hard copy

continuing education (CE) program files.

Expiring Courses o The Expiring Courses report includes HealthStream regulatory courses, third

party content with a designated expiration date and administrator-developed courses to which an Inactivation Date has been entered on the Course Properties screen.

o This report can be used as a planning tool for future assignments and/or course development.


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Test Structure o The Test Structure report may be printed and added to hard copy continuing

education (CE) program files. o This report may be used in conjunction with the Test Question Analysis report

to assess test questions and craft edits or improvements.

Assignment Completion Drill-through See the Updated Assignment Drill-through Report section of this Guide for detailed information about the Assignment Completion Drill-through report.

Assignment Completion – Schedulable o The Assignment Completion Schedulable report provides the same information

as the drill-through report (based on Due Date) but in “flat report” format. o This report can be exported into CSV format.

Class Contacts o The Class Contacts report can be configured to display registered students only,

waitlisted students only or all students for a selected class. o If students’ personal addresses and phone numbers are stored in the HLC, that

information will display on the report. o Instructor name, email and phone number is included (when populated in the

system).

Class Grading Status by Administrator o The administrator must select a Class Scheduler (i.e., administrator) in the

report configuration. o The information for a single class can also be reviewed by using the Manage

Classes function.

Class Grading Status by Course o The Class Grading Status by Course report allows an administrator to determine

which classroom activities within a specific course have and have not been graded.

Class Registration Status o The purpose of this report is to show whether a group of students (e.g.,

students in a department, job category, etc.) have participated in a class learning activity. If they have not, they will appear as Not Enrolled or as Enrolled but Not Registered for a class.


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o The report is based on the class learning activity in the course, not a specific scheduled class.

o From the Students to Include option, selecting All Students will include students who were previously enrolled in the class. Including all students means that all students from the student group or student search will be included in the report, enrolled or not. Selecting Registered Students Only includes only registered students in the report, but students who are registered for a class outside the date range will appear on the report as not registered.

o The Classes to Include option can either restrict the classes shown to those where the first (or only) session's start date falls within the date range, or include all classes where one or more of its sessions has a start date within the date range (e.g. a multi-session class).

o For those using a multi-tiered hierarchy there is a Manage Hierarchy link at the bottom left of the student search page when using the Advanced Search. This option is located on the upper right hand side of the student search page (this is often overlooked).

To see where the student is located within the hierarchy (i.e., which institution), select Group by Department under Display Options.

o To view registration/enrollment status by class session date, run separate reports by date or use a Date Range to obtain more information.

Class Roster and Sign-in Sheet o The Class Roster and Sign-in Sheet report allows administrators to generate

sign-in sheets for HLC classes. Once a class is selected, the information (including date, time, instructor etc) will auto-populate to the top of the report.

o A class roster can be created ‘on the fly’ by selecting Edit Summary Information for classes that are not in the HLC.

o Additional information can be added to the Printed Comments section (e.g., learning objectives), and will appear at the top of the sign-in sheet, just below the summary information.

The sign-in sheets include a printout of registered students’ names, as well as blank lines for signature. Use the PDF Export option to save and print sign-in sheets.

Completion Data Export (CDE) o Customers must have Microsoft Access to utilize the Completion Data Export

report. o The CDE Data Dictionary is available within the HLC Help system. o Learning events are included in the CDE report. o The CDE queries a maximum date range of 92 days. o A query can be re-used by saving it in Word Pad or exported to a blank Access

database.


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Course Certificates o The Course Certificates report allows administrators to select either completion

or CE certificates for a selected course. o The HTML view includes automatic page breaks when printing multiple

certificates. Click the Print link to generate certificate hard copies.

Course Completion Drill-through o The Course Completion Drill-through report includes all course completions. It

can now be configured to include assigned courses only or elective/enrolled courses only.

o The Date Range selection for this report is based upon Completion Date, not Due Date as are the assignment-related reports.

o The report can include students with or without completions, or both.

Course Completion – Schedulable o The Course Completion - Schedulable report includes all course completions. It

can now be configured to include assigned courses only or elective/enrolled courses only.

o It provides the same data as the drill-through version, but is displayed in a “flat” report.

