Data Collection Periods are date ranges used for reporting. There are four types: Reporting Years, Reporting Terms, Reporting Periods, and Registration Periods. This document covers Reporting Years, Reporting Terms, and Reporting Periods. For details on Registration Periods, see this article.
Reporting Year
This is the highest-level Data Collection Period. The Reporting Year is set up at the highest-level organization
In your left-hand navigation menu, click Settings.
In order to manage Data Collection Periods, you must be connected to the System Level, the highest level of the system. Switch access to this level before continuing. To learn more about switching access, please see this article.
Click on the Data Collection Periods.
This opens the list of existing Data Collection Periods.
Enter the Reporting Year Name and select the correct dates.
The Enable APR Activity Categories screen will appear. Check the boxes for the APR Activity Categories that your program offers and will report on. Each activity that is set up at a site will need to align with one of these selected categories. If you do not plan to offer activities related to one or more of these categories, leave the box(es) unchecked.
When you are done, click Save Reporting Year. You will be returned to the Data Collection Periods screen, where your new Reporting Year will appear.
Reporting Term
A Reporting Year can be divided into one or more Reporting Terms. Each Reporting Term is created at the top-level organization and can be assigned to child organizations. Activities, Participants, and Participation are linked to a Reporting Term.
When a new Reporting Year is created, a Reporting Term with the same name and dates is automatically generated. These can be edited if needed.
For example, many after-school programs have a school year and a summer program. In this case, the Reporting Year would be the whole year, and there would be two Reporting Terms: the regular school year and the summer program.
To edit an existing Reporting Term, click on the ... and then select Edit Reporting Term.
To add a new Reporting Term, click Add New and then select Reporting Term.
Select the Reporting Year for the Reporting Term that is being added. Enter the Reporting Term Name and select the correct dates.
Click Next Step.
On the Select Organizations screen, check the box for each organization using this Reporting Term. Selecting a higher-level organization will automatically select all sub-organizations.
After selecting the organizations, click Next Step.
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The next step is the APR Certification Configuration - Activities, Staffing, and Participation form. Select the correct responses for each dropdown in all three sections.
If Site is chosen for the Certification responsibility field, more required fields will appear.
Click Next Step when finished.
The next step is the APR Certification Configuration - Outcomes form. Fill out all six sections with the correct values. If "Site" is chosen for Certification responsibility, additional fields will appear. Note that some fields have minimum or maximum limits.
When done, click Save Reporting Term. You will return to the Data Collection Periods screen, where your new Reporting Term will be listed.
Reporting Period
A Reporting Term can be divided into one or more Reporting Periods, set at the top-level organization and assigned to child organizations.
Reporting Periods are used when more specific data reporting periods are needed beyond a Reporting Term.
Creating a new Reporting Term automatically creates a matching Reporting Period, which can be renamed or have its dates changed.
For example, separate "Fall Program" and "Spring Program" Reporting Periods can be set up to report on fall and spring activities.
You can edit a Reporting Period on the Data Collection Periods screen using the pencil icon.
The APR Certification Configuration - Activities, Staffing, and Participation screen will appear. For each of the three sections, select the correct responses for each dropdown field.
If Site is selected for the Certification responsibility field, additional required fields will appear.
Click Next Step when complete.
The APR Certification Configuration—Outcomes form is the final step. Fill in all six sections with the correct values. If "Site" is chosen for the Certification responsibility field, extra fields will appear. Note that many fields have minimum or maximum limits.
When done, click Save Reporting Period. You will return to the Data Collection Periods screen, where your new Reporting Period will be listed.
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