IN BRIEF
The Expected Absences Report (CAM-6) shows absences marked as Expected for camp attendance records within a selected date range. This report helps administrators review upcoming or planned absences by camp, date, time, and student.
Overview
The Expected Absences Report is a list of absences marked as Expected within a specified date range. The report includes the following information:
- Camp Name
- Date
- Time
- Number of expected absences
- Names of students with a recorded expected absence at that time
Chosen filters that relate to enrollments will produce results based on the Start Date and End Date selected when generating the report.
When to Use This Report
Use the Expected Absences Report when you need to:
- Review students who have planned or expected absences from camps
- Confirm expected absences within a specific date range
- Review expected absences by camp, program, instructor, or level
- Export expected absence information for administrative follow-up
- Share planned absence information with staff or instructors
Important Enrollment Note
Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block the student has selected and ending with the last block the student has selected.
For example, if a student is enrolled only on May 5 and May 8, their enrollment will be considered active from May 5–May 8. This also includes May 6 and May 7.
Accessing the Report
- From the main navigation menu, go to Reports.
- Locate the Expected Absences Report (CAM-6).
- Select the report to open the report filters.
Step-by-Step Instructions
- Open the Expected Absences Report (CAM-6).
- Select the Start Date and End Date.
- Choose any needed General Filters.
- Select one or more camps from Camps With Expected Absences, if needed.
- Choose the preferred report format.
- Generate the report.
General Filters
- Start Date/End Date: Use Start Date and End Date to limit the report to attendance records that fall within the selected date range.
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Camp Status: Use Camp Status to limit the report based on whether camps are currently active or inactive.
- Active: Limits the report to expected absences in camps currently marked “Active.”
- Inactive: Limits the report to expected absences in camps currently marked “Inactive.”
- Program: Use Program to limit the report to camps associated with the selected Program.
- Keywords: Use Keywords to limit the report to camps associated with a selected Camp Keyword.
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Instructor: Use Instructor to limit the report to camps assigned to the selected Instructor.
- Entries will not be included on the final report for any selected instructor or staff member who was not associated with the specified enrollments, events, or related records during the selected date range.
- If an instructor was deleted after the start date of the report, the report will include relevant entries for the instructor on the date or dates before they were 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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Level: Use Level to limit the report to camps assigned to the selected Level or Levels.
- Select one or more Levels to include only camps assigned to those Levels.
- Leave this filter blank to include all camps.
Camps
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Camps With Expected Absences: Use Camps With Expected Absences to select specific camps with expected absences that match the criteria defined in the General Filters.
- Select one or more camps to limit the report results to expected absences in those camps within the selected date range.
- If no specific camps are selected, the report will include all listed camps.
- If all camps are selected, the report will include all listed camps.
How Camp Selection Affects Results
The Camps With Expected Absences list only displays camps with expected absences that match the selected General Filters. If a camp does not appear in the list, review the selected date range and filters to confirm the camp has expected absences that match those criteria.
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 expected absences missing from the report?
- Review the selected Start Date and End Date first. The report only looks at attendance records within that date range. Also review filters such as Camp Status, Program, Keywords, Instructor, Level, and Camps With Expected Absences, since these can narrow the results.
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Why is an instructor not included in the report results?
- The instructor must be associated with the specified enrollments, events, or related records during the selected date range. If the instructor was created or attached to an event after the report’s End Date, the instructor will not be included in the results.
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Will deleted instructors appear in the report?
- If an instructor was deleted after the report’s Start Date, the report will include relevant entries for that instructor on the date or dates before they were deleted.
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What happens if no camps are selected under Camps With Expected Absences?
- If no specific camps are selected, the report will include all camps listed under Camps With Expected Absences. The same applies if all camps are selected.
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Why does a camp enrollment appear active on dates between selected camp blocks?
- Camp enrollments are considered ACTIVE from the first selected block through 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, including May 6 and May 7.