Overview

Effective reporting is essential for analyzing your regional fair's performance, sharing outcomes with stakeholders, and planning for future events. The YSC Portal provides comprehensive tools to generate various reports and statistics about your fair. This article explains how to access, create, and utilize these reporting features to gain valuable insights about participation, judging, and results.

Types of Available Reports

The YSC Portal allows you to generate several types of reports:

1. Participant Reports: Information about students and projects
2. Judge Reports: Data on your judge pool and assignments
3. Judging Results: Scores and evaluations from the judging process
4. Award Reports: Information about awards and recipients
5. Statistical Reports: Aggregate data about fair participation

Accessing Reporting Features

While there's no centralized "Reports" section in the YSC Portal, reporting functions are available throughout the system:

1. Log in to the YSC Portal as a regional coordinator
2. Navigate to your regional fair in the sidebar menu
3. Access reports from various sections including:
   • Projects
   • Judges
   • Judging Results
   • Awards

Generating Participant and Project Reports

To generate reports about students and projects:

1. Navigate to your regional fair menu
2. Click on Assets and select Users to see all users in your fair
3. Use the checkboxes to select projects to include in your report
   • Select individual projects or use Select All/Select All Matching
4. Click the Choose an option dropdown
5. Select Export Users or Export Projects as needed
6. In the dialog box that appears, select your export options
7. Click Run Action to generate and download the report

These exports will provide comprehensive information about students and projects including:

• Project titles and summaries
• Student names and grades
• School information
• Challenge and category details
• Project numbers and locations

Generating Judge Reports

To create reports about your judges:

1. Navigate to your regional fair menu
2. Click on Judges to see all registered judges
3. Select the judges to include in your report
4. Click the Choose an option dropdown
5. Select Export Users
6. Choose which information to include:
   • General contact information
   • Survey responses
7. Click Run Action to download the report

This report provides information such as:

• Judge names and contact details
• Expertise areas and challenge preferences
• Registration and approval status
• Responses to any custom survey questions

Generating Judging Schedule Reports

To export judging schedules:

1. Navigate to your regional fair menu
2. Click on Judging Schedules
3. Select the schedule entries to include
4. Click the Choose an option dropdown
5. Select Export Schedules
6. The schedule will download as an Excel spreadsheet

This report shows:

• Which judges are assigned to which projects
• The time slots for each judging assignment
• Project and judge details for each scheduled interaction

Generating Results Reports

To export judging results:

1. Navigate to your regional fair menu
2. Click on Judging Results
3. Select the results to include in your report
4. Click the Choose an option dropdown
5. Select Export Results
6. The results will download as an Excel spreadsheet

This report includes:

• Project information and numbers
• Scores for each judging criterion
• Consensus scores
• Rankings within categories and challenges

Generating Award Reports

To create reports about awards and recipients:

1. Navigate to your regional fair menu
2. Click on Awards
3. Click the Choose an option dropdown
4. Select Export Awards or Export Award Assignments
5. Choose your export options
6. Click Export to download the report

These reports provide:

• Award names and descriptions
• Sponsor information
• Recipient projects and students
• Award values and types

Creating Statistical Reports

While the YSC Portal doesn't generate pre-formatted statistical reports, you can create them using the exported data:

1. Export the relevant data as described above
2. Use Excel or other spreadsheet software to analyze the data
3. Create statistical summaries such as:
   • Number of projects by grade level
   • Number of projects by challenge area
   • Gender distribution of participants
   • School participation rates
   • Judge demographics
   • Average scores by category or challenge

Customizing Reports in Excel

After exporting data from the YSC Portal, you can enhance the reports in Excel:

1. Format the data: Apply formatting to make the report more readable
2. Create pivot tables: Summarize data by various dimensions
3. Generate charts: Create visual representations of key statistics
4. Filter and sort: Organize data for specific analyses
5. Add calculations: Create additional metrics specific to your needs

Using Reports Effectively

These reports can serve multiple purposes:

During the Fair

• Create sign-in sheets and check-in lists
• Generate judging schedules and assignment sheets
• Produce project location maps
• Create award ceremony materials

After the Fair

• Share participation statistics with sponsors and stakeholders
• Analyze results to identify trends and patterns
• Document award recipients for recognition
• Prepare summary reports for your committee
• Plan improvements for future fairs

Year-to-Year Analysis

• Compare participation rates across years
• Track growth in specific challenges or categories
• Monitor school engagement over time
• Identify recurring patterns or issues

Tips for Effective Fair Reporting

1. Export data regularly: Create backup exports throughout the fair process
2. Create templates: Develop reusable report formats for year-to-year consistency
3. Focus on key metrics: Identify the most important statistics for your stakeholders
4. Visualize data: Use charts and graphs to make statistics more accessible
5. Anonymize when appropriate: Remove personal information when sharing broadly
6. Document methodology: Note how statistics were calculated for future reference