This PDF covers how to run a Service Data Export from SCRIBE which will generate a PDF that lists the overall number of people who have participated in services, separated by school and a detailed list of the number of participants for each service for each school.
This export provides a summary of participation. For a detailed list of which students, parents or staff participated in which services, run a Participation Export.
Run a Service Data Export
1. From the SCRIBE main menu, click Reports > Services > Student Service Data Export.
2. Select the School Year(s) and School(s).
If desired, select Entry Code(s) and/or Exit Code(s) or enter an Entry Date and/or Exit Date range to filter which students will be counted in the export. For example, by checking Enrolled for Entry Code, only students who are currently enrolled in SCRIBE will be counted in the export. By entering a date range for Entry Date, only students whose entry dates fall within that date range will be displayed in the export (note: the date range corresponds to the students’ entry dates, not the date the student was entered by a user in SCRIBE).
3. The Service Data Export will be a PDF that contains the following information:
a. Page 1: Service Entered per District / School provides a count of the number of students, parents and staff who have participated in a service, separated by school.
Note: The number of students, parents and staff is not a unique count. This means that if a student, parent or staff has participated in more than one service, they will be counted more than once. If a student has participated in five services, they will be counted five times under the total For Students.
To see which students, parents or staff have participated in which services, run a Participation Export.
b. Page 2+: List of Services Entered per District / School provides a list of all services that have been created in SCRIBE and for which participation has been added, separated by school.
Note: This export does not include any services that have been created in SCRIBE but do not have participation added.
The # of Participants for Students, Parents and Staff is not a unique count. This means that if a student, parent or staff has participated in the same service more than once on the same date, they will be counted more than once. If a student has participated in the Rec.TMT.AlgebraAfterSchool.Oct2019.WBHS service four times on the same date, they will be counted four times under the total for # of Participants for that date.
Instances of participation on different Start Dates are separated and given their own row in the export, even within the same service. In the example above, see the service Rec.TMT.AlgebraAfterSchool.Oct2019.WBHS with Start Dates of 10/1/2019, 10/7/2019, 10/14/2019, 10/15/2019 (column A). If a student participated in this service on 10/1/2019 and again on 10/14/2019, they will be counted once in the # of Participants in the 10/1/2019 row and once in the # of Participants in the 10/14/2019 row.
Uses for the Service Data Export
1. Ensure that all services were created in SCRIBE and participation was added. Compare the list of service in the Service Data export with the list of planned and/or executed services for each school. If a service is not listed in the export, it could be that the service has not been created in SCRIBE.
2. Ensure participation has been added for all services. Since services that do not have participation added in SCRIBE are not listed in the Service Data export, if a service is not listed on the export if could be that no participation has been added for that service.
3. Compare attendance between different services or between dates for the same service. Are morning events better attended than evening events for parents? Which college visits were the best attended in years past?
Additional Resources
How to Create a Service Manually PDF and video
How to Create a Service via Import PDF and video
How to Add Participation Manually PDF and video
How to Add Participation via Import PDF and video
How to Run a Participation Export
How to Add Participation using a Student Group
Town Hall: Summer-y Reports from July 10, 2020 during which this and other reports were discussed
Download this tutorial as a PDF below.