Results & Reporting

Results Overview

Results Overview The Results page is Aprenta's reporting hub. It aggregates data from completed observations and presents it through interactive charts, tables, and breakdowns so you can understand trends, measure progress, and make informed decisions about professional development across your schools. The Results page showing the form selection dropdown and filter panel for date range, school, teacher, and category Who Can Access Results Principals, assistant principals, and district administrators can access the Results page (Reporter, Observation Manager, or Organization Manager role). Account owners also have full reporting access across all schools. Teachers (Observee role) cannot access the Results page. They can view feedback from their own observations on their Home page. Navigating to Results Click Results in the top navigation bar. The page title appears in the header alongside a school switcher (if you have access to multiple schools). The Three Results Tabs The Results page is organized into three tabs, displayed below the page header: 1. Summary Report -- A detailed, form-level analytics view. Select an observation form and see per-element visualizations with charts and data tables. This is the most in-depth reporting view. See Summary Report for a full guide. 2. Form Totals -- A sortable table listing every observation form along with the total number of observations conducted for each. Use it to see which forms are being used most across your schools. See Viewing Form Totals for details. 3. Observable Users Totals -- A sortable table listing each observee (teacher, paraprofessional, counselor) and their total observation count. Use it to track coverage and identify who may need more frequent visits. See Viewing Staff Results for details. Filtering Results A filter panel on the right side of the page lets you narrow every view. Filters persist as you switch between tabs, so you can set your criteria once and explore the data across all three views. Date Range -- Choose a custom date range or select from preset options: - This Month - Year to Date - Fall Semester (current school year) - Spring Semester (current school year) - Current Academic Year - Previous Academic Year School -- If your account includes multiple schools, check one or more schools to limit results to those buildings. This filter only appears when you belong to more than one school. Click Clear to remove the school filter. Teacher -- Search for and select one or more teachers to view results specific to those staff members. Category -- Filter by categories defined for your account (such as Subject Area, Grade Level, or Class Period). Each category appears as its own expandable section with checkboxes for individual items. Click Clear within a category to remove that filter. Tags -- Filter by tags assigned to observations. What Results Require The Results page draws from completed observations. For meaningful reporting: - Observers must conduct and complete observations using published forms - Forms should include elements that produce aggregatable data (scales, counters, multiple choice, etc.) - The more observations you complete, the richer and more actionable your results become Exporting Data You can export the Summary Report as a PDF document directly from the Results page. See Exporting Report Data for details.

