Reports & Audits
Reports & Audits is the management area: university-wide figures, and the gaps where data is missing.
Unlike Students, which handles one student at a time. Here each report row links one way into the relevant student record; there is no way back from the record to the report.
Two groups: Lifecycle & Decisions and Academic Performance. Global Tools is a standalone entry, not part of either group.
Lifecycle & Decisions
Section titled “Lifecycle & Decisions”Student Actions Audit
Section titled “Student Actions Audit”What it is for. Reviewing every action taken on student records: who did what, and when.
Who can open it. Anyone with permission to view student actions.
Steps
- Go to Reports & Audits → Lifecycle & Decisions → Student Actions Audit.
- Read the Action Logs table.
- Filter by date, action type, or the person who acted.
- Click Reset all to clear every filter.
Note. This screen answers “who changed this”. Use it for disputes and internal review.
Lifecycle Yearly Analysis
Section titled “Lifecycle Yearly Analysis”What it is for. Following each intake year by year: how many continue, defer, leave, or graduate. Click any figure in the tables to see the students behind it.
Who can open it. Anyone with permission to view student actions.
On screen
- Students by cohort and semester — one matrix table per intake: rows are statuses (enrolled, deferred, dropped, graduated…), columns are semesters. Any cell greater than zero is clickable; the selected cell is highlighted.
- Movement by semester — how many students entered fresh each semester and how many changed status.
- Current status by cohort — headcount, NE (not yet determined) count, and defer/drop/graduation rates for each intake as of the current semester.
- Student list by semester — the detail table, filterable by semester and status; it stays in sync with whichever matrix cell was clicked.
Steps
- Go to Reports & Audits → Lifecycle & Decisions → Lifecycle Yearly Analysis.
- Click a cell in the matrix (for example, the deferred count for cohort X in semester Y). The Student list dialog opens with exactly that list.
- Or set Semester and Status manually in the Student list by semester panel below if you don’t need a cohort filter.
- Click Clear cohort filter to see all students in the semester, without the cohort restriction.
- Click Export Excel to download the list currently shown (with the semester / status / cohort filters applied).
Note. A cohort’s column only counts from the semester it actually entered; earlier semesters show -, not zero.
Academic Progression
Section titled “Academic Progression”What it is for. Checking that students are placed in the right stage of study.
Who can open it. Anyone with permission to view student actions.
On screen. Summary cards: Pre-Uni GC Placements, Intake Course Placements, Stage Changes, and IELTS Recorded.
Note. Figures that disagree with reality usually mean records have not been updated, not that students are placed wrongly. Check the two screens below before concluding otherwise.
Missing Documents
Section titled “Missing Documents”What it is for. Listing students whose IELTS certificate is still missing. The screen is titled Missing IELTS Documents.
Steps
- Go to Reports & Audits → Lifecycle & Decisions → Missing Documents.
- Read the Students with Missing Documents table.
- Chase the students, or record the document if it was supplied but never entered.
Note. This list should reach zero before each progression review. Left to accumulate, it blocks stage transitions.
Missing Decisions
Section titled “Missing Decisions”What it is for. Listing stage transitions that have no decision attached.
Steps
- Go to Reports & Audits → Lifecycle & Decisions → Missing Decisions.
- Read the Transitions Missing a Decision table.
- Attach the missing decision to each case.
Note. A missing decision is a gap in the formal record, not just missing data. Treat it as a priority. Defer is not on this list — it does not need an attached decision.
Student Decisions
Section titled “Student Decisions”What it is for. Looking up every decision issued for students.
Steps
- Go to Reports & Audits → Lifecycle & Decisions → Student Decisions.
- Narrow the list with the Filter panel.
- Read the Decision List table and open a decision for its detail.
Academic Performance
Section titled “Academic Performance”Performance Dashboard
Section titled “Performance Dashboard”What it is for. A university-wide view of academic results. The screen is titled Academic Performance.
Who can open it. Anyone with permission to view grades.
On screen. Four cards: Avg Semester GPA, Avg Cumulative GPA, At-Risk Students, and Completion Rate.
Note. The figures are only correct once GPA has been finalised. Reading them earlier gives a half-finished picture.
Course Ranking
Section titled “Course Ranking”What it is for. Comparing results across units and spotting unusually strong or weak ones.
Who can open it. Anyone with permission to view grades.
Note. Read it together with Top 10 Failed Units on the Failed Students screen when reviewing teaching quality at the end of a term.
Academic Report
Section titled “Academic Report”What it is for. Tables and charts for internal reporting.
On screen. Grade Distribution and Grade Statistics.
Steps
- Go to Reports & Audits → Academic Performance → Academic Report.
- Filter by term, program, or unit.
- Click Clear Filters to see everything again.
Student Completed Units
Section titled “Student Completed Units”What it is for. Every student who has passed units, split into GC (general core) and Major groups, with unit and credit counts.
Who can open it. Anyone with permission to view academic reports.
Steps
- Go to Reports & Audits → Academic Performance → Student Completed Units.
- Search by Student ID / Name or filter by Program.
- Read the GC Units and Major Units columns — each unit shows as a code chip;
—means no units in that group yet. - Click Export Excel to download the list currently shown (with the active filters applied).
Note. The list only counts passed units; units still in progress or failed do not appear here.
Global Tools
Section titled “Global Tools”Student Reports Workbook
Section titled “Student Reports Workbook”What it is for. Downloading one Excel workbook with five sheets: Attendance, Student Fail, Student Lifecycle, Scholarship Application, and Scholarship Roster.
Who can open it. Anyone with permission to view Global Tools. Downloading also needs export permission at the selected campus — a view-only user sees the screen but the download button is locked.
Steps
- Go to Reports & Audits → Global Tools.
- Pick a Campus scope (one campus, or “All accessible campuses” — only campuses you’re authorized for).
- Optionally narrow by Semester and Program.
- Adjust each sheet’s own status filter if needed (defaults to “All”).
- Click Download workbook. The file downloads immediately, with no queue.
Note. The workbook contains student academic and finance data — only download what you need, and handle the file carefully. A transferred student’s historical rows show their current campus, not the one at the time.
Common situations
Section titled “Common situations”| Situation | Page to use |
|---|---|
| “Who edited this student record?” | Student Actions Audit |
| Preparing the end-of-term review | Performance Dashboard → Academic Report → Course Ranking |
| Cleaning records before a progression review | Missing Documents → Missing Decisions → Academic Progression |
| Attrition figures by intake | Lifecycle Yearly Analysis |
| Checking which units a student has passed, GC or Major | Student Completed Units |
| Downloading one workbook of attendance, failures, lifecycle, and scholarship data | Student Reports Workbook |