Overview & When to Use
This report displays one row per activity/session combination, showing scheduling details, funder associations, hours scheduled and more. It answers questions such as: What activities are running at each site? How many hours are planned? Which funder supports each session?
Typical audience: Program administrators, site coordinators, and grant compliance staff.
This report is most useful when:
- Verifying that all sessions are correctly categorized under the appropriate APR Activity Category before submitting federal or state reports.
- Auditing scheduled hours across sites and activities to ensure program plans align with grant commitments.
- Confirming funder and partner assignments are accurately reflected for each session.
How to Read the Report
- Start with the Site and Activity columns to orient yourself — each row represents a unique activity/session pairing at a specific site.
- Review the Session and Session Description columns to understand how each activity is broken into discrete program periods (e.g., fall sessions, snack sessions, drop-in blocks).
- For 21st CCLC programs, check the APR Activity Category column to confirm each session is mapped to the correct federal reporting category (e.g., Academic Enrichment, Healthy and Active Lifestyle, STEM).
- Examine Session Start/End Dates and Start/End Times to verify the scheduled window for each session is accurate and complete.
- Review Days Scheduled and Hours Scheduled as a final check — these are the values that roll up into grant reporting, so anomalies here (e.g., unusually high or low hours) warrant investigation.
Key Metrics
| Metric | What It Measures | How it is Calculated | Notes |
| Days Scheduled | The total number of days a session is planned to operate | Sum of all days in Reporting Term session is scheduled in the Session Edit screen | Appears as a whole number per session row |
| Hours Scheduled | The total planned program hours for a session | Derived from the session start/end times multiplied by days scheduled | Values vary by session; unusually high or low values may indicate data entry issues |
| Session Start Date | The date the session begins | Directly entered on the session record | Used to define the active program window |
| Session End Date | The date the session ends | Directly entered on the session record | Used alongside start date to bound the session |
| Session Start Time | The daily start time for the session | Directly entered on the session record | Drives hours-per-day calculation |
| Session End Time | The daily end time for the session | Directly entered on the session record | Drives hours-per-day calculation |
| APR Activity Category | The federal reporting category assigned to the session | Selected from a controlled list on the Activity Edit screen | Critical for APR compliance; must be accurate before reporting |
| Schedule Type | Indicates whether the session is scheduled or unscheduled | Displayed as a status field (e.g., “Scheduled” or “Unscheduled”) |
Statuses, Colors, and Alerts
- No color coding, flags, or alert indicators are visible in this report.
Notes, Limitations, and Related Reports
- Hours Scheduled anomalies: Sessions configured with a start time of 12:00 AM and end time of 11:59 PM will generate a very high hours-scheduled value. Users should verify that such sessions not data entry errors.
- Empty fields: Some columns may be blank for some sessions. This is expected for sessions that do not require those fields, but users should confirm required fields are populated if required.
- Funders column: Sessions without a funder assignment will appear blank; all sessions should have a funder assignment.
- This report is session-level. Each row represents one session under one activity at one site. Aggregate totals are not displayed within the report itself.
Report Filters
The following filters are available to narrow the data displayed in the report:
- Site — Limits the report to one or more specific sites. Use this to focus on a single location or compare a subset of sites.
- Activity — Filters rows to show only the selected activity or activities.
- Session — Narrows the report to one or more specific session names (e.g., “Fall 2026,” “Fall Snack”).
- Funders — Filters by the funder associated with each session. Helpful for grant-specific reviews where only sessions tied to a particular funding source are relevant.
- APRActivityCategory — Filters by the federal APR reporting category assigned to each session. Use this to verify all sessions under a specific category (e.g., Academic Enrichment, STEM) are correctly configured.
To apply filters (not available for all reports), use the filter icon available at the top right of the report header. The filter options shown in this report are the same for all users.
To filter by additional fields that are not available on-screen, export the table to Excel, turn on filters for the header row (Data > Filter), and use Excel’s filter dropdowns. For a quick tutorial, see Microsoft’s “Filter data in a range or table” video on https://support.microsoft.com/.
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