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What is the Class/Camp Roster Report (STA-9)?

IN BRIEF
The Class/Camp Roster Report (STA-9) provides a detailed list of classes and/or camps scheduled on a specific date, including instructors and enrolled students. It is commonly used for attendance tracking, instructor reference, and reviewing student details such as notes, skills, and medical information. 

Overview

The Class/Camp Roster Report generates a roster of classes and/or camps occurring on a selected date. Each entry includes key scheduling and enrollment details such as class time, instructor, and student information.

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Standard report details

  • Date
  • Class time
  • Class or camp name
  • Instructor(s)
  • Student name
  • Class notes

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Display Options and Additional Data

Depending on selected display settings, the report may also include:

  • Grouping by class start time or class name
  • Instructor name (with an asterisk indicating a substitute instructor)
  • Last level passed
  • First enrollment indicator
  • Attendance since last level passed
  • Student gender and age
  • Skill tracking details:
    • Most recent evaluation date
    • Skill disciplines (separate columns)
    • Skill evaluations (e.g., stars, checkmarks, or codes)
  • Medical information
  • Class notes

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Accessing the Report

  1. From the main navigation menu, go to Reports.
  2. Select Class/Camp Roster (STA-9).

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Step-by-Step Instructions

General Filters

  • AS OF DATE – the report will only look at classes/camps that meet on the selected date.
  • CHOOSE INSTRUCTORS: select Instructor(s) to limit the report to only classes/camps assigned to that specific instructor.
    • NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range. 
      • If an instructor was deleted AFTER the start date of the report, the results will include relevant entries for the instructor on the date(s) before they were deleted.
      • If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.
  • EVENT TYPE
    • Include Classes
    • Include Camps
      • 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).
  • LOCATIONS: the system will only include classes and/or camps associated with the selected Location(s) in the results.
  • PROGRAM: select a Program to limit the report to only classes and/or camps associated with that program.
  • LEVEL: select a Level to limit the report to only classes and/or camps associated with the selected Level(s).
  • CLASS/CAMP STATUS
    • Active – will limit the report to only students with enrollments in classes/camps that are currently marked “Active.”
    • Inactive – will limit the report to only students with enrollments in classes/camps that are currently marked “Inactive.”

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Class Filters

This filter section only appears if "Include Classes" is enabled in the "Event Type" filter above.

  • CHOOSE CLASS: select a Class to limit the report to only the selected class(es).
  • CHOOSE SESSION: select a Session to limit the report to only classes associated with the selected Session(s).
    • NOTE: The "Choose Session" filter will only display current/future sessions by default. However, there is a "Show Past" toggle option to display past Sessions/Rolling Sessions if needed.
  • CHOOSE ZONES: select a Zone to limit the report to only classes assigned to the selected Zone(s).
  • CHOOSE CLASS KEYWORDS: select a Class Keyword to limit the report to only classes associated with the selected Keyword(s).

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Camp Filters

This filter section only appears if "Include Camps" is enabled in the "Event Type" filter above.

  • CHOOSE CAMP: select a Camp to limit the report to only the selected camp(s).
  • CHOOSE CAMP KEYWORDS: select a Camp Keyword to limit the report to only camps associated with the selected Keyword(s).

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Display Filters

  • Show age – Displays the Student Age on the final report.
  • Show skills – If enabled, the most recent skill evaluation date will be displayed, and additional columns will be added for each Skill Discipline attached to a class/program (between the Last Evaluation Date and Primary Guardian). Disciplines will be listed in alphabetical order from left to right.

    This column will populate with indicators as to which specific skills have been evaluated based on Skill Codes assigned to them in the Skill Bank. Click here for more information about Skill Codes.

    For example, a result of 2/3 CH, ✔ PY means that
    - 2/3 means that the skill with the short code CH has been evaluated with 2/3 possible stars.
    - The checkmark signifies that the skill with the short code PY has been evaluated at the highest possible rating (3/3).
    - Codes for all skills will be listed, even those that have not been evaluated.

    NOTE: If you only use a single star for skill evaluations, the checkmark will only be displayed if the skill has been evaluated.
  • Show medical – Displays Student medical information on the final report.
  • Render in Landscape for PDF – the report will automatically be rendered in Landscape if PDF option is selected.
  • Show classes/camps with no instructors/students – includes classes and/or camps that do not have instructors assigned, or that have no enrollments on the “As Of Date.”
  • Show students on wait list – students with Wait List enrollments for selected classes will be included in the results.
  • Show occupancy by class details – includes an indicator (ex. 4/5) showing the number of all enrollments on the “As Of Date” (except WAIT type) vs the maximum allowed occupancy.
  • Show level name next to class/camp name – includes the Level next to the class/camp name on the report.
  • Show zone name next to class name – includes the zone/area where the class meets next to the class name on the report.
  • Show primary guardian – adds a column with the primary guardian’s name for each student.
  • Show primary guardian phone - adds a column with the primary guardian's phone number for each student.
  • Show Roll Sheet Comment - adds a column with the student's roll sheet comment field populated.
  • Last Skill Level Passed - displays the Skill Level code for the last Skill Level marked as "Passed" (based on timestamp when it was recorded).
  • Attendance Since Last Level Passed - the number of times the student has been marked "Present" since the last Skill Level was marked "Passed."
    • NOTE: This total includes attendance marked for ALL enrollments associated with the student.
  • Display Students By First Name - if enabled, student names will be displayed as "[first name] [last name]" instead of "[last name], [first name]."

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Generating the report

  1. Confirm your filters.
  2. Select your preferred format (HTML or PDF) to generate the report.

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Troubleshooting & FAQs

  • Why is a specific instructor not showing on the report?
    • The instructor must be associated with enrollments during the selected date range. If they were added after the report date or had no relevant activity, they will not appear.
  • Why are camp enrollments showing across multiple days?
    • Camp enrollments are treated as active across the full date range between the first and last selected camp dates.
  • Why are some classes or camps showing without students or instructors?
    • This occurs when the “Show classes/camps with no instructors/students” option is enabled.
  • Why do I see asterisks next to instructor names?
    • An asterisk indicates that the instructor listed was a substitute on the selected date.
  • Why are skill columns appearing in my report?
    • The “Show skills” option is enabled, which adds evaluation data and discipline columns.

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).