Navigate offers a range of reporting features to gather care unit data and student information over a certain period of time. Not everyone has access to all of these reports, so please keep in mind that your access may vary. These can all be found under the "Reporting" icon on the left-hand side toolbar.
Note: The difference between a report and an advanced search is that a report can most often only be run for a certain period of time, such as a specific semester and includes pre-made columns of information that an advanced search does not have.
Note: The advanced search and reports can only accurately gather data for the past 2 years. It is NOT for gathering historical data. Navigate does house some historical data within "Analytics" and "Institutional Reports" . Access to these can be requested on a case by case basis.
The Check-ins report gives you information about check-ins and related data, including locations and check-out information, within the selected date range. Check-Ins capture any time a student swipes in at a kiosk.
To create a Check-ins report, simply navigate to the Reporting page by selecting the icon that looks like an excel sheet with a magnifying glass from the left-side toolbar. From here, under "Appointment/Visit Reports" select "Check-ins". You will then see the following screen.
Now you can enter your desired search criteria. I.e. your care unit, location and date range. You also have the ability to filter the results by using the Advanced Search section below the activity filters. This allows you to look for focused groups of students that have swiped in at certain location/care unit.
The Appointments report gives you information about all Appointments scheduled through Navigate as well as drop-in appointments that have a summary report. It includes the location, care unit, purpose, date and organizer of the appointment among other information. You can also filter it by a specific Appointment Campaign that you may have had running.
To create an Appointments report, simply navigate to the Reporting page by selecting the icon that looks like an excel sheet with a magnifying glass from the left-side toolbar. From here, under "Appointment/Visit Reports" select "Appointments". You will then see the following screen.
From here, you can enter your desired search criteria. I.e. your care unit, location and date range. You also have the ability to filter the results by using the Advanced Search section below the activity filters. This allows you to look for focused groups of students that have had appointments in a certain location.
The Student Info report can be used to create a document which includes a list of students as well as who their assigned advisors are. It also includes other demographic information about students such as race/ethnicity and gender.
To create a Student Info report, simply navigate to the Reporting page by selecting the icon that looks like a spreadsheet from the left-side toolbar. From here, under "Student Data Reports" section select "Student Info (Students Active for Term)". You will then see the following screen.
In general, this report runs very similar to an advanced search, except you must choose an activity filter (i.e. a semester) in which to run it for. It cannot be run across multiple semesters at the same time.
Undergraduate Assigned Advisors
If you wish to create a report for all undergraduate students in a certain major to ensure that everyone has been assigned to an advisor, follow the steps below.
Step 1. When checking who has been assigned an advisor, you will want to exclude all students who are enrolled in INQ 101 and HON 150 for the current term, because these students will be first year students that should not be assigned a major advisor yet. To do this fill in the following under "Course Data".
Notice the from and to term are the same (whatever the term is) and that the "Status" is "Not Registered".
Step 2. You will want to exclude current Early College students who are enrolled in your major(s) for the future term. They do not need to be assigned advisors, since they are not currently in the major. To do this, go to the ‘Student Information’ bucket and click the small ‘+’ icon next to “Categories”. This will open the “Categories (In None of These)” option. In this box, enter “Early College". This will ensure that Early College students who were admitted into your program for Spring are not coming up in your search.
Step 3. You will want to exclude Graduate students. To do so navigate to the "Term Data" bucket. Under "Classification (In None of These)", enter "Graduate". This will exclude graduate students for the selected term from the report. Alternatively, you can use the "Area of Study" bucket to filter by degree, selecting only the degrees that you are interested in.
Step 4. Under "Area of Study", you can search for the specific major(s) you are running the report for. After selecting the desired major(s), select "Search" and a list of all students satisfying these requirements will appear. You can then export the list to excel by using the "Actions" menu and selecting "Export to Excel". Remember that this report only includes students enrolled in classes for the selected term.
You will notice that this report includes columns of information that you do not need. When you go to export the data to excel, a pop-up will appear giving you the option to select only the columns that you are interested in before exporting. “Assigned Staff” is the column that lists each student’s assigned advisor.
Note: Students with secondary major advisors, or minor advisors will also have those advisors listed under "Assigned Staff".
The Student Enrollments report can be used to find a list of students along with their classes, professors, midterm/final grades, etc. for a specified semester.
To create a Student Enrollments report, simply navigate to the Reporting page by selecting the icon that looks like a spreadsheet from the left-side toolbar. From here, under "Student Data Reports" section select "Student Enrollments". You will then see the following screen.
Once in the report, you can select your desired semester and have the option to run the report for a specific course, to see all students and midterm/final grades for that course. If you'd like to run the report for a certain group of students to see all of their courses, simply use the advanced search portion to sort the students by major, degree, minor, classification, etc.
To specify a major and degree, just open the “Area of Study” bucket and add the major and degree that you are interested in.
Note: This report will list each student the number of times that they are in classes. Meaning if a student was enrolled in 4 classes, their name would appear 4 times.
Sorting the Data Using Excel
If you are interested in seeing a specific midterm/final grade, use the steps below to sort the student enrollments data. For example, we will filter the data to see only classes in which the students in our list received a Final Grade of “F” or “I”.
Step 1. Select "Actions" and then "Export Results". Use the Download Center for Reports popup to download the document and then open it in Excel on your computer.
Step 2. Once in Excel, you can use "Save As" to save the file as an excel workbook instead of a .csv. First thing we are going to do with the data is format it as a table. To do this, highlight the column names and then use the keyboard shortcut control + shift + down arrow (command + shift + down arrow on mac), to highlight all the data down to the last entry.
Step 3. Once the data is all highlighted, on the home tab of excel you should see "Format as Table". Select this. Once your data is formatted as a table, navigate to the "Dropped?" column, and select the small arrow next to the column header. Uncheck "Yes" to ensure that courses where a student did NOT drop the course are what remains.
Step 4. Now, navigate to the arrow next to the column header of "Final Grade" and follow the same approach to only display courses where a student received an F or an I.
What remains will be a list of students and their courses for the semester you chose and the grades you filtered by.