IN BRIEF
The Student Retention Report (STU-15) helps identify how well students are retained over time by comparing enrollments across two date ranges. Administrators can use this report to analyze new, retained, and churned students, grouped by program, shift, and class, and export the results in multiple formats for further review.
Overview
The Student Retention Report is designed to identify student retention rates over a specified time period by comparing two distinct date ranges:
- “As of” Date Range - Used to determine which students are included in the report totals. Only students with an active enrollment at any point within this date range are counted.
- “Retained” Date Range - Used strictly for comparison. Only students who were active during the “As of” date range are evaluated against this second range.
Based on these date ranges, the report calculates and displays the following totals:
- New - Students with no previous enrollments whose enrollment start date falls within the defined “As of” date range.
- Previous - Retained or ongoing students with previous enrollments who were active at any time during the defined “As of” date range.
- Total enrollments - Combined total of both “New” and “Previous” enrollments.
- Retained - Students who were active during both the “As of” date range and the “Retained” date range.
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Churned
- Students who were active during the “As of” date range but not active during the “Retained” date range.
By default, results are grouped in the following order:
- Class Program
- Shift (if the Show Shifts option is enabled)
- Class
Only programs, shifts, and classes that have enrollments or students associated with them are included in the results.
Saving Report Filters as Presets
- If the same filter settings are used frequently, they can be saved as Preset Filters.
- Presets can be loaded each time the report is opened, allowing only the date range to be adjusted before generating the report.
See What are Preset Filters for Reports? for additional details.
Accessing the Report
- From the main navigation menu, go to REPORTS.
- Select Student Retention Report (STU-15).
Step-by-Step Instructions
Generating the Report
- Set the As of Start Date and As of End Date.
- Set the Retained Start Date and Retained End Date.
- The retained date range must begin after the end date of the “As of” date range.
- Select at least one Location.
- Apply any optional class or display filters as needed.
- Choose the desired export format to generate the report.
General Filters
- As of Start Date / End Date - Displays results only for students who had an active enrollment during this date range.
- Retained Start Date / End Date - Used for comparison only. Evaluates retention for students included in the “As of” date range.
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Locations - Limits results to students with active enrollments associated with the selected location(s).
- At least one location must be selected to generate the report.
Class Filters
- Choose Instructor - Limits results to students enrolled in classes associated with the selected instructor(s).
- Choose Program - Limits results to students enrolled in classes within the selected program(s).
- Choose Level - Limits results to students enrolled in classes within the selected level(s).
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Choose Session - Limits results to students enrolled in the selected session(s).
- By default, only current and future sessions are displayed.
- A Show Past toggle is available to display past or rolling sessions.
- Choose Class - Limits results to students enrolled in the selected class(es).
Important Instructor Notes
- Instructors with no associated enrollments during the selected date range are not included in the results.
- If an instructor was deleted after the report start date, relevant entries before deletion are still included.
- If an instructor was created or attached to a class after the report end date, they are not included.
Display Filters
- Show Classes - Breaks results down by individual class.
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Show Shift - Breaks results down by shift, based on defined start times.
- At least two shifts must be configured.
- Use Add Another to define more than three shifts if needed.
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Group by Shifts - Groups results by shift first, then by class program, and then by class.
- Only programs and shifts with enrollments or students are included.
Generating the report
- Confirm your filters.
- Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.
Troubleshooting & FAQs
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Why are no results showing for a selected instructor?
- The instructor may not have been associated with any enrollments, events, or classes during the selected date range.
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Why does the “Choose Session” filter not show past sessions?
- Past sessions are hidden by default. Enable the Show Past toggle to display them.
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Why must the retained date range start after the “As of” date range?
- The retained date range is used strictly for comparison and must occur after the period being evaluated.
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Why are some programs or shifts missing from the report?
- Only programs and shifts with enrollments or students associated with them during the selected date range are included.