What is the Instructor Roster Report (STA-8)? – iClassPro Support

IN BRIEF
The Instructor Roster Report (STA-8) produces a list of classes and/or camps organized by instructor. It is commonly used to review instructor schedules, enrolled students, and related enrollment details as of a specific date.

Overview
Accessing the Report
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The Instructor Roster Report displays classes and/or camps grouped by instructor and reflects enrollment data based on the selected As of Date. Each instructor section lists scheduled events and enrolled students, with optional display fields that can be enabled as needed.

The following information is included by default:

Instructor name (with an asterisk if the instructor was a substitute on the selected date)
Class or camp date
Class or camp start time
Class or camp name
Enrolled students

Accessing the Report

From the main navigation menu, go to Reports.
Select Instructor Roster Report (STA-8).

Step-by-Step Instructions

Configure general filters

As of Date

Limits results to instructors with classes or camps on the selected date.
The instructor shown reflects who was teaching on that date.
Substitute instructors are marked with an asterisk (*).

Choose Instructors

Select one or more instructors to limit results.
Instructors with no qualifying enrollments during the selected timeframe are excluded.
If an instructor was deleted after the report start date, their prior data is included.
If an instructor was added after the report end date, they are excluded.

Event Type

Include Classes
Include Camps

Locations

Limits results to classes and/or camps assigned to selected locations.

Program

Limits results to classes and/or camps within the selected program.

Level

Limits results to classes and/or camps assigned to selected levels.

Zones

Limits results to classes and/or camps assigned to selected zones.

Class/Camp Status

Active: includes enrollments marked ACTIVE.
Inactive: includes enrollments marked INACTIVE.

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).

Apply class filters (if applicable)

These filters appear only when Include Classes is enabled.

Choose Class: limits results to selected classes.
Choose Session: limits results to selected sessions.
- By default, only current and future sessions appear.
- Use Show Past to include past or rolling sessions.
Choose Class Keywords: limits results to classes with selected keywords.

Apply camp filters (if applicable)

These filters appear only when Include Camps is enabled.

Choose Camp: limits results to selected camps.
Choose Camp Keywords: limits results to camps with selected keywords.

Configure display filters

Show age – Displays the Student Age on the final report.
Show gender - Displays the Student Gender 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.
- Click here for more information about Skill Codes.
Show only skills directly attached to class/camp - if enabled, the report will reflect only skills/levels/events/etc that are directly attached to the class or camp. (This option is only displayed if "Show skills" is selected.
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/camp name – includes the zone/area where the class/camp meets next to the event name on the report.
Show primary guardian – adds a column with the primary guardian’s name for each student.
Show start date - adds a column with the student's enrollment start date in the class.
Show drop date - adds a column with the student's enrollment drop date in the class.
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).
- NOTE: the report will use the full Skill Level name if no Skill Level Code is specified,.
  - See https://support.iclasspro.com/hc/en-us/articles/115011301168-What-is-a-Skill-Tree- for information about assigning codes to Skill Levels.
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]."

Generate the Report

Confirm your filters.
Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.

Troubleshooting & FAQs

Why is an instructor’s name marked with an asterisk (*)?
- The asterisk indicates the instructor was serving as a substitute on the selected “As of Date.”
Why do some instructors not appear in the report?
- Instructors are excluded if they were not associated with any qualifying classes or camps during the selected timeframe.
Why are past sessions missing from the Class filters?
- Past sessions are hidden by default. Enable the “Show Past” toggle in the “Choose Session” filter.
Why do camp enrollments appear active on dates without scheduled blocks?
- Camp enrollments are considered active from the first selected block through the last selected block, including intervening dates.