Delinquency/Past Due Drill-through o The Delinquency/Past Due Drill-through report is an assignment-based report. o This report can be used instead of the Assignment Completion Drill-through

report when administrators are seeking data specifically about past due and delinquent students.

o Administrators can score Completed Late students as Completed on Time or Delinquent. If scored as Completed on Time those students will not appear in the report. If scored as Delinquent, students who completed late will be included.

o The Date Range selection is based upon Due Date, not Completion Date.

Delinquency/Past Due – Schedulable o The Delinquency/Past Due – Schedulable report provides the same data as the

drill-through version, but is displayed as a “flat” report.

Enterprise Assignment Completion o This report is generated at enterprise levels (i.e. above the institution level) and

is based upon enterprise-level assignments.


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Enterprise Course Completion o This report is generated at enterprise levels (i.e. above the institution level)

to track course completions at affiliations below the selected enterprise level.

Evaluation Scores by Course o The Evaluation Scores by Course report presents evaluation answers, counts

and percentages. o The identity of students completing evaluations is not revealed, therefore

anonymity is preserved. The report will not generate if only one student has completed the evaluation.

o The report can be configured to display only selected question types. o The report can also be configured to display responses from students associated

with specific disciplines (as identified under the student’s Discipline/Licensure Information screen). If All Students remains checked, all student evaluation responses, including those with no professional licensure, will display.

o Free-text question responses are displayed via drill-through layers. o If evaluation questions or answers include images, the images will be displayed on

the report. If the image cannot render, a broken image icon (i.e., red X) will appear.

o The CSV view of this report displays question edits and identifies when the edit occurred and by whom.

o When an evaluation question is edited, the report calculation for that question is re-set to zero. Run and print an Evaluation Scores by Course report prior to editing evaluation questions to preserve report data.

Failed Courses o This report displays students who have failed selected courses within a specified

course failure date range. o Students graded as No Show for a classroom activity will receive a course

failure. o Failed courses can be optionally viewed on the Student Transcript (Admin View)

report.

Instructor Class Schedule o The Instructor Class Schedule report displays past and future classes for a

specified instructor. o Sort the report by Class Date for a chronological listing of class.


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No-Show o The No-Show report lists students graded as No-Show for a specified class.

Test Question Analysis (TQA) o The TQA report displays aggregate responses to the questions in a selected test.

Individual student identities are not revealed. o A specific course version (not just the active version) can be selected for the

report. o The completion date range represents the date of test completion. o Presentation Order reveals response data in the order the questions appear in the

test. o Percent of Students Responding shows question responses in order of the

percentage of students selecting each response – from highest to lowest. o If images are included in the test questions or responses, they will appear in the

report. Large images can be manipulated by exporting the report in HTML. o If more responses appear than the number of students who have taken the

course, consider that some students, depending on the maximum number of test attempts allowed, may have completed the test more than once.

o When a test question is edited, the report calculation for that question is re-set to zero. Run and print a TQA report prior to editing test questions to preserve report data.

Top 10 Courses Completed o This report will display the top 10 completed courses for a specified month and

specified year, or all months within the specified year.

Training Hours Summary o The Training Hours Summary report provides a view of training hours for

selected students in a specified month. o Training hours are derived from the estimated completion times applied to

HealthStream or third-party content vendor courses, as well as administrator-developed courses to which estimated completion times have been applied to learning events.

o Not all previously-completed courses include estimated completion times, therefore those course completions will not be factored into the student’s training hours summary. Editing an administrator-developed course to include estimated completion times and re-publishing the courses will not update the course completion to include times.


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Upcoming Classes o The Upcoming Classes report provides a view of upcoming classes, regardless of

the instructor associated with the class. o This report can also be used to view registration status – specifically classes that

are full vs. classes that have available space. o By running the report for dates in the past – once for all classes and again for full

classes only – administrators can determine class utilization and vacancy.

Daily Building Schedule o The Daily Building Schedule report displays scheduled classes for a selected day

in a specified building location. o Administrators can use this report as a reference when fielding questions about

the location of a specific class.

Daily Room Schedule o The Daily Room schedule displays all classes for a selected day in a specific

room.

Department Listing o This report provides a quick reference of all departments in the HLC and can be

sorted by code or name.