Summary Report

Summary Report The Summary Report is the most detailed analytics view in Aprenta. It takes a single observation form and breaks down results for every element in that form -- showing data tables, charts, and trend lines that help principals, coaches, and district leaders understand observation patterns at a granular level. The Summary report tab showing aggregated observation results for a selected form Accessing the Summary Report 1. Click Results in the top navigation bar. 2. The Summary Report tab is selected by default. 3. Use the form dropdown at the top of the report panel to select an observation form. The dropdown displays "Please select a form" until you make a selection, and you can search for forms by name. If no form is selected, the report shows the message: "Select a form to view the summary report." Layout and Navigation The Summary Report panel occupies the left nine columns of the page, with the filter panel on the right. Form Selector -- A dropdown at the top-left of the report panel. Click it to search and select from your observation forms. Only forms that have been used for at least one observation will produce data. Export Button -- An "Export" button with a PDF icon sits at the top-right of the report panel. See the Export section below. Section Tabs -- If the selected form has multiple sections, a row of section tabs appears below the form selector. Click a section tab to scroll directly to that section's elements. The active tab updates automatically as you scroll through the report. How the Report Is Organized Once you select a form, the report renders every element from that form in order, grouped by section. Each element displays: 1. Element Name -- The element's title, displayed as a centered heading. 2. Section Badge -- A blue badge above each element indicating which section it belongs to (e.g., "Classroom Environment" or "Section 1" if the section is unnamed). 3. Data Table -- A tabular summary of aggregated results for the element (varies by element type). 4. Chart Visualization -- Interactive charts below the table, with tabs to switch between chart modes. Element Types and Their Visualizations Each form element type has its own reporting format, tailored to the kind of data it collects. The table below summarizes what you see for each type. | Element Type | Table Metrics | Chart Modes | |---|---|---| | Likert Scale | Metric/Value (average for unipolar; positive/neutral/negative % for bipolar) | Summary, Trend, Heatmap | | Rating Scale | Metric/Value summary | Summary, Trend, Heatmap | | Multiple Choice | Response distribution | Summary, Trend, Comparison, Heatmap | | Multiple Selection | Response distribution | Summary, Trend, Heatmap | | Counter | Average, Median, Mode, Range, Standard Deviation per count item | Summary, Trend, Comparison | | Toggle Input | On/Off distribution | Summary, Trend | | Timer | Duration statistics | Summary, Trend | | Slider | Value distribution | Summary, Trend | | Ranking | Rank distribution | Summary, Trend, Heatmap | | Matrix Scale | Varies by sub-type (Likert Scale, Multiple Choice, Multiple Answer, Toggle) | Varies by sub-type | | Text Input | Word cloud | Word Cloud | Every element with charting displays a Total Observations row at the bottom of its data table, showing how many observations contributed to the statistics. Chart Modes Explained Chart tabs appear below the data table for each element. The available tabs depend on the element type (see the table above). Click a tab to switch views. Summary The default chart mode. Provides an at-a-glance overview of aggregated results for the element. For example: - Likert Scale -- A bar chart showing the distribution of responses across scale labels (e.g., "Strongly Agree" through "Strongly Disagree"). - Counter -- A grouped bar chart showing average counts for each counter item. - Multiple Choice -- A bar chart showing how many times each option was selected across all observations. - Toggle Input -- A chart showing the proportion of on vs. off responses. Trend Shows how results change over time. Use this to spot improvement, regression, or stability in observation data across reporting periods. Trend charts include a time period selector that lets you group data by: - Month -- Data points for each calendar month - Quarter -- Data points for each fiscal quarter (Q1, Q2, Q3, Q4) - Year -- Data points for each calendar year Note: Counter elements use a different set of time periods for their Trend charts -- Week and Month -- rather than the standard Month, Quarter, and Year options. This is particularly useful for tracking progress during a school year. For example, if coaches are focused on improving student engagement, you can use the Trend view on a Likert Scale element like "Students are actively engaged in learning" to see whether scores improve from the fall semester to the spring. Comparison Available for Multiple Choice and Counter elements. Displays results side-by-side for direct comparison across options or count items. For Counter elements, this helps you compare different behaviors being tallied during observations. For example, if a counter tracks "Teacher Questions" and "Student Questions," the Comparison view shows both side-by-side so you can assess the balance of classroom discourse. Heatmap Available for Likert Scale, Rating Scale, Multiple Choice, Multiple Selection, Ranking, and Matrix Scale elements. Visualizes data density using color intensity -- darker shades indicate higher frequency or concentration. Heatmaps include the same time period selector (Month, Quarter, Year) as the Trend view, and are especially useful for spotting patterns across many options or scale points over time. For example, on a Likert Scale element with five response options, the heatmap quickly reveals whether responses are clustering around "Often" and "Consistently" or spreading across the full range. Word Cloud Available only for Text Input elements. Displays the most frequently used words from observer text responses, with more common words appearing larger. This provides a quick visual summary of qualitative feedback -- surfacing themes like "transitions," "engagement," or "pacing" without requiring you to read every individual response. Matrix Scale Elements Matrix Scale elements combine multiple rows with a shared response type. In the Summary Report, each Matrix Scale element is analyzed according to its sub-type: - Likert Scale matrix -- Shows the same table and chart modes as a standard Likert Scale element (Summary, Trend, Heatmap) - Multiple Choice matrix -- Shows charts with Summary, Trend, and Heatmap modes - Multiple Answer matrix -- Shows charts with Summary, Trend, and Heatmap modes - Toggle matrix -- Shows charts with Summary, Trend, and Heatmap modes Each row of the matrix is analyzed within the context of the overall element, letting you compare how observers responded across related criteria. For example, a matrix that evaluates "Classroom Environment" with rows like "Room is organized," "Materials are accessible," and "Student work is displayed" shows results for each row within a unified view. Likert Scale: Unipolar vs. Bipolar Likert Scale elements in Aprenta can be configured as either unipolar or bipolar, and the Summary Report displays metrics differently for each: - Unipolar scales (e.g., Never / Rarely / Sometimes / Often / Always) show an Average Score in the data table. This is the weighted average of all responses. - Bipolar scales (e.g., Strongly Disagree / Disagree / Neutral / Agree / Strongly Agree) show Positive Response, Neutral Response, and Negative Response percentages. Positive responses are those above the center point, negative responses are below, and neutral responses are at the center. Counter Element Statistics Counter elements produce the most detailed data table, with five statistical measures for each count item: | Metric | Description | |---|---| | Average | The mean count across all observations | | Median | The middle value when counts are sorted | | Mode | The most frequently occurring count | | Range | The difference between the highest and lowest counts | | Standard Deviation | How spread out the counts are from the average | These statistics help you go beyond simple averages. For example, if coaches are counting student hand-raises, a high standard deviation might indicate that engagement varies significantly between classrooms -- a signal worth investigating further. Using Filters with the Summary Report The filter panel on the right side of the page applies to the Summary Report. You can: - Focus on a semester -- Select a date range preset like "Fall Semester" to see only observations from that period. - Compare schools -- If you have access to multiple schools, select individual schools to compare how the same form performs across buildings. - Drill into a teacher -- Select a specific teacher to see how their observations score on each element. - Filter by category -- If your account uses categories like Subject Area or Grade Level, filter by those categories to see results for specific subgroups (e.g., all math classroom observations, or all 3rd-grade observations). When filters are active, all chart data and table statistics update to reflect only the matching observations. Exporting the Summary Report You can export the Summary Report for the currently selected form as a PDF document. 1. Select a form from the dropdown. 2. Apply any desired filters. 3. Click the Export button (PDF icon) in the top-right corner of the report panel. 4. The button text changes to "Exporting..." while the PDF is being generated. 5. When complete, the PDF downloads automatically. The exported PDF includes: - A cover page with the form name and any active filters (date range, schools, teachers, categories) - All element data tables and charts from the report - A footer on each page with the generation timestamp and page numbers The PDF filename follows the format summary-report-YYYY-MM-DD.pdf.

