Data Export

Export raw Goal Check data as CSV with flexible filters, background processing for large exports, and complete audit trails

Goal Check Data Export

Export all Goal Check data for custom analysis, long-term archival, integration with other systems, or ACE accreditation reporting. This guide covers CSV export, filtering, background jobs, and advanced use cases.

Administrator Feature: Data export is available to administrators only. Supervisors can export their daily centre reports, but not raw data exports.

Export Overview

Purpose: Extract raw Goal Check data from Zion for:

• Custom analysis in Excel or other tools
• Long-term archival beyond Zion retention
• Integration with other school systems
• ACE accreditation reporting
• Board presentations with custom charts
• Research and data science projects

Export Format:

• CSV (Comma-Separated Values)
• Opens in Excel, Google Sheets, Numbers, database tools
• One row per student per PACE per date

Data Included:

• All goal entries (start/end pages, total pages)
• All progress entries (actual start/end pages, total pages, variance)
• Student information (name, grade, centre)
• PACE information (number, subject, title)
• Timestamps (when goal set, when progress marked)
• Notes added during progress marking
• Audit trail (who entered data)

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Accessing Data Export

Navigation

1. Log In as Administrator

   Data export requires administrator role

2. Navigate to Goal Check

   Click “Goal Check” in sidebar

3. Click Data Export

   Opens export configuration page

Export Interface

Page Layout:

• Filters Section: Configure which data to export
• Preview Section: Sample of data to be exported (first 10 rows)
• Export Button: Initiates export
• Download History: Previously generated exports

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Configuring Your Export

Date Range Filter

Purpose: Specify which dates to include in export.

Options:

Last 7 Days:

• Quick option for recent data
• Example: Export Nov 15-22, 2024

Last 30 Days:

• Monthly snapshot
• Example: Export Oct 22 - Nov 22, 2024

This Term:

• All data for active academic term
• Example: Export Oct 1 - Dec 20, 2024 (Term 1)

Custom Date Range:

• Select any start and end date
• Maximum: 1 year of data per export
• Example: Export Jan 1 - Dec 31, 2024 (full calendar year)

All Historical Data:

• Complete Goal Check history since Zion implementation
• May trigger background job if >10,000 rows
• Use for comprehensive archival

Start Small: First-time exports should use smaller date ranges (last 7-30 days) to understand data structure before exporting large datasets.

Centre Filter

Purpose: Include specific centres or all centres.

Options:

All Centres:

• School-wide export
• Includes all learning centres
• Default selection

Specific Centre(s):

• Select one or more centres from checklist
• Example: Export only “Faith Centre” and “Grace Centre”
• Useful for centre-specific analysis

Use Cases:

• Export one centre for supervisor review
• Export select centres for comparison study
• Export all centres for school-wide reporting

Student Filter

Purpose: Include specific students or all students.

Options:

All Students:

• Include every student in selected centres
• Default selection

Specific Student(s):

• Search and select individual students
• Example: Export data for 5 at-risk students only
• Useful for case studies or parent meetings

Active Students Only:

• Exclude deactivated students
• Default: enabled
• Uncheck to include historical data for withdrawn students

Use Cases:

• Export single student for parent conference
• Export at-risk students for intervention planning
• Export graduates for historical records

Status Filter

Purpose: Include only certain completion statuses.

Options:

All Statuses:

• Completed, Exceeded, Missed, Not Started
• Default selection

Completed Only:

• Students who met or exceeded goals
• Useful for success analysis

Missed Only:

• Students who didn’t meet goals
• Useful for intervention planning

Exceeded Only:

• Students who significantly exceeded goals
• Useful for identifying advanced students

Multiple Selection:

• Check multiple statuses
• Example: Export “Completed” and “Exceeded” (success cases only)

Subject/PACE Filter

Purpose: Include specific subjects or all subjects.

Options:

All Subjects:

• Math, English, Science, Social Studies, Word Building, etc.
• Default selection

Specific Subject(s):

• Select one or more subjects
• Example: Export only Math data for curriculum analysis

Specific PACE(s):

• Select individual PACEs by number
• Example: Export only PACE 1015 for difficulty assessment

Use Cases:

• Export Math data for curriculum planning
• Export specific PACE to assess difficulty
• Compare performance across subjects

Additional Options

Include Notes:

• Checked (default): Export includes notes added during progress marking
• Unchecked: Export excludes notes (smaller file)

Include Audit Trail:

• Checked (default): Export includes who entered data and when
• Unchecked: Export excludes audit data

Calculate Aggregations:

• Checked: Export includes calculated fields (daily totals, averages, etc.)
• Unchecked: Raw data only (you calculate in Excel)

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Understanding Export Data Structure

CSV Columns

Student Information:

• student_id - Internal Zion student ID
• student_name - Full name
• student_grade - Grade level (1-12)
• learning_centre - Centre name

Date Information:

• date - Date of Goal Check entry (YYYY-MM-DD format)
• day_of_week - Mon, Tue, Wed, Thu, Fri
• academic_term - Term name (e.g., “Term 1 2024”)

