This report provides a site-level breakdown of participant engagement in after-school programs, organized by the total number of hours each participant has accumulated. It is designed to help program administrators and site coordinators understand how deeply participants are engaging across individual program sites — from those who have barely started to those with sustained, long-term attendance.
Overview & When to Use
This report answers the question: How are participants distributed across attendance hour thresholds at each site? It surfaces both registration counts and actual attendance figures, then segments attended youth into hour bands to reveal engagement depth at a granular, site-by-site level.
Typical audience: Program directors, site coordinators, and others monitoring participation quality and dosage. This report is most effective when connected to the State/System or Institution level access.
This report is most useful when:
- Evaluating whether participants are reaching meaningful attendance thresholds (e.g., 45+ hours) that correlate with program outcomes.
- Comparing engagement levels across multiple sites within the same institution (grant, district).
- Identifying sites where a large share of registered youth have zero or very low hours, signaling potential retention or outreach issues.
How to Read the Report
- Start with the Institution and Site columns to orient yourself — each row represents one program site, so comparisons are made at the site level, not the individual participant level.
- Compare Registered Youth to Attended Youth to gauge how many registered participants actually showed up; a large gap may indicate enrollment inflation, early dropout or poor attendance recording.
- Scan the hour band columns from left to right (0 Hours → Less Than 15 → 15–44 → 45–89 → 90–179 → 180–269 → 270+ Hours) to see where the bulk of attended youth fall on the engagement spectrum.
- Pay attention to the 15+ Hours column, which aggregates participants who have crossed a minimum meaningful dosage threshold, useful for quick program health checks.
- Check the Last Attendance Date to confirm whether a site is still actively recording participation or has fallen behind in data entry.
Key Metrics
| Metric | What it Measures | How it is Calculated | Notes |
| Registered Adults | Number of adults enrolled at the site | Count of adult registrations per site | Includes all registered adults regardless of attendance |
| Attended Adults | Number of adults who attended at least one session in the reporting term | Count of adults with at least one recorded attendance in the reporting term | Will be ≤ Registered Adults |
| Registered Youth | Number of youth enrolled at the site | Count of youth registrations per site | Includes all registered youth regardless of attendance |
| Attended Youth | Number of youth who attended at least one session in in the reporting term | Count of youth with at least one recorded attendance in the reporting term | Will be ≤ Registered Youth |
| 0 Hours | Youth with no recorded attendance hours | Count of attended or registered youth with zero hours logged in the reporting term | May indicate data entry gaps or very recent enrollees |
| Less Than 15 Hours | Youth who have accumulated some but minimal hours | Count of youth with > 0 and < 15 total hours in the reporting term | Flags low-engagement participants |
| 15–44 Hours | Youth in a moderate engagement range | Count of youth with 15–44 total hours in the reporting term | |
| 45–89 Hours | Youth approaching a meaningful dosage level | Count of youth with 45–89 total hours in the reporting term | |
| 90–179 Hours | Youth with substantial program engagement | Count of youth with 90–179 total hours in the reporting term | |
| 180–269 Hours | Youth with high engagement | Count of youth with 180–269 total hours in the reporting term | |
| 270+ Hours | Youth with the highest level of program engagement | Count of youth with 270 or more total hours in the reporting term | Represents the most deeply engaged participants |
| 15+ Hours | Youth who have crossed a minimum dosage threshold | Count of youth with 15 or more total hours in the reporting term | Useful as a quick program quality indicator |
| Last Attendance Date | Most recent date any attendance was recorded at the site | Latest attendance date on record for the site | Helps identify where sites are in their attendance recording (e.g. falling behind or up-to-date) |
Statuses, Colors, and Alerts
- Shaded rows indicate totals for sites and the bottom row is a total of all sites in the institution.
- Hour band columns with a value of 0 indicate no participants fall in that range for that site — this is informational, not an error state.
- The Last Attendance Date serves as a passive alert: sites with older dates may warrant follow-up to confirm any issues with programming or attendance data entry.
- A large count in the 0 Hours or Less Than 15 Hours columns relative to Attended Youth may informally signal low engagement or data quality concerns worth investigating.
Notes, Limitations, and Related Reports
- This report is site-level, not person-level. It does not identify which individual participants fall into each hour band — only how many at each site.
- Hour band totals reflect cumulative hours across the program period represented in the data; the specific date range depends on how the report is filtered.
- Sites with very small participant counts should be interpreted cautiously, as small absolute numbers can produce misleading percentages or patterns.
- The 15+ Hours column may overlap with other hour band columns (15–44, 45–89, etc.) and should not be added to those columns to avoid double-counting.
- Related reports that break down engagement at the participant level or by session may provide additional context not available here.
- If a student attends at two sites, the total bottom row for the institution will increase the total by 2 instead of 1. Thus, the totals for a institution may not match the values from the Participants by Hour Band (Institution) report which counts only each unique person once even if they attend multiple sites.
Report Filters
No filter panel is explicitly shown as part of the validated report structure. Based on the visible columns and site-level grain, the following filters are typical for this type of report and may be available:
- Institution / Program — Limits the report to a specific after-school program or institution. Useful when a user has access to multiple programs and wants to focus on one.
- Site — Narrows results to one or more specific program sites within an institution. Helpful for site coordinators who only manage a subset of locations.
- Date Range / Program Year — Controls which attendance records are included in the hour band calculations. Changing this filter will shift all hour band counts and the Last Attendance Date.
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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