Usage Analytics - New School Analytics (Enterprise)

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As of August 1, 2019  School Analytics is using a new system that provides better insights around the overall adoption of Schoology at the district level and makes it easier to export the data at scale.

The new system provides:

  • More consistent tracking of Schoology usage across web, iOS app, and Android app use.
  • A more accurate way of tracking the time spent on materials, that will cover the time students are spending on materials across web, iOS app, and Android app.
  • An easier way to export the information out of the system, even for large districts.
  • A more easily understood and utilized format of exported data.
  • An insight dashboard that makes it easier to understand and analyze the data for system administrators.

The current version of the new analytics system gives System Administrators access to the School Analytics dashboard which includes usage analytics for all users in their organization, and summary data for course materials. System Administrators may also export analytics as a CSV file, and view historical data (prior to August 1, 2019).

For information on the legacy School Analytics system, see this article.

Table of Contents

Accessing Usage Analytics

To access Usage Analytics:

  1. Click Tools in the header at the top of Schoology.
  2. Click Usage Analytics.

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Usage Analytics displays a Schools tab and System Logs tab. The Schools tab displays usage analytics for all users in your organization and summary data for course materials. The System Logs tab enables you to view a running log of actions performed by individuals at your school or organization. Find out more information here: System Logs.

Note: Administrators with the View School Analytics permission enabled have access to data captured only within buildings associated with their account.

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System Administrators can continue to access historical data for any information captured prior to August 1, 2019 via the Historical Data button. You may also export usage data captured since August 1, 2019.

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School Analytics Dashboard

The School Analytics dashboard displays usage analytics for all users at your organization and summary data for course materials.

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  1. Filters:
    • Schools: Filter usage data by school buildings. Administrators will only have the ability to filter by buildings associated with their account. If there is only one building associated with the account, no building filter is displayed.
      Note: If multiple buildings are selected, the cumulative data is displayed for those buildings, not data per building.
    • Role Type: Filter usage data by role type in your organization. All roles in your organization are included in this filter.
    • Date Range: Use the calendar to filter usage data by a selected time range. You may also select preset time range filters–Last 7 Days, Last 30 Days, and Last 12 Months
      Notes:
      • The maximum selected date range is 13 months.
      • Since Usage Analytics includes data captured only after August 1, 2019, selecting dates prior to this will not be included in the result. For data collected prior to August 1, 2019, see View Historical Data.

      06_SA_ADS_select__dates.png

  1. Usage by Role: Displays total usage by roles (Active Users (Limited Availability) or Sessions) in your organization based on all filters selected.
  2. Usage Chart: Displays usage by role based over time (Active Users (Limited Availability) or Sessions).
  3. Course Materials Created: Displays creation data for all course materials.
  4. Course Materials Breakdown: Displays submission and views data for all course materials.
Notes:
  • The School Analytics dashboard displays data up to the previous 24 hours.
  • The School Analytics dashboard can be viewed on web and on the Schoology mobile app (tablet only).

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Active Users (Limited Availability)

Note: This feature is in limited availability. If you're a System Administrator and you're interested in this feature for your district, please reach out to your Schoology representative.

Select Active Users from the usage chart to display data for users that have logged in at least once within the specified date range.

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The Active Users by Role table on the left displays the role type and the date range total per role. Roles are displayed in alphabetical order. Only one active session per unique user is displayed here i.e. multiple sessions per user are not displayed.

The usage chart on the right displays usage by role over time. Hover over the graph for additional usage data for each date. The date or date range, and usage per role is displayed.

Note: Since Usage Analytics includes data captured only after August 1, 2019, selecting dates prior to this will not be included in the result. For data collected prior to August 1, 2019, see View Historical Data.

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Click Clear All to refresh your search and select different school buildings and/or roles. Alternatively, select Clear from the Schools drop-down menu:

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Sessions

Select Sessions from the usage chart to display user logs in, logs out, and returns to Schoology after 30 minutes of inactivity.