PACE Information:

• pace_number - PACE number (1001-1144)
• pace_subject - Subject (Math, English, etc.)
• pace_title - Full PACE title
• pace_total_pages - Total pages in PACE (typically 36)

Goal Data:

• goal_start_page - Goal start page set in morning
• goal_end_page - Goal end page set in morning
• goal_total_pages - Goal total pages (calculated)
• goal_set_at - Timestamp when goal was set
• goal_set_by - User who set goal

Actual Progress Data:

• actual_start_page - Actual start page marked at end of day
• actual_end_page - Actual end page marked at end of day
• actual_total_pages - Actual total pages (calculated)
• actual_marked_at - Timestamp when progress was marked
• actual_marked_by - User who marked progress

Calculated Fields:

• variance - Actual total - goal total
• variance_percentage - (Variance / goal total) × 100
• status - Completed, Exceeded, Missed, Not Started

Notes and Audit:

• notes - Any notes added during progress marking
• created_at - When record was created
• updated_at - When record was last updated
• created_by - User who created record
• updated_by - User who last updated record

Example CSV Row

student_id,student_name,student_grade,learning_centre,date,pace_number,pace_subject,goal_start_page,goal_end_page,goal_total_pages,actual_start_page,actual_end_page,actual_total_pages,variance,status,notes
12345,John Smith,5,Faith Centre,2024-11-22,1015,Math,15,20,6,15,18,4,-2,Missed,"Struggled with long division on pages 18-19"

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Generating and Downloading Export

Small Exports (Immediate Download)

Criteria:

• Less than 10,000 rows
• Simple filters (single centre, short date range)
• Completes in <10 seconds

Process:

1. Configure Filters

   Set date range, centre, status, etc.

2. Preview Data

   Review first 10 rows to verify correct data

3. Click Export

   Button shows “Export X,XXX rows”

4. Wait for Generation

   Progress bar shows 5-10 seconds

5. Download Automatically

   CSV file downloads to browser default location

6. Open in Excel

   Double-click downloaded file

File Name Format:

Zion-GoalCheck-Export-2024-11-22-143045.csv
(Date and timestamp ensure unique names)

Large Exports (Background Job)

Criteria:

• More than 10,000 rows
• Complex filters (all centres, full year)
• Completes in 30-120 seconds

Process:

1. Configure Filters

   Set date range, centres, etc. for large dataset

2. Click Export

   Button shows “Export X,XXX rows (background job)”

3. Job Queued

   Message: “Export job queued. You’ll receive email when ready.”

4. Continue Working

   No need to wait - navigate away, log out, close browser

5. Check Email

   Receive email when export complete (5-30 minutes for 50,000+ rows)

6. Download from Link

   Email contains download link valid for 7 days

7. Or Check Download History

   Navigate back to Data Export page → Download History tab

Background Job Benefits:

• No waiting with browser open
• No timeout errors
• Can export huge datasets (100,000+ rows)
• Multiple exports can queue simultaneously

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Working with Exported Data

Opening in Excel

1. Locate Downloaded CSV

   Check browser downloads folder

2. Right-Click File

   Select “Open With” → “Microsoft Excel”

3. Verify Data Import

   Excel may ask about delimiter - choose “Comma”

4. Format Date Columns

   Select date columns, format as “Date” (may import as text)

5. Create Pivot Tables

   Use Excel pivot tables for analysis

Excel Tips:

• Freeze top row (View → Freeze Panes → Freeze Top Row)
• Filter columns (Data → Filter)
• Sort by variance to find struggling students
• Create charts from data

Common Excel Analyses

Completion Rate by Centre:

1. Create pivot table
2. Rows: learning_centre
3. Values: Count of status (filter to “Completed” and “Exceeded”)
4. Show as % of grand total

Average Variance by Student:

1. Create pivot table
2. Rows: student_name
3. Values: Average of variance
4. Sort descending to find students most behind

Subject Difficulty Analysis:

1. Create pivot table
2. Rows: pace_subject
3. Values: Average of variance
4. Negative averages indicate difficult subjects

Daily Trends:

1. Create pivot table
2. Rows: date
3. Values: Count of status (filter to “Completed”)
4. Insert line chart

Opening in Google Sheets

1. Open Google Sheets

   Go to sheets.google.com

2. File → Import

   Select “Upload” tab

3. Drag CSV File

   Or click “Select file from device”

4. Import Options

   Choose “Comma” as separator, “Replace spreadsheet”

5. Click Import Data

   Sheet populates with export data

Google Sheets Benefits:

• Cloud storage (no local file)
• Easy sharing with colleagues
• Collaborative analysis
• Built-in charts and pivot tables

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Export Use Cases and Examples

Use Case 1: Quarterly ACE Accreditation Report

Scenario: Your school needs to document Goal Check compliance for ACE review.

Export Configuration:

• Date Range: Last 3 months (one quarter)
• Centres: All centres
• Students: All students
• Status: All statuses
• Include Notes: Yes
• Include Audit Trail: Yes

Analysis:

1. Calculate school-wide completion rate
2. Show Goal Check used daily (date coverage)
3. Demonstrate individualized pacing (variance data)
4. Include supervisor notes as evidence of monitoring

Deliverable: Excel workbook with pivot tables showing compliance metrics.

