IN BRIEF
The Expected Absences Report (EVT-6) shows absences marked as Expected for event attendance records within a selected date range. This report helps administrators review upcoming or planned absences by event, 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:
- Event 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 events
- Confirm expected absences within a specific date range
- Review expected absences by event, program, instructor, or level
- Export expected absence information for administrative follow-up
- Share planned absence information with staff or instructors
Important Enrollment Note
Event enrollments are considered ACTIVE in an event 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 (EVT-6).
- Select the report to open the report filters.
Step-by-Step Instructions
- Open the Expected Absences Report (EVT-6).
- Select the Start Date and End Date.
- Choose any needed General Filters.
- Select one or more events from Events 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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Event Status: Use Event Status to limit the report based on whether events are currently active or inactive.
- Active: Limits the report to expected absences in events currently marked “Active.”
- Inactive: Limits the report to expected absences in events currently marked “Inactive.”
- Program: Use Program to limit the report to events associated with the selected Program.
- Keywords: Use Keywords to limit the report to events associated with a selected Event Keyword.
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Instructor: Use Instructor to limit the report to events 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, activities, 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 activity 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 events assigned to the selected Level or Levels.
- Select one or more Levels to include only events assigned to those Levels.
- Leave this filter blank to include all events.
Events
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Events With Expected Absences: Use Events With Expected Absences to select specific events with expected absences that match the criteria defined in the General Filters.
- Select one or more events to limit the report results to expected absences in those events within the selected date range.
- If no specific events are selected, the report will include all listed events.
- If all events are selected, the report will include all listed events.
How Event Selection Affects Results
The Events With Expected Absences list only displays events with expected absences that match the selected General Filters. If an event does not appear in the list, review the selected date range and filters to confirm the event 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 Event Status, Program, Keywords, Instructor, Level, and Events 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, activities, or related records during the selected date range. If the instructor was created or attached to an activity 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 events are selected under Events With Expected Absences?
- If no specific events are selected, the report will include all events listed under Events With Expected Absences. The same applies if all events are selected.
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Why does an event enrollment appear active on dates between selected event blocks?
- Event 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.