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The Sessions by Role table on the left displays the role type and the date range total per role. Roles are displayed in alphabetical order. Multiple sessions per user are displayed since it includes all login/logout activity and returns after 30 minutes of inactivity within the selected date range.

The usage chart on the right displays usage by role over time. Hover over the graph for additional usage data for each date. The date or date range, and usage per role is displayed.

Note: Since Usage Analytics includes data captured only after August 1, 2019, selecting dates prior to this will not be included in the result. For data collected prior to August 1, 2019, see View Historical Data.

GIF004_SA_Report_Sessions_Graph.gif

Click Clear All to refresh your search and select different school buildings and/or roles. Alternatively, select Clear from the Schools drop-down menu.

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Course Materials Created

The Course Materials Created table displays data for the total number of course materials created. You can view this table under the usage by role table and usage chart.

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Materials are displayed in descending order and they can be filtered by school building and date range.

Note: The Role Type filter, and the Active Users and Sessions view do not affect Course Materials Created. You may filter by Schools and Date Range only.

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Course Materials Breakdown

The Course Materials Breakdown table displays cumulative submissions and views data for all course materials. You can view this table under the usage by role table and usage chart.

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Materials are displayed in descending order and they can be filtered by school building and date range.

Note: The Role Type filter, and the Active Users and Sessions view do not affect Course Materials Breakdown. You may filter by Schools and Date Range only.

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System Logs

The System Logs tab enables you to view a running log of actions performed by individuals at your school or organization.

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  1. Search by user: You can search for a specific user by typing their name in the search field. The users that populate this list include all active users at your school or organization.
  2. View action types: The default view for action types displays All types of actions. You can filter the system logs by the following types of actions:
    • Login success
    • Logout
    • Login failure
    • Login reset
    • Password change
    • Account registration
    • Account inactive
    • Add user account
    • Role change
    • Permission change
    • Enrollment change
  3. View by school: If your organization has more than one school, you'll see an option to filter the system logs by school. The default view displays all schools. You can filter the system logs by selecting a school in the drop-down menu.
  4. View by start date: The system logs are ordered chronologically, with the most recent activity at the top. To view actions in a broader date range, you can select the Next button at the bottom of the page. You may also narrow your search by selecting a more distant start date at the top.

System Log Information

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The system logs display the following information:

  1. User: The name of a user at your school or organization that is associated with the type of action that was performed. Clicking on the name will navigate to the user's profile.
  2. Source IP Address: The source IP address we retrieve over the internet from a device or network from which the type of action was performed. A technical admin from your organization should be able to help you decipher this information.
  3. Browser: The browser information (type and version) from which the type of action was performed. A technical team member should be able to help you decipher this information.
  4. Timestamp: This column displays the date and time at which the type of action was performed. The timestamp is displayed in the local time zone for your account, as configured in your Account Settings.
  5. Type: This column displays the type of action which was performed by the user.
    • Hovering over the link with your mouse will display additional information about the action.
Note: User activity from the mobile app is not included in the System Log area of School Analytics. Mobile web data is included in System Logs.

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Exporting Analytics

System Administrators can export usage data as a CSV file for any data captured after August 1, 2019, using the new analytics system.

Note:
  • This export includes all buildings in your district. There is not a way to export for a specific building.
  • Administrators with the View School Analytics permission enabled can export data captured after August 1, 2019 only within buildings associated with their account. 

To export analytics captured after August 1, 2019:

  1. Click Actions in the upper-right.
  2. Select Export Report from the drop-down.
    04_SA_Actions_Export.png
  3. Under Select Date Range, select a date range to include in the export.
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  4. Click Next.
  5. Click Export Report to confirm your changes. An email notification with a download link will be sent when the file is ready.
Note: If the export fails, an email notification is sent to the System Administrator that initiated the export.

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What information is provided in the new Export?

The new usage system tracks the following events:

Sessions — When a user:

  • Logs in
  • Comes back to the system after 30 mins of inactivity (but is already logged in)
  • Logs out

Course material views—When a user views a course material.

Course material time spent—The amount of time a user spends viewing a certain material. Learn more about how time spent is tracked here.

