What is the Student Phonebook Report (STU-2)?

IN THIS ARTICLE:
Learn about the Student Phonebook Report (STU-2), its filter options, and how to generate it.

What is the Student Phonebook Report?

The Student Phonebook Report is a list of students in your database along with the guardian names, mailing address, phone numbers and email addresses.

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 Student Phonebook 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.
  • 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”.)
  • 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.
  • 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.
    • Status
      • Active – will display only classes/camps that are marked “Active”
      • Inactive – will display only classes/camps that are marked “Inactive”

Class Filters

  • 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 SESSION - select a Session to limit the report to only students with an active enrollment in a class tied to that specific Session.
  • CHOOSE LEVEL - select a Level to limit the report to only students with an active enrollment in a class with that specific Level attached.
  • CHOOSE CLASS KEYWORDS - select a Keyword to limit the report to only students enrolled in a class that has the selected Class Keyword assigned.

Camp Filters

  • 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.
  • CHOOSE CAMP KEYWORDS - select a Keyword to limit the report to only students enrolled in a class that has the selected Camp Keyword assigned.

Display Options

  • PRINT GUARDIAN NAME AS ‘LAST NAME, FIRST NAME’: by default, the report shows the Guardian name in FIRSTNAME LASTNAME format. By enabling this option, you can reverse this to LASTNAME, FIRSTNAME, making it easier to sort in Excel or another spreadsheet program.
  • SHOW ADDRESS IN SEPARATE COLUMNS - splits the address into Address/City/State/Zip columns
  • SHOW ALL E-MAIL ADDRESSES – by default, the report only shows the primary email address for the family.  Enabling this option will show all email addresses on the report.

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