Department Utilization o The Department Utilization report provides details for a specific department,

including: o Department-specific administrators o Students – either active or inactive o Assignments to profile student groups that include the department as a

criterion o Profile student groups that use the department as a criterion o Courses owned or overridden by the department o Courses published to this department

Includes courses published at a higher level where the “Select all organization nodes” is selected

Courses published specifically to the department by using advanced publish option

Course published by a department-specific administrator o Annotations targeting the department o Classes that were scheduled by a full access associate administrator

affiliated with the department. o This report is a valuable tool for identifying department associations prior to

attempting to delete a department, so that all associations can first be removed.


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Job Title Listing o This report provides a quick reference of all job titles in the HLC and can be

sorted by job category, code, or title. o Sorting the report by job category allows administrators to see at-a-glance which

job titles have been mapped to that category.

Job Title Utilization o The Job Title Utilization report provides details for a specific job title, including:

Students Assignments to profile student groups that include the job title as

a criterion Profile Student Groups that use the job title as a criterion

o This report is a valuable tool for identifying job title associations prior to attempting to delete the job title, so that all associations can first be removed.

Organization Hierarchy o The Organization Hierarchy report displays the name, tier, city, state, and time

zone of the institution or enterprise at which the report is being run, and if applicable, subsidiary institution affiliations.

Common HLC Report Data Requests The following are sample requests for HLC data, with recommendations for retrieving the needed information. What courses are currently available to me in the HLC? An administrator can easily view available courses using the Course Listing report. If desired, course search can be narrowed by learning activity type. I need a quarterly report showing who completed their assigned courses for the quarter. How can I obtain this information? The Assignment Completion – Drill-Through report (ACR) and both Course Completion reports allow administrators to run a report for a specific Completion Date range. The ACR report will display completions that occurred within the quarter specified. Incomplete students with assignments that overlap the quarter will also be included, along with their specific statuses. The Course Completion reports can filter data to show only completions that occurred for assigned courses.


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I need a report that will provide me with the average scores for a test? The Completion Data Export contains the scores for all test and courses. Create a query that contains the Course, CourseActivity, and CourseItem tables. From the Course table select the CourseName, from CourseItem table select CourseItem type and Score. For criteria in the CourseName column enter the course name and in the CourseItem column enter “Test”. When running the query it will display all the test results. Cut and paste the results to Excel and calculate an average. I need a completion extract file that I can import into our HR system. What do you recommend? Review the Completion Data Export, because it contains all completion data that HealthStream tracks. The report is created as a Microsoft Access database. One should be able to query the tables in the .mdb file to create a report/file containing the information needed to import into an HR database. The report can even be scheduled to run daily, weekly, monthly or quarterly. I need assignment information on students for a specific course located in different assignments, for all employees by department. How do I run a report to capture this information? Run the Assignment Completion Schedulable report by Department, Student, and Course, and then choose the course for which the report is desired. Then search for and select all students. This will pull all students who are assigned, regardless of the assignment or student group that they belong to. I created a course that included a single classroom learning activity. I know my student completed the class, but do not see the completion on the Course Completion Drill-through report. Why is this class/course completion not appearing? The class End Date must be included in the completion Date Range when running the report. Courses with a single classroom learning activity use the End Date of the class as the course completion date. Also, the student must be graded for the class before the system will recognize the course completion. I need to run a report on specific assigned courses for a single student, but Student Assignment Completion report includes all course assignments. Can I report on specific courses? Yes. Instead of running the Student Assignment Completion report, select the Assignment Completion Drill-through or Schedulable report. Select the assigned courses for which a report is needed, and select the single student. To view course completions for assignable and/or elective/enrolled courses for one student, run the Course Completion Drill-through or Schedulable report, selecting the desired courses and the single student.


