What is the Program Summary Report (CLA-3)?

IN THIS ARTICLE:
Learn about the Program Summary Report (CLA-3), its filter options, and how to generate it.

What is the Program Summary Report?

The Program Summary Report is a summary of enrollments by Program. It can be run to include both camps and classes in one report, or as separate totals. It provides you with essential data such as:

  • Program Name

  • Class/Camp - total number of classes or camps that are active over the date range

  • Instructing Hours - Total number of instructors multiplied by their scheduled hours, summed up over the date range

  • Class/Camp Hours - Total scheduled hours (regardless of whether or not instructors are attached)

  • Students - Number of students in classes/camps - students are unique by program; the sum at the bottom is not unique. (The unique number of students across programs is noted in the SUMMARY area at the bottom of the report.)

  • Active - Total number of Active Enrollments.

  • Trial - Total number of Trial Enrollments

  • Makeup - Total number of makeup enrollments

  • Waitlist - Total number of wait list enrollments

  • Capacity – Total number of enrollments allowed.

  • Openings - total number of openings based on the number of Enrollments subtracted from the Capacity.
  • (*) Enrollment Meetings - Total scheduled meetings filled by enrollments across date range

  • (*) Occupancy - The total number of allowed enrollments in the program divided by the number of students enrolled in the program during the specified date range.

* Enrollment Meetings and Occupancy were adjusted to reflect each time classes/camps meet to help identify gaps in enrollment that were previously unable to be represented.

The report also includes a Summary view giving the following totals:

  • Class/Camp in this Search - total number of classes/camps that are active over the date range
  • Total instructor hours - total number of hours based on the class/camp duration, multiplied by the number of instructors assigned to the class/camp
  • Total hours - total number of hours based on the class/camp duration
  • Unique student total - this is the total of students if you were to add up the student count for each program. Students will be counted multiple times if a student has an enrollment in more than one program.
  • Unique students across all programs - this total only counts each student once, regardless of how many programs they are enrolled in. The true count of unique students based on all enrollments.
  • Total active enrollments
  • Total trial enrollments
  • Total makeup enrollments
  • Total wait list enrollments
  • Total scheduled meetings filled by enrollments across date range - the total number of class/camp meetings within the specified date range. This number only reflects scheduled class/camp meetings with enrollments -- if a class or camp had no active enrollments, it is not included in the count.
  • Total openings across date range - total number of openings based on the number of Enrollments subtracted from the Capacity.
  • Percent of scheduled meetings filled across date range - The total number of allowed enrollments in the program divided by the number of students enrolled in the program during the specified date range.

If a student transfers from one class to another during the specified date range and both classes are attached to the same Program, the system will count it as a single enrollment, but multiple Enrollment meetings.

NOTES: Chosen filters that relate to enrollments will produce results that are true based on the Start Date/End Date you select when generating the report.

Available Formats

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

General Filters

  • START DATE/END DATE: sets the date range
  • LOCATIONS: the system will only include families with enrollments associated with the selected Location(s) in the results.
  • CHOOSE PROGRAMS: select a Program to limit the report to only families with an active enrollment in a class associated with that program. (Because families 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 KEYWORDS: select a Keyword to limit the report to only families who have the selected Program Keyword assigned.
  • DISPLAY OPTION
    • Only Show Programs with Enrollments – hides any programs that do not have enrollments within the defined date range.
      • If this is the only option enabled, the system simply hides any Programs that do not have enrollments within the date range of the report.
      • Session-based classes without an active session attached should not be included. (This is already behaving correctly on this report.)
      • NOTE: it is intended that the report will always count ALL active classes in the Program as long as at least ONE class in that Program has an active enrollment. This is a total of active classes associated with the Program, not just the total of classes with enrollments.
    • Exclude Trial and Makeup Enrollments – Trial and Makeup enrollments will not be included in the totals.
    • Include Enrollments Within Date Range That Do Not Meet Inside the Date Range - includes all ACTIVE type enrollments within the date range even if that particular class did not meet during that time.
      • If this option is DISABLED, the system only counts enrollments for classes with meeting dates within the date range of the report.
      • If this option is ENABLED, the system counts all enrollments in classes that were active within the date range of the report, regardless of whether or not the class actually met within the date range of the report.
    • Include Wait List Enrollments In Student Count - if enabled, the system will count students with WAIT type enrollments in the total student count.

NOTE: If both "Only Show Programs With Enrollments" and "Include Enrollments Within Date Range That Do Not Meet Inside the Date Range" are enabled, the system first processes "Include Enrollments Within Date Range That Do Not Meet Inside the Date Range," then only shows Programs with enrollments within the date range of the report.

Class/Camp Filters

  • SHOW CLASS/CAMP
    • Show Classes – data related to class enrollments will be shown in its own table
    • Show Camps – data related to camp enrollments will be shown in its own table
    • Combine Classes/Camps – data related to both class and camp enrollments will be combined into a single table.
  • CLASS STATUS
    • Active – shows data for classes where the status is currently marked as “Active.”
    • Inactive – shows data for classes where the status is currently marked as “Inactive.”
  • CAMP STATUS
    • Active – shows data for camps where the status is currently marked as “Active.”
    • Inactive – shows data for camps where the status is currently marked as “Inactive.”

NOTE: Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block they have selected and ending with the last block. Therefore, if a student is enrolled only on May 5th and May 8th, their enrollment will be considered active from May 5th-May 8th (also encompassing May 6th and 7th).

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