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Frequently Asked Questions (FAQs)

Review Learner Data for Your Course

If you are assigned the Teacher role in a PPN Learn course, you may be able to review reports for that course. Available reports and data depend on your permissions, assigned groups, and the course configuration.

Access Course Reports

  1. Open the appropriate course.
  2. Select Course from the course navigation.
  3. Select Reports. Depending on the page layout, you may need to select More and then Reports.

Start with the question you need to answer, and then select the report designed to provide that information. No single report provides a complete picture of learner engagement or understanding.

Report Selection Guide

Question to Answer Best Starting Report What It Provides
Did a named learner access a particular activity, and when? Logs Time-stamped events that can be filtered by learner, date, activity, action, group, and level
What is happening in the course right now? Live logs A near-real-time event stream that may be useful during a launch, webinar, or reported access problem
Which activities or resources receive the most views? Activity report Aggregate views by activity or resource for identifying broad usage patterns
Who viewed or posted in a particular activity? Course participation A participant list and counts for a selected activity, with available role, group, and action filters
Who completed each tracked activity? Activity completion A learner-by-activity completion grid that may allow authorized completion overrides
Who met the overall course-completion criteria? Course completion Overall completion-criteria status when course completion is enabled
What has one learner done across the course? Individual learner reports or logs Individual activity, contribution, and event history, depending on the report selected

How to Use Each Teacher Report

Use Logs when you need a time-stamped, audit-style view—for example, to determine whether a learner opened an activity, submitted an attempt, posted in a forum, or completed a sequence of actions relevant to a support issue.

  1. Open Logs. From the course, select Reports > Logs.
  2. Set the filters. Select the appropriate group, participant, date, activity, action, event, source, or educational level.
  3. Run the report. Select Get these logs or the equivalent action.
  4. Refine the results. If the results are too broad, reduce the date range or select one learner, activity, or action.
  5. Download only when authorized. Select an available CSV, text, ODS, or Excel format.

Note: Logs may also be reviewed directly on the page without downloading them.

Use with care: Logs may contain names, IP addresses, precise timestamps, and detailed behavior. Do not treat an IP-derived location as definitive proof of a person’s location, and do not distribute raw logs when a summarized finding is sufficient.

Use Live logs for immediate operational awareness during a course launch, synchronous event, or active support case. Pause or resume live updates when those controls are available.

Live logs are not the preferred source for a historical or reproducible report. Use filtered Logs for that purpose.

Use the Activity report to review aggregate views for course activities and resources. Its coverage may be affected by the course start date and the site’s log-retention configuration.

This report can help identify broad usage patterns, but it does not show whether learners understood or meaningfully engaged with the content.

  1. Open the report. Select Reports > Activity report.
  2. Review high- and low-activity items. Consider course placement, required or optional status, audience, and time available.
  3. Investigate before acting. Use participation, completion, or Logs when a learner-level or action-level answer is needed.

Use Course participation to determine who performed the report-defined View or Post actions in one selected activity and how many times. Available filters commonly include role, group, time period, and action.

  1. Select the activity. Choose the forum, assignment, resource, or other activity to examine.
  2. Select the period and role. Apply the relevant time period, learner role, and group.
  3. Choose View or Post. Read the on-screen definition because the events counted as View or Post vary by activity type.
  4. Run and interpret the report. Use the participant list and counts to identify possible outreach needs.
  5. Message cautiously. If messaging is enabled and appropriate, confirm the recipients, use supportive language, avoid revealing who else is included, and do not contact learners based solely on an ambiguous metric.

Use Activity completion to review each learner’s status for activities configured with completion tracking. This report is available only when completion tracking and the required permissions are enabled.

  1. Open the report. Select Reports > Activity completion.
  2. Filter or search. Use the group, participant initials, search, page controls, or other available filters.
  3. Review the status symbols. Symbols may distinguish manual and automatic completion and outcomes such as complete, passed, failed, or not possible.
  4. Export when necessary. Use an available download format when an authorized working extract is required.
  5. Override only with authority and evidence. Select a completion box only when your role permits the change and documented evidence supports it. A Teacher-set status is identified in the report.

High-impact action: Changing a completion status changes the learner’s record. Do not use an override to conceal a course-design, tracking, activity, or technical problem. Document the reason and supporting evidence according to PPN practice.

Use Course completion to review overall completion criteria when course completion is enabled and configured. This is different from Activity completion. Overall course completion may depend on multiple activities, a passing grade, manual completion, a date, or other configured criteria.

  1. Open the report. Select Reports > Course completion.
  2. Confirm the criteria. Before interpreting a learner’s status, review the course’s approved completion design or consult the LMS Lead.
  3. Review learner status. Search or filter as available and open learner details when a completion date or time is needed.
  4. Use manual completion only when configured. A manual completion column appears only when the course criteria and assigned role permit it.
  5. Allow for processing. Some completion updates may not appear immediately because scheduled processing may be involved. Verify the status before treating a short delay as an error.

From the Participants list or a learner’s course profile, Teachers may have access to reports such as User report, Outline report, Complete report, or Today’s logs. Availability depends on site settings and role permissions.

Use these reports when supporting one learner. Do not capture or distribute screenshots containing information about unrelated learners.

Search and Filter Effectively

  • Verify the course before entering a learner’s name; the same learner may be enrolled in multiple offerings.
  • Use a stable identifier displayed by PPN Learn when duplicate names are possible. Do not guess.
  • Apply group filters first when the course uses separate groups. Teachers may see only their assigned groups.
  • Use the smallest useful date range and confirm the site or course time zone.
  • Select one activity when investigating a specific learner action.
  • In Logs, distinguish among View, Create, Update, Delete, Submit, Post, and other events. Labels vary by activity.
  • In participation reports, read the on-screen definition of View and Post for the selected activity.
  • In completion reports, confirm whether the status is manual, automatic, overridden, passed, failed, or still processing.
  • Save the filter definition with an extract. A spreadsheet without its filter context is not a reproducible report.

Extracting Results

Format Best Use Handling Note
CSV or plain text Analysis, import, reconciliation, or preservation of a stable raw-data layer Open carefully so dates, leading zeros, and identifiers are not automatically altered.
Excel Review, filtering, pivot tables, or presentation-ready internal analysis Preserve an unchanged Raw Data worksheet and perform calculations on separate worksheets.
ODS OpenDocument-compatible spreadsheet workflows Use when required by the receiving application or team.
On-screen view or PDF print A small, read-only snapshot when a data extract is unnecessary Verify all filters and confirm that no unrelated learner data is visible.

Protect learner information: Download, store, share, and dispose of learner-level reports according to approved PPN practices and applicable institutional privacy and data-handling requirements. Share only the minimum information necessary for the authorized purpose.