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Students would like to see a list of upcoming classes. How can we make this information available? Run the Upcoming Class Schedule report, then copy and paste the report URL to a page on the appropriate organizational Intranet location. Schedule the report to run at a pre-determined interval as a reminder to update the Intranet link. Report links expire every two weeks. How can I report on students who are waitlisted for a class? Using the Class Contacts report, choose Class Status: Waitlist Only for the selected class. How can I report on the completion of orientation assignments for newly-hired employees? Create a new employee profile student group based upon hire/re-hire date (From Date of today’s date, and no Through Date). This student group will automatically include all new employees as they are hired. Add all orientation courses to an orientation assignment made to the new employee profile student group. Create and schedule an Assignment Completion – Schedulable report using relative date ranges and the Select Courses and Students from an Assignment to choose the orientation assignment. The HLC will auto-generate a report allowing review of the status of all new employees related to orientation assignment completion. Code of Conduct Compliance Program training is due on December 31 each year for all employees. I want to see how much progress each department is making toward completion of this assignment. How can I do this? Configure an Assignment Completion Drill-through report using the Due Date range to include December 31 of the current year. Select Department as the report focus. Use the Select All Courses and Students from an Assignment to select the Code of Conduct assignment. After running the initial report, schedule the report to run at desired intervals to track each department’s progress toward program completion. My department managers are requesting access to assignment completion data. What is the best way to provide this information to managers? There are a variety of ways to provide department managers with HLC report data. Manager email addresses can be added to scheduled assignment-related reports, allowing them to receive email links to report data at pre-determined intervals. Non-scheduled reports can be saved as PDF files and emailed to department managers as an attachment. Managers can also be given administrator access rights to run reports only for students within their departments.


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Once I configure a report, is there any way to save it and just re-run it (without having to reconfigure it)? Yes, if it is a scheduled report. Once a report is scheduled, it can be accessed in Request Manager. Under Scheduled Tasks, select the Run Now button to generate the report. I need to delete a department but the delete button is disabled due to associations within the HLC. What report will assist me in identifying the department associations? Use the Department Utilization report to identify department associations including:

o Administrators o Students o Assignments o Student Groups o Courses o Annotations o Classes

I need to delete a job title but the delete button is disabled due to associations within the HLC. What report will assist me in identifying the job title associations? Use the Job Title Utilization report to identify job title associations including:

o Students o Assignments o Student Groups

How can I determine what features and functions are available for each of the default administrator roles? The Role Features report allows administrators to view a listing of features and functions relative to a selected administrator role. I need a list of managers that have been granted Full Access Associate Administrator rights within the HLC. How can I generate this list? Use the Role Utilization report to generate a list of all employees who have been designated with a selected administrator role.


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An accrediting body requests evaluation data for a course offering continuing education, but only evaluations from the students qualifying for the CE credit should be included. How can I provide this information? The Evaluation Scores by Course report can be configured to include respondents with specified disciplines only, as designated on the student’s My Profile/License and Discipline information record . How is evaluation anonymity ensured? The Evaluation Scores by Course report will only generate report data when more than one evaluation has been completed. My CEO has requested an update on the training provided by the education department since January 1. How can I provide these data? The Training Hours Summary report can be configured to include Year to Date information on all courses and all students. Data includes the total number of completions, including estimated completion times (when available for completed courses). The report can be scheduled and emailed to the CEO at pre-determined intervals. The Chief Learning Officer has requested a summary of an instructor’s training activity for the past year. How can I find this information? The Instructor Class Schedule report can be generated to display the instructor’s classes for the previous year. The report can be exported in PDF format and sent as an email attachment. I need to analyze test question responses to ensure comprehension of course content. What report can assist with that effort? The Test Question Analysis report allows administrators to select a test from an HLC course and view aggregate response data for each test item. We routinely add Inactivation Dates to our administrator-developed courses. How can we pro-actively determine which of our courses are about to become inactive, so that we can conduct reviews and edits as necessary? Administrator-developed courses that include an inactivation date will appear on the Expiring Courses report. Schedule the report to run at a pre-determined interval, with the number of days prior to expiration set at a length that will allow adequate time for course reviews and updates.


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I am conducting a class that has not been previously entered into the HLC. Can I generate a sign-in sheet to capture attendance? Yes. The Class Roster and Sign-in Sheet report can be used to generate a sign-in sheet for classes not already entered into the HLC. Our education committee would like to see a listing of the most popular courses offered through the HLC. Can we access that data? Yes. The Top 10 Courses report provides a list of the ten courses with the most completions within a specified timeframe.

Assignment Completion Drill-through Report Enhancements The Assignment Completion – Drill-through report is one of the most frequently-utilized reports in the HLC. Its purpose is to show the status of students with assigned courses. Note: At the time of publication, this report is receiving additional enhancements planned for release prior to Summit 2008, plus one more enhancement planned for release in Q4 2008. These schedules are subject to final QA testing and may change prior to publication. This section of the Reports Guide describes those enhancements in detail.

