What is the Notes Report (STU-6)?

IN THIS ARTICLE:
Learn about the Notes Report (STU-6), its filter options, and how to generate it.

What is the Notes Report?

The Notes Report shows students with notes on their account. The list shows the Priority setting of the Note, the Status, note Type, the name of the student associated with the note, subject, date created, staff member who created the note and the text of the note itself.

If you commonly use the same filters when running this report, you can now save them as Presets! Simply load a Preset Filter whenever you open the report page, set your date range and click to generate the report in your preferred format. See our "Preset Filters for Reports" document for more information.

NOTE: Chosen filters that relate to enrollments will produce results that are true as of the day you generate the report.

Available Formats

The Notes Report is available in either HTML, PDF, XLS or CSV format.

General Filters

  • ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE: If this option is left disabled, the system will use the “As Of Date” specified below to look at students active as of that date. (The “As Of Date” defaults to the current date.)

    When searching by an “As Of Date”, you can specify an enrollment status:
    • Currently Enrolled (Active) – Choose this option to include students that are enrolled in classes/camps on the “As of Date” (regardless of past or future enrollment status)
    • Enrolled in the Future (Only) – Choose this option to include students that are NOT enrolled in classes/camps on the “As of Date” but are enrolled after that date.
    • Previously Enrolled (Only) – Choose this option to include students that are NOT enrolled in classes/camps on the “As of Date”, but were enrolled prior to that date
    • Never Enrolled – Choose this option to include students which have no recorded enrollments in classes/camps.

If the “Advanced Active/Inactive Search” option is enabled, you are presented with the option to enter date ranges:

  • 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.

Leaving BOTH options enabled will assume that both statements must be true (i.e., the student must have been active within the specified active date range AND inactive within the specified inactive date range).

  • ENROLLMENT TYPE
    • Include Class Enrollments – Only includes students with Class enrollments during the specified date range/on the specified “As of Date.”
    • Include Camp Enrollments – Only includes students with Camp enrollments during the specified date range/on the specified “As of Date.”
  • LOCATIONS: the system will only include students with enrollments associated with the selected Location(s) in the results.
  • AGE GROUPS: allows you to limit results to students in particular date ranges.
    • Start Age Group - Enter a minimum age for the age group
    • End Age Group - Enter a maximum age for the age group

After entering the ages, click the “+” icon to add an entry for that age range to the filters. Add additional age ranges as needed.

To remove an age range, click the “x” on the age range entry to remove it from the filter list.

(Note that overlapping ages will cause students to be counted multiple times. For example, having one age range of 0-4 and another of 4-6 will count all 4-year-old students twice, once in each group.)

  • CHOOSE PROGRAM: select a Program to limit the report to only 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 have any effect on the results if the STATUS filter is set to “All” or “Inactive”.)
  • CHOOSE FAMILY KEYWORDS: select a Family Keyword to limit the report to only students who have the selected Family Keyword assigned.
  • CHOOSE STUDENT KEYWORDS: select a Student Keyword to limit the report to only students who have the selected Student Keyword assigned.
  • CHOOSE PROGRAM KEYWORDS: select a Program Keyword to limit the report to only students enrolled in a class/camp that has the selected Program Keyword assigned.
  • CHOOSE CLASS KEYWORDS - select a Keyword to limit the report to only students enrolled in a class that has the selected Class Keyword assigned.
  • CHOOSE CAMP KEYWORDS - select a Keyword to limit the report to only students enrolled in a camp that has the selected Camp Keyword assigned.

Class/Camp Filters

  • PRE-FILTER – the “Pre-filter” limits the results of the Class/Camp filter and only affects the options shown there. It does not affect any actual report results.
    • CHOOSE INSTRUCTOR: select an Instructor to limit the report to only 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 have any effect on the results if the STATUS filter is set to “All” or “Inactive”.)
    • Status
      • Active – will display only classes/camps that are marked “Active”
      • Inactive – will display only classes/camps that are marked “Inactive”
    • CHOOSE CLASS: select a Class to limit the report to only students with an active enrollment in the Class, as determined by the ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE.
    • CHOOSE CAMP: select a Camp to limit the report to only students with an active enrollment in the Camp, as determined by the ADVANCED ACTIVE/INACTIVE SEARCH or AS OF DATE.

Note Filters

  • NOTES CREATED SEARCH
    • All/Day/Week/Range
      • All – Includes all notes meeting the other Note filters regardless of creation date.
      • Day – The note must have been created on the date specified in the “As of Date” defined below.
      • Week – The note must have been created within a week after specified in the “As of Date” defined below.
      • Range – Enabling this option will change the “As of Date” field below to allow entering specific “Start” and “End” dates. The note must have been created within the date range specified in these fields.
    • CHOOSE INSTRUCTOR – selecting an instructor’s name limits the results only to notes created/updated by that particular instructor.
    • NOTE PRIORITY:
      • Low/Medium/Critical
    • NOTE STATUS:
      • Open/Closed
    • SORT BY:
      • Family Name/Priority/Last Updated

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