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.
Enter the Reporting Year Name and select the correct dates.
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 data collection period can be segmented into one or more Reporting Terms. A Reporting Term is set up at the highest level organization and can be assigned to any child organization. Activities, Participants, and Participation are all associated with a Reporting Term. When a new Reporting Year is created, a corresponding Reporting Term is automatically created with the same name and dates as the Reporting Year. This default Reporting Term name and dates can be modified if needed.
For example, many after school programs have a school year program and a summer program. In such a case, the Reporting Year would be the whole year, while there would be two Reporting Terms: 1. School Year and 2. Summer.
On the Data Collections Periods screen, you can edit an existing Reporting Term with the ... and then select Edit Reporting Term from the menu.
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.
On the next Select Organizations screen, check the box next to each organization that will use this Reporting Term to track data. Note that checking a higher-level organization will automatically check all of the organizations below it.
When the appropriate organizations have been checked, click Save Reporting Term. You will be returned to the Data Collection Periods screen, where your new Reporting Term will appear.
Reporting Period
A Reporting Term data collection period can be segmented into one or more Reporting Periods. A Reporting Period is set up at the highest-level organization and can be assigned to any child organization
The Reporting Period data collection period is only used in the rare circumstance that an organization needs to create specific data reporting periods that are more specific than a Reporting Term.
When a new Reporting Term is created, a corresponding Reporting Period is automatically created with the same name and dates as the Reporting Term. The names and dates can be modified if needed.
For example, a program needs to report on activity participation in the fall and spring semesters. To do this, they could set up "Fall Program" and "Spring Program" Reporting Periods.
On the Data Collection Periods screen, you can edit an existing Reporting Period with the pencil icon.
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