Enhancements To The Report Configuration Report Method Before: This report was always based upon a Due Date Range for assigned courses. Today: There are two methods, Status Method (Based on Due Date Range) and Completion Method (Based on Completion Date Range). Report Description Before: There was no option, since there was only one report method (due date range). Today: Administrators can optionally include a static Report Description to explain the report method selected. This description appears on the Course Summary, Department Summary, and Completion Grid views of the report.


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Report Detail Format Before: The report was presented in a table format consisting of 7 columns; one for the name of the item (student, department, course) and one for each status. Coming in Q4: The Report Detail Format option will allow administrators to select either the Standard Layout (7 & 8 column format) or Combined Layout (3 column format). The Combined layout combines both completion statuses (Completed On-Time and Completed Late), both overdue statuses (Past Due and Delinquent) and both the Not Yet Due and Exempt status into three columns, respectively. Relative Date Range and Scheduling Before: Only a fixed date range option was available and the report could not be scheduled. Today: A relative date range option has been added, plus the report can now be scheduled. Also, the label for Date Range toggles between Due Date Range and Completion Date Range based on the report method selected. Report On All Courses/Students checkboxes Before: To select all courses, all courses had to be searched for and selected. For all students, an “All Students” student group had to be used. Today: The Courses and Students selectors each have a checkbox to easily allow users to report on all courses and all active students in the HLC. Group by Department Before: The report did not group data by department. Today: Data on Course Details and the Completion Grid are grouped by department when this option is selected. Show Additional Options Before: All report configuration options were displayed, which challenged infrequent and occasional users of the report. Today: Any non-essential or infrequently used options are hidden by default. They can be shown by clicking the Show Additional Options link. Also, a new preference is available under My Profile to allow frequent users of this and other reports with the Show Additional Options link to view all options by the default, if desired. Display Options Before: Only the student’s Department was shown on Student Detail. Today: The student’s department, job title, and User ID can be displayed on Student Detail and on the Completion Grid. On the grid, each item appears in its own column,


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allowing the data to be sorted or manipulated by these columns when exported as a CSV (e.g., for use in MS Excel). Include Course Status by Department Before: The Course Status by Department layer was introduced to improve the report performance by filtering report data. The Course Details view was limited to students in a single department. Today: This layer of the report can now be turned off (it is on, by default). When turned off, the Course Detail view becomes the second layer of the report (when Course Focus is selected), and all students with an assignment of the selected course appear on this layer. Also, when Group by Department is selected, the Course Detail view shows all students in their respective departments. Sort Detail Pages Before: All data on Course Detail, Department Detail and Student Detail was sorted by item name (student, course). Today: Data on these detail pages can be sorted by item name or by status (e.g., Not Yet Due students first, then Completed On-Time students, etc.).

Enhancements To The Report Presentation Unique Students Included Before: The number of student groups selected for the report were shown in the report header, even if student groups were not used. Today: The number of unique students included in the report data per page is displayed. Total Completions on Summary Before: Total completions for each course were only shown as a percentage. Today: Total completions are shown as an aggregate number as well as a percentage for each course. Completion Grid Links Before: There were no links to the Completion Grid. To view the grid, the report had to be configured for “Completion Grid Only” focus. Today: When Course or Department Focus is selected, each view of the report links to the Completion Grid. Also, each student on the grid is linked to the Student Detail view, and each course is linked to either the Course Status by Department or the Course Detail view of the report (depending on how it’s configured). When the grid is grouped by department, the department is linked to the Department Detail view of the report (even when Course Focus is selected).


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Completion Grid Line-Item Totals Before: The rows of the Completion Grid did not contain totals for each student. Today: Each row of the report contains line-item totals per row. If a student should appear on multiple rows because of more than one instance of a course, the totals for each row are displayed, not each student. For student scores, view the Student Detail layer of the report. Course Due Date Column Before: The due date for completed courses was not shown on the report. For all other statuses, the due date was shown in the respective status column. Today: The Course Detail and Student Detail views add an eighth column; Due Date. The due date for each student or course is shown. Export to CSV Before: Any layer of the report could be exported as an Excel file but the results were not always usable. Today: Any layer of the report can be exported as a CSV file, usable in Excel and other applications.

Notable Changes to the Report with the July Deployment Some of the notable changes to this report are:

• The Score Not Yet Due As setting has been moved from near the top of the configuration screen to appear when Show Additional Options is selected. The default remains “[as] Not Yet Due” when this option is not visible.

