IN BRIEF
The Expected Absences Report (CLA-15) lists expected absences entered into the System for classes within a selected date range. The report helps staff review planned student absences and see related class details, including the class name, absence date, class time, number of expected absences, student names, and any trial or makeup enrollments scheduled for the same class period.
Overview
The Expected Absences Report provides a list of expected absences that have been entered into the System for classes within a specific date range. This allows staff to review upcoming or historical expected absences based on the report filters selected before generating the report.
The report includes:
- Class name
- Date of the absence
- Class time
- Number of expected absences
- Names of students with expected absences
- Information about any trial or makeup enrollments scheduled for that class period
Important Notes About Enrollment-Based Filters
- Filters related to enrollments produce results based on the selected Start Date/End Date used when generating the report.
- The System evaluates whether matching enrollment-related information is true for the selected report date range.
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.
- Select the Classes report category.
- Select Expected Absences Report (CLA-15).
Step-by-Step Instructions
- Navigate to the Expected Absences Report (CLA-15).
- Use Start Date/End Date to define the date range the System should review.
- Apply any needed General Filters.
- Review the available Classes Filters.
- Select one or more classes to limit the results, if needed.
- Choose the preferred report format.
- Generate the report.
General Filters
- Start Date/End Date: Use Start Date/End Date to limit the report to attendance records that fall within the selected date range.
- Choose Program: Use Choose Program to limit the report to classes associated with the selected Program.
- Choose Class Keywords: Use Choose Class Keywords to limit the report to classes associated with the selected Class Keyword.
- Choose Zone: Use Choose Zone to limit the report to attendance in classes assigned to the selected Zone.
- Choose Level: Use Choose Level to limit the report to classes associated with the selected Level.
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Choose Instructors: Use Choose Instructors to limit the report to classes assigned to the selected Instructor.
- Entries will not appear on the final report for any selected instructor or staff member who was not associated with the specified enrollments, events, or other matching report data during the selected date or date range.
- If an instructor was deleted after the report start date, the report includes relevant entries for that instructor for dates before they were deleted.
- If an instructor was created or attached to an event after the report end date, the instructor will not be included in the results.
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Choose Session: Use Choose Session to specify a particular Session to use when reviewing attendance.
- Non-session classes are not included if a Session is selected.
- The Choose Session filter displays current and future Sessions by default.
- Use the Show Past toggle to display past Sessions or Rolling Sessions, if needed.
Classes Filters
Use Classes Filters to limit the report to specific classes that match the selected General Filters.
- The list only displays classes that meet the criteria selected in General Filters.
- Select one or more classes to limit the report results to expected absences in those classes within the selected date range.
- If no specific classes are selected, the report includes all listed classes.
- If all listed classes are selected, the report includes all listed classes.
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 classes not appearing in the Classes Filters list?
- The Classes Filters list only displays classes that match the criteria selected under General Filters. Review the selected Program, Class Keyword, Zone, Level, Instructor, Session, and date range filters to confirm the class should be included.
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Why are non-session classes missing from the report?
- Non-session classes are not included when a specific Session is selected in Choose Session. Remove the selected Session if the report should include non-session classes.
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Why do I only see current or future Sessions in the Choose Session filter?
- The Choose Session filter displays current and future Sessions by default. Use the Show Past toggle to display past Sessions or Rolling Sessions.
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Why is an instructor missing from the report results?
- The report only includes entries for selected instructors or staff members who were associated with the matching enrollments, events, or other report data during the selected date range. If the instructor was created or attached to an event after the report end date, they will not be included.
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Why does a deleted instructor still appear in the report?
- If an instructor was deleted after the report start date, the report can still include relevant entries for that instructor for dates before they were deleted.