Viewing Form Totals

Viewing Form Totals Form Totals gives you a quick count of how many observations have been conducted for each form in your account. Use it to see which forms are actively being used, identify underutilized forms, and understand observation volume at a glance. Accessing Form Totals 1. Click Results in the top navigation bar. 2. Select the Form Totals tab. The Form Totals tab showing observation counts and totals for each form What You See The Form Totals tab displays a sortable table with two columns: | Column | Description | |---|---| | Form Name | The name of each observation form | | Observations | The total number of observations conducted using that form | By default, the table is sorted by observation count in descending order, so the most-used forms appear first. Click a column header to change the sort order. Viewing Observations for a Form Click the observation count (the blue number) for any form to navigate directly to the Observations page, pre-filtered to show only observations that used that form. Any active Results filters (date range, school, teacher, categories) carry over to the Observations view. Filtering Form Totals The filter panel on the right side of the page applies to Form Totals. You can narrow the results by: - Date Range -- See observation counts for a specific time period (e.g., "Fall Semester" or "Current Academic Year") - School -- Limit counts to observations from specific schools - Teacher -- See counts from observations involving a specific teacher - Category -- Filter by categories such as Subject Area or Grade Level How to Use Form Totals Form Totals helps principals and district leaders answer questions like: - Which forms are most popular? High counts suggest a form is well-adopted by observers. - Are any forms underutilized? Low or zero counts may indicate that a form needs promotion, training, or retirement. - What is overall observation volume? Reviewing totals across forms gives a sense of how actively observations are happening in a school or across the district.

Viewing Staff Results

Viewing Staff Results The Observable Users Totals tab shows how many observations have been conducted for each teacher, paraprofessional, or counselor. Use it to track observation coverage across your building and ensure every staff member is receiving the classroom visits they need for professional growth. Accessing Staff Results 1. Click Results in the top navigation bar. 2. Select the Observable Users Totals tab. The Observable Users Totals tab showing staff members and their observation counts What You See The tab displays a sortable table with two columns: | Column | Description | |---|---| | User | The staff member's name | | Observation Total | The total number of observations conducted for that person | By default, the table is sorted by observation total in descending order, so the most-observed staff members appear first. Click a column header to change the sort order. Viewing Observations for a Staff Member Click the observation total (the blue number) for any staff member to navigate directly to the Observations page, pre-filtered to show only that person's observations. Any active Results filters (date range, school, categories) carry over to the Observations view. Filtering Staff Results The filter panel on the right side of the page applies to this tab. You can narrow results by: - Date Range -- Focus on a specific time period to see observation counts for that window - School -- Limit the list to staff from specific schools - Teacher -- Search for a specific teacher by name - Category -- Filter by categories such as Subject Area or Grade Level How to Use Staff Results This view helps principals, assistant principals, and district leaders answer key questions about observation coverage: - Who has been observed most and least? Identify staff members who may need additional visits. - Is observation load balanced? Compare totals across teachers to ensure equitable coverage. - Are new teachers getting enough support? Filter by date range to confirm that first-year teachers or those on improvement plans are receiving frequent observations. - How does coverage compare across schools? District leaders can switch schools or select multiple schools to compare observation activity building by building.

Exporting Report Data

Exporting Report Data Aprenta lets you export the Summary Report as a PDF document for sharing with stakeholders, including in professional development meetings, board presentations, or administrative records. The Summary Report showing the Export button in the top-right corner Exporting the Summary Report as PDF 1. Navigate to Results and select the Summary Report tab. 2. Select an observation form from the dropdown. 3. Apply any filters you want reflected in the export (date range, school, teacher, categories). 4. Click the Export button (with the PDF icon) in the top-right corner of the report panel. 5. The button displays "Exporting..." while the PDF is being generated. 6. The PDF downloads automatically when ready. What the PDF Includes The exported PDF contains: - Cover page -- Displays the form name and any active filters (date range, selected schools, selected teachers, and category filters) - Element reports -- Every element from the form with its data table and chart visualizations, organized by section - Page footer -- Each page includes a timestamp showing when the report was generated and page numbers (e.g., "Page 1 of 5") The filename follows the format summary-report-YYYY-MM-DD.pdf with the date of export. Tips for Exporting - Apply filters before exporting. The PDF reflects whatever filters are active at the time of export. For example, exporting with the "Fall Semester" date range produces a report covering only that period. - One form per export. Each PDF covers the currently selected form. To export reports for multiple forms, select each form and export individually. - Share with non-Aprenta users. The PDF is a standalone document that can be emailed or printed for anyone, including board members or district leadership who may not have Aprenta accounts. Other Export Options Beyond the Summary Report PDF, Aprenta offers additional export capabilities on other pages: - Observations page -- Export individual observations as PDF, or bulk export observations as a PDF zip file or CSV file. See the observations documentation for details. - People page -- Download a CSV of staff members for use in external tools.