• Export to PDF has been discontinued. There are numerous third-party applications available to convert web pages, such as HLC reports, into PDF files.

• Presentation option - Data Tables Only option has been replaced with the ability to export layers directly as CSV files.

Other Notes In enhancing this report, the default options are set to replicate the report as it was prior to the enhancements (e.g., Based on Due Date Range, 7-column format, sort by name, etc.). Both Course Completion Reports have been enhanced with a filter option labeled Students to Include: All Selected Students, Assigned Students Only, or Elected/Enrolled students.


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Assignment Completion – Drill-through Report Enhancement Release Schedule

Deployed in July 2008

• Updated, simplified configuration screen with non-essential settings placed under the Additional Options link (Display Options, Score Not Yet Due option, Detailed Department Summary option, etc.)

• Relative date range menu • Single checkbox to Report on all courses Assigned to Students Selected • Single checkbox to Report on all active students • Scheduling option • Option to sort detail pages by status (as well as by the name of the

students, departments or courses shown) • Option to include Student User ID on Student Details page • Option to include Student Job Title on Student Details page • Number of Unique Students Included on each layer of the report • Direct links to Completion Grid from all report layers (Course- and

Department Focus only) • Direct links to courses and students from Completion Grid (Course- and

Department Focus only) • Student line-item total completion percentage on Completion Grid • Inclusion of number of completions (aggregate) on the Course Summary

page • Inclusion of the course due date on Course Details and Student Details page • Ability to export each report page as a CSV file for use in other programs,

such as Excel.


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Deployed in August 2008 • Report Method: Select either Status Method (based on Due Date Range) or

Completion Method (based on Completion Date Range. • Include Report Description option to distinguish between the two Report

Methods. This places a static description of the selected report method on the Course Summary and Completion Grid views of the report. In addition, report layers will note whether the data is based on Due Date Range or Completion Date Range)

• Group By Department: Group data on the Course Summary, Course Details and Completion Grid by departments (this will be available in both the default view and the Additional Options view)

• Include Course Status by Department option: Defaulted to Selected, this can be deselected to hide the Course Status layer, allowing the Course Details view to show all selected students on the report relative to a single course

• Include User ID, Job Title, and Department on Completion Grid (as separate columns after the student name)

Future Deployment* (Planned)

o Report Detail Format: Select either Standard (7 & 8 column) or Combined (3 column) Format NOTE: For those who used the Classic HLC Completion Report, the Combined Format is based on the layout of that report.

*Planned for release at time of publication of this guide.


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Appendix A: Reports Table Reports are displayed in alphabetical order.

Report Name Type Use Schedulable? Real-time?

Annotations Course Lists annotations for one or more courses. Can include active annotations, inactive annotations, or both.

Yes Yes

Assignment Completion – Drill Through

Education Tracks students’ status toward the completion of courses that have been assigned. It is important to note that this report relies on assignment data but is not constrained to a specific assignment.

Yes Current as of 12 a.m. ET

Assignment Completion – Schedulable

Education Tracks students’ status toward the completion of courses that have been assigned. It is important to note that this report relies on assignment data but is not constrained to a specific assignment.


Class Contacts Education Creates a list of instructors and registered students (with an option to include waitlisted students) for a specific class, including their contact information.

Yes Yes


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Class Grading Status - by Administrator

Education Audits the status of classes to determine if grading has been completed.

Yes Yes

Class Grading Status - by Course

Education Audits the status of classes to determine if grading has been completed. This report is based on one or more selected class learning activities (and all of its associated scheduled classes).

Yes Yes

Class Registration Status

Education Lists class registrations for a specific class and can include all selected students, registered students only or registered and waitlisted students.

Yes Yes

Class Roster and Sign-In Sheet

Education Creates a roster for a class—whether already scheduled in the HLC or not previously scheduled—including space for student signatures.

Yes Yes

Completion Data Export

Education Allows the HLC administrator to export data from the HLC into Microsoft Access.



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Course Certificates

Education Generates certificates of completion or CE certificates associated with a course, and includes an option to narrow the date range for course completions.

No Yes

Course Completion - Drill-Through

Education Lists students who have completed or not completed any of the selected courses, and shows all students regardless of completion status. This includes any assigned, enrolled, and elective instances of the courses selected.