Course material submissions—When a user submits an assignment (Schoology assignment or Google/OneDrive assignments), discussion, test/quiz, assessment, or managed assessment.

Course material grade changes—When an instructor changes a grade for a material.

Course material creation—When an instructor creates a new item in a course or copies an existing material from another course or resources to another course.

Resource creation—When a user creates a resource in personal, group, or school resources, including importing resources from outside of Schoology.

Update creation—When a user creates an update in a course, group or school page

Comment on Update—When a user comments on an update in a course, group or school page.

Private Message creation—When a user sends a private message. 

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Viewing the Exports file

Analytics are exported as a GZip file. GZip is a compressed archive file. To view the export file, your device should automatically expand the file and view it as a CSV file, similar to unzipping a ZIP file. If the file is not automatically expanded, you may require third party file archiver software.

Each row in the CSV represents:

  • A user
  • An action
  • A day
  • A total count of actions for that day
  • A timestamp (UTC format) for the last action of this type performed on that day 

The columns include the following information:

  • Role Name
  • School/Building ID
  • School/Building Name
  • Username
  • Email 
  • Schoology User ID
  • Unique User ID
  • Action Type
  • Item Type
  • Item ID
  • Item Name
  • Course Name
  • Course Code
  • Section Name
  • Last Event Timestamp
  • Event Count
  • Role ID
  • User Building Code
  • Last Name
  • First Name
  • Device Type
  • Item Building ID
  • Item Building Name
  • Item Building Code
  • Item Parent Type
  • Group ID
  • Group Name
  • Course ID
  • Section ID
  • Section School Code
  • Section Code
  • Month
  • Date
  • Timestamp
  • Time Spent

Action Type and Item Type include the following data values: 

Action Type

Item Type

  • CREATE
  • COMMENT
  • SUBMIT
  • READ
  • UPDATE
  • DELETE
  • GRADE
  • ASSIGN
  • SESSION
  • DISCUSSION
  • ASSIGNMENT
  • TEST_QUIZ
  • ASSESSMENT
  • MANAGED_ASSESSMENT
  • FILE
  • LINK
  • EXTERNAL_TOOL
  • PAGE
  • MEDIA_ALBUM
  • SCORM_PACKAGE
  • WEB_PACKAGE
  • COURSE_FOLDER
  • GRADE_COLUMN
  • RESOURCE_FOLDER
  • RESOURCE_DISCUSSION
  • RESOURCE_ASSIGNMENT
  • RESOURCE_TEST_QUIZ 
  • RESOURCE_ASSESSMENT
  • RESOURCE_FILE
  • RESOURCE_LINK
  • RESOURCE_EXTERNAL_TOOL
  • RESOURCE_PAGE
  • RESOURCE_MEDIA_ALBUM
  • RESOURCE_SCORM_PACKAGE
  • RESOURCE_WEB_PACKAGE
  • RESOURCE_QUESTION_BANK
  • RESOURCE_QUESTION
  • MANAGED_ASSESSMENT_QUESTION_BANK
  • MANAGED_ASSESSMENT_QUESTION
  • UPDATE_POST
  • PRIVATE_MESSAGE
Note: For more information on the data values in the export file, review the School Analytics Data Values document attached at the bottom of this article.

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View Historical Data

System Administrators can continue to access analytics data gathered prior to August 1, 2019 via the legacy School Analytics system.

To view analytics data captured prior to August 1, 2019:

  1. Click Actions in the upper-right.
  2. Select View Historical Data from the drop-down.
    05_Actions_Hist.png

Historical data is displayed in the legacy School Analytics system. Learn more about legacy School Analytics here.

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Frequently Asked Questions

Is mobile app data included in Usage Analytics?

  • While mobile app data is included in the analytics displayed on the Schools tab, it currently is not included in the System Logs tab. Mobile web data is included in both Schools and System Logs i.e. activity from the mobile browser.

Is AMP (Assessment Management Platform) data included in Usage Analytics?

I'd like to find more specific user data about activity within courses, where I can see which students have accessed materials and their submission data, is that available in Usage Analytics?

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