Use Case 2: At-Risk Student Intervention Plan

Scenario: Administrator needs data on students consistently missing goals for intervention planning.

Export Configuration:

• Date Range: Last 30 days
• Centres: All centres
• Students: All students
• Status: Missed only
• Include Notes: Yes

Analysis:

1. Filter to students with 10+ missed entries
2. Review notes to identify common struggles
3. Group by subject (are they struggling in one subject or all?)
4. Group by centre (is this centre-specific or school-wide?)

Deliverable: List of 15 at-risk students with intervention recommendations.

Use Case 3: Centre Performance Comparison

Scenario: Administrator wants to understand why some centres outperform others.

Export Configuration:

• Date Range: Last term
• Centres: All centres
• Students: All students
• Status: All statuses

Analysis:

1. Calculate completion rate per centre
2. Calculate average variance per centre
3. Identify top 3 and bottom 3 centres
4. Compare goal-setting patterns (are top centres setting more achievable goals?)

Deliverable: Centre comparison report with recommendations for bottom performers.

Use Case 4: Subject Curriculum Review

Scenario: School leadership wants to assess Math curriculum difficulty.

Export Configuration:

• Date Range: Full academic year
• Centres: All centres
• Students: All students
• Subject: Math only
• Status: All statuses

Analysis:

1. Calculate completion rate for Math vs other subjects
2. Identify specific Math PACEs with low completion
3. Review notes for common struggles
4. Compare grade levels (is Math harder for certain grades?)

Deliverable: Math curriculum difficulty report with recommendations for support.

Use Case 5: Individual Student Portfolio

Scenario: Parent meeting to discuss student’s performance.

Export Configuration:

• Date Range: Last term
• Students: Specific student only
• Status: All statuses
• Include Notes: Yes

Analysis:

1. Create line chart of daily variance (trending up or down?)
2. Identify subjects where student excels vs struggles
3. Review notes for patterns
4. Calculate overall term completion rate

Deliverable: Student performance portfolio for parent meeting.

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Data Security and Privacy

Access Controls

Who Can Export:

• Administrators only (full school data)
• Supervisors cannot export (can only view reports for their centres)
• Monitors cannot export (data entry only)

Why Restricted:

• Protects student privacy
• Prevents unauthorized data sharing
• Maintains FERPA compliance
• Enables audit trail of who accessed data

Secure Handling

Best Practices:

• Download exports to secure, password-protected computers only
• Do not email exports (use secure file sharing if needed)
• Delete local copies after analysis complete
• Store long-term archives in encrypted cloud storage

What NOT to Do:

• Share CSV files via public links
• Store on USB drives (easily lost)
• Email exports to personal email addresses
• Leave exports in Downloads folder indefinitely

Data Retention

In Zion:

• Goal Check data retained indefinitely
• Can export historical data anytime

Exported CSVs:

• Background job download links expire after 7 days
• Download History shows last 90 days
• You own the exported CSV (store as long as needed)

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Troubleshooting Export Issues

”Export Button Disabled”

Causes:

1. No data matches selected filters
2. Date range invalid (start after end)
3. Not logged in as administrator

Solutions:

1. Adjust filters to broader selection
2. Verify date range
3. Log in with administrator account

”Export Taking Too Long”

Causes:

• Exporting large dataset (50,000+ rows)
• Server under load

Solutions:

• Wait for background job to complete (check email)
• Reduce date range or filters
• Retry during off-peak hours (early morning)

“CSV File Won’t Open”

Causes:

1. File corrupted during download
2. No CSV-compatible app installed
3. Browser download failed

Solutions:

1. Re-download from Download History
2. Install Excel, Google Sheets, or LibreOffice
3. Try different browser

”Data Looks Incorrect”

Causes:

1. Misunderstanding data structure
2. Filters not configured as intended
3. Data entry errors in Zion

Verify:

1. Review column headers and data types
2. Check preview before export
3. Spot-check few rows against Zion interface data

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Export FAQs

Q: How much data can I export at once? A: No hard limit. Exports of 100,000+ rows possible via background job.

Q: Can I schedule automatic exports? A: Not yet - planned feature. Currently manual export only.

Q: Can I export as PDF instead of CSV? A: No, raw data export is CSV only. Use Reports feature for PDF exports.

Q: How long do background job download links last? A: 7 days. Download within that window or re-generate export.

Q: Can I export student photos? A: No, CSV exports are data-only. Photos not included.

Q: Will export include future dates? A: No, only historical data (dates with actual Goal Check entries).

Q: Can I filter by variance range (e.g., variance < -5)? A: Not in export interface. Export all, then filter in Excel by variance column.

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Related Features

Reports Guide

Generate formatted PDF reports instead of raw CSV exports

Goal Check Overview

Understand what data is being exported

Administrator Reports

Weekly school reports for regular review

CSV Templates

Other CSV features in Zion (student import, etc.)