IN BRIEF
The Notes Report (STU-6), also called the “Student Notes Report”, shows students who have notes on their account. The report includes details such as the note priority, status, type, student name, subject, date created, staff member, and the note text. Use this report to review student notes by enrollment status, class or camp association, note creation date, staff member, priority, status, and other student, family, program, class, or camp filters.
Overview
The Notes Report (STU-6) lists students who have notes on their account. The report can help staff review and audit student notes based on enrollment history, class or camp participation, note creation dates, staff members, note priority, and note status.
The report includes the following note details:
- Priority setting of the note
- Note status
- Note type
- Student associated with the note
- Subject
- Date created
- Staff member who created the note
- Text of the note
Using Preset Filters
If you commonly use the same filters when running this report, you can save those selections as Preset Filters. After saving a Preset Filter, you can load it when opening the report page, set your date range, and generate the report in your preferred format.
- For more information, see What are Preset Filters for Reports?
Accessing the Report
- From the main navigation menu, go to Reports.
- Locate the Notes Report (STU-6).
- Select the report to open the report filters.
- Choose the desired filters.
- Generate the report in the preferred format.
Step-by-Step Instructions
- Open the Notes Report (STU-6).
- Choose the desired General Filters.
- Choose any needed Class/Camp Filters.
- Choose any needed Note Filters.
- Select the preferred report format.
- Generate the report.
Important Enrollment Filter Behavior
Chosen filters that relate to enrollments will produce results that are true as of the day the report is generated.
General Filters
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Advanced Active/Inactive Search or As Of Date: Use this option to determine how the report evaluates whether students are active or inactive.
- If Advanced Active/Inactive Search is disabled, the System uses the As Of Date to look at students active as of that date.
- The As Of Date defaults to the current date.
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Enrollment Status: Use this option when searching by As Of Date to limit results by enrollment status.
- Currently Enrolled (Active): Includes families/students that have an "ACTIVE" type enrollment in classes/camps on the As Of Date, regardless of past or future enrollment status.
- Enrolled in the Future (Only): Includes families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the As Of Date, but do have an "ACTIVE" type enrollment after that date.
- Previously Enrolled (Only): Includes families/students that do not have a current "ACTIVE" type enrollment in classes/camps on the As Of Date, but did have an "ACTIVE" type enrollment before that date.
- Never Enrolled: Includes families/students with no recorded "ACTIVE" type enrollments in classes/camps.
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Advanced Active/Inactive Search: Enable this option to search using active and/or inactive date ranges instead of a single As Of Date.
- Active Date Search: Students must have had an active enrollment within the specified date range.
- Inactive Date Search: Students must have been inactive within the specified date range.
- If both options are enabled, both statements must be true. The student must have been active within the specified active date range and inactive within the specified inactive date range.
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Enrollment Type: Use this filter to choose whether the report includes class enrollments, camp enrollments, or both.
- Include Class Enrollments: Includes only students with "ACTIVE" type class enrollments during the specified date range or on the specified As Of Date.
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Include Camp Enrollments: Includes only students with "ACTIVE" type camp enrollments during the specified date range or on the specified As Of Date.
- Camp enrollments are considered active in a camp for the period starting with the first selected block and ending with the last selected block.
- For example, if a student is enrolled only on May 5 and May 8, the enrollment is considered active from May 5–May 8. This also includes May 6 and May 7.
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Any/All: If both class and camp enrollments are selected, choose whether students must meet any selected criteria or all selected criteria.
- Any: Includes students with either class enrollments or camp enrollments.
- All: Includes only students with both class enrollments and camp enrollments.
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Enrollment Type Status: Use this filter to limit the report by selected enrollment type statuses.
- Active
- Single Day
- Make Up
- Trial
- Wait List
- Locations: Use Locations to limit the report to students with enrollments associated with the selected Location or Locations.
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Age Groups: Use Age Groups to limit results to students within specific age ranges.
- Start Age Group: Enter the minimum age for the age group.
- End Age Group: Enter the maximum age for the age group.
- After entering the ages, select the + icon to add that age range to the filters.
- Add additional age ranges as needed.
- To remove an age range, select the x on the age range entry.
- Overlapping ages will cause students to be counted multiple times. For example, if one age range is 0–4 and another is 4–6, all four-year-old students will be counted twice, once in each group.
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Class/Camp Status: Use this filter to limit the report to students with enrollments in classes or camps based on whether the class or camp is currently active or inactive.
