As a school administrator, you can easily export progress reports across all curricula to streamline the analysis of student performance. These reports can be exported in a spreadsheet format, with options to generate a consolidated report or individual files for each grade or class. Read this article to learn more!
💡We are using the PYP curriculum as an example in this article, but these features apply across all curriculums.
This article will cover:
Exporting Progress report data
Including student profile fields in exports
Exporting Progress report data
As a school administrator, you can seamlessly export progress report data of your students in a spreadsheet format, facilitating easy data review, analysis, and sharing.
To begin, navigate to the progress report sets of your preferred curriculum from the admin portal. Next, click on the three-dot menu next to the desired progress report set and select the ‘Export report set’ option.
💡Please note that this option is available regardless of the progress report set status. You can export data at any stage of the report creation process—it doesn't have to be locked or shared. Also, this option is currently available only for term reports, not cumulative reports.
Alternatively, you can enter a progress report set and find this option in the top right corner. To export the progress report set for a specific grade or class, use the three-dot menu next to that grade/class, as shown below.
Export options
Once you initiate the export, you’ll have three options to choose from:
Export report data with all fields, including the empty ones
Export locked report data with completed fields only
Export locked report data in raw format with completed fields only
Export report data with all fields including the empty ones
This option allows you to export an XLSX file with all fields in the progress report set included in the exported file. Empty fields are highlighted to easily spot missing data, making it ideal for data review and identifying missing information.
The exported spreadsheet has multiple tabs corresponding to different sections of the progress report such as Grade summary, learning goals, attendance etc. Each tab has complete data organized by students. The empty fields highlighted in yellow signify missing data, while the grey fields indicate that the data is not applicable for this student, grade or progress report section.
Export locked report data with complete fields only
This option enables you to export an XLSX file that contains only the filled-in fields of locked progress reports. It provides an easy-to-read format of progress report data, excluding any empty fields.
Similar to the first option, the exported spreadsheet has multiple tabs corresponding to different sections of the progress report with data organized by students. However, it only includes data with completed fields for convenient reading. The rest of the information remains the same.
Export locked report data in raw format with complete fields only
This option allows you to export a single CSV file that includes data from completed fields only. While the data is not organized for casual reading, it is specifically formatted to be uploaded to external platforms for visualization, graphing, deriving metrics, or importing to third-party systems.
Schools can use this feature to bulk download the data entered into progress reports and upload it as-is to national curriculum portals or other external systems for further processing.
The exported spreadsheet contains only one tab providing detailed data on each student’s performance across subjects, including class details, teacher names, assessment criteria, and more, all in a single tab.
Single file vs grade/class-wise data download
When exporting the progress report set, you have two options for organizing the exported files:
Combine all class/grade data into a single file
Create a separate file for each class/grade.
💡In PYP, the file organization is based on classes, while for other curriculums, it is based on grades.
Combine all class/grade data into a single file
This option allows you to download a single file that combines data of all classes/grades included in the progress report set. This is particularly useful when you need to present or review the progress of all students across different classes or grades in a single document.
Each student’s details, grades, and performance metrics will be included, providing an all-encompassing view that can help in high-level analysis or presentations.
Create separate file for each class/grade
With this option, you can download a zip file containing a separate spreadsheet for each class or grade. Each file will include data only for the students in that specific class or grade.
This is particularly useful when you want to share specific class or grade data with individual teachers, homeroom advisors, or class/grade coordinators.
Student profile fields in exports
We’ve also improved how student details appear in exported XLSX or CSV report files.
To set this up:
Go to the ‘Cover sheet’ section in the progress report template configuration.
Select up to 6 fields from the ‘Additional details’ to display on the cover sheet of the progress report. These fields can include details like student UID, nationality, date of birth, and more.
The chosen fields will then appear in the exported reports, providing comprehensive student information in a streamlined format. Below is an example of how it will look in a downloaded spreadsheet report.
That's all for now. We will continue to innovate and improve to make your Toddle experience better each day!