Course Completion - Schedulable

Education Lists students who have completed any of the courses selected and shows all students regardless of completion status. This includes any assigned, enrolled, and elective instances of the courses selected.


Course Development Status

Course Lists courses within a specified creation date range with any or all selected development status options.

Yes Yes

Course Listing Course Displays a list of all active courses in the HLC, with the option to filter courses that contain specific types of learning activities.

Yes Yes


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Daily Building Schedule

Tools Lists all scheduled classes for a selected date within a specified building

Yes Yes

Daily Equipment Schedule

Tools Lists all the scheduled resources for a selected date for a specific building in the HLC.

Yes Yes

Daily Room Schedule

Tools Lists all the scheduled classes for a selected date for a specific room in the HLC.

Yes Yes

Delinquency/Past Due – Drill-Through

Education Lists students who are delinquent or past due for an assigned course (or courses).

No Current as of 12 a.m. ET

Delinquent/Past Due – Schedulable

Education Lists students who are delinquent or past due for an assigned course (or courses).


Department Listing

Tools Lists all departments in the HLC.

Yes Yes

Department Utilization

Tools Shows how selected departments in the HLC are associated with annotations, assignments, profile student groups, students, and administrators.

Yes Yes

Discipline Listing People Lists all licensure disciplines used in the HLC.

No Yes


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Enterprise Assignment Completion

Education Displays high-level progress of subsidiary affiliations’ progress toward the completion of enterprise-level assignments.


Enterprise Course Completion

Education Displays high-level progress of subsidiary affiliations’ progress toward the completion of courses.


Evaluation Scores by Course

Course Lists aggregate data from evaluations completed by students within HLC courses. Data include evaluation item answers, counts, and percentages.

Yes Yes

Evaluation Structure

Course Displays the entire contents of a course’s evaluation, including settings and questions.

No Yes

Expiring Courses Course Displays a list of courses that are set to expire between the next 30 to 365 days. This includes administrator developed courses to which an inactivation date has been added on the course properties screen, as well as third party content that has a contract expiration date.

Yes Yes


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Expiring License People Lists students whose license(s) are expired or about to expire.


Failed Courses Education Displays a list of students who have failed selected courses within a specific Failed Date Range.


Group Transcript People Generates multiple students’ transcripts at once. Can be configured to include total credit hours and failed courses.


Instructor Class Schedule

Education Presents a schedule of classes for a specific instructor in the HLC.

Yes Yes

Instructor Resume People Creates a standard or professional resume with information about a selected instructor, including all classes taught (as tracked in the HLC) within a given date range.

Yes Yes

Job Title Listing Tools Lists all job titles in the HLC.

Yes Yes

Job Title Utilization

Tools Shows how selected job titles in the HLC are associated with students, assignments, and student groups.

Yes Yes

No-Show Education Lists students who were graded as no-show for a selected class.

Yes Yes


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Organizational Hierarchy

Tools Displays the HLC hierarchy of your organization.

No Yes

Role Features People Displays the HLC features that are active for a selected role.

Yes Yes

Role Utilization People Lists all administrators at an affiliation (e.g., institution, department, or branch of a hierarchy) designated with a selected role.

Yes Yes

Student Assignment Completion

People Generates the Student Detail layer of the Assignment Completion – Drill-Through report for one or more students (separated by page breaks for convenient printing).


Student Group People Lists all students in a student group.

Yes Yes

Student Listing People Lists all students based on selected criteria.

Yes Yes

Student Transcript (Admin View)

People Displays an individual student’s transcript. Can be configured to included failed courses.

Yes Yes


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Test Question Analysis

Course Lists aggregate responses to test questions in HLC courses. The report displays the number of responses and the percentages of each response, providing a tool for analyzing course content presentation and test effectiveness.


Test Structure Course Displays the entire contents of a course’s test, including settings, questions, answers, and rationale.

No Yes

Training Hours Summary

Course Presents cumulative training hours per month based on a selected range of months for specified courses and students at the administrator’s institution.


Top 10 Courses Completed

Education Lists the top 10 courses completed within the specified month and year.


Upcoming Classes Education Presents a schedule of upcoming classes (regardless of instructor). Classes can be displayed by upcoming date, or grouped first by course name.

Yes Yes

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