Viewing Data
Contents
Options to View Data
To View Data, you need to have selected the Students, and selected the Information you are interested in viewing for those students.
There are many options to view data in VCAT. Data can be viewed not only where you enter the data, but also using the following reports:
• Student Unit Report
• Student Criterion Report
• Cohort Unit Report
• Cohort Criterion Report
• Custom Reports
Student Unit Report
In this sample, one group of students is selected with one piece of information. Students are listed in alphabetical order using their last name. This Student Unit Report displays one student per row with one summarized value for the unit. The summarized value is dependent on the weight assigned to the criteria in the unit. If one criterion has all of the weight (100%), then that score will be used as the summary value to give a quick snapshot for that unit. If more criteria share the weight equally distributed (by default), the summarized value will be an average of the weighted criteria. Occasionally, none of the criteria are weighted. When that is the case, no summarized value can be calculated therefore, the Student Unit Report can't be generated. The bottom row highlighted in blue gives you the Mean (average) scores for the group of students you have selected. Many options are available to refine this report.
Student Criterion Report
In this sample, one group of students is selected with one piece of information. Students are listed in alphabetical order using their last name. This Student Unit Report displays one student per row with the detailed scores for each of the criteria in the unit in individual columns. The bottom row highlighted in blue gives you the Mean (average) scores for the group of students you have selected. Many options are available to refine this report.
Cohort Unit Report
In this sample, one group of students is selected with one piece of information. This report displays one cohort per row with the mean of the summarized values for the cohort. The 'N' of 4 indicates that there are 4 students with data included in the Mean. Many options are available to refine this report.
Cohort Criterion Report
In this sample, one group of students (cohort) is selected with one piece of information. This report displays one cohort per row with the mean score for each of the criteria with numeric scores in the unit. The 'N' indicates the number of students with data included in each of the criterion mean. Many options are available to refine this report.
Custom Reports
Custom Reports are reports specifically created and customized for your SU/district, and ready to download/print. Report Cards, Progress Reports, Placement Forms, and Student Accommodation Plan would be some examples of custom reports.
1. Select the student(s).
2. Click on Custom Reports to get the list of custom reports available to you.
or 
3. Select the date. The date displayed on the left of the filter bar is the date you wish to run the report for. If the date needs to be changed, simply click on it and you will be prompted to choose a date with a calendar. Select a new date and click on Ok.
4. Select the custom report of your choice by clicking on PDF. The list can be filtered by Type, Grade, and/or Subject to narrow down the selection. Use the Clear button to the right of the Subject filter to cancel all filters.
Values From Current Selection
Some values in custom reports come straight from the student selection. If the selection does not include those values, blank spaces will replace those values on the reports.
A custom report may include Year, School, Course, and Section. If the current selection does not include any of these elements part of the report, a warning bar will show in the report selection list.
The report can still be selected and generated but the elements not included will be left blank.
How to run a custom report for Individual student(s)
If the custom report you wish to run includes the section information (Teacher Name), follow these steps:
1. Select the section the student is part of, then click on More Info.
2. Now, you have the whole class selected BUT you ONLY want specific student(s) so, click on But Only.
3. Click on the Individual tab to be allowed to select the specific student(s) you want.
4. In the field, type part of the Last Name OR First Name. The system will display a list of students that match your search.
5. Select the student you want.
6. You have the option of adding more individual students by repeating the steps 4 and 5. You can also remove a selected student by clicking on the red circle in front of his name.
7. Click on Custom Reports to get the list of custom reports available to you.
or
8. Select the date. The date displayed on the left of the filter bar is the date you wish to run the report for. If the date needs to be changed, simply click on it and you will be prompted to choose a date with a calendar. Select a new date and click on Ok.
9. Select the custom report of your choice by clicking on PDF. The list can be filtered by Type, Grade, and/or Subject to narrow down the selection. Use the Clear button to the right of the Subject filter to cancel all filters.
If the custom report you wish to run does NOT include the section information (Teacher Name), you can directly select the individual student(s):
1. By default, you are under Groups tab where you can select the Year, School, Course, and Section. Click on Individual tab, to the right of the Groups tab.
2. Type first name OR last name (or part of either one) in the Search field. Click on the student name from the list displayed to select that student.
3. Now, the student's name shows up in the Students box and also on the right, with a little minus sign in a red circle. If you wish to remove that student, click on the red circle.
4. Repeat step 2 for each individual student you want to add.
The individual students selected show in one student box therefore, they are considered as one cohort.
5. Click on Custom Reports to get the list of custom reports available to you.
or
6. Select the date. The date displayed on the left of the filter bar is the date you wish to run the report for. If the date needs to be changed, simply click on it and you will be prompted to choose a date with a calendar. Select a new date and click on Ok.
7. Select the custom report of your choice by clicking on PDF. The list can be filtered by Type, Grade, and/or Subject to narrow down the selection. Use the Clear button to the right of the Subject filter to cancel all filters.
Options to Refine Report
Display Options
Depending on the information, an option might be more suitable than another one to view that information.
Horizontal Series
• By default, you are on the 'Horizontal Series', which displays students on the left and data in columns on the right. It is recommended you make all adjustments needed prior to selecting a different display option.
• The dark grey shaded options indicate that they are not available, based on the selection.
Vertical Series
• The Vertical Series displays the information in rows and the students in columns.
Individual Series
• The Individual Series displays the information grouped by student.
Bar Graph and 3D Bar Graph
Pie Chart and 3D Pie Chart
Filters
• Click on the green '+' button to add a row that will give you options to filter the data.
• You have the option to 'Keep' or 'Hide' certain criteria based on their value/score in comparison to another value or item itself.
Percentages
Scales
Terms
Groups & Demographics
Add Student Group
Add Demographic
Student Fields
Options
Export
Options to Export Reports
Export to PDF
This feature will export the report into a pdf format. Beware that if there is too much information on the report (what you currently have displayed on the screen), the information might not lay out correctly and be illegible.
Export to Excel
This feature allows you to export to excel (spreadsheet format) to give you the ability to manipulate the data file if needed.
Export to PNG
Graphic reports and charts are simply pictures on a webpage. To export, right-click (control-click on Mac) on the picture and save the image to your disc. You can also copy and paste the image directly to a document editor like Microsoft Word.