- Active: Limits the report to students with enrollments in classes/camps currently marked "Active."
- Inactive: Limits the report to students with enrollments in classes/camps currently marked "Inactive."
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Choose Instructor: Select an Instructor to limit the report to students with an active enrollment in a class associated with the selected Instructor.
- Because students are only associated with a Program when an active enrollment is present, this filter will not affect the results if the Status filter is set to "All" or "Inactive."
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Choose Program: Select a Program to limit the report to students with an active enrollment in a class associated with that Program.
- Because students are only associated with a Program when an active enrollment is present, this filter will not affect the results if the Status filter is set to "All" or "Inactive."
- Choose Family Keywords: Select a Family Keyword to limit the report to students who have the selected Family Keyword assigned.
- Choose Student Keywords: Select a Student Keyword to limit the report to students who have the selected Student Keyword assigned.
- Choose Program Keywords: Select a Program Keyword to limit the report to students enrolled in a class/camp that has the selected Program Keyword assigned.
- Choose Class Keywords: Select a Class Keyword to limit the report to students enrolled in a class that has the selected Class Keyword assigned.
- Choose Camp Keywords: Select a Camp Keyword to limit the report to students enrolled in a camp that has the selected Camp Keyword assigned.
Class/Camp/Appointment Filters
Important Note About Date Range Changes
Changing the report date range after making any Pre-filter selections may cause some selections to become invalid. Invalid selections will not be reflected on the final report.
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Pre-filter: Use the Pre-filter to limit the results shown in the Choose Class/Camp filters.
- The Pre-filter only affects which options appear in the Choose Class/Camp filters.
- If specific classes or camps are selected, those selections affect the data shown on the final report.
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Choose Instructor: Select one or more Instructors to limit the Choose Class/Camp/Appointment filters to classes/camps/appointments associated with the selected Instructor or Instructors.
- Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, or related records during the designated date or date range.
- If an instructor was deleted after the start date of the report, the report will include relevant entries for the instructor on dates before the instructor was deleted.
- If an instructor was created or attached to an event after the end date of the report, the instructor will not be included in the results.
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Choose Class: Select a Class to limit the report to students with an active enrollment in that Class.
- The System determines active enrollment using Advanced Active/Inactive Search or As Of Date.
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Choose Camp: Select a Camp to limit the report to students with an active enrollment in that Camp.
- The System determines active enrollment using Advanced Active/Inactive Search or As Of Date.
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Choose Appointment: Select an Appointment to limit the report to students with an active enrollment in that Appointment.
- The System determines active enrollment using Advanced Active/Inactive Search or As Of Date.
Note Filters
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Notes Created Search: Use this filter to limit results based on when the note was created.
- All: Includes all notes that meet the other Note filters, regardless of creation date.
- Day: Includes notes created on the date specified in the As Of Date field.
- Week: Includes notes created within one week after the date specified in the As Of Date field.
- Range: Changes the As Of Date field to allow specific Start and End dates. Includes notes created within the specified date range.
- Choose Staff: Select a staff member to limit the report to notes created or updated by that staff member.
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Note Priority: Use this filter to limit the report by note priority.
- Low
- Medium
- Critical
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Note Status: Use this filter to limit the report by note status.
- Open
- Closed
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Sort By: Use this filter to choose how the report results are sorted.
- Family Name
- Priority
- Last Updated
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report window.
- The System will immediately generate the report in the selected format.
Troubleshooting & FAQs
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Why are some enrollment-related results different than expected?
- Chosen filters that relate to enrollments produce results that are true as of the day the report is generated. Review the selected Advanced Active/Inactive Search, As Of Date, enrollment type, and date range settings before generating the report again.
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Why did a selected Pre-filter option not appear on the final report?
- Changing the report date range after making Pre-filter selections may cause some selections to become invalid. Invalid selections will not be reflected on the final report.
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Why does the Program filter not affect results when inactive students are included?
- Students are only associated with a Program when an active enrollment is present. The Choose Program filter will not affect results if the Status filter is set to "All" or "Inactive."
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Why is a camp enrollment counted as active on dates when the student did not attend a specific block?
- Camp enrollments are considered active from the first selected block through the last selected block. For example, if a student is enrolled on May 5 and May 8, the enrollment is considered active from May 5–May 8.
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Why is a student counted more than once in age group results?
- Overlapping age ranges can cause students to be counted multiple times. For example, if one age range is 0–4 and another is 4–6, four-year-old students are counted once in each group.